Licenses Tab

IT Asset Management (Cloud)

This tab lists the licenses related to this contract. For example, this contract might be a maintenance contract that covers several software licenses; or it might be a purchasing contract that is restricted to a set of licenses. On this tab, you may:

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

Tip: The link between a contract and a license does not affect calculations of license entitlements or compliance.

The tab provides:

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

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

Allocated

The number of license entitlements allocated to computers or end-users. Those with allocations have top priority consuming from this license, and cannot consume from any other. Allocations may also be set (per license) to always count as consumption (regardless of inventory). For each inventory device, you can also modify the behavior of allocations.

Not available for SAP Named User licenses.

The Allocated value is editable in the Consumption tab of the license properties. Furthermore, the type of allocation can be adjusted on the Licenses tab of the inventory device properties.

Compliance status

Whether or not the current use of software under this license complies with the license terms and conditions. Values may be:

• At risk — Consumption exceeds entitlements. Consider uninstalling some software, or finding more purchase records, or making new purchases to cover the shortfall.
• Compliant — The calculated consumption is less than or equal to the total recorded entitlements (these may be recorded in one or many purchases linked to this license). If your data input is complete and accurate, this license is in good shape.
• Not tracked — This is the initial (default) value for CAL Legacy, Oracle Legacy, and Concurrent User licenses, because the compliance status of these license types is not calculated by license reconciliation process. However, you can manually set the compliance status value in the Compliance tab of the properties for these licenses. Custom Metric licenses also start out as Not tracked, but for Custom Metric licenses you may manually set the value only if you first set the Set Compliance status manually check box in the Identification tab of the license properties.
• Unknown — Inventory data cannot be used to determine the compliance status of this license. Typical reasons may include:
  • Missing calculations — You haven't yet run a compliance calculation (called a Reconcile, available in the Reconcile page, or run automatically overnight).
  • Missing applications — The license has no application linked. You can identify the installed software and link it to the license; or as a short-term workaround, you can switch to the Consumption tab, allocate the license to specific computers (or end-users, depending on license type), provided that in the Use rights & rules tab you expand the License consumption rules section and select the Allocations consume license entitlements check box.
  • Missing inventory details — This license may require details from hardware inventory that are currently not available. For example, Microsoft Server Core and Microsoft Server Processor licenses require the number of threads and cores or processors from hardware inventory. All inventory tools do not include these details. Prior to the 2012 release, Microsoft Endpoint Configuration Manager (previously Microsoft SCCM) did not provide information on cores; and threads may be missing from various sources, and the license compliance cannot be accurately calculated without this information. Unless the license is already at risk, it is given a status of Unknown. To correct this, identify the computers linked to this license that are missing the necessary hardware properties, and set the values manually until you can change to an inventory tool that provides all required data. Consider augmenting the inventory on these computers with direct inventory gathering by IT Asset Management through an inventory beacon.

Editable for Custom Metric license types in the Compliance status field in the Compliance tab of the license properties (depending on the check box to Set Compliance status manually in the Identification tab).

Consumed

The number of license entitlements (or points) consumed across the enterprise.

Tip: Access rights on an operator's role may restrict the values that the operator is entitled to see. An unrestricted view provides the total consumption that should be balanced by purchases.

Note: Special provisions apply to these license types:

• For SAP Named User licenses, this is the license requirement based on the current user license assignments in SAP. This is the same value that would be calculated by SAP LAW, had you run it with the same data.
• For IBM PVU licenses, this is the most recently calculated value shown in the Peak consumed field on the Compliance tab of the license properties. The historical peak is the licensable metric for this license type.

Not editable. This value is the result of the latest compliance calculation (the time and date of which is displayed at the top right of every web page).

Corporate unit, Cost center, or Location

The name of the related enterprise group.

Selectable in the Ownership tab of the contract properties.

Duration

The time-based nature of the license, whether it is a Perpetual, Subscription, or Time limited license.

Editable in the Identification tab of the license properties.

Edition

The edition property of the license. Commonly this echoes the edition of an application attached to the license, but may be used in other ways in your enterprise.

Editable in the Identification tab of the license properties.

Entitlement limits

The Entitlement limits section displays the entitlements limits rule that controls how the license is flagged if consumption exceeds purchased entitlements. A value of Unlimited or Subject to true-up means this license cannot be displayed as At risk. In addition, for a value of Subject to true-up, at the end of the true-up period, you must make purchases to retrospectively cover any over-consumption. Most licenses display As purchased, where a license is At risk if consumption exceeds purchased entitlements.

Expiry date

For subscription (or other time-limited) licenses, this is the date when the current license expires. Ignored for perpetual licenses (even though any previously entered date may still be visible). Check the Duration field to see whether this license is perpetual or time-limited.

The Expiry date is editable on the Identification tab of the license properties.

License type

The kind of license, which determines what properties are available for the license, and how compliance is calculated for the license. For details of an individual license type, please see the appropriate entry in the glossary.

Editable in the License type field in the Identification tab of the license properties.

Manager

The delegate who has responsibility for the license.

Name

The license name may be:

• Copied from the first-linked software product
• Derived from the License Name field of the SKU in the first-linked purchase (or if there is no SKU, from the purchase Description field)
• Created manually.

The Name value is editable in the Identification tab of the license properties.

Override unit price

The unit price for a single entitlement under this license. This value has been set to override prices on all related purchase records. This may be set to the current single purchase price.

Editable in the Purchases tab of the license properties.

Product (primary)

The basic name of the application, excluding the publisher and references to versions or editions. This field displays the value Multiple products for multi-product licenses that have multiple primary products. See Multi-Product License.

Product names are supplied by the Application Recognition Library and are not editable. New product names created within your enterprise are editable in the General tab of the application properties.

Publisher

The name of the publisher of this software, responsible for its development and distribution.

For application records that you create manually, Publisher is editable in the General tab of the application properties. For applications supplied through the Application Recognition Library, the Publisher field is not editable.

Purchased

The total number of license entitlements recorded for this license. This is the sum of the Entitlements from purchases and Extra entitlements values stored in the properties of the license. This is the number of license entitlements your enterprise is entitled to consume.

Not directly editable. The value changes as you:

• Link purchases to a license (for example, through the Purchases tab of the license properties)
• Edit a value in the License entitlements column of the Purchases tab of a license
• Change the Extra entitlements field in the Compliance tab of the license properties.

Raw consumption

The consumption from this license before taking account of any savings gained from product use rights that may cover some installations without consuming additional entitlements. For most license types, this is shown on the Compliance tab as Raw installations.

Not editable.

Serial number

Any serial number associated with this license.

Editable in the Identification tab of the license properties.

Shortfall/Availability

Displays the result of Entitlements from purchases plus Extra entitlements minus Consumed fields shown in license properties. The result is positive when you have surplus entitlements (according to the last license consumption calculation), and negative when you are under-purchased. For points-based licenses (such as Core Points or Processor Points licenses), the value is the number of points, rather than entitlements.

Not editable. Visible at the Available Entitlements field on the Compliance tab of the license properties.

Subject to true-up

A value of Yes means this license cannot be displayed as "at risk", and that at the end of the true-up period, you must make purchases to retroactively cover any over-consumption. Most licenses display No.

Editable in the Subject to true-up field in the Identification tab of the license properties.

Note: For SaaS User licenses covering Salesforce, this field should show a value of Yes. However, if the Subject to true-up field in the Identification tab of the license properties is manually deselected for a Salesforce license, this field will temporarily display a value of No until the next time IT Asset Management recalculates a license position, after which this field reverts to Yes.

Used

The number of installations of the licensed applications actively being used. Shows a zero if:

• Usage thresholds are not set for the application(s) linked to the license
• Usage data is not collected in inventory for the linked applications
• Nobody used this application throughout the time-span specified in the Usage period field on the Usage tab of the application's properties (by default, three months).

If a non-zero Used count is less than the Consumed count, you may be able to harvest licenses by uninstalling applications.

Exceptions:

• For SAP Named User licenses, this column shows optimal license use calculated by FlexNet Manager for SAP Applications. This forms the basis of recommendations made available to your SAP Administrators. (If Used is identical to Consumed, no further optimization is currently available.)
• For SAP Package licenses, this column always has the same value as the Consumed column.
• For Concurrent User licenses created during import of data from FlexNet Manager for Engineering Applications, usage is a figure directly imported and not locally calculated. (By default, these special case licenses are not linked to application or computer records.)

The Used value is not editable, and is set by the most recent compliance calculation.

Version

The version assigned to the license. This may be tracking versions of a linked application, or may an independent value.

The license Version is editable in the Identification tab of the license properties.