01What a closed order is
A closed order is a license that has billed: the record carries an accounting period.
Open the record and you get the ⚙️ Action: Closed Order window (“Revoke or transfer this finalized license”). This is where the license lifecycle lives, everything that happens after a seat exists. The same window has a few variations:
- 🚫 Action: Revoked License (“Un-revoke to restore or transfer this license”), for a seat that's been revoked. Its table button reads 🚫 Revoked.
- 🔄 Action: Transferred License, for a seat someone received by transfer. You can still revoke it or transfer it again. Its table button reads 🔄 Transferred.
- A shared-device license waiting on a revocation shows an amber 🚫 Pending button in the table (see Revoke a Shared Device License).
- ⚙️ SQL Server, for a database server from The Fleet (“Rebill or re-fund this database server”). You edit the server itself in The Fleet.
02What you see
The same full picture as any record: the person and license, the cost, and the accounting.
- License holder: name and UCInetID (marked Inactive if they've separated), the software, and the cost. The 📧 Resend email button sits in this section's header.
- Accounting: account, project, sub-account, OrgRefID, fiscal officer, unit, department, and the doc # and accounting period the charge posted under. These are locked against casual edits; changing where the money sits is a deliberate action (Rebill), not an inline tweak. When a refund has posted, a Refund line shows the amount, the account it went back to, and the KFS refund document, next to the original charge.
- ✏️ Edit doc # / period: admins and Business Office admins can correct the doc # and accounting period right in the Accounting section. A warning reminds you these values were already processed. Clearing a field removes that stamp, and the change (with an optional reason) is kept in history and in the order's activity.
- 🔄 Transfer card, for a transferred seat: who it came from or went to, with a “See details” window.
- Device / Audit card for shared-device records (hostname, IP, package, audit note) with its own “See details” window, where admins and CSCs can edit the device.
- 🕒 Order & Email Activity (the order story and every email sent) and 🧾 View activity (the record's full timeline, including Untracked changes made outside the app). Both are described on the open-order page.
03Revoke & Un-Revoke 🚫 Revoke ✅ Un-Revoke
Retire a live license, or bring a retired one back.
Revoke a named-user license
After you confirm, Revoke marks the license Revoke: it drops out of billing and the nightly process removes the entitlement with the vendor. The record stays visible, so the seat can be transferred to someone else or un-revoked later.
Revoke a Canva license
Canva keeps each person's designs inside their Canva account, so admins get the Revoke Canva license screen instead of a plain confirmation. You name who approved the revoke and decide what happens to the designs: hand them to someone on the Canva-Employees team, let the person save them first, or remove the seat now. The open-order page walks through each choice. Anyone else who tries to revoke a Canva license gets a hold message instead: License Commander emails them and the licensing team, and the licensing team finishes it by hand.
Revoke a Shared Device License (SDL)
Shared-device licenses work differently, because a machine may still be in use while you track down and decommission it. Requesting an SDL revocation does two things right away:
- It comes out of billing immediately, the moment you ask for the revocation, so a unit is never charged for a device they've decided to give up while the physical teardown drags on.
- The entitlement stays put until the device is verified disconnected, then it's fully revoked. Deactivating it in the Adobe console is a separate, deliberate step.
While an SDL revocation is pending, the table button turns amber (🚫 Pending), the record's subtitle says it was submitted for revocation and is waiting on device-disconnect verification, and its Revoke button becomes ↩️ Cancel Revoke Request. Cancel, and the seat goes right back into billing. You finalize the revocation from the separate SDL Revocations queue once the device is confirmed gone.
Un-Revoke
On a revoked seat, the button becomes ✅ Un-Revoke. What happens next depends on whether the seat is paid for the current fiscal year:
- Paid this fiscal year: un-revoke restores it right away, and the fiscal officer is notified. For Adobe titles, the license is provisioned again in the Adobe console.
- Not paid this fiscal year: the button reads 🔄 Renew (needs approval). Clicking it doesn't quietly restore a seat nobody paid for. It becomes a new Pending Approval order sent to the fiscal officer, with an approval email, so the cost is approved before the license comes back. Once approved, it's provisioned and billed on the next recharge.
04Transfer 🔄 Transfer
Move a paid license to a new holder instead of buying another one.
Transfer opens its own window to search for the new licensee and add an optional note. The new holder gets the seat with the accounting intact, so the department doesn't pay twice.
Who you can transfer to
- Not the same person. You can't transfer a license to its current holder. To bring back someone's own seat, place a new order for them.
- Not someone who already has it. If the recipient already holds an active copy of that title, the transfer is stopped, because it would create a duplicate seat.
- Not someone who has left. A recipient who is inactive or separated from UCI can't be picked.
- Adobe tier changes ask first. If the recipient already has a different Adobe license (Creative Cloud Pro, Express Premium, or Acrobat Pro), you're asked to confirm the upgrade or downgrade.
What happens to the seat
- The seat moves. License Commander licenses the new holder, then removes the previous holder's access. For Adobe it waits until the new holder is confirmed; if their grant fails, the previous holder keeps the seat and the transfer can be tried again. Anyone who still holds another active copy of the same product keeps their access.
- Named-user seats only. Transfer is hidden on device and site licenses, which are tied to a machine, not a person.
- Canva transfers are on hold. A Canva transfer can make the previous holder's designs disappear, so License Commander stops it, emails you and the licensing team, and someone finishes it by hand.
05Rebill a charge 🔄 Rebill
Move an existing charge to the correct account. The charge moves; the license does not.
When a license billed to the wrong account, Rebill backs the charge out (clearing its doc #, accounting period, and batch) so the record becomes an unbilled order again, and repoints it to a new account if you enter one. As you type the new account, it shows the fiscal officer for that account, whether the holder qualifies for FreeSoft, and whether a reusable revoked license already exists.
- Bill timing: choose whether the corrected charge rides this cycle or waits for next year. The choice sets the record's renewal tag so the right recharge run picks it up.
- A reason is required. It's kept in history and included in the emails.
- Emails go to the old fiscal officer, the new fiscal officer, and you.
Who: administrators only, and only when acting as yourself, not while viewing as someone else. It appears on any record that has been charged, from any billing cycle.
06Issue a credit ↩️ Issue credit
Give money back on a license that was charged correctly but is now revoked, and keep the seat as a spare.
Sometimes a charge was right at the time, but the license has since been retired, and the unit is owed money back. Issue credit queues that refund on the record. It opens a small window filled in with the amount that was billed (edit it for a partial credit) and a required reason. The revoked seat stays in the unit's pool, so it can still be handed to someone else.
07Refund 💸 Refund
Money back, and the license is released.
Use Refund when the fiscal officer wants the money back and does not want to keep the license as a spare. It queues a refund credit, releases the seat with the vendor, and marks the record Removed. If the license is needed again later, place a new order.
- Amount: starts at the charged price; edit it for a partial refund. A reason is required.
- Timing: the credit nets onto this month's service billing, or next month's if this month's run has already happened. The window shows which month.
- No approval step. It goes straight through, and the fiscal officer gets a courtesy email with you copied.
- If the vendor doesn't confirm the seat came off, the result says so, so you can check the record.
Who: administrators only, acting as themselves. It shows on a record with a real KFS charge that hasn't been removed or credited already.
08Un-remove ♻️ Un-remove
Recover a paid seat that was removed by mistake.
Un-remove appears in the quiet button row on a Removed record. It's only for a seat that was paid for: it restores the seat as Revoked (available to the unit again, with no cash refund) and stamps the charge it was paid under. You enter that doc # and accounting period (both required), plus an optional FY renewal tag and a reason.
Who: administrators and Business Office admins. Every un-remove is recorded in history.
10Money actions at a glance
Several actions touch billing in different ways. This is the part most people mix up, so here they are side by side.
| Action | What moves | Money effect | Use it when… |
|---|---|---|---|
| Reassign (open order) | The order's routing, before approval | Nothing charged yet | A request landed with the wrong fiscal officer. |
| Rebill | An existing charge, to a different account | Re-coded; a credit back to the old account is queued automatically if it already paid | A license billed to the wrong account. |
| Issue credit | Money, back to the account | A credit on the next monthly bill; the seat stays as a spare | A correct charge, but the license is now revoked and money is owed. |
| Refund | Money back, and the seat goes away | A credit on this or next month's bill; the seat is released | The unit wants its money back and doesn't need the seat. |
| Un-Revoke (unpaid) | Becomes a new pending order | New charge, after fiscal officer approval | Bringing back a seat nobody has paid for this year. |
| Un-remove | A paid seat, back into the pool | None; it records the charge it was paid under | A paid seat was removed by mistake. |
11Who can do what
The closed-order actions by role. “Fiscal Officer” includes a backup approver acting on the accounts they cover.
| Action | Admin | Fiscal Officer | CSC | License Mgr |
|---|---|---|---|---|
| Revoke / Un-Revoke (Canva: admins only) | ✓ | ✓ | ✓ | ✓ |
| Transfer (+ the holder, for their own) | ✓ | ✓ | ✓ | ✓ |
| Rebill | ✓ | No | No | No |
| Issue credit | ✓ | No | No | No |
| Refund | ✓ | No | No | No |
| Un-remove | ✓ | No | No | No |
| Edit doc # / period | ✓ | No | No | No |
| Resend email | ✓ | ✓ | ✓ | ✓ |
| View activity | ✓ | ✓ | ✓ | ✓ |
| Add a note | ✓ | ✓ | No | No |
| Re-provision | ✓ | ✓ | ✓ | No |
| Move to someone else | ✓ | No | No | No |
| FRL device control | ✓ | No | No | No |
| Delete the order | ✓ | ✓ | ✓ | ✓ |
Rebill, Issue credit, and Refund are for administrators acting as themselves, not while viewing the app as another user (a deliberate guardrail on money movement). Un-remove and Edit doc # / period are also open to Business Office admins. This table reflects the app's current gating; check the code if you're wiring in a new role.