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

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

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

The 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.

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.

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.

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.

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

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

Accessing the marketplace

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

Browsing and selecting products

The Products page shows all the products that are available for you to order. The page displays products by the vendor name and a brief product description.

To view detailed information about a product, click the product name.

Placing an order

Once you've reviewed the product details and selected the product you want to buy, you can start the ordering process by clicking Buy now.

When you click the button, the Purchase Wizard opens. The wizard is designed to help you create a purchase order by guiding you through all the necessary steps.

Note that the steps will vary depending on the product you are ordering and the product vendor. At a high level, you'll need to complete the following steps:

1. Select an agreement - Select whether you want to use an existing agreement or create a new one. The option you select in this step determines the next step in the wizard.

   • If you are creating a new agreement, the Select licensee section opens.

   • If you are using an existing agreement, the Select items section opens.

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

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

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

5. Add reference details - Add the optional order and agreement details.

6. Review order - Preview the order details and then click Place order to finalize.

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

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 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 Agreements Interface.

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:

• Terminate your agreement.

• Edit the name of your agreement.

• Edit your agreement's default ID and assign a new ID.

Related topics

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 Terminate subscriptions.

• 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.

If you want to order new items as part of your current agreement, you can use the Agreements page on the platform.

Simply go to the details page of the agreement and select the Buy more option to add new items. Note that your agreement must be active to order new items.

Adding new items to your agreement

To add more items to your agreement:

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

2. Select the required agreement in the Active state.

3. On the details page of your selected agreement, click Buy more in the upper right.

1. In Select Items section, do the following:

   1. Click Add items. The Select Items page opens.

   2. Choose the items you want to order. You can select one or multiple items, and use filters to narrow down the list of items.

   3. Click Add items to add the new items to your order.

   4. Adjust the new quantity as needed and then click Next to continue.

2. Fill out the Details section and click Next.

3. Review your order and then click Place order to finalize.

A change order is created in the system and sent to the vendor for fulfilment.

While the change order is in progress, the agreement shows 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 Subscriptions Interface.

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.

For detailed instructions, see How to change license quantity.

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.

This can be done through the Buy more option on the agreement's details page. For detailed instructions, see How to add new items to your agreement.

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.

To learn more about canceling a single subscription, see Terminate subscriptions. To cancel all subscriptions in your agreement, see Terminate Agreements.

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.

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

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

Account setting options

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

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

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

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

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

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

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

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

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

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

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

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

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

Prerequisites

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

1. 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

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