Add License

To add a new software license, navigate to the top panel and select New License.

Software licenses can be added using two methods:

• Manually

• Import from CSV

Manually

Fill in the basic license information as described below, then click Next.

License Information | Basic Details

Label	Action	Description / Example
License Name*	Enter license name	Name used to identify the license in the system. Example: Adobe Acrobat – User License.
Description	Enter description	Optional notes to describe the purpose or scope of the license. Example: License for finance team users.
Publisher*	Select from the drop-down column	Software publisher associated with the license. This is derived from the selected software. Example: Adobe.
Software*	Select from the drop-down column	Software to which the license applies. Example: Adobe Acrobat (64-bit) – 25.001.20577.
License Type*	Select from the drop-down column	Defines the license model. Examples: Perpetual, Subscription, Trial License, Free License, Volume.
License Count*	Enter quantity	Total number of licenses purchased or available. Example: 300.
License Based On*	Select allocation basis	Defines how the license is allocated. Example: User (license assigned per user).
License Key	Enter license key	Vendor-provided license key, if applicable. Example: XXXX-YYYY-ZZZZ-AAAA.
Effective From*	Select start date	Date from which the license becomes active. Example: 01-Jan-2025.
End Date / Trial End Date	Select end date	Applicable for Subscription or Trial licenses. Example: 31-Dec-2025.
Payment Frequency*	Select frequency	Billing cycle for subscription licenses. Example: Monthly.
Vendor	Select vendor	Vendor from whom the license was purchased. Example: Adobe Authorized Reseller.
AMC Cost	Enter AMC amount	Annual Maintenance Contract cost, if applicable. Example: ₹15,000.
AMC Start Date	Select date	Start date of AMC coverage. Example: 01-Jan-2025.
AMC Expiry Date	Select date	End date of AMC coverage. Example: 31-Dec-2025.
Notify user on license and AMC expiry	Enable / Disable	Sends alerts before license or AMC expiry. Example: Enabled to notify 30 days before expiry.

Additional Details | Add Additional Information

Label	Action	Description / Example
Department	Select from the drop-down column.	Department responsible for the license ownership. Example: General Management.
Cost*	Enter total cost	Total cost of the license purchase. Example: 1200.
Currency	Select currency	Currency used for the license cost. Example: INR.
PO Number	Enter PO reference	Purchase Order number for procurement tracking. Example: PO-2025-0041.
Invoice Number	Enter invoice reference	Invoice number received from the vendor. Example: INV-ADBE-88901.
Invoice Date	Select invoice date	Date on which the invoice was issued. Example: 05-Jan-2025.
Is Maintenance Included	Select from the drop-down column.	Indicates whether maintenance support is included with the license. Example: Yes.
Compliance Status	Select from the drop-down column	Indicates license compliance status. Option Includes: Compliance and Non-Compliance.

Once all required details are entered, click Submit to add the software license to the platform.

Import From CSV

It allows administrators to bulk add or update software licenses using a predefined CSV template.

Step 1: Go to Software License Management and click New License → Import from CSV from the top panel.

Step 2: Click Download CSV File to download the empty CSV template. Use this template to prepare software license data in the required format.

Step 3: Open the downloaded CSV file and fill in the required license details.

Important guidelines:

• Mandatory fields such as License Name, Software, License Type, License Count, and License Based On must be provided.

• Values for License Type must match the supported types (Perpetual, Subscription, Trial, Free License, Volume).

• Dates must follow the YYYY-MM-DD format.

• Numeric fields such as License Count, Cost, and AMC Cost must contain valid numbers.

• Dropdown-based values (Publisher, Software, Vendor, Department, Compliance Status) must match existing values in the system.

• Save the completed file in .csv format.

Step 4: Upload the prepared CSV file. On the Column Matching screen, map each CSV column to the corresponding software license field in the system, then proceed.

Step 5: The system validates all uploaded records. If issues are detected—such as missing mandatory fields, invalid values, incorrect date formats, duplicate licenses, or unsupported file types—appropriate error messages are displayed.

Step 6: If validation errors exist, download the invalid records for review and correction.

Only valid records will be processed. Click Proceed with Valid Records to continue.

Once the import is successful, the system displays a confirmation message. The imported software licenses are added to the Software License Management page and are available for review and further updates.