9.4 Creating Purchase Records

The easiest way to create purchase records is to import them from files supplied by resellers. Asset Management can import purchase records from CompuCom, Insight, KMD/SAP, SHI, and Softchoice. In addition, there is generic import format that you can use (see Working with Import Files).

If you are unable to import data from a supported import file, you must manually create purchase records.

9.4.1 Importing Purchase Records

In ZENworks Control Center, click the Asset Management tab.
In the License Management page, click Purchase Records.
Click Action > Start Import to display the Import Purchase Records dialog box.
In the File Name field, click Browse to locate and select the import file.
Click OK to start the import.

During the import, the progress is displayed above the Purchase Records list. You can also click the Import Status tab to see the progress of the import and a record of previous imports.

When the import is complete, the new purchase records are added to the list.
Click a purchase record to display its information.

The General page displays information about the reseller, purchaser, and purchase date.
Click the Purchase Details tab.

On the Purchase Details page, each software product purchase (included in the purchase record) is associated with a catalog product. If necessary, Asset Management creates a catalog product for any new software products included in the purchase record.

You can view all catalog products by clicking the License Management tab > Catalog Products.

9.4.2 Manually Creating Purchase Records

In ZENworks Control Center, click the Asset Management tab.
In the License Management page, click Purchase Records.
In the Purchase Records panel, click New > Purchase Record to launch the Create New Purchase Record Wizard.
On the General Information page, fill in at least one of the following fields. The other fields are optional.

PO Number: The purchase order number. The purchase record object uses the PO number for its name. If you don’t supply a PO number, the name of the purchase record object defaults to Unknown (MM_DD_YY), where MM_DD_YY is the current date in the appropriate locale format.

Order Date: The date the product was ordered. To select a date, click , select a date, then click OK. If you provide a PO number but not a date, this field defaults to the current date.
Click Next to display the New Purchase Record Summary page.
Select Define Additional Properties, then click Finish to create the purchase record and display the Purchase Details page.

You use the Purchase Details page to enter the details for each software product purchase included in the purchase record.

Each purchase detail must be associated with a catalog product. For example, if your purchase record includes a purchase of Product B (10-License Pack), a Product B (10-License Pack) catalog product must exist before you create the purchase detail. The Purchase Details page lets you create catalog products if necessary.
If the catalog product already exists, click New > Purchase Detail to display the Add Purchase Detail dialog box. Otherwise, skip to Step 8.
1. Fill in the following fields (the other fields are optional):
  
  Product: Click to browse for and select the catalog product to associate with the purchase detail. The catalog product inherits the purchases licenses.
  
  Purchase Quantity: Specify the number of units of the product that were purchased. This number does not always correspond to the number of licenses for the product. For example, you might purchase 5 units of Product A (Single License Pack) or 10 units of Product B (10-License Pack).
  
  Unit MSRP: The Manufacturer’s suggested retail price (MSRP) for a single unit.
  
  Unit Price: The price you paid for a single unit.
  
  Extended Price: The standard calculation for this field is the Unit Price multiplied by the Purchase Quantity (for example, $200.00 x 5). If you leave the field empty, the calculation is performed automatically when the purchase detail is created. If the standard calculation is not correct, specify the correct extended price.
2. Click OK to add the purchase detail to the list.
3. Repeat the steps to create additional purchase details.
If the catalog product does not exist, click New > Catalog Product to launch the Create New Catalog Product Wizard.
1. On the General Information page, fill in the following fields. The other fields are optional, but you should enter as much information as possible to identify the catalog product.
  
  Product: Specify the name of the product as indicated in your purchase record. This should be as specific as possible. For example, if the product is Product B (10-License Pack), enter that name rather than Product B.
  
  Licenses Per Package: Specify the number of licenses that come in the package.
2. Click Next to display the New Purchase Detail page, then fill in the following fields to create the purchase detail (the other fields are optional):
  
  Purchase Quantity: Specify the number of units of the product that were purchased. This number does not necessarily correspond to the number of licenses for the product. For example, you might purchase 5 units of Product A (Single License Pack) or 10 units of Product B (10-License Pack).
  
  Unit MSRP: The Manufacturer’s suggested retail price (MSRP) for a single unit.
  
  Unit Price: The price you paid for a single unit.
  
  Extended Price: The standard calculation for this field is the Unit Price multiplied by the Purchase Quantity (for example, $200.00 x 5). If you leave the field empty, the calculation is performed automatically when the purchase detail is created. If the standard calculation is not correct, enter the correct extended price.
3. Click Next, review the information, then click Finish to create the purchase detail and catalog product.
4. Repeat the steps to create additional catalog products and purchase details.