Purchases Tab

FlexNet Manager Suite 2024 R1 (On-Premises)

This tab lists the purchases related to this contract. You may link purchases to this contract using the search facility on this tab. You may also:

Navigate to the properties of any purchase already linked to this contract, either by selecting it from the list of purchases here and clicking Open, or by double clicking the purchase in the list
Remove the link between this contract and any purchase in the list by selecting the purchase and clicking Remove. (This does not remove the record of purchase, and simply removes the link between this contract and the purchase.)

Tip: The link between a contract and a purchase does not involve the purchase in calculations of license entitlements or compliance. To affect compliance calculations, the purchase must be linked to the license record. The same purchase may be linked to both license record(s) and contract record(s) if that assists your record-keeping.

Warning: Each purchase may be linked to at most one contract, with the current linked contract shown in the General tab of the purchase properties. If you choose a purchase that is already linked to a different contract A and link it instead to this contract B, the link between the purchase and contract A is automatically (and silently) removed. To avoid accidentally re-using a purchase that should instead stay linked to its original contract, use the column chooser in the search list to add Contract description or Contract number to your search criteria. This allows you to select a purchase not yet linked to any other contract (where these columns are blank).

The tab provides:

A search field (with associated fly-down listing) to find records of purchases that you may wish to link to this contract (see To Use a Fly-Down for guidance)
A table listing the purchases already linked to this contract.

In both lists, the following columns (listed here alphabetically) are available to help identify the purchase. Some are displayed by default, and others are available in the column choosers for the respective lists.

Column	Notes
Authorized by	The person who authorized this purchase. Editable in the Ownership tab of the purchase properties.
Contract description	The name (or brief description) of the contract. This is displayed from the purchase properties. Where this is the only contract linked to the purchase, this is a circular reference that should display the description you have assigned to this contract, once the link is saved.
Contract no.	The identifying code for the contract. This is displayed from the purchase properties. Once you have saved the link to this purchase, this should display the number you have assigned to this contract (a circular reference).
Corporate unit, Cost center, or Location	The name of the related enterprise group. Selectable in the Ownership tab of the purchase properties.
Description	Details of the item purchased. Editable in the Description field in General tab of the purchase properties (in the Purchase details group).
Effective quantity	Total number of units acquired with this purchase. Depending on purchase type, these 'units' may be license entitlements, or maintenance coverage for this number of license entitlements. This value is not editable. It is calculated automatically by multiplying the Purchase quantity with the Quantity per unit (and as a signed integer, is limited to a little over 2.14 billion). Note: For appropriate Purchase type values, the Effective quantity corresponds to the number of license entitlements that the purchase contributes to a linked license. Only the `Software`, `Software subscription`, `Software baseline`, and `Not set` purchase types can increase the license quantity (number of entitlements on a license). `Software upgrade` migrates entitlements from the previous license to the upgraded one. These underlying values are set in the General tab of the purchase properties.
Invoice number	Identifies the invoice, payment of which completed this purchase. Editable in the Financial tab of the purchase properties.
Item	The number of this purchase within its related purchase order. Not editable (reflects the order of data entry for purchases given the same purchase order number).
Item sales tax (`currency`)	The sales tax (if any) applicable to this purchase. Editable in the Financial tab of the purchase properties.
Item subtotal (`currency`)	The value of this purchase excluding tax, shipping, and handling, and displayed in the currency shown in the column header. Automatically calculated from the purchased quantity and unit price values, set in the purchase properties.
Manufacturer	The manufacturer of the product. The 'manufacturer' label is appropriate if this contract relates (for example) to hardware leasing. Because the primary function of the system is software license optimization, this value on the purchase is identified as the publisher. Editable in the General tab of the purchase properties.
Number of assets	The total number of assets already linked to this purchase.
Number of licenses	The total number of licenses already linked to this purchase.
Part no./SKU	The vendor's code that identifies the purchased item (the Stock Keeping Unit). This value is added as Part no./SKU in the General tab of the purchase properties.
Processed by	The person who handled data entry for this purchase. Editable in the Ownership tab of the purchase properties.
Product points	The points Microsoft assigns to this purchase for tracking discounts under your Microsoft Select Agreement. Editable in the General tab of the purchase properties.
Product pool	The grouping of Microsoft products under your Microsoft Select agreement, used for calculating your appropriate discounts on license purchases. Editable in the General tab of the purchase properties.
Purchase date	The date that goods were ordered. The Purchase date is recorded when the first purchase from the same purchase order is created. Thereafter it is accessible through the General tab of the purchase properties.
Purchase order no.	The identifying code of the purchase order authorizing the purchase. Editable in the Purchase order no. field in the General tab of the purchase properties.
Purchase quantity	Number of units of a product in this purchase. Note: This quantity is not the license quantity for this purchase. It is a unit quantity which may apply to a purchase where a group or pack of entitlements is sold (for example, 10 units of a pack of 5 license entitlements), or to non-license purchases such as maintenance. The Purchase quantity value is added on the General tab of the purchase properties.
Purchase type	The nature of this purchase, such as software, hardware, maintenance and so on. Determines whether automated processing of the purchase can occur, and whether the purchase can contribute to license entitlements. Tip: At purchase processing time, when the purchase is linked to a license, the purchase type from a recognized SKU is given priority over this Purchase type set in the purchase properties. It is best practice to keep these two values aligned. The Purchase type value is selected on the General tab on the purchase properties.
Quantity per unit	The multiplier for the number of individual items included in each purchased unit (relevant for purchases of groups or packs). The Quantity per unit value is added on the General tab on the purchase properties.
Request date	The date of a purchase requisition or similar request initiating this purchase. Editable in the Ownership tab of the purchase properties.
Request number	The identifying code for the request that triggered this purchase. Editable in the Ownership tab of the purchase properties.
Requestor	The person who asked for the item purchased. Editable in the Ownership tab of the purchase properties.
Shipping and handling (`currency`)	The shipping and handling costs attributed to this purchase. The Shipping and handling field is editable in the Financial tab of the purchase properties (under Cost Details).
Shipping date	The date of dispatch from the vendor. Editable in the Financial tab of the purchase properties.
Shipping location	The destination office receiving the shipment of this purchase. Editable in the Financial tab of the purchase properties.
Status	Shows the current progress of the purchase through the purchasing process. Values may be: `Cancelled` `Completed` `New` `Pending` Tip: These values have no effect on license compliance calculations. If a purchase conveys license entitlements and is linked to a license, the entitlements are counted regardless of this status value. If you intend to cancel a purchase so that it no longer contributes to your license entitlements, be sure to disconnect the purchase from any licenses. The Status value is selected on the General tab of the purchase properties.
Total price (`currency`)	The overall cost of this purchase, including tax and shipping. Read-only calculated value in the Financial tab of the purchase properties.
Unit price (`currency`)	The cost of an individual item in this purchase (exclusive of taxes and shipping). Editable in the Financial tab of the purchase properties.
Vendor	The reseller who sold this product. The Vendor value is editable in the General tab of the purchase properties.

FlexNet Manager Suite (On-Premises)

2024 R1