To get up and running with the Marketplace Platform and make the most of its functionality, it's essential to understand how the platform works and be familiar with certain key concepts and terminology.

Our Getting Started video provides the foundation for you to quickly get started with the platform. It offers a brief overview of the platform and its interface, followed by in-depth information about some of the core concepts.

We highly recommend watching the following video to effectively interact with our platform.

The SoftwareOne Marketplace Platform is a comprehensive digital marketplace that brings together a wide range of vendors and clients. The platform is designed to offer various software solutions while making sure that client needs match vendor capabilities effectively.

Empowering clients to discover, compare, and procure software licenses from multiple vendors in one place, our platform is a catalyst for accelerating digital transformation and enhancing operational efficiency.

Explore our documentation to learn more about the platform and its features, and discover how you can use it for software procurement, subscription management, fulfillment, and more.

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Help and Support

The Marketplace Platform is a SaaS application with three user interfaces, each catering to specific user types. These interfaces ensure that all actors can interact with the platform according to their specific requirements.

The platform provides three distinct user interfaces namely, the Client Portal, Vendor Portal, and Operations Portal.

• Client Portal - Accessed by our clients and partners for software procurement.

• Vendor Portal - Used by vendors for setting up and configuring products.

• Operations Portal - Used by internal SoftwareOne associates for administration-related activities.

Access the interface

You can access the platform from an up-to-date desktop or mobile browser. For a list of supported browsers, see Which browsers do you support?.

Follow these steps to access the Marketplace Platform user interface (UI):

1. Navigate to the sign-in page: https://portal.platform.softwareone.com/.

2. Enter the email address associated with your account and click Continue.

3. Enter your password and click Continue. If the sign-in is successful, the Home page is displayed.

If you provide inaccurate credentials, an error message is displayed.

If you can’t remember your password, select the Forgot password? link on the Sign-in page and then follow the instructions. For more information, see Update password.

Navigate the interface

The platform provides a seamless and intuitive interface, allowing access to the different modules and features within those modules. This section describes how to navigate the platform.

Main navigation menu

Search

The Search bar lets you search for various objects in the platform, such as your orders, agreements, subscriptions, and more. You can also search for specific products and items in our catalog.

When performing a search, start by choosing the category you want to search across and then enter the search term. Our platform supports free text, which means you can enter all or part of the object's ID or name. For example, when searching for an order using its ID, select the Orders category and then enter the full order ID (such as ‘ORD-8981-7039-6781’) or part of it (such as 6781). The platform will then display results matching your specified search term.

You can also use search to find user documentation. For example, you can search for "manage subscriptions" to read documentation about how to manage your subscriptions.

Help icon

Notifications

Account selector and profile menu

You can switch accounts and manage your profile through the profile menu in the upper right. You can also sign out of your account using the Sign out option in the menu.

Certain concepts and terms are central to the functionality and design of the Marketplace Platform. We recommend that you understand the terminology because it's often referred to in our platform and documentation. Understanding the terminology will make it easier for you to interact with the platform and maximize its use.

Actors

The Marketplace Platform seamlessly brings together various actors to facilitate the buying, selling, provisioning, and billing of software products.

Actors represent different entities that interact with the platform for procurement and fulfillment-related activities as well as other operations specific to the platform.

The following are the key actors in our platform:

Vendors - A vendor is a company or a person from whom SoftwareOne buys software solutions. Vendors develop and sell their products and services. Examples include Microsoft, Dropbox, and more.

Distributors - A distributor is an entity that resells software solutions sourced from multiple vendors to resellers. Distributors facilitate software procurement in cases where direct relationships with vendors are not feasible.

Associates - Associates are the internal SoftwareOne associates who administer the business network. Our associates are involved in various processes throughout your journey with both SoftwareOne and the Marketplace Platform.

Partners - Partners represent entities or businesses that buy products or services from SoftwareOne for resale to other businesses. Partners assist us in serving specific clients better.

Clients - A client is a company or organization that utilizes our platform to buy software products for their own use or direct consumption.

Developers and System Integrators - Developers and system integrators represent entities involved in building integrations within the business network.

Users, Accounts, and Groups

Users - Users represent individuals or persons who can sign in to the platform using their credentials and perform all operations associated with their permissions. To learn more, see Users.

Account - An account is an object that represents a company or an organization utilizing the Marketplace Platform. Three types of accounts exist in the platform: Client account, Vendor account, and Operations account.

• Client account - A client account is used by our clients and partners to establish agreements and procure software solutions for their enterprises.

• Vendor account - A vendor account is used by vendors to define the product structure and make those products available for ordering through the marketplace.

• Operations account - An operations account is used by SoftwareOne associates.

In the Marketplace Platform, an account can contain one or multiple users:

Additionally, users are not restricted to a single account. They can belong to multiple accounts and switch between those accounts through the interface, without signing out of the platform.

Group - A group is an object facilitating permissions in the scope of an account. Groups contain users and all users in the group have the same permissions. Note that in our platform, permissions are assigned at the group level, rather than the individual user level.

Additionally, users can be a part of multiple groups, much like users can belong to multiple accounts.

To learn about creating and managing groups, see Groups.

Sellers, Buyers, and Licensees

Seller - A seller is a SoftwareOne entity (for example, SoftwareOne Canada) that buys software solutions from vendors (like Microsoft) and sells those solutions to clients.

In the Marketplace Platform, sellers are responsible for generating and issuing invoices to the buyer entities of clients, acting as the intermediary in the transaction process.

Buyers - Buyers represent an entity that engages in commercial activities with the SoftwareOne reselling entity (known as Sellers).

Buyers are the recipients of invoices issued by SoftwareOne, and they are central to the creation and context of orders, agreements, and subscriptions in the platform. To learn more, see Buyers.

Licensees - Licensees are the entities that consume the software products or services procured by the buyer. In our platform, licensees are critical in establishing agreements alongside buyers and sellers.

As a client, you can view licensees and manage them directly through the platform. To learn more, see Licensees.

Agreements

An agreement is an object outlining the relationship between the seller, buyer, and licensee.

Agreements establish the terms and conditions under which transactions occur. They are also the foundation for placing orders and creating subscriptions on the platform.

Without an agreement, orders cannot be placed through the marketplace. To learn more about agreements and how to manage them, see Agreements.

Orders and Subscriptions

Orders - An order is an object that signifies a business transaction under the framework of an established agreement.

The Marketplace Platform accommodates a variety of order types, distinguishing between new purchases, change orders, and termination orders to support different operations and client needs. The following types of orders exist on our platform:

• Purchase order - Purchase orders are created when you buy a new product or service by creating a new agreement.

• Change order - Change orders are created when you modify your agreement or change the subscription quantity, such as downsizing the license quantity or buying additional resources.

• Terminate order - Terminate orders are created when you terminate your agreement or subscription with SoftwareOne.

For information on how to manage your orders, see Orders.

Subscriptions - Subscriptions are linked to an agreement and represent service provision over a set period. One agreement can contain one or more subscriptions.

If you need to change subscriptions, you can only do so through orders. For example, to terminate a subscription, you must place a termination order. Similarly, to add more licenses, a change order must be placed. It’s not possible to modify a subscription directly without placing an order.

For information on subscription management, see Subscriptions.

Products, Items, and Parameters

Products - Products are the solutions or services offered by vendors through the marketplace. They contain various items and parameters, which are also defined by vendors.

• Items - Represent the individual stock-keeping units (SKUs). In our platform, a product can contain one or more items, each with its specific name and price.

• Parameters - Parameters represent structured data used by vendors to collect information from clients during the ordering process. Examples of this information might include contact details, address information, domain name, and more. Parameters can also be used by vendors to pass information to clients during provisioning.

Price List

A Price List is an object that holds key pricing details of each item within the product.

Our platform allows vendors to define price lists for different regions. These price lists are linked to specific sellers and are organized through an object called Listing.

The Listing object is established by SoftwareOne associates after reviewing products. It links the product price list with the seller, ultimately making the product available for our clients in the SoftwareOne Marketplace.

For clients using the Marketplace Platform, we have created various topics to help you manage your account and quickly purchase and manage your software purchases.

Use the following links to get started:

Additional learning resources

Additional content resources to help guide you:

Subscription management through self-service is one of the key features of our platform, providing you with the flexibility to manage your subscriptions.

it means you can easily order new subscriptions, increase or decrease your licenses, and cancel subscriptions. You also have the option to edit the name of your subscription and modify subscription IDs, if needed.

Viewing your subscription and subscription details

You can view your subscriptions by selecting the main menu of the Client Portal and selecting Marketplace > Subscriptions.

The page displays important information regarding your subscriptions. To view the details of an individual subscription, click the subscription name. For information on the columns that are displayed on this page, see .

Adding or removing licenses

You can change the license quantity by creating a change order through the platform.

Terminating subscriptions

You can cancel a single or all subscriptions in an agreement by placing a termination order. Subscriptions cannot be canceled without a termination order.

You can add new items to your agreement using the Buy more option on the agreement details page.

Items can only be added to the agreements in the active state. If the agreement is not active, the Buy more option will be unavailable.

When you click Buy more, the platform automatically detects the agreement and takes you directly to the Items section of the purchase wizard, where you can select the items and complete the ordering process.

Adding items to your agreement

Follow these steps to add new items to your agreement:

1. On the Agreements page (Marketplace > Agreements), select the required agreement. Make sure that the agreement is active.

2. On the details page of your selected agreement, click Buy more. The purchase wizard starts and the Items step is displayed.

1. In the Items step, do the following:

   1. Click Add items. A new window (also called Select items) will open displaying the available products that are available for you to order under this agreement.

   2. Select the checkboxes for the items you want to order. You can use filters to find the items easily. When selecting items, be sure to verify the billing terms and the duration of the subscription.

   3. Click Add items. Your selected items are added to the agreement, and the Select items step is displayed again.

   4. Set the quantity of your newly added items in the New qty field and click Next.

1. In the Details step, add the additional ID and notes for your order and click Next. Note that it's optional to provide these details.

2. In the Review order step, verify the information and click Place order to finalize placing your order.

3. Click View details to go to the order details page or click Close to close the page.

A change order is created for the agreement and sent to the vendor for fulfillment. You can check the status of your new order on the Orders page or in the Orders tab on the agreement details page.

Note that once you place the order, the agreement status changes from Active to Updating. It means that the agreement is temporarily locked, and no further orders can be placed under this agreement until the current change order is completed.

The Agreements page is where you can access all your agreements in one place.

As agreements contain subscriptions, having access to your agreements in one place makes it easier to manage and keep track of subscriptions. Agreements also store important documents that are relevant to the agreement, such as PDF files, terms and conditions, and more.

Accessing your agreements

To view a list of your agreements, select the main menu of the Client Portal and then choose Marketplace > Agreements.

From here, you can view your agreement name, the product you ordered, agreement status, and other details. To learn more, see .

Viewing an agreement's details

If you want to get detailed information about an agreement, click the agreement.

You'll then be able to view details like the subscriptions linked to the agreement, ordering and fulfilment parameters, the buyer, seller, and licensee entities for the agreement, more.

From the details page, you can also self-manage your agreement and do the following:

Related topics

If you use certain pages very often, you can mark those pages as your favorites. This way, you can find your most-used pages easily. Once added, favorites appear in the Favorites section of the main menu.

Add a page to your favorites

To add a page to your favorites:

1. Click the main menu and navigate to the required page.

2. Hover over the page and select the star icon. The star icon changes from empty to filled, and the page is displayed under Favorites.

Remove a page from your favorites

You can remove a page from your favorites by clicking the star that you used to mark the favorite.

When the star icon changes from filled to empty, it implies that the page has been removed from your favorites.

Account administrators can invite new users to the account from the Users page under Settings in the main menu.

They can invite existing platform users and individuals who don't yet have an account.

When an administrator adds someone to the account, an invitation to join is emailed. It's important to take action once you receive the invitation, as account invitations are valid for only 7 days from the send date. After 7 days, invitations expire and will need to be resent.

Inviting users to your account

Administrators can invite users through the Add option, which is located in the upper right on the Users page.

In Add user, complete the required sections. You'll need to enter user details, such as the user's full name and email address, and select the groups you want to assign to the user.

The Settings module gives you easy access to your account information and lets you manage the settings for your Marketplace account at any time.

Account administrators can access the module by navigating to the main menu in the Client Portal and then selecting Settings.

Account setting options

In your account settings, you'll find various options enabling you to review your basic account details and manage your users, licensees, groups, and other properties.

Use the following links to learn about these options and how to use them:

• - Update the account information for your organization, such as your account name and logo, company contact information, and address.

• - Create API tokens to access the modules programmatically and manage your existing tokens as needed.

• - Track all activity within your account and view the audit records.

• - View a list of buyers mapped to your account and enable, disable, or edit buyer details.

• - View a list of groups in your account. Add or remove groups and edit groups as needed to easily manage the access permissions for each group of users.

• - Create new licensees and manage your licensees by updating the licensee information, and enabling or disabling licensees.

• - View a list of SoftwareOne entities linked to your account.

• - Add or remove users from the account, resend invitation links, and edit groups to which the user has access.

Split billing is a feature that allows you to divide the cost of a subscription across different buyers in your account. If your organization has multiple legal entities, split billing can be used to distribute costs effectively. To learn more, see .

In the Marketplace Platform, the split billing process begins by activating the feature from the user interface (UI), selecting buyers for allocation, and then specifying each buyer's allocation percentage or license count. This tutorial describes how to complete all of these steps.

In this tutorial, an agreement named Adobe VIP Marketplace for Stark Industries contains three subscriptions. Currently, 100% of the billing for these subscriptions is assigned to a single buyer named Stark Industries. We'll activate split billing, add two new buyers named Stark Industries II and Stark Industries III, and then specify the allocation percentage for these buyers.

Prerequisites

Before getting started with the tutorial, it's essential to have an understanding of the platform's . You must also be familiar with the platform's interface and know how to navigate it.

1. Activating split billing

Split billing can only be activated at the agreement level. To activate split billing:

1. Navigate to the Agreements page and select the required agreement.

1. In the Split billing dialog, select the checkbox and then click Save.

Split billing is activated and the Split billing tab appears on the agreement’s details page. You are now ready to configure buyers to allocate billing to.

2. Configuring buyers

In this tutorial, Stark Industries is the Owner buyer who has been allocated 100% of the billing.

We'll configure Stark Industries II and Stark Industries III as additional buyers and then divide the costs across buyers. To start configuring buyers:

1. On the Split billing tab, click Edit.

1. In the Split billing dialog, use the checkboxes to select the buyers from the list of your active buyers and then click Save.

Stark Industries II and Stark Industries III are added as buyers and displayed on the Split billing tab. You are now ready to allocate billing to these buyers.

3. Spliting allocations

To start configuring the split for each buyer:

1. In the Actions column for the Owner buyer, click Details.

1. For the required subscription, click Edit.

This example agreement contains three subscriptions, but we'll only configure allocation for the first subscription called Creative Cloud All Apps with Adobe Stock.

1. In Allocation %, enter the allocation percentage for each buyer and click Save.

In this example, 50% of billing is allocated to Stark Industries (owner buyer) and the remaining 50% to Stark Industries II. No percentage is assigned to Stark Industries III.

1. The allocation is updated and displayed on the Split billing details page. By default, the allocation for the owner buyer is displayed:

Use the Buyer menu at the top to view the allocation for the other buyers (Stark Industries II in this example):

1. Click Close. You'll be returned to the Split billing details tab.

Next steps

The Marketplace Platform gives you the flexibility to add or remove licenses at any time.

If you need more licenses, you can alter the subscription to add additional licenses. You can also lower the number of licenses if you no longer require all of your ordered licenses.

When reducing the number of licenses, the following rules apply:

• If your subscription contains only one item, you can't lower the quantity of this item to zero. In this case, you must terminate the subscription.

• If your subscription contains multiple items, at least one item must have a quantity greater than zero. You can't change the quantity of all items to zero.

Adding or removing licenses

Follow these steps to add or remove licenses from a subscription:

1. On the Subscriptions page (Marketplace > Subscriptions), select the required subscription.

2. On the subscription details page, click Edit in the upper right.

1. In the Edit subscription wizard, set the quantity in the New qty field. The sales price of the subscription changes as you adjust the quantity. Click Next.

2. Update the reference ID and add your comments in the Notes field. Click Next.

3. Preview the changes and click Place Order to finalize the quantity adjustment.

A change order is created in the system and sent to the vendor for processing. The order is also displayed on the Orders page.

When the change order is being processed, the status of the subscription and the agreement changes to Updating. This indicates that the agreement is temporarily locked, and no further orders can be placed under this agreement until the change order is completed.

The Invoices module allows you to search for and view your invoices. You can also export your invoices to the available formats, including PDF and Excel, and create a report of your invoices.

To access your invoices, navigate to the main menu and select Inventory > Invoices.

Finding and viewing invoices

The Invoices page contains filters to help you locate the invoice you want to view. You can find an invoice using:

• Reference Number

• Document Date

• Invoice Status

• Sell To Address

• Shipment Address

• Invoice Address

• SoftwareOne Company

Follow these steps to find and view an invoice:

1. Specify the search parameters and then select Search. A list of invoices matching the criteria is displayed. Note that if you have a long list of invoices, you can refine the list based on the filter options.

2. To view an invoice, select the row or select View from the Actions column. The details page for the invoice opens.

On the Invoice Details page, you can view further information about the product and pricing information. Additionally, you can:

• View a history of the transaction and link to more details.

• View the contracts associated with this transaction.

• Download the information as PDF.

Exporting invoices

You can export an individual invoice or all of your invoices.

Follow these steps to export an invoice:

1. On the Invoices page, use the search filters to find the invoice you want to export.

2. Select the actions icon (•••) and choose one of these options - Export to PDF, Export to Excel (CSV), or Export to Excel (XLSX). A confirmation message is displayed.

Follow these steps to export all of your invoices:

1. On the Invoices page, hover over the Exports option and select Invoices. The Create New Report - Invoices page opens.

2. Choose the format for your report, and schedule frequency, and specify the start and the expiration date of your invoice.

3. Select a template and provide a name for your report. If you don't want to use any template, choose None from the list.

4. Choose the delivery method and then select Run or Create, depending on whether you are creating a run once or a scheduled report.

Once your export completes, you can view it by hovering over Exports and selecting Go to My Reports. This link will take you directly to your generated reports page.

Alternatively, from the main menu, navigate to Other tools > Reports. To learn more about reports and their features, see Reports.

The Orders page displays a list of your orders and lets you download your order history.

Follow these steps to view your orders:

1. Sign in to your account.

2. Navigate to the main menu of the Client Portal and select Marketplace > Orders. The Orders page displays a list of your orders.

3. (Optional) If you have a long list of orders, you can refine the list based on the filters and search options. Select the appropriate search options, and then click Search. If you want to reset the filter options, click Reset.

4. Click the order to view the order summary. Alternatively, click View in the Actions column. The details page of your selected order opens. On this page, you can view your address, item details, description, and pricing information.

5. Click Download PDF to download a summary of your order as PDF.

A license agreement is a contract that outlines the conditions and terms under which an organization can use a specific software. Using the Client Portal's License Agreements module, you can easily view and manage your license agreements, and gain visibility into the entitlement data associated with those agreements. You can also create alerts for true-ups, renewals, and expiring contracts.

To access your license agreements, navigate to the main menu and select Inventory > License agreements.

Watch the following video tutorial on how to access and use License Agreements:

Searching for agreements

The License Agreements page contains filters to help you find the agreement you want to view or manage. You can search using:

• Agreement or Enrollment Number

• Publisher

• License Model

• Contract Category

• Start Date

• Expiration Date

• Status

• Reference

• Source

To find an agreement, specify the search parameters and then select Search. A list of agreements matching the criteria is displayed.

After you have found the agreement, you can view detailed information or export the agreement to any of the available formats.

Using Grid and Timeline View options

By default, the License Agreements page displays the agreement data in a Grid View. You can customize the data to show selected columns and rearrange them in the order you wish.

You can also change the view and select Timeline View to view your agreements as a timeline. The timeline view allows you to track and visualize your expiring agreements.

By selecting Export to PDF, you can export the timeline view to a PDF file. Note that you must have a PDF reader installed on your system to view the exported PDF document.

Exporting license agreement reports

You can export an individual license agreement or all of your agreements.

Follow these steps to export an individual license agreement:

1. On the License Agreements page, find the contract you want to export.

2. Select the actions icon (•••) and choose Export to PDF, Export to CSV, or Export to Excel. Your report is queued for processing and a confirmation message is displayed.

Follow these steps to export all of your license agreements:

1. On the License Agreements page, hover over the Exports option and select Contracts. The Create New Report - Contracts page opens.

2. Choose the format for your report, and schedule frequency, and specify the start and the expiration date of your contract.

3. Select a template and provide a name for your report. If you don't want to use any template, choose None from the list.

4. Choose the delivery method and then select Run or Create, depending on whether you are creating a run once or a scheduled report.

Once your export is complete, you can view it by hovering over Exports and selecting Go to My Reports. This link will take you directly to your generated reports page.

Alternatively, select the main menu of the Client Portal and navigate to Analyze > Reports. To learn more about reports and their features, see Reports.

Exporting expiration date to Outlook

You can export an agreement expiration date to Outlook to keep track of your expiring agreements.

Note that Outlook reminders can only be set for contracts that have an end date specified. If the contract doesn't have an end date, a message is displayed.

Follow these steps to set up a reminder in Outlook:

1. On the License Agreements page, search for your agreement.

2. Do one of the following:

   • Select the actions icon and choose Outlook Export.

   • Open the agreement and select Outlook Export in the upper right.

3. When the download completes, open the downloaded file in Outlook.

4. Verify the agreement details and save the event in your calendar.

Viewing agreement details

You can view the details of your agreement by selecting it from the License Agreements page. When the License Agreement Details page opens, the following information is displayed:

The details page also contains tabs that you can use to view and manage specific details.

The Orders module displays all orders you've placed using the Marketplace platform. To access your orders, select Marketplace from the main menu and choose Orders. For more information, see View Orders.

Both modules contain search filters that you can use to narrow your search results and display details based on the specified search criteria. For instructions on how to use the search filters, watch the following video tutorial:

The Quotes module in the Client Portal allows you to create a quote. You can also use the module to view a list of all your quotes that have been generated. For more information, see Create and Manage Quotes.

The Special quotes module allows you to request pricing for products. For more information, see Request Pricing for Non-Catalog Products.

Both modules contain search filters that you can use to narrow your search results and display details based on the specified search criteria. For instructions on how to use the search filters, watch the following video tutorial:

With Software Asset Spend Management, you can efficiently oversee and manage your software asset spending across your organization. You can export your software assets to the other Software Asset Management (SAM) tools and import software assets, including those not procured through SoftwareOne.

The Software Assets module, offered as part of Cloud Managed Services, allows you to manage your software assets and inventory for software purchased through SoftwareOne.

To access the module, navigate to the main menu of the Client Portal and then select Inventory > Software Assets.

Watch the following video tutorial on how to use Software Assets:

Related topics

Creating a quote and converting it to an order

Watch the following video tutorial or continue reading for information on how to create a quote and convert it to an order.

To create a quote

1. From the main menu, navigate to Marketplace > Products.

2. On the Products page, search for the product you wish to buy and then select the product from the list. The Product Detail page is displayed.

3. On the Product Detail page, review the product information. If needed, change the Buying for information and then select Add to Cart. A confirmation message is displayed.

4. Select Go to Shopping Cart in the confirmation message or navigate directly to your shopping cart (Marketplace > Cart).

5. On the Shopping Cart page, select Create Quote.

6. Verify your address information, edit it if necessary, and provide your contact details, including your email address. Select Create Quote again. A new quote is created.

7. Verify the quote details, including the number and product information. Select Convert to Order.

8. On the Convert to Order page, provide the PO numbers (mandatory). Optionally, you can add internal comments and reference information. Select Convert to Order.

A confirmation message is displayed and your order is created. You can download your order information as PDF.

Searching for quotes

To search for a quote

1. Navigate to the Quotes page (Marketplace > Quote). The Quotes page opens, where you can view a list of all products in your quote.

   • If you have a long list of quotes, you can refine the list based on the filters and search options.

   • Select the appropriate search options, and then select Search. If you want to reset the filter options, select Reset.

2. In the Actions column, select View. The quote details are displayed.

Watch the following video on how to search for a quote:

Renewing quotes

You can renew a quote that has expired.

To renew an expired quote

1. Navigate to the Quotes page (Marketplace > Quote) and select the quote you wish to renew.

2. Select Renew Expired Quote.

3. Confirm that you want to renew the quote by selecting Yes. A confirmation message is displayed and your quote renewal request is submitted to SoftwareOne.

Deleting quotes

You can delete a quote if it's no longer needed.

To remove a quote

1. Navigate to the Quotes page (Marketplace > Quote) and select the quote you wish to delete.

2. On the Quote Detail page, select Delete Quote.

3. Select Yes to confirm deletion. A confirmation message is displayed.

The Marketplace module is an entry point for you to browse through our catalog of software products. You can also view the details and descriptions for each product and make purchases.

The module also contains your agreements, orders, requests, and subscriptions all in one place, streamlining your procurement and management processes.

To learn more, see any of the following links:

Our entitlement services allow you to import your software assets into the Client Portal, even those not purchased through SoftwareOne.

For information on entitlement services and how to import your assets to the Client Portal, contact us.

Related topics

You can terminate an agreement by creating a termination order for the agreement.

When you terminate an agreement, all subscriptions with the agreement are terminated. Once terminated, the agreement can't be restored or used when ordering new subscriptions. However, you can still access and view the terminated agreement.

Before you begin

Before terminating an agreement, note the following points:

• You can only terminate agreements in the Active state. Agreements in any other state (such as Processing or Updating) can't be terminated. For a description of these states, see Agreement States.

• Creating a termination order doesn't immediately cancel your agreement. An agreement is terminated only after the vendor approves it for termination.

Terminating an agreement

Follow these steps to terminate an agreement:

1. On the Agreements page (Marketplace > Agreements), locate the agreement to terminate.

2. Click the agreement name. The details page of your selected agreement opens.

3. Click the down arrow in the upper right and select Terminate. The Terminate agreement wizard opens.

1. In the Terminate agreement wizard, do the following:

   1. In Items, review the quantity details and click Next. All items will have the new quantity of 0.

   2. In Order details, add or update the additional ID and notes for the agreement and termination order. Click Next.

   3. In Review order, click Place order to finalize the termination order.

   4. Click View order to open the details page of the termination order. Otherwise, click Close to close the page.

When the order is placed, the agreement status changes from Active to Updating. After the termination order is processed and all subscriptions within the agreement are canceled, the status changes to Terminated.

Related topics

In the Marketplace Platform, an agreement can have several states (also known as status).

The following diagram shows the possible states and the transition between these states:

These states are displayed as Status within the platform. They are also shown beside the agreement name and ID on the details page.

Related topics

Follow these steps to view your active software subscriptions, current spending, or your entire spending including subscriptions:

1. From the main menu of the Client Portal, navigate to Inventory > Software Assets.

2. Use the search options to view your software asset inventory list. You can either enter your PO number or reference number in the Reference field or use the filters to narrow down the search results.

3. Review the details on the Software Assets and Financial Transactions tabs.

   • The Software Assets tab displays your active software subscriptions and current spending only. It doesn't display your past payments.

   • The Financial Transactions tab displays your entire spending across all software, including subscriptions and your past transactions.

Related topics

When split billing is activated, the platform assigns 100% of the billing to the default buyer in your agreement, known as the Owner buyer.

You can configure additional buyers and distribute subscription costs across those buyers using the Edit option on the agreement details page.

Configuring buyers for split billing

When selecting buyers, there's no limit to the number of buyers you can select, meaning you can choose as many buyers as necessary to divide costs effectively. Follow these steps to configure buyers:

2. On the Split billing tab, click Edit.

1. In the Split billing dialog, select the buyers you wish to add. You can only select buyers that are linked to the seller of this agreement. Additionally, the Owner buyer is selected by default and you can't change it.

1. Click Save. Your newly added buyers will be displayed on the Split billing tab in your agreement.

Related topics

If you have configured buyers, but have not defined the split breakdown yet, 100% of the subscription billing is allocated to the Owner buyer in your agreement.

You can update the split to include additional buyers and allocate billing to those buyers. There are two ways to configure the split.

Method 1 - Using the Edit option on the subscription details page

Method 2 - Using the Details option on the Split billing tab within your agreement details

Method 1 - Subscription details page

The Split billing tab on the subscription details page displays the allocation for all buyers and allows you to divide the billing across different buyers in your account.

Follow these steps to set up allocations:

1. On the Split billing tab, select Edit. The Edit split billing dialog opens.

1. Enter the allocation percentage or estimated license count for the required buyers and click Save. Make sure that 100% of the cost is allocated.

The updated split details are displayed on the Split billing tab of your subscription.

Method 2 - Agreement details page

The Split billing tab within the agreement details page displays the allocation for your assigned buyers. Use the Details option for each buyer to adjust the billing percentage or the estimated license count.

Follow these steps to split the billing:

1. On the Agreements page, select the required agreement. Make sure that split billing is activated and buyers are configured.

2. Select the Split billing tab. Your selected buyers are displayed.

3. Click the Details option for the buyer for which you want to update the allocation.

1. In the Split billing details dialog, click the Edit option for the required subscription.

1. In Edit split details, choose whether you want to update the allocation % or the estimated license count. The allocation % option is selected by default, but you select ELC if required.

   1. Allocation % - Select this option to split the subscription billing based on the percentage. For example, you can split the total allocation percentage of 100% between two buyers as 30% and 70% respectively.

   2. ELC - Select this option to split the billing based on the license count. For example, if you have 12 subscription licenses you can split these between two buyers as 8 and 4 licenses respectively.

2. Enter a value based on the split percentage or license count and click Save. Make sure that 100% of billing or all licenses are allocated. Otherwise, the platform displays a message.

The allocation is updated for your selected buyer. Use the Buyer menu in the highlights panel to view the allocation details for the other buyers.

1. Click Close to return to the Split billing tab.

Related topics

In the Marketplace Platform, an order is an object signifying a business transaction based on an agreement.

An order represents a request to buy a new product, change the quantity of licenses, terminate a subscription, or terminate an agreement. Therefore, different types of orders exist in the Marketplace Platform, including:

• Purchase orders - These orders represent an order to buy a new product or service under a new agreement.

• Change orders - These orders represent an order to change the subscription quantity, such as downsizing the license quantity or ordering additional licenses.

• Terminate order - These orders represent an order to terminate a subscription or agreement.

Orders interface

You can access the Orders page by selecting Marketplace > Orders from the main menu.

The Orders page shows a complete list of your orders, including purchase, change, and termination orders. It also contains a Buy more option, which gives you quick access to the Products page for ordering new subscriptions.

For each order, you can view the following details:

• Order - Displays the order number and ID.

• Type - Displays the order type. The possible values are Purchase, Change, and Terminate.

• Agreement - Displays the agreement associated with the order.

• Product - Displays the product you've ordered.

• Licensee - Displays the licensee associated with the order.

• Buyer - Displays the buyer associated with this order.

• Seller - Displays the SoftwareOne entity that fulfilled the order and issued the invoice.

• SPx - Displays the estimated sales price of the order.

• Created - Displays the date when the order was created in the platform.

• Status - Displays the order status. To learn about the possible statuses, see Order States.

• Updated - Displays the date when the order was updated.

• Currency - Displays the order currency.

Order details page

The details page of an order provides detailed information about the order. You can open the details page by clicking the order on the Orders page.

The details page of an order contains the Process button that lets you move your order from Querying to Processing. It also contains several tabs that display the corresponding order information:

• General - Displays the latest information about your order.

• Items - Displays the items you've ordered and the pricing information for each item.

• Parameters - Displays the ordering and fulfillment parameters associated with the order.

• Entities - Displays details of the different entities associated with the order, like the licensee, buyer, and seller.

• Subscriptions - Displays the subscriptions associated with the order. Subscriptions are only displayed after they have been activated. Once activated, you can view subscription details, like the term, the start and the renewal date, the estimated prices, and more.

• Notes - Displays the notes entered during the ordering process. Use the Edit option to edit the notes.

• Attachments - Displays the files attached to the agreement and allows you to download those files. See View and Download Attachments to learn more.

• Details - Displays the additional IDs, including the client and vendor IDs, and the timestamps of all changes made to the order. You can update the client ID using the Edit option.

• Audit trail - Displays all events that have taken place within the order. For each audit record, you can view the log details and summary. To learn more, see Audit Trail.

Related topics

If you saved an order as a draft during the ordering process and no longer wish to submit the order, you can delete it.

Deleted draft orders cannot be recovered but will still be displayed in your list of orders. When you delete a draft purchase order, the agreement linked to the draft is also deleted.

Deleting a draft order

Follow these steps to delete a draft order:

1. On the Orders page (Marketplace > Orders), click the draft order to delete. You can use filters to find your draft orders.

2. On the details page of the order, click the down arrow in the upper right and select Delete.

1. In the Delete order confirmation, click Delete to confirm the action. The draft order is deleted and the status of the order changes from Draft to Deleted on the Orders page.

Related topics

If your account contains multiple agreements, you can rename those agreements.

Agreements can be renamed as long as they are active. When choosing a new agreement name, we recommend that you enter a name that will help you easily search for or locate the agreement in your list of agreements.

When renaming an agreement, ensure that the new name is not blank. Otherwise, the platform will display an error message.

Renaming an agreement

Follow these steps to update the agreement name:

1. On the Agreements page (Marketplace > Agreements), locate the required agreement.

2. Select the agreement you wish to rename. The details page of your selected agreement opens.

3. Click the down arrowin the upper right and select Rename.

4. In the Rename dialog, enter the new name and click Save. The agreement's name is updated instantly and displayed across all pages featuring the agreement in the platform.

Related topics

If you created a request through the platform and wish to add a message to your interaction with the vendor or SoftwareOne, you can do this through the Add Message option on the request details page.

When adding a new message, note the following points:

• The new message you add to the conversation will be visible to all members of your account.

• You can add a message regardless of the request's status.

Adding a message to a request

Follow these steps to add a new message:

1. On the Requests page (Marketplace > Requests), select the required request. The request details page is displayed.

2. On the Activity tab, click Add message. The Add message dialog box is displayed.

Related topics

Your profile page contains basic information about your account, including your account name, first and last name, profile photo, and email address. It also shows your language and date preferences.

You can access your profile and make changes as necessary through the My profile option. To access the option click your profile menu in the upper right and select My profile. This will open your profile overview page.

Your profile settings are organized by tabs:

• General - Displays your general details, such as name and phone number, and account preferences.

• Accounts - Displays the accounts and groups you belong to. Your account type is also displayed.

• Details - Displays all events that have taken place within your account.

Update your profile settings

You can use the Edit option on your profile page to update your account settings and preferences, including:

• Your profile picture.

• Your first name and last name.

• Your phone number.

• The language of your account.

• The date format.

Follow these steps to update your profile:

1. On your profile overview page, click Edit in the upper right. The Edit user page opens.

1. Change the General settings as necessary:

   • Profile picture - Add or update your profile picture. You can add a photo of yourself, a logo, or anything that represents you and helps others identify you easily on the platform. Your image must be in PNG or JPG format. The maximum file size is 5 MB.

   • First name - Update your first name.

   • Last name - Update your last name.

   • Country code - Select the country code for your phone number.

   • Phone number - Enter your phone number.

2. Update your Preferences as necessary:

   • Language - Choose your language preference.

   • Regional settings - Select the date format you want to use.

1. Click Save. A message is displayed stating your profile has been updated successfully.

What is the Marketplace Platform?

The Marketplace Platform represents a modern approach to software procurement, offering a comprehensive set of modules and features that simplify software procurement for enterprises.

It's designed to simplify the complexity of managing relationships and building a digital business network that connects clients with vendors in a consistent manner, providing standardized billing capabilities, streamlined procurement processes, vendor management, and more.

The platform’s functionality is further augmented by a public API and SDK, which enables automation and allows developers and system integrators to access the platform programmatically.

Why use the Marketplace Platform?

The Marketplace Platform is a two-sided platform designed for clients to easily procure software, manage their purchases, and for vendors to sell their software solutions globally.

For clients, the Marketplace Platform simplifies SaaS purchases and optimizes procurement workflows through the Client Portal. This portal is a centralized hub, allowing clients to digitize the procurement journey. It offers an intuitive interface and functionalities that streamline buying processes.

As a client, here's what you can do with our platform:

• Access product catalog - Discover products from the world's leading software vendors and find everything you need in one centralized location.

• Manage orders - View, track, and manage your orders while getting extended information about each order on the order detail page.

• Manage subscriptions - Self-manage your subscriptions, including terminations and renewals, and access relevant documents, such as terms and conditions.

• Access your agreements - Access all of your agreements in one place and self-manage them easily through the Agreements module.

• Update account settings - Invite new members to your account and manage user invitations, create groups to manage user permissions, and manage the entities associated with your account.

• Manage your profile - Manage your profile through password resets, profile updates, and more.

• Create requests - Contact the SoftwareOne business experts or software vendors directly through the platform and track all contact requests you create.

For vendors, the Marketplace Platform offers a way to set up and configure products through the Vendor Portal, making them available in the SoftwareOne Marketplace. Products can also be configured to capture new leads.

As a vendor, you can use our platform to do the following:

• Define products - Configure products manually or through integrations, configure product parameters, and sell your products globally to over 65,000 SoftwareOne clients across various industries.

• Manage catalog information - Effortlessly manage all your product data in one place, and enhance your product listings and messaging templates with ease.

• Manage products and prices - Update product pricing directly within the platform so that clients can see accurate pricing at all times.

• Fulfill orders - Consistently manage all orders and fulfill them quickly and efficiently.

The Marketplace Platform allows an individual to be linked to several accounts and switch between those accounts, without signing out of the platform. Switching can be done through your profile menu.

Follow these steps to switch between your accounts:

1. Sign in to your account and click your profile menu in the upper right. All accounts that you belong to are displayed under Switch account.

1. Select the account you want to switch to. If you belong to several accounts, use the Search field to find the required account easily. You can search by the account name or its identifier.

Your account will be switched and you'll be able to access the platform modules and settings linked to your profile.

Information cards are small, interactive cards that display the key properties of an object within the platform.

These cards appear when you hover over an object's name. For instance, if you hover over an agreement, you'll notice that an information card appears and it shows you more information about that agreement.

Information cards make it easy to access information quickly. They display all the key attributes in one place, allowing you to learn more about the object without navigating to its details page.

The information displayed within a card might vary depending on the object, but each card contains general details, such as the object's name and ID, as well as the created and updated dates.

Information cards also contain quick links to the related objects. Clicking these links redirects you to the details page of the related object. For instance, if you click the licensee name, the details page of the licensee opens.

You can close a card by clicking Close in the upper right or by clicking anywhere outside the card. Alternatively, pressing the Esc key also closes the card.

In the Marketplace Platform, you can order subscriptions by creating an order through the purchase wizard. The purchase wizard starts automatically when you select a product from the Products page.

The wizard is designed to guide you through the ordering process smoothly. It contains navigation buttons, a vertical progress bar with step numbers and title, and a data grid.

• The progress bar shows how far you have progressed and how many steps remain before the order can be placed. The steps are defined by vendors, so they might vary depending on the product. Additionally, the wizard might skip some steps automatically depending on the options you select.

• The data grid is where the main content is displayed. This is where you can select different purchasing options, choose items, apply filters and sorting conditions, input your details, and so on.

• The navigation buttons, such as Close, Back, and Next allow you to close the wizard and navigate between different pages respectively, although some buttons could be unavailable depending on your current step in the wizard.

Purchase Wizard steps

Each step of the purchase wizard provides you with different options you can use to order subscriptions. The steps include some common steps that apply to each vendor and product and some dynamic steps that are vendor-specific. Note that you cannot use step numbers to navigate between different pages of the wizard. Navigation is possible using the Close, Back, and Next options only.

During the ordering process, you are prompted to choose whether to use an existing agreement or create a new one. Agreements are essential for placing orders on the platform. Without an agreement, you will not be able to complete your order. Therefore, you must make a selection in the Select agreement step, which will determine the subsequent steps in the wizard.

You can set up a new agreement if you are new to SoftwareOne or if your procurement needs differ from your existing contracts. Existing agreements can be used if you wish to add new items, adjust the quantity of licenses, and add new products to the same agreement.

If you select an existing agreement instead of creating a new one, you'll straightway see the Select items section, where you can choose the items you wish to order.

If you opt to create a new agreement, you'll need to select a licensee for the agreement. You can select an existing licensee or create a new one, and then provide the agreement's type and address information.

The purchase wizard also lets you enter additional IDs associated with your purchase. For example, in the Details step, you can enter a purchase order number in the Agreement Additional ID field. This number will then be displayed on your invoice. Additionally, you have the option to save your order as a draft order and complete it later.

The Review order step requires you to read and understand various terms and conditions associated with your order and confirm the order details. Clicking Place order creates a new purchase order, which is sent to the vendor for processing.

Once the confirmation is displayed, you can either Close the wizard or view your order details by clicking View details.

Collaboration Site allows you to share files large files, for example, your project files and deliverables for a managed service engagement. Access to the Collaboration Site is based on permissions and only authorized users can access the site.

After your account has been set up, only top-level administrators are granted access to the Collaboration Site. If you cannot view this module, contact your administrator or your SoftwareOne Account Manager.

Granting access to the Collaboration Site

Follow these steps to grant access through the Collaboration Site:

1. From the main menu, navigate to Other tools > Collaboration Site.

2. In the Actions column, select the ellipsis ( ••• ) and choose Manage permissions.

3. On the Manage Permissions page, make changes as necessary. You can update permissions, assign multiple users to a workspace, and delete a user to remove their access rights.

4. Click Save.

Granting access to the Transactions workspace

The Transactions workspace within the Collaboration Site contains files attached to the orders placed through the Client Portal. Only those users who have access to the folder can view and download files.

Follow these steps to enable access to the Transactions workspace:

1. Navigate to Setup > User Management.

2. On the User Management page, locate the user that requires access to the Transactions workspace, and select View in the Actions column. The user details page is displayed.

3. Under Feature Permissions, navigate to Collaboration Site and enable View Storefront Documents.

4. Save your changes.

Downloading files and folders

Authorized users can easily download a folder and its contents from the Collaboration Site.

To download a file or folder

1. Navigate to the Collaboration Site. The workspaces that you are authorized to access are displayed.

2. Choose your workspace and do the following:

   • To download the entire folder, select the ellipsis ( ••• ) and choose Download. You can also select the Sharing menu in the breadcrumb and select Download to download your current open folder directory.

   • To download a file, open the folder, locate the file, and select Download.

Your download will begin. Note that it might take some time for the large files to download completely.

Creating new folders

Authorized users can create new folders within the Collaboration Site.

To create a new folder:

1. Select Add New Folder and provide a unique name for your folder.

2. Select Create. The new folder is created and displayed as a child folder within the main folder.

Managing files and folders

Adding new files

You can upload a single or multiple files to a new folder.

Before uploading a file, ensure that the file names are unique. If a file with the same name already exists, you can overwrite the file by selecting the Overwrite existing files checkbox. Note that you can upload files up to 50 MB in size. There's no limit to the number of files in a single folder.

To upload a file, select the Upload file option. Then., choose the file that you want to upload.

Renaming files and folders

Follow these steps to rename a file or folder:

1. Navigate to the folder or file that you want to rename.

2. In the Actions column, select the ellipsis ( ••• ) and choose Rename

3. Provide a unique name and save your changes.

Deleting files and folders

Follow these steps to delete a file or folder

1. Navigate to the folder or the file that you want to delete.

2. In the Actions column, select the ellipsis ( ••• ) and choose Delete.

3. Confirm that you want to delete the file or folder.

Moving files and folders to a different location

Follow these steps to move a file or folder to a different location:

1. Select the checkboxes next to the file/folder that you want to move.

2. Select Move.

3. Select the new location or the target directory.

Note that if the file or the directory already exists in your chosen location, a message is displayed.

The Marketplace Platform uses data grids to display data.

A data grid is a table with rows and columns and it contains several operations that allow you to customize the display of information.

You can sort and filter data, show or hide columns, adjust the column width, change the default rows per page, and more. This topic describes each of these tasks.

Sort data

Sorting enables you to reorganize your data in ascending or descending order so you can understand and visualize it better. There are two ways to use the sort function in the grid.

Sort a single column

You can sort the data for a column by clicking the column header. When you click the header, the preconfigured sort options are displayed. You can choose any option from the list.

Sort multiple columns

1. In the Sort box, click Add another sort.

2. Choose the required property and select the display order (Ascending or Descending). To add another sorting rule, click Add another sort. You can add multiple rules.

3. Click Close. All columns that have sort conditions applied will be highlighted in the grid.

Filter data

Filters help you to narrow down data based on specific attributes. Depending on the type of data you are searching for, you can use a single filter or create multiple filters using different conditions and AND/OR operators.

For instance, when ordering new items, you could create a filter to show only the items with a specific name. Similarly, if you have multiple subscriptions, you could use the AND/OR operators to view subscriptions that are active AND have auto-renewal enabled.

Follow these steps to create filters:

2. In the Filters box, click Add another condition and then define the conditions:

   1. Choose the required property.

   2. Select the condition, such as, equal, contains, starts with, and so on.

   3. Choose a value from the list of preconfigured values or type the keyword.

3. If needed, click Add another condition to add another condition and combine those conditions using the AND or OR operators.

   • AND - If you select this operator, the results are displayed only if both conditions are met.

   • OR - If you select this operator, only one of the conditions needs to be met for the results to be displayed.

As you define filters, the data in the grid refreshes automatically. If the platform doesn't find any data matching the filters, it displays a message.

Manage columns

Show or hide columns

You can use the checkbox next to each column name to hide or display a column. If you've hidden a column, you can make it visible again by selecting the same checkbox. Note that some columns are shown by default and you cannot hide them.

Adjust column widths

The Columns selector also contains options to adjust the column width. These options include:

• Default size - This option resets each column in the table to its default size. You can use this option if you've made adjustments and want to return all columns to their original state.

• Fit to content - This option resizes each column in the table to fit its specific content. It means that the width is adjusted to the content within the column.

• Fit to screen - This option resizes each column to make the entire table fit your screen.

Refresh data

If the data in the grid has changed, you can refresh the data to make sure you are working with the latest data at all times. Use the Refresh option to fetch the latest data from the system.

Change default rows per page

By default, the Marketplace Platform displays 10 rows of data on a page.

You can change the default value by selecting another value from the Rows per page option in the lower-right side of the grid. You can choose to show 5, 10, 25, 50, or 100 rows per page.

Navigate between pages

If the grid contains several rows, the rows are split into pages, and page numbers are displayed on the lower-left side of the table.

You can view the page number you are currently on and navigate between pages using the Next and Previous options. You can also go to a page directly by entering the number in the Page field and pressing Enter.

In the Marketplace Platform, draft orders allow you to save the order configuration when you are creating an order. You can save different types of orders as a draft when creating the order.

Once you save an order as a draft, you can return to it anytime to complete the ordering process. Saved draft orders are displayed on the Orders page with a Draft status.

Saving a purchase order as a draft

The Purchase wizard allows you to save a purchase order as a draft. To do this, follow these steps:

1. Go to the Products page (Marketplace > Products) and select the product you wish to buy.

2. On the product details page, click Buy now. The ordering process begins.

3. In the purchase wizard, complete the steps as needed until you reach the Details section.

4. In the Details section, click Save order to save the order. Your draft order is saved and you can close the purchase wizard.

Saving a change order as a draft

A change order represents an order to change subscription quantities. Change orders are placed when you adjust the number of your licenses. This includes ordering more licenses or reducing the number of existing licenses.

When creating a change order for quantity adjustments, you can save the change order as a draft and submit it later. To do this, follow these steps:

1. Open the Edit subscription wizard. You can launch the wizard by clicking Edit on the subscription details page.

1. In the Edit subscription wizard, change the license count as needed and click Next.

2. In the Details section, click Save order to save the change order as a draft. Your draft order is saved and you can close the wizard.

Next steps

When you are ready to finalize the draft order, open the order from the Orders page and click Edit in the upper right to continue where you left off.

You can either save the same order as a draft again or proceed to place the order. Draft orders can be updated and saved as many times as needed.

If a draft order is no longer required, you can also delete it. Once a draft order is placed, it's no longer listed as a draft.

Related topics

The Marketplace Platform automatically assigns a default ID to each subscription when it's created. You can modify the default ID and assign a new ID of your choice.

IDs can only be changed for the Active, Updating, Terminated, and Terminating subscriptions. For a description of these states, see Subscription States.

Editing a subscription's ID

Follow these steps to update a subscription's ID:

1. On the Subscriptions page (Marketplace > Subscriptions), click the subscription you want to update. The subscription details page opens.

2. Select the Details tab and then click Edit.

1. In the Edit ID dialog, enter the new subscription ID in the Additional ID field.

2. Click Save. The ID is updated and displayed as Client ID under Additional IDs.

Related topics

About Reports

The Client Portal offers a large number of reports, allowing you to gain valuable insights into your software asset inventory, resource utilization, cloud consumption, renewals, and more.

You can set up a report using the Quick Reports feature or create a customized report using the available report options. You can also:

• Export your reports to any of the available formats.

• Run and publish reports only once, daily, weekly, or monthly.

• Modify report configuration and existing schedule.

• Delete reports.

• Pause or resume scheduled reports.

• View, search, and share reports.

• Create report templates.

How to access the Reports page

You can access the Reports page by navigating to the main menu and selecting Other tools > Reports.

Quick Reports

The Quick Reports tab displays all report options that are available to you and allows you to create a new report based on predefined filters quickly. Note that by default, all quick reports are created as Run Once only.

Create a quick report

Follow these steps to create a quick report:

1. From the main menu, navigate to Other tools > Reports.

2. On the Quick Reports tab, navigate to the report group and choose the reporting template from the menu.

3. Select Create. The Create Quick Report page opens.

4. Review the report summary, name, and delivery method. Note that you can adjust the details and apply filters as needed.

5. Select Finish. Your report is created and a confirmation message is displayed.

Watch the following video tutorial on how to create a Software Asset Inventory quick report:

Scheduled Reports

The Scheduled tab displays the scheduled report configurations and allows you to edit, run, pause, resume, preview, and delete reports.

Note that you must have the SCHEDULED_REPORTING permission to access this tab.

On this tab, you can view the following details:

• Name - The name of the report.

• Frequency - Indicates if this is a Daily, Weekly, or Monthly report. Off means that recurrence for the report is not yet defined (this is only possible when the report has been created using old reporting).

• Status - Indicates whether the report is being generated or paused.

• Delivery - The delivery format for the report.

• Last Report - The time when the report was last generated.

• Created - The date and time when the report was created.

• Next Report - The time when the next report will be generated.

• Group - The type of the report group.

• Recipients­ - The email address of the recipient.

• Render type - The format of the report.

• Type - The type of report.

• Template - Indicates whether any template has been selected for the report.

• Last Modified - The date and time of the last update of the report configuration (in the local time zone).

• Actions - The list of actions for the report.

Create a scheduled report

Follow these steps to create a new report:

1. Navigate to the Reports page (Other tools > Reports) and click Create New Report.

2. Select the report group and the type of report, and then choose the format in which you wish to generate the report. Note that the format varies depending on the report.

3. Choose the filters and select Next. To set additional filters (related to dates and number formatting), select Show more formatting options.

1. Select the schedule type. You can run the report once, daily, weekly, or monthly. Note that for the reports that can be run once only, the Run Once option is selected by default and you cannot change it. All other options are unavailable.

2. Select the date range for the data you want to include in the report.

3. Select an existing template from Saved Templates or create a new template. Note that the Saved Templates option is displayed only if the report supports templates. If the report does support templates, but you choose not to apply the template, the system will use the default template.

4. Provide a unique Report Name and choose the report delivery method.

5. Select Finish. A confirmation message is displayed.

Depending on your chosen report schedule, the Scheduled Reports page or the Reports History page is displayed. Note that all Run Once reports are triggered immediately.

Update a scheduled report

You can update the configuration of a scheduled report, except the report group and the type of report.

To update a report, select the actions icon (•••) and choose Edit. When the Edit Scheduled Report page opens, make changes as necessary and then click Finish to save your changes.

Run a scheduled report

You can trigger scheduled reports at any time. After a report is generated, it downloads automatically and is available on the History tab. To run a report, select Download in the Actions column.

Note that triggering a report manually doesn’t impact its next generation time or the last execution time in the Last Report.

Pause or resume a scheduled report

To pause or resume a report, select the actions icon (•••) and select Pause to pause the report or select Resume to reactivate the paused report.

Delete a scheduled report

To delete a scheduled report, select the actions icon (•••) and choose Delete.

Next, confirm that you want to delete the report. Note that deleted reports cannot be recovered.

Report History

The History tab displays all reports that you've generated. The list includes scheduled and run-once reports. From the Reports History page, you can download, send, delete, or edit a report.

On this tab, you can view the following details:

• File Name - The file name of the report (visible only for generated reports).

• Report Type - The output format of the report.

• Time Requested - The approximate time when the report has been requested.

• Status - The status of the report. Possible values include:

  • Queued - The report is queued for creation.

  • Processing - The report is being generated.

  • Ready - The report has been generated and can be downloaded.

  • Report Ready - SFTP Failed - The report has been generated but there was an issue when sending it to the configured SFTP server. You can manually download the report and send it to an SFTP.

  • No Data - The generated report contains no data.

  • Error - There was an unexpected error during the report generation.

  • Error – Bad Configuration - There was an error in the report configuration.

  • No permissions - The report couldn’t be generated because the user no longer has permissions.

• Report Name - The name of the report.

• Recipients - The list of recipients for the Email delivery method only.

• File Size - The size of the generated report file (visible only for generated reports).

• Scheduled - The information whether it is Scheduled or Run Once report.

• Actions - The list of actions for reports.

Download reports

You can download a single or multiple reports from the History tab.

Follow these steps to download a report:

1. Locate the report or select the checkbox for the report you wish to download. You can select multiple checkboxes.

2. Do one of the following:

   • In the Actions column, click Download.

   • From the Actions menu above the table, choose Download, Copy to ZIP file, or Move to Zip File. Note that this menu is enabled only after you select a checkbox.

Edit the report name

You can only update the name of a generated report and file name. Updating a generated report name doesn't change the scheduled report name based on which the report has been generated.

Follow these steps to update a report or file name:

1. Select the actions icon (•••) and choose Edit. The edit mode is enabled.

2. Update the report name and file name as needed. Note that the file name must include an extension, Invoices.xlsx.

3. Update your changes.

Email a report

If a report is bigger than 25 MB, it's always sent as a link only. Note that to download a report from the link, your email recipients must have access to the report in the Client Portal.

Follow these steps to send a report through email:

1. Select the actions icon (•••) and then choose Email.

2. Provide the email addresses (separated by a semicolon) and choose if you want to send the report as an Attachment or Link.

3. Send your report.

Send a report to an SFTP server

You can send a report directly to a secure FTP server. If needed, you can also add a new SFTP configuration or edit the existing configuration.

Follow these steps to send a report to an SFTP:

1. Select the actions icon (•••) and select SFTP.

2. Select an SFTP server from the list and choose Use Selected Server.

Delete a report

You can delete reports that are no longer needed. You can delete a single report or multiple reports at once. Note that once you delete a report, it can't be recovered.

Follow these steps to delete a report:

1. Locate the report or select the checkbox for the report you wish to delete.

2. Do one of the following:

   • Select the actions icon (•••) and then select Delete.

   • From the Actions menu, choose Delete. Note that this menu is enabled only after you select a checkbox.

3. Confirm that you want to delete the report.

Report Templates

Create a report template

You can create a new template when you are creating a report. Note that only some reports support templates.

Follow these steps to create a template:

1. Click Create New Report. The report wizard starts.

2. In the Template section, click Saved Templates > Edit Default Columns.

3. Make the following changes as needed and select Save as new template.

   • To change a column position, drag the column to the desired position. You can move columns between groups.

   • To move all columns from one group to another, drag the entire group to an unfolded group.

   • To override a column’s value, enter a new value in the Override value.

   • To duplicate or delete a column, select the actions icon ( ••• ) and choose Duplicate or Delete.

4. Provide the Template Name and choose whether the template is Personal (only you can see or edit it) or Shared (anyone in your company can see or edit it).

5. Select Save as new template.

Manage your report templates

You can edit or delete your report template by selecting the template and choosing Edit or Delete.

The Products page in the platform lists all products that are available for you to order from our catalog. You can access the page by selecting Marketplace > Products from the main menu of the Client Portal.

The Products page displays all products in the form of cards, making it easier for you to browse through the list of products. Additionally, all products are organized by vendor name and ID, and each card contains the following information:

• Product logo.

• Product name.

• Product ID.

• Short description of the product.

• If enabled, the Buy Now option to start the purchase process.

• If enabled, an option to contact the vendor or SoftwareOne before placing the order (for example, a Contact Us or Enquire Now button).

Product details page

When you click a card, the details page of the product opens. The details page displays information specific to the product, such as the vendor's name, logo, and website along with the key features and benefits. The Items section displays the individual items within the product and the billing period and commitment term that applies to each item.

You can also access various assets, including terms, media files, related documentation, and product price lists.

You can attach a file to your request at any time, regardless of the request's status. You can also delete any files you have previously added.

Make sure that the file you want to upload is in one of these formats: .pdf, .pptx, .doc, or .xlsx.

Adding an attachment

Follow these steps to add a file to your request:

1. On the Requests page (Marketplace > Requests), click the required request. The request details page is displayed.

2. Select the Attachments tab and click Add.

1. In the Add attachments dialog, do the following:

   1. In the Name field, provide a file name.

   2. In the Description field, add a brief description of the file you are adding.

   3. In the Upload files area, upload the file from your system or drag the file to the selection area.

2. Click Add. The file is added to the request and displayed on the Attachments tab.

Editing or deleting an attachment

To edit or delete an attachment, go to the same Attachment tab where you originally added the file. Click the actions icon (•••) next to the file, and then select either Edit or Delete as needed.

If you choose Edit, upload the new attachment in the Edit Attachment section, and save your changes.

If you choose Delete, a confirmation message will appear. Click Delete in this message to confirm the action.

Related topics

A request in the Marketplace Platform represents a pre-sale inquiry. This can include queries about products, subscriptions, pricing, billing, product availability, and more.

As a client, you can create new queries through the Products page and track your existing queries through the Requests page. The page displays all requests, including requests that are raised by other members of your account.

Requests interface

You can access the Requests page by selecting Marketplace > Requests from the main menu.

The Requests page displays a list of your requests. For each request, you can view the following details:

• Request - Displays the title of your request.

• Requester - Displays the name of the person who created the request.

• To - Displays the name of the vendor.

• Product - Displays the product name for which the request is created.

• Assignee - Displays the contact person assigned to the request.

• Created - Displays the date and time when the request was created.

• Updated - Displays the date and time when the request was updated.

• Status - Displays the status of your request. See Request States for information on the possible statuses.

Request details page

The details page of a request gives you in-depth information about the request. You can open the details page by clicking the request on the Requests page.

The request details page displays the product against which the request has been raised and the request status. You can also view general information about the request, such as the requester's name, vendor, and assignee.

The request details page is organized into several tabs, each providing specific information. The following tabs are available:

• Activity - Displays the activity information, including the message history for the request. Clicking Add message allows you to add a new message to the conversation.

• Parameters - Displays the request parameters. Parameters are for viewing only and can't be edited.

• Attachments - Displays the files attached to the request. You can also add and manage attachments.

• Details - Displays the additional IDs and the timestamps of all changes made to the request.

Related topics

The Notes tab on the order details page shows the notes you may have entered during the ordering process.

Once the order is created, you can update the notes as needed and add new ones if they weren't included when you placed the order.

Notes can be updated for orders in the Processing, Querying, and Draft states only. For a description of these states, see Order States.

Managing your order notes

Follow these steps to manage the order notes:

1. On the Orders page (Marketplace > Orders), select the required order. The details page of your selected order opens.

2. Select the Notes tab and click Edit.

1. In the Edit Notes dialog, add or update your notes. A maximum of 300 characters is allowed.

2. Click Save. The notes are updated and displayed immediately on the Notes tab.

Related topics

If you require personalized assistance or have queries regarding a product, you can contact the vendor or SoftwareOne directly through the marketplace.

You can contact a vendor only if the vendor has enabled the option. If the option is available, you'll see an Enquire Now, Contact Us, or a similar button on the Products page.

Creating a new request

Follow these steps to create a new request:

1. Navigate to the Products page (Marketplace > Products) and find the product you have queries about.

2. Click the option to contact the vendor. Alternatively, click the name of the product. When the details page of your selected product opens, click the contact option in the upper right.

1. In the Request details step, provide the details of your request and click Next.

1. In the Review Request step, review the information and click Submit Request.

Your request is submitted and a Processing status is assigned to it. Click View request to view the request details page. Otherwise, click Close.

Related topics

A subscription refers to the ongoing service provision under the terms and conditions of an agreement. Subscriptions are mapped to agreements and each agreement can contain one or multiple subscriptions.

You can order new subscriptions through the platform and also manage your existing licenses through the interface, including purchasing additional licenses and canceling the previously purchased ones. The Subscriptions page in the platform is your entry point to accessing your subscriptions.

Subscriptions interface

You can access the Subscriptions page by selecting Marketplace > Subscriptions from the main menu.

The Subscriptions page displays key subscription properties. It also contains a Buy more option, which gives you quick access to the Products page for ordering new subscriptions.

For each subscription, you can view the following:

• Subscription - Displays the name and ID of the subscription.

• Agreement - Displays the name and ID of the agreement associated with the subscription.

• Licensee - Displays the name of the individual or legal entity to whom the subscription license is issued.

• Buyer - Displays the buyer associated with the subscription.

• Seller - Displays the SoftwareOne legal entity that fulfilled the order and issued the invoice.

• Renewal date - Displays the renewal date of your subscription.

• SPx - Displays the estimated subscription sales price.

• Split billing - Indicates if split billing is enabled for the subscription. This column is displayed only for certain products in the platform. To learn more, see Split Billing.

• Created - Indicates the date when the subscription was created.

• Status - Displays the current status of the subscription. For details on the possible states, see Subscription States.

Subscription details page

The details page of a subscription gives you in-depth information for a subscription. You can open the details page by clicking the subscription on the Subscriptions page.

The subscription details page displays all information for a subscription, such as name, renewal date, price, and more. The details page contains the following tabs:

• Items - Displays the details of the ordered items, which include the name, quantity, and pricing.

• Parameters - Displays the fulfillment parameters linked to the subscription. The parameter information varies depending on the parameters enabled by the vendor.

• Entities - Displays the entities linked to the subscription and their details. Entities include licensees, buyers, and sellers.

• Split billing - Displays the split billing information for the subscription. This tab is displayed only if split billing has been enabled for the agreement. You can view the split billing buyers and the allocation for each buyer. To update the buyer allocation details, use the Edit option. For details, see Edit Split Billing.

• Orders - Displays the different types of orders associated with the subscription, including purchase orders, change orders, and termination orders. For each order, you can see the order detail and status. Clicking an order opens the order details page.

• Details - Displays the additional IDs for the subscription, including the client and vendor IDs, and the timestamps of all changes made to the subscription. You can update the client ID using Edit. For instructions, see Edit Subscription ID.

• Audit trail - Displays all events that have taken place within the subscription. For each record, you can view the audit log details and summary. To learn more, see Audit Trail.

Related topics

The Marketplace Platform is a centralized hub designed to streamline the discovery and ordering of subscription-based software products.

The platform simplifies the complex process of software licensing and procurement, making it easier for you to find and compare products from multiple software vendors in one place. Each product on our marketplace undergoes a process, where vendors define the product including its terms of use, and submit it to SoftwareOne. Products become available for ordering only after they have been accepted by SoftwareOne.

Accessing the marketplace

You can access the SoftwareOne Marketplace by signing in to your account and selecting Marketplace > Products from the main menu.

Browsing and selecting products

The Products page shows different products that are available for you to order. The products are categorized by the vendor name and displayed in the form of cards.

You can view detailed information about a product by clicking the product name. To learn more, see Products.

Placing an order

When you are ready to start the ordering process, click Buy now in the upper right on the details page.

When you click the Buy now button, the Purchase Wizard starts. The wizard is designed to guide you through all the necessary steps in placing your order.

The steps within the wizard will vary depending on the product and the vendor. At a high level, you'll need to complete the following steps:

1. Select an agreement - You have the option to use an existing agreement or create a new one. The option you select in this step determines the next step in the wizard. For instance, if you create a new agreement, the Select licensee step is displayed. If you use an existing agreement, the Select items step is displayed.

2. Select a licensee - Choose a licensee from the list of your licensees or create a new one.

3. Provide agreement details - Fill out the contact form.

4. Select items - Choose the items you want to order and the quantity of those items.

5. Additional information - Add the additional IDs for the order and agreement.

6. Review order - Preview the order details and place your order.

7. Review summary - See your order summary and the latest status message.

In some cases, you might need to rename your subscription so you can find it easily in your list of subscriptions.

The Marketplace Platform lets you rename your subscriptions in the Active and Updating states. Subscriptions can be renamed using the Rename option on the subscription details page.

Editing a subscription's name

Follow these steps to rename your subscription:

1. On the Subscriptions page (Marketplace > Subscriptions), click the subscription you want to rename. The details page of the subscription opens.

2. Click the down arrow in the upper right and select Rename.

1. In the Rename dialog, enter the new name and click Save.

The subscription is renamed and the new name is visible across all pages that feature the subscription within the platform.

Related topics

After the vendor or SoftwareOne has addressed your request, you may close it. Closed requests cannot be edited or reopened.

Closing a request

Follow these steps to close your request:

1. On the Requests page (Marketplace > Requests), select the required request. The request details page is displayed.

2. Click the down arrow next to Process and select Complete.

3. In the Complete request dialog, add details if you want to and click Complete. Your request is completed and the Status column on the Requests page displays the updated request status.

Related topics

The following diagram shows the possible states of a subscription and the transition between these states:

Related topics

Once you've placed an order through the Marketplace Platform, it's displayed on the Orders page. You can access the Orders page from the main menu by selecting Marketplace > Orders.

The platform supports various types of orders including change orders, purchase orders, and terminate orders, all of which are visible on the Orders page.

Using filters to find an order

If you need to find a specific order, you can use the filter option to search for an order and view the order information. We provide several filter options you can use to narrow down your list of orders.

You can use a single filter or create a combination of filters by selecting different fields, operators, and values. The following steps describe how to find an order using its status.

1. On the Orders page, click the Filter option.

1. When the filter box displays, click Add another condition to open a menu of conditions.

2. Define the conditions:

   1. In the first field, choose the property. For example, to filter your orders by their status, select Status.

   2. In the second field, choose the search operator. Different operators are displayed depending on the condition you selected in the first field. For this example, leave the value set to Equal.

   3. In the third field, type or select a value from the list of preconfigured values. The values displayed in this field are determined by your selection in the first field. To see your draft orders, select Draft.

   4. If needed, click Add another condition to specify additional conditions as needed.

Your list of orders will be refreshed based on the filters. To reset the filters and revert to the default view, select Reset filters in the filter box.

Viewing your order's details

To view all details of an order, click the order ID in the Order column.

The order details page will open, allowing you to view the basic order information, and associated items, subscriptions, ordering and fulfilment parameters, and entities.

From the order details page, you can also complete the following tasks:

• Add or update your order notes.

• View and download the files attached to your order.

• Delete draft orders.

• Submit

• Change the status of your order to Processing.

Subscriptions can be terminated if you no longer need them or you don't want to renew it.

As subscriptions are linked to agreements, the process for canceling your subscription varies depending on the number of active subscriptions in the agreement.

• If your agreement contains several active subscriptions and you wish to cancel some, but not all, subscriptions in that agreement, you must place a termination order for the required subscription. The section describes the steps.

• If your agreement contains several subscriptions and you want to cancel all subscriptions, you must terminate the agreement altogether. You can do this by placing a termination order for the agreement. For instructions, see .

Before terminating subscriptions, note the following points:

• You can only terminate subscriptions in the Active state. Subscriptions in cannot be terminated.

• Creating a termination order through the platform doesn't guarantee the cancellation of your subscription. All termination orders are sent to the vendors for approval. Subscriptions are terminated only after they are approved by the vendor.

Terminating a subscription

Follow these steps to terminate an active subscription:

1. On the Subscriptions page (Marketplace > Subscriptions), click the subscription to terminate. The details page of your selected subscription opens.

2. Click the down arrow in the upper right and select Terminate. The Terminate Subscription wizard opens.

1. In the Terminate Subscription wizard, do the following:

   1. In the Items step, review the item quantities and click Next. The license quantity will be displayed as zero.

   2. In the Order details step, enter the reference details and your order notes, and click Next to continue.

   3. In the Review order step, click Place order. The subscription termination order is placed and the agreement status changes from Active to Updating.

   4. Click View order to go to the order details page. Otherwise, click Close to close the page.