All Purchases
The All Purchases page has none of the dedicated functionality you can find on other listings of purchases. Here, you can use searching, filtering and grouping to locate a purchase record, wherever it is in the processing pipeline (see Using Lists in IT Asset Management for advice about these techniques).
- Click Create a purchase (see Creating a purchase)
- Select a row, and click Open to navigate to the properties of the purchase (see General Tab, and related topics)
- Select a row (or select several by clicking the check boxes on the left end),
and click Delete. Important: Deleted purchases are no longer available across the system. There is no undo. If you delete purchases already linked to licenses, then the entitlements and compliance calculations are affected. When deleting purchases, make sure that you remove them from any imported source to prevent them from being imported back into IT Asset Management. As an alternative to deletion, consider setting the purchase Status to Cancelled and removing links from this purchase to any and all licenses.
The Save view as feature of IT Asset Management enables you to create customized management views of a page by saving the applied user interface settings. For more information, see Creating Saved Views.
| Column name | Notes |
|---|---|
| Authorized by |
The person who authorized this purchase. Editable in the Ownership tab of the purchase properties. |
| Available quantity |
The number of entitlements (either purchased, or covered by purchased maintenance) that have not yet been assigned to any license. This is calculated as Effective quantity less the number already assigned to licenses (with a minimum value of zero). For this reason, when a purchase is presented for processing the first time, the Available quantity is identical to the Effective quantity. |
| 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. |
| Created by |
The name of the operator (or service account) that created this purchase record, as reflected on the History tab of the purchase properties. A service account name is likely when, for example, purchase records are created by imports of spreadsheets or other external data, especially if these imports are schedule-based. |
| Creation date |
The date that the record of the purchase was created, reflected on the History tab of the purchase properties. Notice that this is unlikely to be the same as the date when the purchase was made, or the goods delivered. |
| Description |
Details of the item purchased. Editable in the Description field in General tab of the purchase properties (in the Purchase details group). |
| Effective date |
The first date from which this purchase entitles you to support or maintenance on your software purchase. This value is set in the General tab of the purchase properties, but is only available when you mark the purchase as including support. (The column remains blank when the purchase did not include support or maintenance.) |
| 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.
|
| Expiry date |
The last date on which this purchase entitles you to support or maintenance on your software purchase. Editable in the General tab of the purchase properties. |
| Includes maintenance |
Displays Yes if the purchase included a period of software maintenance or support. In this case, the Effective date column shows the start date for this purchase of support; and for details of the end date of the support purchased, see the General tab of the purchase properties. If no support provisions were included in the purchase, this column displays No. |
| 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. |
| 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. |
| License type |
The kind of license purchased. This value is not editable, and is supplied from the SKU and PURL libraries when the purchase records a recognized software SKU (matched in the SKU library). If there is no Stock Keeping Unit (SKU) number, or one that is not matched in the SKU library, this column remains blank. For details of an individual license type, please see the appropriate entry in the glossary. |
| 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 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. |
| SKU description |
When a purchase identified a recognized SKU (Stock Keeping Unit), the associated description from the SKU is shown here. The column remains blank is there is no SKU, or if there is a SKU that is unrecognized (not in the downloaded SKU library). Typically the SKU description identifies the product and license details. This value is not editable, and is supplied from the SKU and PURL libraries. |
| 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. |
| 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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