Billing

The Billing screen shows what your organisation is on — trial, subscription or arrangement — what it holds against any allowance, and every invoice raised for it.

Open it from Administration → Billing. Every organisation has this screen; it is not a module you can switch off. A pill beside the title repeats the account’s standing.

Account

Shown	What it means
Status	Where the account stands — see the table below.
Held until	Only when your account is being kept open past its normal cutoff — while a purchase order clears, an invoice is settled, or by arrangement. The date that hold runs to.
Billed in	Your billing currency.

Status	Pill	Meaning
On trial — {n} days left	Trial	A self-service trial. The pill turns amber in the last three days.
Subscribed	Subscribed	A paying subscription in good standing.
Invoiced by arrangement with your account manager	By arrangement	Billed outside the subscription system, by agreement.
A demonstration account — not billed	Demo	A demonstration organisation.
An internal account — not billed	Internal	Used by Asset Infinity itself.
Any other reason	The reason	Why access is limited or closed.

Usage

What your organisation holds, as tiles:

Tile	Counts
Assets	Assets in the register
Users	Accounts in the organisation
Sites	Sites
Sensors	Sensors
RFID readers	Readers
GPS trackers	Trackers
BLE tags	Tags registered for indoor location
Hotels with an FF&E plan	Hotels with an FF&E plan
Discovered devices	Devices IT asset discovery has found
Network collectors	Network collectors for IT asset discovery

The last three appear only when your organisation has some, or your plan sets an allowance for them. Where your subscription or licence sets an allowance, each tile shows of {allowance} and either {n} left or, in red, {n} over. Where nothing sets a limit, the tile says No limit and the sentence above says the figures are shown as counts.

Limits on a paying account

For a paying customer on our cloud, the allowances are limits as well as a price. Adding an asset, a site, a sensor, a reader, a GPS tracker or a BLE tag that would take you past the count your plan covers is refused with a sentence such as Your plan covers 100 assets, and this would make 101, and nothing already in the register is removed. The count may come from your subscription or from a number agreed with your account manager; either way, the tile here shows the number you are held to. The refusal goes on to say that your account manager raises the count your plan covers, so ask an administrator to get in touch with them. Nothing on this page changes the count — to go further, choose a larger plan or ask your account manager. Trial, demonstration and self-hosted organisations are not held to these counts.

Seats

Where your plan is priced per user, a Seats row of tiles appears under the usage tiles: one per plan, showing how many people are in it against how many seats it has. As the screen says, everyone who does more than view in a module takes one of its seats; read-only access is free. So an organisation of thirty people can be full on six Maintenance seats, which is why the seat tiles and the Users tile can differ. Giving somebody a role that would let them do more than view in a full plan — or adding or reactivating an account that needs a seat — is refused with a sentence naming the plan and its seats, followed by what to do about it: free a seat by narrowing somebody’s role or deactivating an account, or ask your account manager for more seats. Removing access is never refused, so an organisation already over its seats can still suspend somebody. Under Activity, three more counts that carry no allowance: Parts, Open work orders and Work orders, last 30 days.

Licence

Only on an installation running on your own servers under a licence. A cloud organisation does not see this section.

Shown	What it means
Issued to	The customer named on the licence
Covers	Use of this version, with no end date for a perpetual licence, or Use until {date} for a term licence
Upgrades	For a perpetual licence: Releases cut on or before {date} while maintenance is included, or that newer releases are not covered when it was not. Nothing stops working when this date passes
Modules	The modules the licence names, or Every module when it names none
Assets	How many assets are covered, or No limit
Applied	When the licence was applied, and by whom
Installation	The installation identifier — the first thing your supplier asks for when cutting a renewal
Organisation	Your organisation’s identifier, which a licence is also cut against
Signed with	Which key signed the licence

Apply a renewal takes the licence key your supplier sent. It is checked against this installation before anything changes, and takes effect immediately. If the server cannot be reached, nothing is changed.

Before the first licence

An installation with no licence yet shows a Licence section saying so, with its Installation and Organisation ids. Send both to your supplier, then paste the licence key they send back into Apply your licence and choose Apply this licence. It is checked against this installation before anything changes, and takes effect immediately. An installation set up without a licence cannot be used until one is applied. Instead of the application, everybody sees This installation needs a licence, with the two ids. An administrator can paste the key into Apply your licence on that screen; once it is applied, Sign in again to start using it. Everything already set up is kept.

Upgrade

Only on an installation on your own servers whose upgrader is running, and only for the administrator of the organisation the licence names. Elsewhere the section is not shown. Where the upgrader is not running, the section says the installation is upgraded the way it was installed.

Under Upload a release kit, choose the .kit file your supplier sent and Upload and check. The kit is checked on the server against the key it already holds, and nothing changes yet.
Once it is checked, the section names the release, when it was cut and the release you are on, and shows What it will do.
Tick that you have read it, then choose Upgrade to {release} now. If you signed in too long ago, you are asked to Sign in again first.

Every organisation on the installation is down for several minutes while it upgrades, and a backup is taken first. The page carries on by itself once the installation is back. If anything fails, the installation is put back as it was and the section says why; if it could not be put back, the section says it needs somebody at the machine.

Backups

Shown alongside Upgrade, to the same administrator, because the same upgrader takes the backups.

Shown	What it means
Where backups go	The folder on the server. Your supplier sets it; it cannot be changed from here. A warning appears when it is the server’s own disk, because a failure that loses the server loses its backups too.
The last backup	When it was taken, its size, and that it was restored in a test and found complete, with how many are kept. Or that it failed, in which case the backups kept before it are untouched.
Back up now	Takes a backup straight away. While it runs, files cannot be uploaded or opened for about a minute.
Every day at and Backups to keep	The daily schedule, on the server’s clock, and how many backups to keep — from 1 to 90. Save schedule sets it; Stop scheduled backups stops it.

Only backups that were proved complete count towards how many are kept, so a run of failed nights never removes the last good one.

Invoices

Every invoice raised for your organisation.

Column	What it shows
Invoice	The invoice number
Issued	When it was raised
Due	When payment is due
Total	The invoice total
Outstanding	What is left to pay
Status	The status in the billing system’s own words
View	Opens the invoice document

The list mirrors the billing system’s own records, so the figures and the document are the ones you were sent. Until the first invoice is raised it reads “Nothing invoiced yet”.

While a trial is running

In the last seven days of a trial, a banner across the top of the application says when the trial ends, with Choose a plan for somebody who can, or a note that an administrator is the one who can. It is not shown earlier.

When a trial ends or an account is closed

Instead of the application, everybody in the organisation sees a plain screen headed Your trial has ended or This account has been closed:

when the trial ran until, and that everything you set up is still there — assets, jobs and history untouched — and choosing a plan puts you back where you left off;
where the account is being held open longer, the date it is held until;
where your data has a deletion date because nothing was subscribed, that date, with a promise of an email before it happens;
for somebody who may choose a plan, a plan picker priced by the server — in your billing currency, or in US dollars where plans are not priced in it — and your selection is quoted in the same currency; for anybody else, a note that an administrator can restore access, and a sales contact;
a short history of the account — trial started or extended, subscription started, hold granted or ended, deletion notice sent — and Sign out.

On a licensed installation whose term licence has ended, the screen reads This licence has ended and offers Apply your renewal in the same way. After applying it, sign in again to pick it up.

Who can see what

To	Permission (as the grid shows it)
See the account, usage and invoices	Subscription · view. Without it, the usage and invoice panels say your administrator can see them
Choose or change a plan	Subscription · admin

Setting up

Configuration