Best recommended practice If a user has both subscription and installation record of a software

[Ashupakasma]

Hi,

I am having a question regarding SAM Pro.

If a user has both subscription license and also installation of a software, i.e. The user is using subscription license and along with the on prem software, what would be the best practice to get such details and how we can reconcile. Also what is the best practice to remediate such issues

[Community Alums]

Hi @Ashupakasma ,

 best way to handle subscription licenses is to enter the software license records and associate them with a contract as you describe. On the Contract, when you associate them as Assets covered under the contract, you identify the valid dates.

You only need one contract record if the terms and conditions and other details of the contract are the same. Use the Software License contract type and select Subscription or SaaS as the option (they function the same, but this helps you identify if the software is installed or runs in the cloud).

Then associate the contract with the Software Counter for the software. When it does the count, it factors in the valid time frames on the software licenses to determine how many software rights are owned.

I would handle the financial aspect differently depending on how you are paying for the licenses.

• If you paid for a year, two years, three years, etc. for the subscription, just put the cost for the license right on the Software license. This is a little easier to track if you are paying up front.
• If you pay for it monthly, quarterly, or on some other schedule, then I would set up Contract Rate Cards to track the expenses as they happen. This automates the tracking of that expense going out in a way that you do not get from the cost directly on the software license. You may want to make a note about this on the software license record in the Comments field.

subscription type items that are not software licenses. Some examples:

• Security Certificates (ever gotten a message on a website telling you the security certificate expired?)
• Domain names
• Subscribed access to data items like:
  • marketing databases
  • stock photography
  • education sites, like lynda.com

You can also use Software license metrics 

[Ashupakasma]

Hello @Community Alums 

Thanks for your valuable thoughts and best practice suggestions on my query.

I will do a practical hands on in my PDI and share the outcomes. I have illustrated a diagram for the association what you describe here. Overall, thank you so much for your efforts here. 🤘

[Community Alums]

Hi @Ashupakasma ,