Purchases Tab
On the Purchases tab of the Vendor Properties page, you can view details of the purchases that were already linked to that particular vendor (by using the Vendor field on the General tab of the Purchase properties page).
| Column name | Notes |
|---|---|
| Authorized by |
The person who authorized this purchase. Editable in the Ownership tab of the purchase properties. |
| Contract description |
The contract associated with this purchase. The Contract value is selected in the General tab in the purchase properties. |
| Contract no. |
The identifying code for the contract. Editable in the Contract no. field in the General tab of the contract properties. |
| Corporate unit, Cost center, and 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.
|
| Invoice date |
The date of issue on the vendor's invoice for payment covering this purchase. Editable in the Financial 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. |
| Number of assets |
The total number of assets already linked to this purchase. Not editable. |
| Number of licenses |
The total number of licenses already linked to this purchase. Not editable. |
| 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. |
| Publisher |
The manufacturer of the product. Editable in the General tab of the purchase properties. |
| Purchase order number |
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. |
| Purchased |
The date that goods were ordered. To change the Purchase date on an
existing purchase, first click the link Edit this purchase
order. This converts the read-only fields describing the purchase
order into editable fields, and you can edit the Purchase date value.
Important: Changes you
make to the purchase order details on this purchase affect all other purchases
recorded on the same purchase order.
|
| 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:
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. |
| 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.
|
| 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. |
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