Creating a purchase

IT Asset Management (Cloud)

You can add an item to your system's list of purchases. Each purchased item is recorded individually, regardless of how many items were originally grouped in a purchase order.

You can create a purchase record using any of the following methods:

• Import either an MLS, or a detailed Order History report downloaded from IBM Passport Advantage (see Purchase Order Upload)
• Import data from a spreadsheet (see Purchase Order Upload)
• Build a business adapter to import purchases from your purchasing system (see The Business Adapter Studio in the Using FlexNet Business Adapters PDF, available at https://docs.flexera.com/).
• Complete missing details to process a purchase from the list of unprocessed purchases (see Processing a Perpetual License Purchase).

If you wish to create a purchase record manually, you need the details from the original purchase order document (often a hard copy document).

For more information about individual fields as you record your purchase, see Purchase Properties.

To create a purchase record manually:

1. Go to the All Purchases page and click Create a Purchase.
   IT Asset Management displays the General tab of the Purchase Properties page.
2. The first Purchase order section identifies the company purchase order on which this purchase was a line item. (Reproducing the same details in the properties of other, separate purchase records links them all to the same purchase order. There is no separate display of purchase orders as distinct entities.)
   1. Copy the Purchase order no. (number) from the purchase order, or from a related invoice.
   2. Enter the Purchase date in your preferred date format, or select from the pop-up calendar.
   3. In the Vendor field, search for and select the reseller who sold this product to your enterprise, and then click Add vendor.
      Tip: The reseller must already exist as a record in IT Asset Management. If not, create the record from the All Vendors page.
3. Provide details of the individual item purchased in the Purchase details section.
   1. Enter a useful Description. When no SKU is recorded for a purchase, IT Asset Management uses the description text to make recommendations for purchase processing and linking purchases to licenses. For more information, see General Tab.
   2. If you can provide the correct Stock Keeping Unit (SKU) number, or a part number, for the item in the Part no./SKU field, IT Asset Management can make more appropriate processing recommendations, and, for software purchases, can propose matching properties for a license generated from this purchase.
   3. The Purchase quantity is how many of the identical item you included in this purchase. For example, if you purchased three copies of Adobe Photoshop, enter 3.
   4. For common purchases, the Quantity per unit is one. Change this only if the item you purchased was a multi-pack of some kind. For example, if you bought a pack of 5 licenses, enter 5 as the Quantity per unit.
      The mathematical product of the Purchase quantity times the Quantity per unit displays as the Effective quantity. For example, if you bought three packs each containing five licenses:

      • Purchase quantity = 3
      • Quantity per unit = 5
      • Effective quantity is calculated as 15.
   5. For software-related purchases, search for and select the Publisher of the software.
      Tip: This value again assists in preparing good processing recommendations. The publisher must already exist as a record in IT Asset Management. If not, create the record from the All Vendors page.
   6. Set the Purchase type, which is also important for good processing recommendations.
4. In the Recommended License Changes section, search for and select a previously-recorded Contract related to this purchase. A contract may define maintenance or upgrade rights that can be inherited by a license created from this purchase.
5. Record any Maintenance period that was included in this purchase. Select the Purchase includes support, maintenance, or other service agreement for the following period check box and enter the Effective date and Expiry date of the maintenance coverage in this purchase. IT Asset Management can use these dates to remind you about renewals, amongst other things.
6. If this purchase is covered by a Volume purchase program, record the applicable pool and points value.
7. Optionally, complete any relevant details on other tabs of the purchase properties.
   Helpful candidates include:

   • Adding cost details on the Financial tab. These allow IT Asset Management to estimate things like overspending or exposure from over-consumption, or projected renewal costs for some license types.
   • Adding details on the Ownership tab. These can be used to 'scope' or restrict a purchase so that (for example) license entitlements from the purchase can only be consumed by devices or users in the same scope.
8. Click Create to create the purchase.

The new purchase is added to the system. Additional details can be edited later by returning to the same property sheet.