Purchase Details

Each Purchase Details window displays all the fields of a purchase record along with pointers to related records. Starting from the main Purchases window, select a Purchase record and double click to bring up the corresponding Purchase Details window where all fields can be seen and edited. New Purchase records are created using the Purchase Wizard rather than by direct data entry in a Purchase Details window, but edits and additional data entry can always be done in the details window itself.

This icon controls the left column of the Purchase Details window – click to expose or hide. The left column displays the required fields, PO number and PO date, along with a listing of other purchases (if any) made on the same purchase order. To create an additional purchase under this same PO number, right-click in the Purchases list area and use the “New Purchase...” menu item. 

The selection arrow , marks the particular Purchase item under the displayed PO# whose details are currently displayed on the right:

A lock icon next to the PO # field allows the PO # to be changed.

Purchase Details Window

A customizable name field for the selected Purchase appears along with the PO number and date as a heading above the detail panes. These required fields are repeated from the left column so they will remain visible even when the left column is hidden. Since our main interest is software, where it is actually a software license that is purchased, the various detail panes are focused on this purchase type. In particular, the “Rights & Conditions” pane is where the specific license terms and conditions are summarized so that management Policies can be reconciled against the specific rights recorded in this pane.

 Click on these icons to display or hide each corresponding detail pane:

Information pane  

Fields in the Information pane correspond to a single line item on a typical purchase order – a description of the purchased item, the part number (sku), quantity, pricing, etc. The Description is a text field that is used to describe the purchased item regardless of type. But for software, the free form description field alone is not a reliable basis for aggregating similar purchases. The particular product that is licensed by a software purchase must also be referenced explicitly in the Rights & Conditions pane. When more than one software license is packaged and sold as a single unit (e.g. a “5 pack”), enter this information in the field labeled “Entitlements per unit”. This field can also be used for multi-pack purchases of other types (e.g. Media) even though the word “Entitlement” in the label suggests software.

The Cost Center and Contract fields can be useful as a way to segregate both Purchase and Policy data into well defined subsets so they can be independently reconciled. As a convenience, whenever you type in a new value it will be added to a drop down list for subsequent use both in Purchase and Policy records.

Rights & Conditions pane

The Rights & Conditions pane lets you efficiently summarize the important “rights and conditions” commonly found in both shrink wrap and contractual software license agreements. It is important to enter complete and accurate licensing information for each software purchase since this data forms the basis for calculating the “current entitlement position” of each specific product version paired with each license metric. This calculation depends on detailed data for each purchase including license rights, license metric, upgrade rights, and expiration dates along with dependencies, if any, on prior purchases. When the complex historical chain of multiple upgrades, exchanges, purchases, expirations, etc. is accurately represented (including specification of the correct license metric), then the aggregated “current entitlement position” will form a reliable basis for establishing license compliance and for reconciliation against license management Policies.

Expanding the triangle next to the word “Summary” at the bottom of this pane shows the incremental effect on Entitlements that this specific purchase has. For example, an Upgrade will subtract 5 from the Entitlements for an earlier version of a product while adding 5 to the Entitlements available for the newer version. While the information in the Summary area only takes this one purchase into consideration, clicking “Reconcile” will open a window showing summarized Entitlement information for all purchases of this product along with a summarization of currently configured policies. For more, see the Reconcile Window documentation.

Purchase items can be marked as Active, Legacy, or Dormant. Active purchases contribute to the overall entitlement position as calculated in the Reconcile process. Dormant purchases are not considered during the reconcile process. Between these two choices are Legacy purchases. Legacy purchases will not be counted toward any potential “Savings” in the Compliance report and related widgets. Otherwise Legacy purchases are like Active purchases, and count toward the entitlement position.

Install Codes Pane

This pane allows you to enter any Install Codes which accompany a purchase. Multiple install codes may be entered using a comma as a separator. When you save the window, the codes will be sorted, and any duplicates will be removed.

Documents Pane

The Documents pane provides storage for copies of the license contract, invoice, and other entitlement documentation. This pane is used to associate files or URLs with a purchase. Files will be stored on the KeyServer computer, but may be opened from within KeyConfigure at any time. In order to add a file, drag it from Explorer (win) or Finder (mac) into the list in this pane. When you save the purchase details, the new file will be uploaded to the KeyServer for storage. Any file listed in this pane may be double-clicked to open the file on the KeyConfigure computer using whatever application the OS is configured to use for the relevant file type. Documents can be used to store proof of purchase or license agreements.

Categorization Pane

This pane shows the Purchase Folder which this Purchase has been assigned to. Next it shows the Section for this Purchase - and Sections can be dragged from the Computers window into this field. The Section is used during Product Reconciliation. In addition it has two text fields (“Department” and “Group”) which can be used however you wish - KeyConfigure and KeyServer do not assign any particular meaning to these fields.

Dependencies Pane

This pane is used to display and edit the allocations which are made between purchases. Original purchases do not require support from other purchases, but certain types of purchases such as Upgrades do require support in order to be activated. Addendum, Upgrade, and Exchange purchases all require support, so in Purchase Details for these types, the Dependencies pane has a list of Support, showing what prior purchases give support to this purchase. For an Original purchase or a Synthetic Purchase, no Support is required, so the first list is hidden. All purchase types will show a list of Assignments which lists where the entitlements originally granted by this purchase have been Assigned to (though often this list may be empty). A purchase may be dragged into the Assignments list of another purchase. Clicking a purchase listed in the Assignments list allows the count for that assignment to be changed. Right-clicking a purchase in the Assignments list allows it to be Deleted. All of these adjustments to the Dependencies are much lower level than is usually interesting. For the most part the Reconcile Window will automate the task of allocating Assignments in a much more understandable interface.

External Pane

This pane contains text fields which can be used however you want. One possible use for the External ID field is for linking to data in a different database.