Linking a License to This Purchase

IT Asset Management (Cloud)

By far the easiest way to establish a link between a purchase and a license is to use the automation available through the Unprocessed Purchases page. Where, instead, you need to attach a license manually to this purchase, use the following process, commencing from the Licenses tab of the purchase properties. Notice the special provisions available to operators in roles with appropriate permissions.

Note: The correct assignment of purchased quantities to licenses is critical to accurate calculations of your compliance position. Perform any manual linking of purchases to licenses with great care, most especially where this involves sharing purchased entitlements across multiple licenses.

To link a license to this purchase:

1. Optionally, enter a few characters from a license name or publisher into the field showing Search for licenses to add.
2. Click Search.
   A list of available licenses appears, matching the text you entered (if any). The same columns of license properties are available in this search list as in the main list of linked licenses.
3. Choose one or more licenses from the list.
   Multi-selection requires that you click the check boxes on the left of each row. You should only choose multiple licenses when the purchase includes multiple entitlements that you can distribute across the licenses. As always, you can sort and filter the search results. When you make any selection from the search results, Add licenses is enabled.
4. Click Add licenses.
   Tip: Shortcut: for a single license, simply double-click your selected row in the search results (double-click is 'select and add').

   The search panel closes, and your selected licence(s) are added to the list of related licenses. By default, each license receives the total Effective quantity (from the General tab of the purchase’s properties) in additional entitlements, and Allocate assigned entitlements displays by sharing.
5. If you are linking this purchase to only one license, you may click Save, and finish now.
   To continue and adjust the spread of multiple entitlements across multiple licenses, your operator account must be in a role that grants the rights to Modify an existing software license and to Override PO adjustments of licenses. To check these, go to the IT Asset Accounts page and select the Roles tab.
6. Edit the individual values in the Assigned entitlements column to distribute as required across your multiple licenses.
   To allow maximum flexibility as you edit, the system does not prevent you entering values that total more than the Effective quantity (from the General tab). As you switch focus (such as clicking on another cell), the current total of your Assigned entitlements is updated at the bottom of the list.

   Tip: If you happen to Save these properties while the total of your Assigned entitlements exceeds the available Effective quantity, an alert appears at the top of the property sheet: This purchase has assigned license entitlements that exceed Effective quantity. In this case, re-edit the individual values in the Assigned entitlements column until your assigned total is less than or equal to Effective quantity.
7. When satisfied, click Save.