How to Organize IT Contracts and Software Licenses
If you’re looking to improve the way you organize software licenses and IT contracts, then SAManage is the ideal solution for your needs. It enables you to eliminate the time and errors associated with multiple spreadsheets and other manual software license tracking methods. In fact, our suite of IT management tools can simplify and enhance the way you handle software assets and related vendor contracts throughout their entire lifecycle.
Getting started is fast and easy. You can add new IT contracts in just three quick steps, so your software licenses and other assets can be conveniently retrieved, reviewed, and managed from a single, centralized location:
Step 1: Create Your Contract
To add a new contract into the system, click on “New Contract” at the top right corner of your screen.
New Contract
Select the type of contract (software license, hardware purchase or lease, service or maintenance agreement, etc.), and enter the start and end dates – as well as any notes – into the appropriate fields. Next, attach any important documents, such as purchase receipts, packing slips, invoices, and copies of license agreements. All of these will be required to prove software license compliance in the event of an audit.
If its a previously-owned asset that’s being added to the SAManage system for the first time, you may also want to attach any documents that were previously used to manually track software licenses and their allocation.
And, don’t forget to check the ”Renewal Reminder” box, and select how far in advance you’d like to be notified. You’ll receive an email when the contract expiration date approaches. This will give you ample time to prepare for re-negotiations with your vendor or to explore alternatives.
Step 2: Enter Specific Asset Information
Next, you’ll need to add the product(s) purchased under the IT contract. If its software licenses you bought, we suggest you enter the version number, so you can better track what upgrades have been made, and when new ones may be due. And, be sure to include the number of licenses you purchased.
Capturing items and products under a contract
In some cases, your company may own multiple software packages from a single vendor. These may or may not have been purchased under the same IT contract. For example, you may have acquired multiple ERP modules, or you may utilize Microsoft Office, which bundles several applications into one package.
Scenarios like these can be addressed in two ways. You can create a separate contract for each individual application. For example, even if you purchased all the Microsoft Office products at the same time, you’d create one contract in the system for Excel, one for Word, and so on. Each contract would contain the related details for only that particular solution.
Or, you could group multiple products into a single IT contract, and list each separate software package individually within the details of that agreement. For example, you’ll create a single contract called “Microsoft” and include all the licensed products as items for that contract.
Step 3: Link Contracts to Purchase Orders
You can easily associate contracts to purchase orders, so you can more precisely monitor invoices, total purchase costs, payments made, etc. Simply select “Add Purchase Order” at the right side of your screen, then enter the Purchase Order number, the date of the purchase, the total purchase price and the vendor paid.
Tracking purchases under a contract
Learn more about out SaaS IT asset management solutions, and how they can help you improve the way you manage your software license agreements and other IT contracts.
Related posts:
