Licenses
Package: BRAINX.APP
The Licenses module is exclusively available in the CRM version brainX APP!
1. General
Licenses in brainX represent service or license contracts and display an overview of the services and conditions for a product.
Records from the Licenses module are selectable in the so-called "product block". For detailed information, see the section Product Block in Billing Modules in the manual.
A machine (product) is sold via an order. After the sale, a license record is created that maps the associated maintenance contract. The corresponding service contract from the product master is selected as the Product, the Service Date is set to the next maintenance interval and the Status to active. Via the New Ticket action, a service ticket can be created directly from the license if needed.
A customer acquires a software license. The license maps the conditions: the license is selected as the Product, Amount and Currency document the agreed license price, the Service Date marks the expiry date or renewal point. Via the Status, it can be tracked whether the license is still active or has already expired (inactive).
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Licenses module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the license |
| Status * |
|
| Product * | Linked product; the record is selectable via the product block in billing modules – see Product Block in Billing Modules |
| Sale Date * | Date of the sale |
| Service Date * | Date of the next due service or the expiry date |
| Amount / Currency | License or contract amount including the associated currency |
*Required field
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| New Ticket | – | Creates a new ticket and links it to the license |
| New Task | – | Creates a new task and links it to the license |
| New Email | Configured email inbox | Opens the email editor with reference to the license |
4. Practical Examples
1 – Managing a Service Contract for a Sold Machine
A machine is sold to a customer via an order. In addition to delivery, a maintenance contract is concluded. To manage this contract in a structured way, a new record is created in the Licenses module and linked to the corresponding organization and the order.
The service contract from the product master is selected as the Product. The Service Date is set to the next due maintenance interval and the Status to active. Amount and Currency document the agreed maintenance flat rate. If needed, a service ticket can be created directly from the license via the New Ticket action – e.g., when a malfunction is reported. This way, the entire service history is traceable at the license record.
2 – Monitoring a Software License with Expiry Date
A customer acquires a time-limited software license. In the Licenses module, a record is created, the corresponding license from the product master is selected as the Product and the Service Date is set to the expiry date of the license. Amount and Currency document the agreed license price.
Via the list view of the Licenses module, all licenses can be filtered by the Service Date, so that upcoming expiry dates are recognized early. When a license expires, the Status is set to inactive. Upon renewal, the Service Date is updated and the status is set back to active – without having to create a new record.
3 – Using a License in the Product Block of a Billing Module
An existing customer renews their software license and is to receive an invoice for it. The license is already maintained as a record in the Licenses module. When creating the invoice in the Invoices module, the corresponding record is added as a line item in the product block via the License selection. Name, amount and currency are automatically transferred.
This way, the license is documented both in the invoice and as a standalone record with full context – sale date, service date, status – and remains transparently traceable for all parties.
5. Frequently Asked Questions
Is the Licenses module also available in brainX CRM?
No. The Licenses module is exclusively available in brainX APP and is not available in the brainX CRM version. The functional equivalent in brainX CRM is the Assets module.
What is the difference between the Licenses module and the Assets module?
Both modules represent service or license contracts for a product and are selectable in the product block of billing modules. The key difference lies in availability: Licenses is exclusively available in brainX APP, Assets exclusively in brainX CRM.
What is the service date in a license used for?
The Service Date indicates the date of the next due service or the expiry date of a license. It serves as the central control date in the list view to recognize upcoming renewals or maintenance appointments early and initiate follow-up measures in time.
Can I deactivate a license without deleting it?
Yes. Via the Status field, a license can be set to inactive. It remains in the system and is still viewable, but is no longer available for selection in the product block of billing modules. Upon renewal, the status can be set back to active.
Can I create a ticket or task directly from a license?
Yes. In the detail view of a license, the module-specific actions New Ticket and New Task are available. Both records are automatically linked to the license.
Can I use a license in the product block of a billing module as a line item?
Yes. Records from the Licenses module are selectable in the product block of billing modules and can be inserted as line items in invoices, orders or quotes. Detailed information can be found in the section Product Block in Billing Modules.