Please note: this guide shares what we know from working with Exchequer users. It isn't legal advice. Check your own software contract and take advice where you need it.
What is a Right to Use (RTU) licence?
Some Exchequer customers are told they need a Right to Use licence when they end their contract. The "archive only" version gives read-only access to Exchequer for a set period, often seven years. It's usually priced as a one-off multiple of your annual maintenance.
The reason given is that you need access to your accounting records, for example during a VAT inspection or when your accountant has questions about past years.
Do you have to buy one?
We can't answer that for you. It depends on your agreement. What we can say is that the need behind it, keeping your records available, can be met in other ways.
- Read your software contract alongside any RTU proposal
- Ask whether you'll be required to remove or disable Exchequer
- Decide which records you'll need to see after you move, and for how long
Can we just print or export reports first?
You can, but Exchequer's standard reports are limited and getting everything out that way is slow. The Export Tool extracts customers, suppliers, stock, jobs, transaction headers and lines, and open items to CSV or JSON in one run. It's a one-off licence and you can run it as often as you like, so you can take a final extract on your last day.
Can the exported data go into our new system?
In theory, yes. In practice most new systems load master files, open items and opening balances rather than full history. Some, such as iplicit, can import the complete JSON extract into an archive area so you can look up old transactions from inside the new system.
Will Exchequer stop working if we stop paying maintenance?
As far as we know, Exchequer has no logic that stops it running when maintenance ends. If it runs on your own servers it will most likely keep working. If Advanced or a partner hosts it for you, things are different, so check with your provider.
What we'd suggest
- Run a full extract now, while you still have full support, and keep it safe
- Run another on the day you stop using Exchequer
- Keep both alongside your contract records
This guide is shared in good faith based on our own experience. We accept no liability for decisions made using it.