Editing licenses
You can edit existing license records by clicking a hyperlink in the Licenses grid, or by selecting the check box alongside the required license and then clicking Edit from the Licenses page gears menu. The Edit License page appears.
From the Edit License page, you can edit license details as well as add notes, add or link purchase history records, add or commit transfers, add attachments and view the audit log. For more information, see Adding a new license.
Quick Edit
Typically, you can edit only a single license at a time. However, the Quick Edit functionality enables you to update the following fields for multiple records at once: Product, License Metric (if you have changed Product), License Type (if you have changed Product), Valid For, License Available, and Contract.
To use quick edit:
1.In the Licenses list, select the check boxes for the records you want to update.
2.Click Quick Edit from the gears menu.
The Quick Edit Licenses dialog appears.
3.Complete the dialog as required, then click Update.
License record fields used in reconciliation
Not all fields in the license record are used in the reconciliation process. The table below lists the fields providing additional information and stating whether the field is used in reconciliation:
| License Field | Notes | Used in Reconciliation? |
|---|---|---|
|
SKU Number |
Stock Keeping Unit number – a unique identifier that vendors may apply to their product licenses |
No |
|
Product
|
Each license must be assigned to a product. This is because there can be many variations on how the name of a product is written. To remove any ambiguity about what the product being licensed is, select the product from the License Optimizer Software Library. |
Yes |
|
Description |
A name attributed to the licenses that typically describes the product and version that is licensed with any other significant information about the license. |
No |
|
Organization Type |
One of None, Education, Non-profit, Government, or Corporate. |
No |
|
Unique ID |
A unique identifier for the license. |
No |
|
License Agreement |
|
No |
|
Level |
Microsoft only |
No |
|
Cores |
Microsoft only |
No |
|
License Type |
One of Base, Upgrade, Maintenance. |
Yes |
|
Pack Size |
The number of licenses sold in a pack |
No |
|
Metric |
The type of unit that is licensed. Examples of some of the metrics available are: install, server, processor, user. |
Yes |
|
Valid For |
For more information, see Adding a new license. |
Yes |
|
Licenses Quantity |
The number of licenses available to be assigned against liability. |
Yes |
|
Maintenance Type |
One of Base, Upgrade, Maintenance. |
No |
|
Available |
A license must be marked as available for it to be included in the reconciliation process. |
Yes |
|
Available From and to |
If a reconciliation is run outside of these dates, the license will not be used in the reconciliation process. |
Yes |
|
Downgradable |
If this is selected, downgrade paths are applied. |
Yes |
| Perpetual License | If this is selected, the license will never expire even if it is associated with a contract that has expired, and will continue to be used in reconciliations. | Yes |
|
Purchased By |
The Business Unit that purchased the license. |
No |
|
Purchase Date |
No |
|
|
Contract |
The parent contract to which the license belongs. Note that a license can exist independently of a contract. |
No |
|
PO Number |
No |
|
|
Cost Per License |
No |
|
|
Supplier |
No |
|
|
License Location |
No |
|
|
Business Owner |
No |
|
|
Custom Fields |
You can use custom fields to store any other relevant information relating to the license. |
No |