Price history for entitlements

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G4P3
Tera Contributor

‎07-23-2024 07:17 AM

Hello,

 

I need to keep track of price changes in entitlements. Currently, when we renew, we create a new contract to which we tie the relevant entitlements and, when the renewal is completed, we update manually start/end date and price in entitlements.

Creating new entitlements for each renewal will generate a lot of extra work and clutter we want to avoid, and contracts usually contain more entitlements from different sw products/models or even vendor.

 

I have seen being advised to activate audit to track changes in specific fields, but I was wondering if there's any OoB function within ServiceNow that already does this.

 

Thanks!

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dreinhardt
Tera Sage

‎08-08-2024 01:21 PM

Hi @G4P3,

I personally find that important information is lost or overwritten with the method you mentioned.
For each renewal, there are new documents/invoices with the details that are maintained in the software entitlement. I can think of a internal # (Asset Tags), PO number, invoice or the price off the top of my head.In addition, you will also lose all historical data as a result of the adjustment, or some of it will be saved in the worknotes/changes.

 

SAM Pro has an Entitlement Upload function that can be used to easily upload entitlememts using an Excel template. 

 

The "OOTB" feature I use in my projects is - to create a new entitlement for each renewal etc.

In this way, we or the customer ensure that all documents that have been created for a product over time and are/were important for license management are available in the SAM tool.

 

Best, Dennis

Should my response prove helpful, please consider marking it as the Accepted Solution/Helpful to assist closing this thread.

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dreinhardt
Tera Sage

‎08-08-2024 01:21 PM

Hi @G4P3,

I personally find that important information is lost or overwritten with the method you mentioned.
For each renewal, there are new documents/invoices with the details that are maintained in the software entitlement. I can think of a internal # (Asset Tags), PO number, invoice or the price off the top of my head.In addition, you will also lose all historical data as a result of the adjustment, or some of it will be saved in the worknotes/changes.

 

SAM Pro has an Entitlement Upload function that can be used to easily upload entitlememts using an Excel template. 

 

The "OOTB" feature I use in my projects is - to create a new entitlement for each renewal etc.

In this way, we or the customer ensure that all documents that have been created for a product over time and are/were important for license management are available in the SAM tool.

 

Best, Dennis

Should my response prove helpful, please consider marking it as the Accepted Solution/Helpful to assist closing this thread.

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Arthur Schulcz1
Mega Guru
In response to dreinhardt

‎09-09-2024 02:01 PM

I 100% concur with dreinhardt

 

Continuously updating entitlements instead of creating new will make your data meaningless.  Journal fields are not searchable or accessible in reports so there will be no way to easily find your historical data.  You can easily save filters on a list view to for example only show entitlements with a state of 'Active'.  Creating and maintaining accurate historical records is foundational to standards like ISO/IEC 19770 and FISMA.