Purchases Tab

Column name	Notes
Authorized by	The person who authorized this purchase. Editable in the Ownership tab of the purchase properties.
Available quantity	Tip: This field is available only in the search fly-down when you are identifying which purchase to link to the asset. 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.
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 ordinal value of this purchase within the underlying 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.
Linked to license	Tip: This column is only visible in the Search pane to help you select purchases, and is not available in regular lists of purchases. To help you select the appropriate purchase to link here, this column displays `No` if the purchase record is "free" (not previously linked to a license) and `Yes` if it has already been linked to a license. It may be helpful to filter on this column. Not editable. Populated automatically by the system as links are made. See also Number of licenses. To see whether a purchase is already linked to another asset, see Number of assets.
Manufacturer	Who built the machine represented as this asset. Editable in the General tab of the asset 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.
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.
Status	Shows the current progress of the purchase through the purchasing process. Values may be: `Cancelled` `Completed` `New` `Pending` 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.

Authorized by

The person who authorized this purchase.

Editable in the Ownership tab of the purchase properties.

Available quantity

Tip: This field is available only in the search fly-down when you are identifying which purchase to link to the asset.

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.

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 ordinal value of this purchase within the underlying 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.

Linked to license

Tip: This column is only visible in the Search pane to help you select purchases, and is not available in regular lists of purchases.

To help you select the appropriate purchase to link here, this column displays No if the purchase record is "free" (not previously linked to a license) and Yes if it has already been linked to a license. It may be helpful to filter on this column.

Not editable. Populated automatically by the system as links are made.

See also Number of licenses. To see whether a purchase is already linked to another asset, see Number of assets.

Manufacturer

Who built the machine represented as this asset.

Editable in the General tab of the asset 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.

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.

Status

Shows the current progress of the purchase through the purchasing process. Values may be:

Cancelled
Completed
New
Pending

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.