Allocating licenses from work orders

In the Work Orders application, you can allocate license capacity to one or more locations, computer assets, partition assets, application users, general ledger (GL) accounts, or other specified allocation entity.

About this task

You can allocate a license capacity from a work order or task only if the work order has one of the following statuses or a synonym of one of the statuses:
  • Approved (APPR)
  • In Progress (INPRG)
  • Waiting on Material (WMATL)

The Allocate Licenses window lists all licenses that are reserved for the current work order and provides sub tabs that you can use to allocate the licenses to locations, computer assets, partition assets, application users, general ledger (GL) accounts, and other specified allocation entity.

Expanding a row in the Reserved Licenses section provides information about the license and about the license reservation for the work order.

You can select a license row in the Reserved Licenses section and then select the appropriate sub tab in the lower part of the window to allocate the selected license.

The sub tabs display only information about the allocation currently in progress. They do not display all allocations that exist for the license. In some cases, you might assume that you can allocate a license because the location, asset, user, or GL account is not displayed in the list of allocations. However, the license might have been allocated in a different procedure, or it might have been allocated for a different reservation in the window. Since a license cannot be allocated to the same location, asset, person or GL account more than once, you will receive an error message when you attempt to allocate it again.

Because the number of licenses available for computers and partitions can be very large, you can select the Select Assets from the Work Order check box to limit the number of assets that are displayed. This option displays only assets that are associated with the work order or listed in the Multiple Assets, Locations and CIs table.

The following instructions explain how to allocate license capacity for a work order or task on a work order.

Procedure

  1. On the toolbar, click Go To > Work Orders > Work Order Tracking.
  2. On the List tab, select the work order that you want to work with.
  3. On the Actuals tab, select the Licenses sub tab.
  4. On the Licenses sub tab, click Allocate Licenses.
  5. In the Reserved Licenses section of the Allocate Licenses window, select the reserved license that you want to allocate.
    Note: A license might appear more than once in the list because it might be reserved for more than one task on the work order.
  6. To associate the license with one or more locations, computer assets, partition assets, users, general ledger (GL) accounts, or other specified allocation entities, choose one of the following options:
    Option Description
    To allocate capacity to only one record at a time
    1. Select the appropriate sub tab for allocating a license to locations, computer assets, partition assets, users, general ledger (GL) accounts, or other specified allocation entities.
    2. Click New Row.
    3. Click the Details Menu and specify the location, computer asset, partition asset, user, GL account, or other specified allocation entity that you want to allocate license capacity to.
    4. In the Capacity field, specify the amount of capacity to allocate.
    5. Complete other fields as needed.
    6. Click OK.
    To allocate the same capacity value to multiple assets, locations, or users
    Note: This option is not available for GL account allocations.
    1. Select the appropriate tab for allocating a license to locations, computer assets, partition assets, users, or other specified allocation entities.
    2. Click the Select button to select records that you want to allocate licenses to.
    3. In the Search section of the selection window, enter the search criteria for the records that you want to find.
    4. In the Capacity field, specify the amount of capacity to allocate.
    5. Select the records that you want to allocate the license to.
    6. Click OK.
  7. To assign license keys to a location, computer asset, partition asset, user, general ledger (GL) account, or other specified allocation entity, click New Row in the License Keys table.
    1. In the Key Value field of the new row, select the license key you want to assign to an allocation type (only displays license keys of the current license that have not already been assigned) or type in the license key value.
      Note: For Locations, GL Accounts, or Other allocation types, more than one license key can be assigned at once by selecting the Select License Keys button. A Select License Keys dialog will display all license keys of the current license that have not already been assigned. You can filter license keys and select more than one before clicking the OK button. All selected license keys will be assigned to the allocation. The Select License Keys button is not available for Computer Assets, Partitions, and User allocations because in those allocation types, there will be only one license key assigned at a time.
      Note: When a license allocation is deleted, all license keys assigned to it will be released and can be assigned again.
  8. Save the work order.

Results

When you allocate license capacity, the following actions result:
  • The license allocation is automatically associated with the current work order or with a task on the work order.
  • The amount of capacity allocated is subtracted from the amount of capacity reserved for the work order. It is possible to allocate more capacity than was reserved for the work order. In this case, the reserved capacity is reduced to 0. If you allocate more capacity than is available for the license, a message is displayed to inform you that the capacity for the license has been exceeded. Typically the total quantity of all internal allocations plus reserved capacity should be less than or equal to the license capacity. However, because some licenses permit capacity realignment based on a reevaluation of capacity growth over some period of time before the license agreement expires, the available capacity can be a negative number. If the total license capacity is exceeded, determine whether the license agreement permits additional capacity to be added at a later date. If the license capacity cannot be realigned later, you can adjust license allocations so that they do not exceed the license capacity available.
  • A license transaction is generated for the work order or task, and cost information is calculated for the line item cost and unit cost. You can view this transaction information on the Licenses sub tab of the Actuals tab.

Example

For example, to allocate capacity of a generic license whose scope is COMPUTER to one or more computer assets, complete the following steps:
  1. On the List tab, select the work order that you want to work with.
  2. On the Actuals tab, select the Licenses sub tab.
  3. On the Licenses sub tab, click Allocate Licenses.
  4. In the Reserved Licenses section of the Allocate Licenses window, select the license that you want to allocate.
  5. Select the Computer Assets sub tab.
  6. In the Search section of the Select Computer Assets window, enter the search criteria for the computer asset records that you want to list for selection.
  7. To display only assets that are associated with the work order or listed in the Multiple Assets, Locations and CIs table, select the Select Assets from the Work Order check box.
  8. In the Capacity field, specify the amount of capacity to allocate.
  9. In the Computer Assets section, select the computer asset or assets that you want to allocate the capacity to.
  10. Click OK.
Parent topic: Allocating licenses
Related concepts:
Allocated, available, and discovered license capacity

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