License Inventory


Definition

A license is a contractual document describing the usage and distribution conditions of a software. It gives the right to use a version of the software on a certain number of workstations. Once this number is reached, a new license or extension must be acquired.

EndDefinition
  • Each license is associated with a software defined in a unique catalog entry.
  • The cost of the license can be spread over several cost centers based on usage.
  • The usage rights of licenses give users the right to use other versions of the same software or other software. A license can include different software belonging to a package.

     Open url.png  See Life Cycle of a license.

Examples

  • Package license: The Microsoft Office 2010 license includes Word, Excel, PowerPoint and Outlook. 

==> A license is counted when one of the software is installed on a workstation.

  • License with usage rights: The Microsoft Office 2010 license covers the current version of Office 2010 as well as the earlier version Office 2007.
    • Office 2010 license: 20 installations authorized; 10 software installed ==> 10 more installations authorized
    • Office 2007 license: 10 installations authorized; 15 software installed ==> 5 installations are not authorized in the Office 2007 license. They will be deducted from the remaining number of installations authorized for the Office 2010 license, leaving 5 more installations authorized.

Notes

  • Only software managed in the catalog can be associated with a license.
  • When a license is created, certain information is inherited from the software defined in the catalog.
  • Package license: This applies to software grouped together in the same suite, e.g. MS Office.
    • You can see the details of software included in the package in the Included Software tab in the catalog.
    • A license is automatically generated for each software included in the package (Related Licenses tab).
    • The automatic discovery tool uses detection rules to recognize the software included in the license. A license is counted when one of the software is installed on a workstation.

Best Practice big icon.pngBest practice

  • Modifications made to software in the catalog will automatically be reflected in existing licenses. Make corrections at this level only if there are specific conditions not to be included in the catalog.
  • To ensure that the installation of the most recent versions is covered by a license, you should sort software usage rights in descending order based on version creation dates.
  • To update licenses, you can use the Update wizard in List mode.
  • Because software can be installed or reinstalled frequently on equipment, you should specify the licenses installed on servers so that you can see the technical configuration required prior to network deployment.

Characteristics specific to versions 2016 and earlier

Menu access

Asset & Configuration > Licenses > Inventory

Screens description

          License.png

TabUpdateRules_After2016Versions

Open url.png See the general principles for updating tabs.

Create a new item Delete an item or association with a related item

Run the New wizard at the top of the tab

Fundamentals - Form - New wizard.png

Move the cursor over the corresponding item and click Trash icon.png

Fundamentals - Form - Delete wizard.png

Alphabetical order of the tabs

QuickAccess

Details

License Number: Number of the license assigned by the asset manager. Note: This is different from the serial number and may be the license contract number.

Description: Description of the license.

Type: Type (full path displayed) to which the software covered by the license belongs.
         Example documentation icon EN.png  Licenses/Accounting

Software: Software or software package covered by the license.

Version: Version number of the software covered by the license.

Serial Number: Serial number of the license assigned by the publisher used to identify it in a unique way.

Publisher: Company that developed the software covered by the license.

Maximum Installations: Maximum number of workstations where the software covered by the license can be installed.

Manager: License manager in charge of negotiating conditions.

End of Warranty: End date of the license warranty or support period.

Location: Geographical location where the license is managed. This restricts its display to a domain

  • If it is not specified, the license is automatically associated with the logged-in user's current domain root.

Department: Department in charge of the license.

Start/End: License validity period. At the end of the period, the status of the license is Archived in the inventory.

  • Update: Run the Finish wizard.
Note

Note: Comments on the form. You can also add images or tables in this field using HTML tags.

Financial Data

FinancialDataTab

Data on the purchase, depreciation, renewal and charge back of the current object.

Open url.png See the list of fields

FinancialDataTab_FieldsList
  • Supplier: Name of the supplier where the asset was purchased.
  • P.O. Number: Purchase order number of the asset.
  • P.O. Number (EasyVista): Purchase order number of the asset associated with a delivery managed in Product name - ev itsm.png
  • Invoice Number: Asset supplier invoice number.
  • Purchase Date: Purchase date of the asset.
  • Target Implementation Date: Delivery date of the asset.
  • Delivery Bill Number: Asset supplier delivery number.
  • Analytical Cost Allocation: Analytical cost allocation account associated with the order.
  • Fixed Asset Number: Reference number of the asset for accounting purposes. Note: Several assets can be referenced using the same number.
  • Depreciation Rule: Rule indicating the depreciation method of the asset, i.e. straight line or declining balance.
  • Net Book Value: Net book value of the asset to date, based on the depreciated value.
    • Calculated field: Purchase Price - Depreciation Expense to date
  • Depreciation Expense: Depreciated amount of the asset to date.
    • The amount is reset to zero when the asset is totally depreciated or sold.
    • Calculated field
  • Purchase Price: Purchase price of the asset.
  • Monthly Charge Back: Cost of the asset charged back every month to different cost centers.
    • Allocation to costs centers: In the Amount Charged Back tab.
  • Renewal Value: Estimated price for replacing the asset on the renewal date.
  • Scheduled Renewal: Date on which the asset should be renewed.
  • Reform Number: Specified when the asset is discarded.
  • Buy Back Value: When the asset is acquired through leasing, this is the buy back amount to be paid at the end of the contract to acquire the asset.
  • Transfer Date: Date on which the asset was sold.
  • Transfer Value: Selling price of the asset.
  • Transfer Net Book Value: Net book value of the asset on the transfer date, based on the depreciated value.
    • Calculated field: Purchase Price - Depreciation Expense at transfer date
    • If the asset is sold before the end of its depreciation period, this value is used to calculate capital gains or losses. 
  • Capital Gain/Loss: Amount of capital gains or losses when the asset is sold before the end of its depreciation period.
    • Calculated field: Transfer Value - Net Book Value

Example documentation icon EN.png Transfer of an asset

  • Purchase price: €1,000
  • Depreciation rule: Straight line for 5 years, 20% of its value every year
  • Transfer value: The asset is sold for €500 after 2 years
  • After 2 years, 40% of the asset's purchase price has been depreciated ==> Depreciation expense = €400
  • Transfer net book value = Purchase price - Depreciation expense = €600
  • Transfer value - Transfer net book value = - €100 ==> this is a capital loss

Amount Charged Back

AmountChargedBackTab

Details of the current object's charge back to the relevant cost centers. The amount charged back can be broken down by cost center calculated using their sharing value coefficient. Open url.png See the examples.

Invoices

InvoiceTab

List of invoices linked to the current object.

  • Update: Run the Invoice wizard.

Related Equipment

List of equipment associated with the license.

  • Update: In this tab or run the Link to a License wizard in the Equipment forms or in Equipment forms > Licenses tab. You can also use an an integration model based on the Relationships Equipment Licenses connector.

Related Contracts

RelatedContractTab

List of contracts associated with the current object.

  • Update: In this tab or run the Link to a Contract wizard or in Contract forms > Licenses tab.

Best Practice icon.png  To associate several licenses with a given contract, display the license inventory in List mode, select the license you want and run the Link to a Contract wizard.

Related Licenses

List of licenses associated with the main license.

Related CI

RelatedConfigurationItemTab

List of configuration items (CI) associated with the current object.

Users

UserTab

List of users associated with the current object.

  • Update: In this tab or in the User forms > Licenses Used tab.

Problems

ProblemTab

List of problems associated with the current object.

  • Update: In Problem forms.

Known Errors

KnownErrorTab

List of known errors associated with the current object.

  • Update: In Known Error forms.

Release Projects

ReleaseProjectTab

List of release projects linked to the current object.

  • Update: In this tab or in the Transition > Release Projects forms > All CI tab.

History of Changes

HistoryOfChangeTab

List of all modifications made to the form. 

Attributes

AttributeTab

List of attributes linked to the current object.

  • Only attributes compatible with the license type can be added.
  • Update: Inherited from the software catalog or in this tab when specific conditions exist. You can also use an integration model based on the Attributes (Equipment, Contracts, Licenses) connector.

Discussions

DiscussionTab

List of discussions associated with the current object.

  • Users can access discussions based on their domain and the visibility of the discussion. Users must also belong to a group authorized to take part in discussions, i.e. in the Group form, the Discussion Enabled box must be selected.
  • Enter the keywords you want in the Search field and press < Enter >.
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.

Attachments

AttachmentTab

List of documents associated with the current object.

Usage Rights

UsageRightTab

List of versions of a given software or other software covered by the last version of the software installed in the IT infrastructure.

  • Usage rights are integrated in the Gap Analysis by Version report in the order in which versions appear in the table. This is used to count the number of software installed as compared with the number of authorized installations. Open url.png See the examples.
  • The latest version of the software related to the license is specified in the catalog (Current Version field).
  • Update: Inherited from the software catalog or in this tab when specific conditions exist.

Related Projects

RelatedProjectTab

List of projects linked to the current object.

  • Only project managers can associate a project with the current object. If this is not the case, no projects will appear in the list.

Procedure and Wizards

How to create a license

Step 1: Creating the license.

1. Select Asset & Configuration > Licenses > Inventory in the menu.

2. Click + New.

3. Specify the information.

4. Click Finish.

  • The form will be created.
  • The attributes will be inherited from the software catalog.
  • For a Package license, one license is automatically generated for each software included in the package.

 

Step 2 (optional): Updating the list of software for a Package license.

1. Go to the Detail tab.

2. Open the Software form via Display popup icon.png next to the Software field then click Full Details at the top right of the nested window.
The software catalog entry will be displayed.

3. Go to the Included Software tab.

4. Add each software included in the package via Add icon.png.

5. Click Back icon.png in the Internet browser toolbar to return to the License form.
 

Step 3 (optional): Specifying the license usage rights.

Note: Only if usage rights are different from those inherited from the software catalog.

1. Go to the Detail tab.

2. Specify the latest version of the software associated to the license.

  • Open the Software form via Display popup icon.png next to the Software field then click Full Details at the top right of the nested window.
    The software catalog entry will be displayed.
  • Specify the latest version of the software in the Current Version field, e.g. Office 2010.
  • Click Back icon.png in the Internet browser toolbar to return to the License form.

3. Specify the software versions covered by the current version of the license.

  • Go to the Usage Rights tab.
  • Click Add icon.png.
  • Select the software.
  • Specify  the version, e.g. Office 2010.
  • Repeat these actions for all software versions covered by the current version.
  • (optional) Modify the hierarchy of versions via the Up arrow icon.png and Down arrow icon.png arrows.
     

Step 4 (optional): Specifying the license charge back to cost centers.

    Open url.png  See the examples.

1. Go to the Amount Charged Back tab.

2. Click Add icon.png.

3. Select the cost center.

4. Indicate its coefficient based on license usage.

5. Click Finish.

6. Repeat these actions for all the cost centers to be added.

Wizards

Purchase Upgrade
Link asset to project
Link to a contract
Invoice (Only in List mode)
Manage Downgrade Rights
Update
Finish

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Last modified by Unknown User on 2019/06/07 11:14
Created by Administrator XWiki on 2015/11/06 18:37

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