Asset Manager Essentials

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Adding contract line items

A single contract can comprise many line items of different types, such as entitlements, maintenance, support and so on. Users with the Contract Manager role (as well as Asset Administrators and Asset Managers) can add and modify line items for a contract from the Contracts workspace or the Contract Line Items workspace.

Note that for Contract Managers, the Contracts workspace is called Contract Management.

To create a contract line item:

1.In the Contracts workspace, open the required contract and click the Line Items tab.

2.Click the New drop-down list, then select the type of line item you want to add to this contract.

3.Enter a Name for the line item and choose an appropriate Status.

4.Enter the Quantity and Initial Unit Cost.
The Initial Total Cost is calculated for you,

5.Enter the Effective Date and End Date.

6.Complete any other item-specific fields, then click Save.
The line item is added to the list. You can now add further, specific information to the type of line item you have added.

7.Under the Line Items tab, select the required line item, then click Go to to open the full record in the Contract Line Items workspace.
To go back to the parent contract at any point, click alongside the Contract field on the Contract Line Item page, then click Go to to display the Contract page. You can also Delete, Link, and Unlink line items.

8.Complete the associated tabs to add more details:

For line items that are entitlements, leases, or vol purchases, an extra details tab displays:

Entitlement Details – Add information about license entitlements. The available fields match those in Ivanti License Optimizer to better integrate data between both products.

Lease Details – Add information that is specific to a lease, such as the lease schedule, early termination calculations, and shipping costs.

Vol Purchase Details – Add information that is specific to a volume purchase, such as minimum purchase quantities, periods, discounts, and prices.

The following tabs appear for all contract-line-item types:

Renewal Details – If a line item is renewable, select the Renewable check box on this tab. Enter the following values:

Renewal Amount – The cost of the renewal.

Renewal Notice (days) – The number of days notice you need to give to the vendor if you DO NOT want to renew the agreement, or want to make changes to it.

Renewal Reminder (days) – The number of days before the renewal notice period starts when you want to be reminded about the renewal.

Frequency – How frequently the renewal occurs.

The other fields are calculated by Asset Manager Essentials.

If a contract line item has the Renewable check box selected and a status of Active when the End Date is reached, the Renewal Amount for the line item is applied to each of the Assets linked to it. You can see this on the Financial Transactions tab for the asset.

The Uplift Amount shows the increase in cost from the previous renewal, and the Uplift Percent shows this as a percentage difference. The Last Renewal Unit Cost shows the cost for each unit when this line item was last renewed, and this value is multiplied by the quantity to give the Last Renewal Total.

Termination Details – Enables you to record the Termination Notice Days. Also, you can terminate a contract line item by setting its Status field to Terminated, and use the remaining fields on this tab to record details about the termination.

Language – The terms and conditions associated with this contract line item.
To add a new entry, select the Contract Language Type, the Addendum number, the associated Contract and Contract Line Item, and enter the required Details.

Assets – Link asset records from the Hardware Assets workspace that are associated with this contract line item.

Purchase Orders – The purchase orders associated with this contract line item.

Journal – Add notes to this record.

Employee – This tab appears only for contract line items of type Entitlement. It enables you to link employees whose license entitlement is associated with this record.

Attachments – Attach a document to this record, or add a URL link to a relevant website. URLs must include the https:// prefix.

Audit History – Automatically tracks any changes made to key attributes of this record.

9.Click Save.


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