# Add License

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

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/4RnM32vpMPvViFir2o4F/Unknown%20image)

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**.

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/VGiQoEKEnoDCvUUFnAlN/Unknown%20image)

License Information **| Basic Details**

<table><thead><tr><th width="193.79998779296875">Label</th><th width="189">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>License Name*</strong></td><td>Enter license name</td><td>Name used to identify the license in the system.<br><br><strong>Example:</strong> Adobe Acrobat – User License.</td></tr><tr><td><strong>Description</strong></td><td>Enter description</td><td>Optional notes to describe the purpose or scope of the license.<br><br><strong>Example:</strong> License for finance team users.</td></tr><tr><td><strong>Publisher*</strong></td><td>Select from the drop-down column</td><td>Software publisher associated with the license. This is derived from the selected software.<br><br><strong>Example:</strong> Adobe.</td></tr><tr><td><strong>Software*</strong></td><td>Select from the drop-down column</td><td><p>Software to which the license applies.</p><p></p><p><strong>Example:</strong> Adobe Acrobat (64-bit) – 25.001.20577.</p></td></tr><tr><td><strong>License Type*</strong></td><td>Select from the drop-down column</td><td><p>Defines the license model.</p><p></p><p><strong>Examples:</strong> Perpetual, Subscription, Trial License, Free License, Volume.</p></td></tr><tr><td><strong>License Count*</strong></td><td>Enter quantity</td><td>Total number of licenses purchased or available.<br><br><strong>Example:</strong> 300.</td></tr><tr><td><strong>License Based On*</strong></td><td>Select allocation basis</td><td>Defines how the license is allocated.<br><br><strong>Example:</strong> User (license assigned per user).</td></tr><tr><td><strong>License Key</strong></td><td>Enter license key</td><td>Vendor-provided license key, if applicable.<br><br><strong>Example:</strong> XXXX-YYYY-ZZZZ-AAAA.</td></tr><tr><td><strong>Effective From*</strong></td><td>Select start date</td><td>Date from which the license becomes active.<br><br><strong>Example:</strong> 01-Jan-2025.</td></tr><tr><td><strong>End Date / Trial End Date</strong></td><td>Select end date</td><td>Applicable for Subscription or Trial licenses.<br><br><strong>Example:</strong> 31-Dec-2025.</td></tr><tr><td><strong>Payment Frequency*</strong></td><td>Select frequency</td><td>Billing cycle for subscription licenses.<br><br><strong>Example:</strong> Monthly.</td></tr><tr><td><strong>Vendor</strong></td><td>Select vendor</td><td>Vendor from whom the license was purchased.<br><br><strong>Example:</strong> Adobe Authorized Reseller.</td></tr><tr><td><strong>AMC Cost</strong></td><td>Enter AMC amount</td><td>Annual Maintenance Contract cost, if applicable.<br><br><strong>Example:</strong> ₹15,000.</td></tr><tr><td><strong>AMC Start Date</strong></td><td>Select date</td><td>Start date of AMC coverage.<br><br><strong>Example:</strong> 01-Jan-2025.</td></tr><tr><td><strong>AMC Expiry Date</strong></td><td>Select date</td><td>End date of AMC coverage.<br><br><strong>Example:</strong> 31-Dec-2025.</td></tr><tr><td><strong>Notify user on license and AMC expiry</strong></td><td>Enable / Disable</td><td>Sends alerts before license or AMC expiry.<br><br><strong>Example:</strong> Enabled to notify 30 days before expiry.</td></tr></tbody></table>

Additional Details | **Add Additional Information**

<figure><img src="https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/C87k5Tw0sGHFaGk2Nfr1/Unknown%20image" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="145">Label</th><th width="199.4000244140625">Action</th><th>Description / Example</th></tr></thead><tbody><tr><td><strong>Department</strong></td><td>Select from the drop-down column.</td><td>Department responsible for the license ownership.<br><br><strong>Example:</strong> General Management.</td></tr><tr><td><strong>Cost*</strong></td><td>Enter total cost</td><td>Total cost of the license purchase.<br><br><strong>Example:</strong> 1200.</td></tr><tr><td><strong>Currency</strong></td><td>Select currency</td><td>Currency used for the license cost.<br><br><strong>Example:</strong> INR.</td></tr><tr><td><strong>PO Number</strong></td><td>Enter PO reference</td><td>Purchase Order number for procurement tracking.<br><strong>Example:</strong> PO-2025-0041.</td></tr><tr><td><strong>Invoice Number</strong></td><td>Enter invoice reference</td><td>Invoice number received from the vendor.<br><br><strong>Example:</strong> INV-ADBE-88901.</td></tr><tr><td><strong>Invoice Date</strong></td><td>Select invoice date</td><td>Date on which the invoice was issued.<br><br><strong>Example:</strong> 05-Jan-2025.</td></tr><tr><td><strong>Is Maintenance Included</strong></td><td>Select from the drop-down column.</td><td>Indicates whether maintenance support is included with the license.<br><br><strong>Example:</strong> Yes.</td></tr><tr><td><strong>Compliance Status</strong></td><td>Select from the drop-down column</td><td>Indicates license compliance status.<br><strong>Option Includes:</strong> Compliance and Non-Compliance.</td></tr></tbody></table>

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.

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/RdI6Y0L1H2DQOxicA9tQ/Unknown%20image)

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

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/DvfKZ4N7vIDTrnKx62V8/Unknown%20image)

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

{% hint style="warning" %}
**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.
  {% endhint %}

**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.

![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/MbCgMSnFgIKzuZ1YW9Tn/Unknown%20image)

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

<figure><img src="https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/Rzpw9tZi4XLzujmOigXw/Unknown%20image" alt=""><figcaption></figcaption></figure>

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.