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, centralized 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 various 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 cancellations and renewals, and access relevant documents, such as terms and conditions.

• Access Your Agreements - Access all of your agreements in one place and manage (rename or terminate) them easily through the dedicated Agreements module.

• Manage Account Settings - Review your account settings, invite new members to your account, create groups to manage user permissions, and manage users and other entities.

• 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. Additionally, products can 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 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.

Featured Resources

Other Modules and Extensions

Developer Resources

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.

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.

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.

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.

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

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.

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 in your profile menu.

To access your profile, 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 general details, such as your name and your account preferences.

• Accounts - Displays all the accounts and groups that 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.

If you are a client on our platform, we've created a series of topics that you can use to discover, buy, and manage your software purchases quickly. Use the following links to get started:

Additional learning resources

Additional resources to help guide you:

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

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

When lowering quantity, the following rules apply:

• If your subscription contains one item, you cannot lower the quantity to zero. In this case, you must terminate the subscription. To learn more, see .

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

Add or remove licenses from your subscription

To add new licenses or lower the quantity of your existing licenses:

1. Sign in to your account and navigate to the Subscriptions page (Marketplace > Subscriptions).

2. Select the required subscription.

3. When the details page of your selected subscription opens, click Edit in the upper right.

1. In the Edit subscription wizard, update the quantity as needed in the New qty field. As you increase or decrease the quantity, the sales price will change. Click Next.

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

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

A change order is created in the system and sent to the vendor for processing. You can see the order on the Orders page.

While the change order is processing, the subscription and the agreement will have the status as 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.

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 then choosing Marketplace > Subscriptions.

The page displays the important information regarding your subscriptions. To view the details of an individual subscription, click the subscription name. For more information, see

Editing subscription licenses

If you want to change the quantity of items in your subscription, you can do this by placing a change order. You can edit the subscription to make these changes.

For instance, if you need more licenses, you can update the quantity of licenses in the subscription. The same process applies if you want to lower your licenses.

Adding new subscription items

If you want to add a new item to your subscription, you can edit the agreement. It means if you want to purchase new items, you don't need to create a new agreement. You can simply edit your agreement to include the new items.

Terminating subscriptions

If you want to cancel a single subscription or all subscriptions in an agreement, you'll need to place a termination order. Without a termination order, subscriptions cannot be cancelled.

You can cancel a single subscription using the Terminate option on the details page of the subscription. However, to cancel all subscriptions in your agreement, you must terminate the entire agreement.

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.

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 it relates to, 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 attached to the agreement, and the available attachments.

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

Related topics

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.

The Software Downloads module lets you download software packages that SoftwareOne provides, and upload your files and packages to the cloud storage. To access software downloads, navigate to the main menu of the Client Portal and select Inventory > Software Downloads.

Uploading software packages or files

A package is a bundle of one or more files containing descriptive metadata. Packages are uploaded to collections. A collection is an isolated storage space. If a collection doesn't exist for your company, you'll see an option to create a new collection. The option will be unavailable if a collection already exists. After creating a collection, you can upload your packages/files and distribute them to the other users via email or through the Client Portal.

Follow these steps to create a new collection:

1. Open the Software Downloads module and navigate to the Upload tab.

2. Provide a name for your collection.

3. Select Save.

Follow these steps to start the upload process:

1. On the Upload tab, select Start your Upload Process.

2. On the Create Package page, choose a collection from the list and select Next.

3. Provide a name and description of your package. Note that you can create and upload more than one package to a collection. Select Next.

4. Add the metadata for the package/file and select Next. The following fields are mandatory:

   • Description

   • Publisher

   • Product Family

   • Operating System

   • Language

5. Choose the file you want to add and select Next.

6. Review the details and select Next to create and upload the package. A confirmation message is displayed when the file is added.

Searching for packages

You can search for a package using the filters on the Search tab.

Follow these steps to search for a package in a collection:

1. On the Search tab, enter the search criteria or select your collection from the Collections menu.

2. Select Search. All packages that are uploaded to this collection are displayed.

Downloading packages

Follow these steps to download a package:

1. Use the search filters to find the package you wish to download.

2. From the Actions column, select Download.

3. Choose the number of downloads you want to allow and select OK.

Generating an email link

You can generate an email link to share with anyone in your organization. Note that the person accessing the link doesn't need to have a Client Portal account because the link uses a unique access key.

Follow these steps to generate a link:

1. From the Actions column, select Email.

2. Select the duration that the link will be valid for and the total number of available downloads.

3. Select OK. An email with a link to the package will open.

Viewing software download history

The History tab displays all of your file uploads and downloads. You can view the data or export it to a CSV and Excel file.

Follow these steps to export the report:

1. Select the Export option.

2. Choose Export to CSV or Export to Excel. Your download will begin.

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.

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.

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.

Before you begin

Enable software assets

Follow these steps to enable the module:

1. Sign in to your account as an account administrator.

2. From the main menu of the Client Portal, navigate to Setup > Cloud Tenant Setup.

3. On the Cloud Tenant Setup page, click Activate in the Actions column.

After you've activated the module, your activated account will be visible in the other Cloud modules (such as Budgets, Resources, Chargebacks, and Consumption) within 24 hours.

Disable software assets

Follow these steps to deactivate the module:

1. Navigate to the Cloud Tenant Setup page.

2. In the Actions column, click Manage.

1. Click Disable Software Assets. Your software assets are removed from all the Cloud modules.

Note that the Remove duplicate transactions option is enabled by default. It means that transactions relating to Azure or Office 365 won't be visible in the Resources, Budgets, and Consumption modules. If you disable the option, the changes take effect after 24 hours.

Related topics

Split billing

Split billing is a feature that allows you to divide the billing for your subscriptions among different buyers in your account.

Designed for organizations with multiple legal entities, split billing lets you select buyers and allocate billing for your subscriptions to different buyers. This enables cost-sharing and accurate tracking of consumption. It also ensures that each buyer is accountable for a share of the subscription cost based on usage.

You can divide the subscription costs easily by specifying percentages or estimated license count (ELC) for each buyer. Once defined, these details are used during invoicing to generate separate invoices for each entity. In cases where split billing is enabled but the split hasn't been defined, 100% of the billing is allocated to the default buyer in your agreement, also known as the Owner buyer.

The platform also lets you allocate billing when ordering additional subscription licenses. It means when creating a change order for an increase in subscription quantity, you can select buyers and allocate billing to those buyers.

Split billing rules

In the Marketplace Platform, the following rules apply to split billing:

• Split billing must be activated at the agreement level. Once activated, this feature cannot be deactivated.

• After activating split billing, new purchases under the agreement are invoiced based on the allocation percentage or the specific buyer you've allocated the subscription billing to.

• The ELC is indicative only. The Split billing feature is designed around allocation percentages, which means the platform always considers percentages during billing.

• You can modify the allocation for your active subscriptions at any time. However, the changes will only take effect in your next billing cycle.

• Buyers can only be removed from split billing if they have no configured allocation percentage. The platform doesn't allow you to remove buyers if an allocation percentage exists for those buyers.

Activate split billing

You can activate split billing using the Split Billing option on the details page of your agreement. For instructions, see Activate split billing.

Once activated, the Split billing tab appears on the agreement’s details page.

By default, the buyer associated with the agreement is set as the Owner buyer, and 100% billing is allocated to the owner buyer. You can configure additional buyers using the Edit option. For more information, see Configure Buyers for Split Billing.

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.

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 Split Billing.

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 key concepts. You must also be familiar with the platform's interface and know how to navigate it.

1. Activate 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. Configure 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. Split allocations

Billing can be allocated by specifying percentages for each buyer. You can also specify the estimated license count. Both of these options are linked, meaning changing one updates the other automatically, although only the allocation % is used during billing (see Split billing rules to learn more).

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

If you have additional subscriptions and want to split the billing, you can repeat the same steps for those subscriptions. You can also edit the split at any time. For instructions, see Edit Split Billing.

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:

Once you've placed an order through the Marketplace Platform, it's displayed on the Orders page.

To access the Orders page, select the main menu and then choose 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 refine your list of orders. We provide several filter options that you can use to narrow down the orders.

You can use a single filter or create a combination of filters by selecting different fields, operators, and values.

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

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

If you want to get detailed information for an order, click the order number.

You'll then be able to view the individual items that are a part of your order, associated parameters, subscription details, and more.

Additionally, depending on the type of order, you'll be able to take various actions, such as:

• Manage the notes within your order and update them as necessary.

• View all files attached to your order and download those files.

• Delete orders that are in the Draft state.

• Change the status of your order to Processing.

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

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

The Export option on the Software Assets page enables you to download your software asset inventory in various formats.

Additionally, through the Exports option, you can also create quick reports and export your data in the commonly configured format (column namings/order) for several Software Asset Management (SAM) tools, such as:

• Aspera

• Miss Marple

• Snow

• Flexera

• ServiceNow

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

If you want to terminate your agreement, you can do so by creating a termination order through the platform. Terminating an agreement cancels all subscriptions within that 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) cannot 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 has approved it for termination.

Terminate an agreement

Follow these steps to terminate your agreement:

1. Navigate to the Agreements page (Marketplace > Agreements). A list of your agreements is displayed.

1. Select the agreement you want to terminate. The details page of your selected agreement opens.

2. Click the down arrow next to Edit in the upper right and select Terminate. The Terminate agreement window opens.

3. In the Items section, verify the details and click Next to continue.

1. In the Order details section, provide the reference information and click Next to continue.

1. In the Review order section, make sure to read the changes, including the terms and conditions, and then click Next to finalize.

The termination order is placed and the status of the agreement changes from Active to Updating. Click View order to go to the order details page. Otherwise, click Close.

Related topics

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

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:

When you create a new agreement, the Marketplace Platform assigns a default reference ID to the agreement. You can change the default ID and assign a new ID so you can identify and manage your agreements easily.

Edit your agreement's ID

Follow these steps to update the agreement ID:

1. Navigate to the Agreements page (Marketplace > Agreements). A list of your agreements is displayed.

1. Select the agreement you want to edit. The details page of your selected agreement opens.

2. Select the Details tab and then click Edit.

1. In Additional ID, enter the new ID and then click Save. The agreement ID is updated and displayed on the details page of the agreement.

Related topics

In the Marketplace Platform, change orders are created when you add more licenses to your subscription and place an order through the platform.

If split billing is active for your agreement, you can select buyers and assign billing to those buyers when placing the order.

Follow these steps to split billing when ordering additional licenses:

1. Open the details page of the subscription and click Edit in the upper right. Make sure that split billing is activated for the agreement and buyers are configured.

2. Increase the quantity as needed in the New Qty field and click Next. In the following image, the quantity is updated from 30 to 40 for one of the items in the subscription.

1. Select the buyer you want to allocate the billing to.

   • Choosing None allocates the billing based on configured split percentages for this subscription.

   • Choosing a buyer allocates the billing according to the percentage set for this buyer.

1. Enter the reference information for this order and click Next to continue.

1. Review the information on each tab and click Place order to finalize.

1. Click View Order to navigate to the order details page. Otherwise, click Close.

Related topics

If you have several agreements in your account, you can rename those agreements so you can locate them easily in your list of agreements.

Before you begin

Before renaming an agreement, note the following points:

• You can only rename an active agreement. To learn about the different statuses, see Agreement States.

• While renaming the agreement, the new name cannot be blank. If the name is empty or invalid, the platform displays a message.

Rename an agreement

Follow these steps to update the name of your agreement:

1. Navigate to the Agreements page (Marketplace > Agreements). A list of your agreements is displayed.

1. Select the agreement you want to rename. The details page of your selected agreement opens.

2. Click the chevron in the upper right and select Rename.

3. Enter the new name in Agreement name and click Save.

The agreement's name is updated and displayed across all pages featuring the agreement within the Marketplace Platform.

Related topics

If you need to modify the list of buyers or adjust their allocation percentages after setting up split billing, you can easily do so through the interface.

Add or remove buyers

After you've set up split billing, you can add new buyers and remove existing buyers as needed using the Edit option on the Split billing tab of your agreement.

When removing buyers, only those without an allocation percentage can be removed. This means you'll need to assign the allocation percentage to another buyer before removing them from split billing.

If an allocation exists for the buyers you wish to remove, the buyer checkbox will be unavailable, as shown in the following image:

Updating the allocation percentage or license count

If you need to make any modifications to the allocation percentage for any of the buyers, you can edit the split billing details at any time.

Follow these steps to edit the allocation percentage for a buyer:

1. Open the details page of the required subscription.

2. On the Split billing tab, click Edit.

3. In the Edit split billing dialog, make the necessary changes to the allocation percentage or license count. Make sure that 100% is allocated across buyers.

1. Save your changes. The Split billing tab will display the updated allocation details. Note that the changes will only take effect in your next billing cycle.

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

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.

Configure 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:

1. Open the details page of your agreement. Make sure that split billing has been activated for the agreement.

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

An agreement is a formalized record that establishes the terms and conditions of transactions. An agreement outlines the relationship between entities, such as the buyer, seller, and licensee, and forms the basis for placing orders and creating subscriptions within the platform.

In the Marketplace Platform, an agreement can contain one or several subscriptions, regardless of the agreement's status. Additionally:

• An agreement can be terminated by canceling all subscriptions within that agreement.

• An agreement can also be renamed as long as it's active.

Agreements interface

You can access the Agreements page by navigating to the main menu of the platform and selecting Marketplace > Agreements. The page displays all agreements that exist in your account.

On this page, you can view the following agreement details:

• Agreements - Displays the name and ID of the agreement.

• Product - Displays the product that you've purchased under the agreement and the product logo and marketplace ID.

• Licensee - Displays the name and ID of the licensee to whom the license is issued.

• Buyer - Displays the buyer's name and marketplace ID.

• Seller - Displays the seller's name and marketplace ID.

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

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

• Status - Displays the status of the agreement. For more information on the status, see Agreement States.

Agreement details page

The details page of an agreement provides all information related to the agreement. You can open the details page by clicking the name of the agreement.

When you open the details page of an agreement, it shows the agreement's name, marketplace ID, and status. The details page also contains the following tabs:

• General - Displays general information about your agreement.

• Subscriptions - Displays all subscriptions in your agreement and details, like the subscription's name and ID, commitment term, start date, renewal date, and termination date. The estimated sales price per month and year, along with the subscription status is also displayed.

• One-time purchase -Shows the items that you have purchased as one-time purchases, without a subscription. For each item, you can see the item name and ID, order number and date, quantity purchased, price per unit, and total price.

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

• Entities - Displays all entities associated with the subscription and their details. Entities include licensees, buyers, and sellers.

• Orders - Displays all orders placed in the scope of the agreement, including purchase, change, and termination orders. Clicking an order opens up the details page of that order.

• Split billing - Displays the split billing information for the agreement. This tab is displayed only if split billing has been enabled for the agreement.

• Attachments - Displays all file attachments and their details, like the name and ID, type, description, and more. You can also download the attachments and add or remove files as needed.

• Terms - Displays the terms associated with the agreement and shows when they were accepted, and by whom.

• Details - Displays the reference information, like the timestamps, additional IDs, and more.

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

Related topics

You might be asked to provide more information if there are errors in the information you provided during the purchase process, or if we require additional details to accept or process your order.

When an order needs your attention, its status is marked as Querying. You can check the General tab within the order's details page for a message indicating what needs to be corrected.

After you've taken the required action and fixed the parameters, you must click Process to change the order status from Querying to Processing. Changing the status informs the vendor that the order is now ready for their review.

Set the order to Processing

Follow these steps to set your order to Processing:

1. Navigate to the Orders page (Marketplace > Orders). A list of your orders is displayed.

2. Click the relevant order. If you have a long list of orders, use filters to find orders with the Querying status.

3. Review the message in the header and fix the parameters as necessary. The following image shows an example message:

1. Click Process. The order status changes to Processing. If the Process button is unavailable, make sure you've fixed all errors in the Ordering parameters.

Related topics

If you added any notes or comments to your order while making the purchase, you can view and update the notes, even after the order has been placed.

Manage your order notes

Follow these steps to update the order notes:

1. Navigate to the Orders page (Marketplace > Orders). A list of your orders is displayed.

1. Click the relevant order. You can use filters to locate the order easily.

2. Select the Notes tab and then click Edit.

1. In Edit Notes, update your comments with a maximum of 250 characters.

1. Click Save. Your notes are saved immediately.

Related topics

The Attachments tab of your order displays all attachments associated with your agreement as well as your order. Attachments can include files in PDF format as well as your license keys.

View and download attachments

Follow these steps to view and download your file attachments:

1. Navigate to the Orders page (Marketplace > Orders). A list of your orders is displayed.

2. Locate the order you want to manage and click the order number.

3. Select the Attachments tab. All attachments for your order, including PDF files and license keys, are displayed.

1. Click the file in the Reference column to download the attachments to your system.

Related topics

An order can have several states from the time it is created in the Marketplace Platform until its completion.

The following diagram shows how an order's state can change during its lifecycle:

These states are displayed as Status on the Orders page. They are also displayed beside the order number on the details page.

Note that the Marketplace Platform supports various account types, including vendor and client, so depending on your account type, only some states might be visible to you.

Related topics

In the SoftwareOne Marketplace, you can browse and choose from a wide range of subscription-based products from the Microsoft CSP and Adobe VIP Marketplace programs.

The Products page is the main page that lists all products and lets you start the ordering process. You can buy new products by establishing a new agreement with SoftwareOne, or use your existing agreement:

• New agreement - You can set up a new agreement if you are new to SoftwareOne or if your procurement needs differ from your existing contracts.

• Existing agreement - You can use an existing agreement to order new products, add new items to an existing agreement, and even adjust the quantity of your current licenses.

When ordering a product, the parameters and steps required can vary based on the product and the vendor. For example, when ordering Microsoft 365, you must choose whether to create a new Microsoft tenant or use your existing account. This step will not apply to Adobe purchases.

Products interface

The Products page displays all products that are available for you to buy. All products are organized by vendor name and ID, making it easier for you to browse through the list of products.

The individual products are displayed in the form of product cards 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 product card, the details page of your selected product opens. The details page displays general product information about the product, such as the vendor's name, logo, and website.

All products contain an Overview section, which displays a detailed product description. Depending on the vendor and product configuration, the page may also include media and video files, and additional sections, as shown in the following image:

Related topics

In the Marketplace Platform, an order is an object that signifies a business transaction under the framework of an established agreement.

An order could be a request to buy a new product, change the number of purchased items and subscriptions, or terminate a subscription or the entire agreement.

The following types of orders exist in the Marketplace Platform:

• Purchase order - Represents an order that is created when you buy a new product or service under a new agreement.

• Change order - Represents an order that is created when you change the subscription quantity, such as downsizing the license quantity or buying additional resources.

• Terminate order - Represents an order that is created when you terminate a subscription. A termination order also implies an order where the entire agreement has been terminated and consequently, all subscriptions within that agreement are also terminated.

Through the Orders module, the platform offers a streamlined, easy-to-navigate order management system that provides visibility and allows you to manage your orders easily.

Orders interface

You can access the Orders page by navigating to the main menu of the platform and selecting Marketplace > Orders.

The Orders page gives you a complete list of your orders, including purchase orders, change orders, and terminate orders.

On this page, you can view the following order details:

• Order - Displays the order number and its ID.

• Type - Displays the order type. The possible values are Purchase, Change, and Terminate. See the Orders page to learn about the different types of orders.

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

• Product - Displays the product you've ordered.

• Licensee - Displays the details of the licensee associated with this order.

• Buyer - Displays the details of the buyer associated with this order.

• Seller - Displays the SoftwareOne entity for this order.

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

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

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

Order details page

The details page of an order gives you in-depth information about your order. You can open the details page by clicking the order on the Orders page.

The details page of an order contains several tabs that display 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 your order, like the licensee, buyer, and seller.

• Subscriptions - Displays all the subscriptions within this order. Note that the subscriptions are only displayed after they have been activated. For each subscription, you can view detailed information, like the term, the start and the renewal date, the estimated prices, and more.

• Notes - Displays any notes that you may have entered during the ordering process. If required, you can edit those notes by clicking Edit.

• Attachments - Displays all files associated with your order and allows you to download those files. You can view additional details for each file, such as the file name, marketplace ID, document type, and description.

• Details - Displays the reference information, like the timestamps, additional IDs, and more. You can add or update the additional ID by clicking Edit.

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

Related topics

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

Before you begin

Before creating a request, note that you can contact a vendor only if they've enabled the option. If the option has been enabled, you'll see an Enquire Now, Contact Us, or a similar button on the Products page.

Create a new request

Follow these steps to create a new request:

1. Navigate to the Products page (Marketplace > Products) and find the listing from the catalog.

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 required option in the upper right corner.

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

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

Your request is submitted and assigned a Processing status. Click Close to close the page or click View Request to open the request's details page.

Related topics

The Review status on the Details tab of a change order indicates that a change has been made to the subscription.

When you see this status, it means that you need to review the split billing configuration for the subscription, as it may need adjustment.

You can review the allocation by clicking Edit. When the Edit dialog opens, review the details. If any changes are needed, you can update the split as necessary and then save your changes.

Related topics

When placing an order, you can save it as a draft with all its details and return to it later to complete it. When you are ready to finalize the order, locate the order on the Orders page and complete the remaining steps to place your order.

Save your order as a draft

Follow these steps to save your order as a draft:

1. Navigate to the Products page (Marketplace > Products) and locate the product to buy.

2. Click Buy Now. The purchase wizard for your selected product starts.

3. Continue through the wizard and complete all sections until you reach the Order Details section. Note that a section is enabled only after you've completed the previous step.

4. In the Order Details section, click Save order.

Your order is saved and a confirmation message is displayed. You can open the draft order at any time from the Orders page and resume the purchase process.

For information on the Orders page, see Orders interface.

Related topics

If you need to upload supporting documents, you can add those files as attachments to your request. You can also delete attachments associated with your request.

Before you begin

Before attaching a file, note the following points:

• You can attach a file regardless of the request's status.

• The file you want to upload must be in one of these formats, .pdf, .pptx, .doc, or .xlsx.

Add an attachment

Follow these steps to attach a file to your request:

1. Navigate to the Requests page (Marketplace > Requests). A list of your requests is displayed.

1. Click the request you want to update. The details page of your selected request opens.

2. Select the Attachments tab and then click Add.

1. In Add attachments, do the following:

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

   2. In the Description field, add a brief description of your document.

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

   4. Click Add.

The document is attached to the request and displayed on the Attachments tab.

Edit or delete an attachment

Follow these steps to edit or delete an attachment:

1. From the Requests page (Marketplace > Requests), select the request you want to edit or delete. The details page of your selected request opens.

2. Select the Attachments tab.

1. Click the actions icon (•••) and select Edit or Delete as needed.

   • If you selected Edit, upload the new attachment in Edit attachment and then save your changes.

   • If you selected Delete, click Delete in the confirmation message to confirm the action.

Related topics

If you've saved an order as a draft without submitting it, you have the option to delete it.

Before you begin

Before deleting an order, note the following points:

• You can only delete orders with the Draft status. To learn about the various statuses, see Order States.

• Deleted orders cannot be reinstated or edited, but they'll still be displayed in your list of orders.

• When you delete a draft purchase order, the corresponding agreement is also deleted.

Delete a draft order

Follow these steps to delete your draft order:

1. Navigate to the Orders page (Marketplace > Orders). A list of your orders is displayed.

2. Find the order you want to delete and click the order number. The details page of your selected order opens.

3. Click the down arrow (next to Edit) and then select Delete.

1. In the Delete order confirmation, click Delete to confirm your action.

Your order is deleted and the order status changes from Draft to Deleted on the Orders page.

Related topics

When you update your request, for example, by attaching documents, it's important to change the request status to Processing and send the request back to the vendor.

This action informs the vendor that you've replied to their query and the request is now ready for their review.

Before you begin

Before changing the status, note the following points:

• You can change the status of your request to Processing only if the current status is Querying. If the request is already in Processing or Completed state, the option to change the status is unavailable.

• Only change the status of your request to Processing once you've provided all the information and the request is ready for the vendor's review.

Set your request to Processing

Follow these steps to set your request to Processing:

1. Navigate to the Requests page (Marketplace > Requests). A list of your requests is displayed.

1. Click the request you want to update. The details page of your selected request opens.

2. Make changes as necessary and then click Process.

3. In Process request, add an optional message and click Process.

1. The status of your request changes from Querying to Processing. If you added comments in the Process request dialog, your comments are displayed and visible to everyone on the Activity tab.

Related topics

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 easily change a subscription's name through the user interface (UI).

Before you begin

You can only rename subscriptions in the Active and Updating states. For a description of these states, see Subscription States.

Rename a subscription

Follow these steps to rename a subscription:

1. Navigate to the Subscriptions page (Marketplace > Subscriptions). A list of your subscriptions is displayed.

1. Click the subscription you want to rename. The details page of the subscription opens.

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

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

Related topics

You can use the Add Message option on the Activity tab if you need to reply to a vendor's message or send a new message. This option allows you to communicate with the vendor from within the platform.

Before you begin

Before adding a message to the conversation, note the following points:

• Use this option only in those scenarios where you don't need to change the request's status.

• Any message you add to the conversation will be visible to everyone in your Marketplace account.

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

Add a message

Follow these steps to add a new message:

1. Navigate to the Requests page (Marketplace > Requests). A list of your requests is displayed.

2. Select the relevant request to which you want to add the message. The details page of your selected request opens.

3. On the Activity tab, click Add message.

1. In Add Message, type your message. You can use the formatting options to style the text.

1. Click Add. Your message is added and displayed on the Activity tab.

Related topics

Subscriptions can be terminated if you no longer need them or don't want them to renew automatically. Depending on the number of subscriptions in your agreement, there are different steps to follow:

• If your agreement contains several subscriptions and you want to cancel some, but not all, subscriptions, you'll need to place a termination order for the subscription.

• If your agreement contains several subscriptions and you want to cancel all of those subscriptions, you'll need to place a termination order for the agreement. To learn more, see Terminate Agreement.

Before you begin

Before terminating a subscription, note the following points:

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

• Creating a termination order 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.

Terminate a subscription

Follow these steps to terminate a subscription:

1. Navigate to the Subscriptions page (Marketplace > Subscriptions). A list of your subscriptions is displayed.

1. Click the subscription you want to terminate. The details page of your selected subscription opens.

3. In the Items section, review all the details and click Next.

1. In the Order details section, add the optional reference number and notes. Click Next to continue.

1. In the Review order section, check all the details and then click Place order to finalize. A termination order is created in the system.

The termination order is placed and the agreement status changes from Active to Updating. Click View order to go to the order details page. Otherwise, click Close.

Related topics

Subscriptions in the Marketplace Platform can be in multiple states (also known as status) during their lifecycle.

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

The subscription states are visible in the platform as Status. These states are also displayed as an icon beside the name of the subscription and its ID on the details page.

Related topics

The Client Portal contains predefined dashboards that you can use to view the data. You can also create your custom dashboards.

The dashboards mainly consist of tiles displaying different information such as the data about your preferred statistic, such as the number of invoices, orders, quotes, and more.

Each tile can have multiple functionalities, for example, they can display data and act as a shortcut. You can also configure the size of a tile and define how data is displayed in certain tiles. If there is no data for a specific tile, a message is displayed in the tile.

Access dashboards

Follow these steps to access the predefined dashboards:

1. From the main menu, navigate to Other tools > Dashboard. The Dashboard page opens.

2. From Choose a template, choose the dashboard you want to view. The following dashboards are available:

Create custom dashboards

You can create new dashboards, customize your dashboards, or remove a dashboard. Customized dashboards are displayed under Choose a template.

Follow these steps to create a new dashboard:

1. On the Dashboard page, click Create New.

2. On the Create New Dashboard page, click New.

3. Provide a name for your custom dashboard and then in Add a tile, choose the tile that you want to add.

4. Click Save.

Customize a dashboard

Follow these steps to customize a dashboard:

1. On the Dashboard page, select Edit this dashboard. The dashboard opens in the edit mode.

2. Make changes as necessary.

   • To remove a tile from your dashboard, select Remove. If the tile is too small to accommodate the full button, you'll only see the trashcan icon.

   • To configure a tile, select Configure or the cogwheel icon and then choose the configuration options.

3. Save your customized dashboard to make it available under Choose a template.

Remove a dashboard

Follow these steps to remove a dashboard permanently

1. On the Dashboard page, click Edit this dashboard.

2. Click Delete.

3. Select the checkbox to grant consent.

4. Click Delete to confirm the deletion.

Move and resize dashboard tiles

After you've added a tile to the dashboard, you can move or resize it. Most of the tiles can be resized from their default size.

You can resize a tile by dragging the tile border. To move a tile, drag the whole tile.

You can complete or close your request after it has been attended to, by either the vendor or SoftwareOne.

Before you begin

Before making a request complete, note that completed requests cannot be edited or reopened afterward.

Close a request

Follow these steps to complete a request:

1. Navigate to the Requests page (Marketplace > Requests). The page displays all requests, including requests that are raised by other members of your account.

1. Select the request you want to complete. The details page of your selected request opens.

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

3. In the Complete request dialog, add your comments and click Complete.

Your request is completed and the Status column on the Requests page displays the updated status of your request.

If you added any comments while marking the request as complete, your comments are visible to everyone on the Activity tab.

Related topics

A subscription refers to the ongoing provision of service under the terms and conditions detailed in your agreement. In the Marketplace Platform, subscriptions are renewed automatically by default, unless they are canceled. To learn about subscriptions, see .

Subscriptions interface

You can access the Subscriptions page by navigating to the main menu and selecting Marketplace > Subscriptions. The page displays all of your subscriptions:

On this page, you can view the following subscription details:

• Subscription - Displays the name and D 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 sales price of the subscription.

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