Purchases

You can manage Purchase records in the Web UI very similar to KeyConfigure. Certain operations like importing from CSV must be done in the Purchase Window in KeyConfigure, which also has advanced features like Filters. However, most every day activities like creating records, searching, and updating, as well as linking to Products, Computers, and Devices can be done in this simple and easy to use Web UI.

     Purchases List

Main Screen

The main Purchases window shows a list of all purchase records in the system (or potentially those you have access to view). You can use Folders to organize purchases, although keep in mind the numerous fields in the details of the records cover many items like budget and department. If you click the Triangle ▿ to the right of any purchase, you expand a list of quick details. Which items show in this list can be chosen using the Columns button in the ribbon. The More Actions (⁞ ▾) button will list applicable Scripts you can run on selected purchases. And the + allows you to create a new purchase (PO# is required primary identifier to make a new purchase).

In order to select multiple items, use Shift or Command clicks as is typical and click on the row without clicking on the hyperlinked Name. Clicking the Name of a Purchase will take you to the Details view of that purchase.

Details View

When viewing a purchase record, like any other object record in the Web there are several sub navigation items to take you through the various detail panes of the record. No field is required for Purchases other than the PO number (and name which will auto generate from details if not explicitly created), but the more details you enter the more likely it is your purchase record will be more useful. Ultimately if you link a purchase to a Product you can use the various Reports to asses your Compliance position, and Widgets to show over and under spend calculations based on usage in Policies.

     Purchases Details

Purchase Order

Every Purchase is linked to a Purchase Order. While you can not view Purchase Orders as distinct objects, you can view all other Purchases linked to the PO from this pane. Each Purchase is a line item on the PO. Note that creating multiple Purchases on a PO is an more complex task that is often easier in the Purchase Details in KeyConfigure, if not by use of CSV Import in the main Purchases Window. The PO details for Date, Reseller, Recipient, and Comment are shared between all purchases on the PO, as they are actually part of the back end PO record.

Information

This pane has the main information about the purchase, including setting the Purchase Type. A Software License Type will have more fields available in Rights & Conditions than a Hardware purchase type. Extended Cost will be auto calculated from Units x Unit Price if not entered manually. Note that Cost Center can be set to be a drop down of preset values by using Custom Columns.

Categorization

This pane is a selection of fields that are more about organization of the purchase than details of the purchase. Note that Note that Group and Department can be set to be a drop down of preset values by using Custom Columns. See also Tags for more details on how to use those.

Rights & Conditions

The details on this pane set up the entitlement information of the purchase. Several items are not applicable for Hardware as they are for Software, and again none are required, just beneficial when useful. The important part is that when you link to a Product that is also in a Policy, features like our Compliance reports become useful. Setting the Expire Date is also helpful as alert emails will be sent to remind the agent of the upcoming need for renewal. See E-mail in the External pane below.

External

The most noteworthy field in this pane is E-mail. This will set the address that renewal alerts will be sent to based upon the Expire Date in Rights & Conditions. If this is not set the alerts will be sent to the email in the main Mail Settings. Note that in KeyConfigure in the Purchase Details there is an additional UI for setting the alert interval of these reminder emails. There is a little bell 🔔 by the Expire date in that UI where you can set when the 3 alerts will be sent. The default is 1 month, 1 week, and 1 day in advance.

Install Codes

The pane allows you to create records of install codes, or simply blocks of seats, so you can track what Computers or Users they are allocated to, and if there are any "unused".

     Purchases Install Codes

In many cases when you make a New Code, the Code will be the actual code used to activate the install of the software. This way you do not lose the code in physical paperwork. However, in other cases you might use this field as a department name. Say for example a purchase was for 25 seats, but they were allocated so that 5 went to one department, and 20 to another. You can use two "codes" to track the Assignments of seats set to the proper Limit in each department. The header will indicate how many are assigned of the total available.

You can search for a specific Computer to assign a code to, which will then make it visible in the Computer Details. You can also type in the name of a User, and if there is a matching user record a link will be created that can be seen in the User Details. This can be convenient for Admins when a person leaves an organization, as you can open the computer or user details in KeyConfigure and delete all the assigned codes, thereby creating available Assignments in the Purchase.

Documents

Documents can be uploaded to purchase records. It can be useful to attach TXT, PDF, or DOC files that show the original request, invoice, and other paperwork from the Purchase. Note that in the web PDF files are very convenient as they open in a new browser tab for viewing.

Custom

You can define Custom Columns for use in purchase records. Up to 10 fields of various types can be created if you need additional standar fields from the ones provided above.

Notes

This is a simple free form text area you an use for any additional information not covered by the other fields in the other panes.


For more advanced information see Purchase Details in KeyConfigure.