Entitlement import error fields

  • Release version: Yokohama
  • Updated January 30, 2025
  • 4 minutes to read
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    Summary of Entitlement import error fields

    This documentation describes the fields on the Entitlement Import Error form and related lists available in the Yokohama release. The form is used to manage and correct errors encountered when importing software entitlements into ServiceNow’s Software Asset Management. Understanding these fields helps you efficiently review, fix, and validate entitlement import errors to maintain accurate license records.

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    Entitlement Import Error Form Fields

    • Error status: Indicates whether the error has been manually fixed or still needs review.
    • Reason: Explains why the entitlement could not be imported successfully.
    • Asset tag: Serial number or barcode tracking the asset.
    • Publisher part number: Selected from predefined software products; may trigger warnings if many underlying software models are created or missing.
    • Software model: Matches the entitlement; auto-populated or created based on the publisher part number. Manual selection required if multiple models exist.
    • License type: Defines if the entitlement grants full access or is an upgrade; upgrade type shows related upgraded entitlements and becomes read-only after submission.
    • Metric group: Auto-filled based on the software model, defining license metrics relevant to the publisher.
    • License metric: Specifies the metric used for license counting and reconciliation; varies by metric group.
    • Rights per license pack & Number of packs: Used for Microsoft Per Core or Per Core with CAL licenses to calculate purchased rights.
    • Purchased right: Number of rights being purchased, auto-calculated for Microsoft license types.
    • Agreement type: Determines automatic generation of downgrade rights and compliance status, with special handling for Generic vs. other agreement types.
    • Purchased rights: Total rights purchased.
    • Oracle options: Specific Oracle entitlement options.
    • Contract number: Associated contract reference.

    Reference Software Related List Fields

    • Publisher, Product, Version, Edition: Identification details of the software product.
    • Language and Platform: Used to locate the normalized discovery model for the software.

    General Related List Fields

    • Owned by: User or department with financial ownership, which may differ from asset manager.
    • PO number: Purchase order reference.
    • Company, Location, Department: Organizational and geographic details related to the license usage.

    Financial Related List Fields

    • Vendor: Supplier company.
    • Unit cost: Required for cost and savings calculations on the Software Asset Management dashboard.
    • GL account and Cost center: Financial accounting details for the asset.

    Practical Benefits for ServiceNow Customers

    By using the Entitlement Import Error form and understanding its fields, ServiceNow customers can:

    • Identify and correct import errors efficiently to ensure entitlement data accuracy.
    • Automatically manage software models and license metrics, reducing manual effort.
    • Maintain compliance tracking through correct agreement types and downgrade rights.
    • Improve financial accuracy with detailed purchase and cost information.
    • Ensure seamless integration between entitlement data and software discovery models.

    Entitlement Import Error form and related list field descriptions.

    Entitlement Import Error form

    Field Description
    Error status Status of the entitlement. An error record can have either of the two statuses:
    • Manually fixed: when all the errors in the error record are corrected and the entitlement is successfully created.
    • Needs review:the error record is created and you need to review and correct the errors.
    Reason Reason the imported entitlement couldn't be added to the Entitlement list.
    Asset tag Serial number and the bar code used for tracking the asset.
    Publisher part number Publisher part number from the Software Product Definitions lookup list of predefined software that may have already been purchased.
    When you select a publisher part number, you may encounter a message: Many underlying software models are being created. These might be part of suite components, downgrade rights or next version. Please validate on completion. The message appears only if there are greater than or equal to 50 suite components for the software model and if any of the following conditions are met:
    • A software model does not exist for any suite component
    • A software model does not exist for any downgrade right
    • A software model does not exist for the next version
    Note:
    If a software model exists for the publisher part number, the Software model field is automatically populated. Otherwise, the software model is automatically created for you directly from this form. If there are multiple software models created with the same discovery map conditions, the software model must be selected manually.
    Software model The software model to match the entitlement.
    Note:
    A warning message is shown if the publisher part number is not associated with the publisher and product for the software model. You can either change the software model, or save the entitlement as is.
    License type License type. Whether the rights grant full access to the software or if they are being upgraded from a previous version of the software.

    When the type is Upgrade, the Upgraded Entitlements related list is shown. The upgrade license type is used to specify the entitlements you are upgrading.

    This field becomes read-only after the form has been submitted.

    Note:
    For SaaS entitlements, keep the default value (Full).
    Metric group This field is automatically populated based on the Software Model field. Each metric group has a set of license metrics that are specific to the software publisher.
    License metric License metric for the license group that the software license is counted against when reconciliation is run. The options for license metric change based on the Metric group field. The default value for SaaS entitlements is User Subscription.

    For more information, see Software license metrics.

    Note:
    Use the Envelopes license metric only for Docusign entitlements.
    Rights per license pack Rights associated with each pack that is purchased for Microsoft Per Core or Microsoft Per Core with CAL licenses.
    Number of packs Number of packs for Microsoft Per Core or Microsoft Per Core with CAL licenses.
    Purchased right Number of rights that you are purchasing.
    Note:
    If you've specified a Microsoft Per Core or Microsoft Per Core with CAL license type, this field is automatically populated. This value is based on the values entered in the Rights per license pack field multiplied by the value in the Number of packs field.
    Agreement type
    Based on the agreement type that you select, downgrade rights are automatically generated.
    Note:
    If the agreement type is Enterprise License Agreement or Unlimited Level Agreement, the Status is Compliant even if there are unlicensed installations.
    • Generic: Downgrade rights are not automatically populated. If you change the agreement type on an existing software entitlement from Generic to any other type (for example CLP), the downgrade rights are automatically populated.
    • Any agreement type other than Generic: Downgrade rights are automatically populated. If you change the agreement type on an existing software entitlement from an agreement type other than Generic (for example, ELTA) to Generic, the downgrade rights that were already populated are not deleted or deactivated.
    Purchased rights Number of rights that you are purchasing.
    Oracle options Oracle options related to the entitlement.
    Contract number Contract number for the entitlement.

    Reference software related list

    Field Description
    Publisher Name of the software publisher.
    Product Name of the product.
    Version Version of the software product.
    Edition Edition of the software product.
    Language Language of the software product to use when searching for the normalized discovery model, which is populated once it has been normalized or added manually.
    Platform Platform of the software product to use when searching for the normalized discovery model.

    General related list

    Field Description
    Owned by User or department with financial ownership of the asset. The asset owner can be different than the manager.
    PO number Purchase order number.
    Company Company that this asset belongs to.
    Location Where the license is used. For example, a specific site, country, or region.
    Department Department of the person Assigned to this software license.

    Financial related list

    Field Description
    Vendor Company that the asset was purchased from.
    Unit cost Unit cost of the software.
    Note:
    Required for total cost and savings calculations on the Software Asset Management dashboard.
    GL account General ledger account number associated with the asset.
    Cost center Cost center financially responsible for the asset.