Tracking License Update Costs
Tracking license costs and renewals is an important part of keeping order in IT. In practice, it is not only about the initial software purchase, but also about later renewals, technical support, changes to expiration dates, and documenting the ongoing costs related to using licenses.
In Ewida Standard, this kind of record-keeping can be managed in an organized way, together with the history of license upgrades and property changes. This solution works well in companies that use a Windows desktop application and want to keep full control over licenses and the costs of maintaining them.
If you prefer a web-based solution instead of a classic application installed on a computer, also take a look at Codenica ITSM + ITAM.
In the next part, we show the process of recording license update costs together with changing license parameters. We assume that the license being updated is already in the records. If it still needs to be added to the system, it is worth organizing the software and license records first, and only then moving on to the upgrade.
Starting a License Upgrade
We begin the process by selecting the following option from the main menu:
License → Upgrade → New
In the first step of the wizard, we select one or more licenses covered by the update. If the upgrade applies to a larger group of items, multiple records can be selected at the same time using the SHIFT or CTRL keys. Thanks to this, one process can cover both a single license and a larger package of renewals carried out at the same time.
Purchase Data and Event Description
In the next step, on the left side of the wizard, we complete the purchase data related to the license renewal or update. On the right side, we enter information describing the upgrade event itself, including its scope, context, and basic organizational details.
This split is practical because it separates cost and document data from information about the change itself. As a result, it is easier later to trace both the cost of the upgrade and what exactly it involved.
Changing License Properties
Next, we indicate which license properties should be updated as a result of the upgrade. In a typical scenario, these may include, for example:
- License end date,
- License support end date.
After selecting each new property, you need to use the + button visible in the upper-right corner of the form. Only then is the change together with its new value added to the list of changes. This is important, because simply selecting the field is not yet enough to save it as part of the upgrade process.
Completing the Upgrade Process
The final stage is printing the upgrade report. Its layout can be adjusted to your own needs, just like in other areas of the program. After the process is confirmed, the records are updated at the same time with the upgrade costs, the event description, and the new values of the selected license properties.
It is worth noting that an upgrade can be carried out either individually or in bulk for multiple licenses at the same time. The costs of such operations are stored on separate lists and remain linked to specific licenses. This makes it possible later to analyze not only the total cost, but also the dates, the scope of changes, and the history of renewals.
Controlling Dates and Further Work
After the upgrade is complete, it is a good idea to update the Schedule available in the lower part of the program. This makes it possible to plan future renewals in advance and avoid situations where an important license or technical support expires without notice.
In practice, it is regular updates to the records that determine their real value. A one-time cost entry is not enough if dates, license condition changes, and future renewals are not monitored later. That is why tracking update costs should be treated as part of ongoing license management in Ewida Standard.