License Management (Software Asset Management)

Product: NEXTMEGABYTE (Greenitco ITAM) · Module: IT Asset Management (ITAM) · Audience: Administrator, Technician

License management (software asset management, SAM) gives a clear picture of purchased versus installed licenses. It helps asset managers act on unauthorized software and reduces the risk, cost and complexity of license compliance. Installed software discovered by agents is shown in Network Inventory → License Details.

Menu path: left side menu → Licenses

Add a license

1. Open Licenses and select Add (plus icon).
2. Enter the details and select Save. A notification is sent to the alert email address in settings.

Field	Description
Software Name	Name of the software
Company, Department, Location, Category, Manufacturer, Supplier	The matching configuration records
Depreciation	See Depreciation Configuration
Purchase Reference	The purchase invoice
Seats	Number of seats (installations or users) purchased
Serial / product key	Default serial number for all seats

Edit, clone or remove a license

Open the license's action menu, then:

• Edit (pencil icon): update the details and select Edit.
• Clone (copy icon): update the details for the new license and save.
• Delete (trash icon): select Yes to confirm.

View license details

Open the action menu and select View (eye icon). Use the tabs, including License Seats and Purchase.

Check out a license seat

1. Open the license's action menu and select Check Out (sign-out icon).
2. Select a device, or select Check Out To a user (for a selected device, choose the right user).
3. Enter the Expected Check-In Date if required.
4. Select Checkout.

Check in a license seat

1. Open the license with View (eye icon) and select the License Seats tab.
2. Select Check In for the seat, update the notes and select Check In.

Update the serial number of individual seats

1. Open the license with View and select the License Seats tab.
2. Select Edit (pencil icon) for the seat and enter its serial number.
3. Select Export (download icon) on this tab to download seat-wise license details.

Add seats to an existing license

1. Open the license details page and select the Purchase tab.
2. Select Add Item (plus icon).
3. Enter the purchase details and select Save. The new seats are added.

Field	Description
Purchase Date	Date the license was purchased
Received Date	Date the license was received
PO Number	Purchase order number
Purchase By	Who purchased it
Seats	Number of seats purchased
Bill Currency	Purchase currency
Price	Price of the seats
Attachment	Invoice or other documents

To edit or delete a purchase entry, select the gear icon in the first column of the purchase table.

Bulk import licenses

Column	Rule
Company	Empty or a company name
Name *	Letters
Department	Empty or a department name
Location *	A location name
Manufacturer, Category	Empty or existing names
Unique Serial *	Letters, numbers and limited special characters
Licensed to Name	Empty or letters, numbers and limited special characters
Licensed to Email	Empty or a valid email address
Seats *	A whole number
Reassignable	Empty, Yes or No
Supplier	Empty or a supplier name
Order No, Purchase Order Number, Agreement No	Empty or letters, numbers and limited special characters
Purchase Reference	Empty or an invoice number
Purchase Date, Expiration Date, Termination Date	Empty or valid Excel dates (mm/dd/yyyy)
Bill Currency	Empty or a currency code
Purchase Cost	Empty or a number
Depreciation	Empty or a depreciation name
Maintained	Empty, Yes or No
Notes, Support	Empty or letters, numbers and limited special characters
Custom fields	Add the custom field code as a column header

Bulk check out licenses

Fill in either Assigned_to or Asset_id in each row, not both.

Column	Rule
Id *	An existing license batch number
Assigned_to	An existing username
Asset_id	An existing device asset tag
Expected_checkin	Empty or a valid Excel date
Notes	Empty or letters, numbers and limited special characters

Bulk check in licenses

Column	Rule
Id *	An existing license batch number
Notes	Empty or letters, numbers and limited special characters

Download the license list

Select Download (download icon) at the top right of the page.

Common questions

How do I see which computers have a software installed? Open Network Inventory → License Details and filter by the software.

How do I add more seats to a license I already have? Open the license, go to the Purchase tab and add a purchase item with the new number of seats.