1.10.3 General procedure for taking inventory of software licenses
To effectively manage the software licenses in your organization, you need to take inventory on regular basis to keep accurate inventory records. For this purpose, you need to register the physical inventory records in JP1/IT Desktop Management 2, so that you can easily identify the software licenses for which a physical inventory has not been conducted.
To take inventory of the software licenses:
- 1. Conduct a physical count.
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Create a list of software license information, and then perform a physical count of the inventories found in your organization.
- 2. Update the information with the physical inventory records.
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To manage the status of the software license inventory, update the information in JP1/IT Desktop Management 2 with the physical inventory records.
- 3. Investigate the software licenses for which a physical inventory has not been conducted.
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Identify the software licenses for which a physical inventory has not yet been conducted to investigate the usage status of the software licenses. Update the information in JP1/IT Desktop Management 2 with the information of the software licenses found during the investigation.
Now the information in JP1/IT Desktop Management 2 is updated with the physical inventory records of the software licenses.
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- Organization of this subsection
(1) General procedure for performing physical inventory count
To perform a physical inventory count of the software licenses, you need to output a list of software license information and then check the software licenses against the list.
- 1. Export a list of software license information.
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Create a list of software license information for physical inventory count. In the Software License view of the Assets module, export the software license information to a CSV file. To identify software licenses, export the items such as License #, Last Tracked Date, License Name, Total Licenses, and License Type. You will use the exported CSV file when you update the information in JP1/IT Desktop Management 2 with the result of physical inventory count. Make sure that you export the License # and Last Tracked Date items.
- 2. Perform a physical inventory count based on the list of software license information.
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Perform a physical inventory count based on the list of software license information.
You need to check the following:
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Media
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Software license certificate (Purchase and sale contract)
Check the software license certificates and the software media against the list of software license information to make sure that the software licenses actually exist. When you have completed the inventory count, place a checkmark next to the corresponding software license on the list. Update the stocktaking date for the software licenses with a checkmark by using JP1/IT Desktop Management 2.
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Now the physical inventory count is complete, and the list of software licenses with the inventory results has been prepared.
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(2) General procedure for updating the information with the physical inventory records
To manage the status of the software license inventory, update the information in JP1/IT Desktop Management 2 with the physical inventory records. When you have updated the information with the physical inventory records, the values for Last Tracked Date of software license information are updated in the Software License view of the Assets module.
- 1. Create a CSV file that contains the updated stocktaking dates.
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To collectively update the stocktaking dates, create a software license information CSV file that contains the updated stocktaking dates. Edit the CSV file used in the physical inventory count to update the values for Last Tracked Date of the software licenses for which the physical inventory count has been confirmed.
- Tip
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If the software license information such as Total Licenses and License Status has been changed since the last inventory count, edit the CSV file to update the corresponding values in addition to the values for Last Tracked Date.
- 2. Update the stocktaking dates.
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After you have created the software license information CSV file, import it to collectively update the stocktaking dates.
For the software licenses for which the physical inventory count has been confirmed, the values for Last Tracked Date of the software license information are updated.
- Tip
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If you want to check the software licenses that you have in hand one by one, manually update the stocktaking date for each software license.
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(3) General procedure for inspecting software licenses for which physical inventory has not been completed
You need to inspect the usage status and perform a physical inventory count again for the software licenses for which a physical inventory count has not been completed.
- 1. Inspect the software licenses for which the physical inventory has not been completed.
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In the Software License view of the Assets module, identify the software license information of the software licenses whose Last Tracked Date has not been updated. Using the filtering fraction, display the software license information of the software licenses whose Last Tracked Date is older than the last stocktaking date.
- 2. Export a list of software license information.
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Create a list of software license information for inspection. Export the software license information of the software licenses whose stocktaking date has not been updated to a CSV file. To identify software licenses, export the items such as License #, License Name, Total Licenses, and License Type.
- 3. Inspect the software licenses.
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Based on the list of software license information, find the software licenses (software license certificates and software media).
- If you find the software licenses:
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If you find a software license certificate or media, make a note on the list to indicate that the physical inventory count has been successfully completed for the software license. Make a correction to the software license information at the same time, if necessary.
- If you cannot find the software licenses:
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The software license certificate or media might be lost. Check with the administrator in charge of software license management about the circumstances. If you have confirmed that the software license certificate or media have been lost, change the value for License Status of the relevant software license to Expired in the Software License view of the Assets module. Also, enter comments in the Notes tab, describing the remarks such as reason or date and time of loss.
- 4. Update the information with the physical inventory records.
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Update the information in JP1/IT Desktop Management 2 with the results for the software licenses for which the physical inventory count has been completed.
Now you finish taking inventory of software license.
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