This documentation supports the 9.1 version of Asset Management.

To view the latest version, select the version from the Product version menu.

Creating a software contract

You can track compliance and usage of software license contracts. Unlike most other contracts, however, you do not relate the software CI directly to the contract. For software contracts, you add software license certificates to the contract, and relate the software CIs to the certificates.

For software contracts, you maintain the cost information in the attached certificates. You can view the total cost on the contract.

To create a software license contract

  1. On the Contract Management console, click Create, and select Software License.
  2. On the Software Contract form, complete all the required fields.

    Field name

    Description

    ID

    A unique alphanumeric value

    Summary

    Brief description of the contract

    Term

    Select the applicable term:

    • Fixed — Contract expires at the expiration date.
    • Never Ending — Contract never expires.
    • Rolling Contract — Contract automatically renews at the expiration date.

    Status

    Select the applicable status of the contract:

    • Draft — The contract has never been executed but is going through the process of being executed. You can use draft status for contracts that are in negotiation or pending signature.
    • Executed — The contract that is executed and valid. Executed contracts include active contracts that have started. An executed contract might have the following status reasons: active, change pending, on hold, requires attention, under renegotiation.
    • Historical — The contract is not valid. Historical contracts include contracts that have expired, been terminated, or been canceled.
    • Delete — The contract is scheduled for deletion.

    Company

    The company associated with this contract

    Note: Click the Profile link to view details of the supplier company.

    View Access

    Select who can view or modify this contract:

    • Public — Anyone who can access contracts can view or modify the contract.
    • Internal — Only people in the support group managing this contract can view or modify the contract.

    Supplier Name

    The supplier associated with this contract

    Accounting section on the General tab

    Cost Center

    The cost center that owns this contract. This field and the following fields are located on the General tab.

    Contract Managed By section on the General tab

    Company

    The support company associated with this contract

    Organization

    The support organization associated with this contract

    Group

    The notification group associated with this contract

    Contact

    Optionally, you can assign an individual from the notification group to receive notifications for this contract.

    Dates section on the General tab

    Expiration Date

    Date the contract expires. When a contract expires, individuals are notified first, and then groups.

    Note: Out-of-the-box escalations are set to fire once a day at 5 A.M. so the notifications are sent accordingly. You can set the escalation to fire at different intervals/times as needed.

    Notification Date

    When the contract expires, the notification contact and the owner contact are notified on this date.

    • Out-of-the-box escalations are set to fire once a day at 5 A.M. so the notifications are sent accordingly. You can set the escalation to fire at different intervals/times as needed.
  3. Save the contract.
  4. Add license certificates, as described in Adding a license certificate to a software contract.
  5. Optionally, add details of the Terms and Conditions and Rights Granted for the contract. For more information, see Adding additional details to the contract.
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