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.
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
- 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
- Graphic interface:
- General overview of the form.
See the Fundamentals
- Screens in the License form
- General overview of the form.
- Procedure: Access to the Software form from a license
Menu access
Asset & Configuration > Licenses > Inventory
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab |
Move the cursor over the corresponding item and click |
Alphabetical order of the tabs
QuickAccess
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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 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.
FinancialDataTab_FieldsList
- Supplier: Name of the supplier from whom 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 Service Manager.
- Invoice Number: Asset supplier invoice number.
- Acquisition Type: Initial acquisition method of the asset.
- Purchase Date: Purchase date of the asset.
- Delivery 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 cost centers: In the Amount Charged Back tab.
- Scheduled Renewal: Date on which the asset should be renewed.
- Renewal Value: Estimated price for replacing the asset on the renewal date.
- Reform Number: Specified when the asset is discarded.
- Buy Back Value: When the asset is acquired through a leasing contract, 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: Resale 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 Sale of asset
- Purchase Price: €1000
- 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. 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.
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.
- Update: In this tab or via the Purchase Upgrade wizard. You can also use an integration model based on the Relationships between Licenses and Licenses connector.
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 and also in Release Projects forms (All CI tab in the Service Transition menu)
History of Changes
HistoryOfChangeTab
List of all modifications made to the form.
- The fields taken into account are defined using rules in the history of changes.
- This is the AM_ASSET table.
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.
Attachments
AttachmentTab
List of documents associated with the current object.
- Update: In this tab -
See the description
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.
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.
- Update: Run the Link Asset to Project wizard.
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 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 .
5. Click 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
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
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
.
- 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
and
arrows.
Step 4 (optional): Specifying the license charge back to cost centers.
See the examples.
1. Go to the Amount Charged Back tab.
2. Click .
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
Finish
Invoice
Link Asset to Projet
Link to a Contract
Manage Downgrade Rights
Purchase Upgrade
Update