Adding and Managing Desktop Software Contracts

You add contracts to manage and track the costs of the desktop software and non-software services that you purchase.

For multikey contracts, you can review information such as:

• The total cost of desktop software services
• The cost for the current year
• The unit cost of desktop software services

For single-key contracts, you can automatically renew contracts, and retrieve information such as:

• The total cost of the contract
• The number of active users
• The number of available seats

In Oomnitza, you can use the information that is collected about contracts in your onboarding and offboarding workflows. For example, when employees join your organization, you can add workflows that automatically assign the licenses that new hires require based on their role. And, when employees leave your organization, you can add workflows to automatically terminate the licenses that are assigned to employees.

Import and update multiple contracts
Use CSV files or spreadsheets to create and update multiple contracts. Importing desktop and 
SaaS software contracts.

Before you start

For desktop software contracts, the software application must be added to Oomnitza.

Tasks for multikey contracts

Add contracts

Add budgeted costs

Add license keys

Add users to contracts

Add usage stats 

Add a new currency

Tasks for single key contracts

Add contract

Add users to contracts

Add contracts

Choose desktop software contracts - multiple keys when you want to create a contract to track costs and usage.

Currency
When you add a contract, you must choose a currency. By default, you can choose one of the following currencies:
- EUR (Euro)
- GBP(British pound sterling)
- USD (United States dollar)
To add more currencies, see Add a new currency.

Procedure

1. From the menu, click Contracts.
2. Click Add.
3. Enter the name of the contract.
4. Select Desktop Software Contract - Multiple Keys.
5. Add the contract information.
6. Click Save.

Add budgeted costs

Before you start

To configure your contract properly, check the definitions for the following fields:

Effective Date

The date that the service is activated.

Type

To differentiate the type of costs and how they’re calculated for each item.

One time

For example, you want to capture the costs of a service that you are unlikely to use again.

Fixed

For example, you want to capture the cost of the initial setup.

Alternatively, you can use the fixed cost type for a variable cost. Let’s say you have purchased a cloud storage service. One terabyte (TB) costs $100 per year, 2 TBs costs $150 per year, and so on. Based on your current storage usage and growth forecasts, you know that you will use about 0.5 TB of cloud storage. You don’t get a rebate for using less storage, so you add $100 as a fixed instead of a variable cost for the current year.

Variable

For example, You want to capture the minimum cost of a payment that might change such as the cost of a support service. In this case, you want to know that, unlike fixed or one-time costs, the cost of variable line items can change and might result in an underestimation of the actual cost.

Variable (tiered)

For licenses with tiered cost rates such as licenses with variable rates based on the number of users or based on usage. In this case, you want to itemize the costs so that you can estimate the maximum cost of the line item and its potential impact on your budget.

Let’s say you pay for a messaging service which charges different rates based on the number of messages that are sent every month. For example, you’re charged $0.00 for the first 10,000 messages, $0.01 for 10,001 to 20,000 messages, and $0.02 for 20,001 to 30,000 messages. Based on historical usage and forecasts, you use the messaging service to send about 35,000 messages every month. To budget the costs, you create a line item with the cost type Variable (tiered), and break down the costs into three line items.

Payment Date

The date of the first payment.

Payment Schedule

The payment schedule for the contract, which can be annually, quarterly, or monthly.

Metrics

You can tag the types of metrics for variables and variable (tiered) osts. By default, the following tags can be selected:

• # API Calls
• # Assets
• # Emails Sent
• Storage
• # Users

Need more metrics?
Edit default or add additional tags for metrics. From the menu select Configuration > Custom Objects, and then select Contract Line Item Metrics. For example, if you want to use Storage as a metric, why not add the storage unit such as Storage (GB).

Number of payments and term

To calculate the annual cost and the total cost of the contract, you enter the number of payments and the term. Let's say, you pay once a month. Then you enter 1 in the # payments field and you select Month(s) from the list of terms.

Status values for line items

 The contract line item is active because today’s date is the effective date or today's date is after the after the effective date.

The contract line item is inactive because the effective date is later than today’s date.

The contract line item is inactive because its end date is earlier than today’s date.

Procedure

1. Click BUDGETED COSTS.
2. Click Add.
3. Enter the individual line items that make up the cost of the contract.
4. Save the contract.

Next step

Add the license keys.

Add license keys

When you add your contract, you must add the license keys that can be assigned to users.

Procedure

1. On the contract page, click the contract record.
2. Click the LICENSE KEYS tab.
3. Click Add Keys.
4. Choose one of the following options:
   

   Actions	Steps
   Add multiple license keys	Select when you want to limit the licence Key to a single line. Enter one or more multiple license keys separated by commas.
   Add a multiline license key	Select when the license key contains multiple lines. Click the Multiline license key switch . Enter the first line of the license key, press enter, add the next line, and so on.

5. Click ADD. By default, the number of seats is set to one.

Result

The license keys are added. The license keys with available seats are shown at the top of the page.

Next

You can modify the number of seats for each type of license key and you can add users to the license keys.

Actions	Steps
Modify the number of seats	To modify the number of seats, click Modify . Enter the number. Click SAVE.
Add users	Click the drop-down arrow.  Enter the user's name.

Add users to contracts

When you add users to the contract, you must assign a license key to the users. 

1. Click the LICENSE KEYS tab.
2. Click Add users.
3. Choose one of the following options:

Actions	Steps
Use a saved search	Select the search to add users. Optional. Add the email addresses of additional users. Enter the license key.   Click ASSIGN. Result If the license key has available seats, the users are added.
Add specific users	Enter the email addresses of the users. Enter the license key. Click ASSIGN. Result If the license key has available seats, the users are added.

Add usage stats

Plan budgets by tracking the usage stats for the desktop software that your organization uses.

Before you start

You must add cost line items to the BUDGETED COSTS tab.

About usage stats

You can only add usage stats for active line items. The active period is determined by the effective date and the end date of the contract line item. 

Tip
For the budgeted costs that you want to track, add metrics. That way you’ll know what you’re measuring when you add usage stats. Let’s say you have a fixed cost for a desktop software service for 100 users. When you track usage for the year, you discover that only 50 users use the service. You can use this information to create more accurate budgets and renegotiate contracts with vendors based on the actual usage.

1. From the menu, click Contracts.
2. Click a desktop multikey contract.
3. Click the USAGE tab. 
4. Enter the usage stats for the budgeted costs.
5. Enter a numeric value. If you don’t want to track usage for a specific cost type, enter 0.
6. Click SAVE.

Result

The usage stats are recorded and displayed by the current month and year.

Tip
To view or add the usage stats for previous months, click the date such as December 2021, select the year from the list, and then click the month.

Add a new currency

By default, the following currencies are added to your instance:

• USD (US dollar) 
• GBP (pound sterling)
• Euro

If you need to add another currency, complete these steps:

1. From the menu, click Configuration > Custom Objects > Currency.
2. Click Add new record (+).
3. Add the currency details.
4. Click Save.

Add desktop software contracts - single key

Choose desktop software contracts - single key, when multiple users use a single license key for the software application.

1. From the menu, click Contracts.
2. Click Add.
3. Enter the name of the contract.
4. Select Desktop Software Contract - Single Key.
5. Add the contract information.
6. Click Save.

Add users to single key desktop software contracts 

1. Click the USERS tab.
2. Click Add users.
3. Choose one of the following options:

Actions	Steps
Use a saved search	Select the search to add users. Optional. Add the emails of additional users. Select Assign all to this contract. If you forget to do this, you can click the assignment switch after you add the user.   Click Add Users. Result If the license key has available seats, the users are added.  Important Make sure that all of the users are assigned to the contract before you close the page. That is, the assignment switch must be switched on .
Add specific users	Enter the email addresses of the users. Select Assign all to this contract. If you forget to do this, you can click the assignment switch after you add the user.   Click Add Users. Result If the license key has available seats, the users are added. Important Make sure that all of the users are assigned to the contract before you close the page. That is, the assignment switch must be switched on .

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Adding and managing SaaS contracts