Import from file starts after selecting Import from file in the Input selection step and clicking Next. This option allows you to upload a supported purchase document and let SAM AI extract the relevant purchase and entitlement information.
2. Upload
Upload the purchase document that should be processed by SAM AI. Select the file you want to upload, or drag and drop it into the upload area.
Supported files: PDF, PNG, JPEG, TIFF.
Maximum file size: 10 MB (default).
An administrator can change this limit under Configuration > License Management > Settings. See License Management settings.
After the file has been uploaded and processed successfully, the following message is displayed: Successfully extracted data.
Click Next to continue.
Before the upload starts, the wizard checks the file. A file in an unsupported format or larger than the maximum file size is rejected with a message and is not sent for analysis.
If the analysis fails, the wizard shows the reason:
•SAM Cloud cannot be reached: Check the network connection and the URL of the SAM Cloud connection.
•The API key is invalid or missing: Check the API key of the SAM Cloud connection.
•The analysis timed out: Try again. If this keeps happening, increase Maximum polling attempts or Polling delay seconds in the advanced settings of the SAM Cloud connection.
•The document could not be parsed: Check that the file is a readable purchase or agreement document in a supported format.
Any other error shows a general message. In this case, try again. For the connection settings, see SAM Cloud Connection.
3. Verify data
Review the information extracted by SAM AI. The uploaded document is displayed next to the extracted fields so that you can compare the values with the original source document. The preview shows the file name and size and the PDF viewer with its own zoom, page and print controls. For resizing, collapsing the step list and hiding or enlarging the preview, see Adding a new purchase.
The following fields may be displayed:
•Name*: Name of the purchase.
•Document type: Type of the commercial document.
•Invoice date*: Date of the invoice or purchase document.
•Currency*: Currency of the purchase.
•Tax rate: Tax rate applied to the net amount. The default value is 0.
•Total cost (net): Shows the total purchase costs excluding taxes. The value is calculated from the purchase items.
•Total cost (gross): Shows the total purchase costs including taxes. If the tax rate is 0, the gross amount is identical to the net amount.
•Discount amount or Discount rate: Discount applied to the whole purchase. The discount is prefilled from the extracted values. If the document shows a subtotal higher than the net total, the difference is entered as the discount amount. If the document states a discount rate, the discount rate field is shown instead of the amount. The field is not available as soon as a purchase item has its own discount. For details on the extraction, see SAM Cloud Connection.
•Customer: Organization or individual purchasing the license.
•Supplier: Organization or vendor providing the license.
•Contract number: Number of the contract this purchase belongs to.
•Invoice number: Billing document reference number.
•Purchase order (PO) number: Purchase order reference, if applicable.
•Sales order number: Sales order reference, if applicable.
•Quote number: Quote reference, if applicable.
Always verify the extracted values before continuing, especially dates, license metrics, quantities, and costs. After reviewing the extracted data, click Next.
4. Purchase items
In the Purchase items step, review and complete the purchase items extracted from the uploaded file. A purchase item defines the purchased license rights covered by the purchase and creates the corresponding entitlement.
The uploaded document remains visible next to the purchase items, so that you can compare each item with the source.
A confidence score may be displayed for each purchase item. It shows how closely the item matches the product found in the Technology Catalog, and is not a completion progress indicator. Lower scores indicate that the product assignment should be reviewed more carefully.
Click the settings icon on a purchase item to review and complete its details.
Use the Search button next to Item name to search for and assign the related product suite. Use the Search button next to License metric to determine the most suitable license metric based on selected product suite configuration.
You can edit the following fields:
•Item name*: A descriptive name for the purchase item.
•License metric*: Defines how licenses are counted and measured. This field directly impacts compliance calculations (e.g., Device-based, User-based, Core-based). If no supported license metric could be identified, the metric Custom is set without a message. Select the correct metric if one applies, or use the Search button to determine it. See Custom metric.
•License model*: The commercial model of the license (e.g., Perpetual, Subscription, Maintenance). This field determines which type of entitlement is created.
•License start*: Start date of the license entitlement. This date triggers the automatic generation of a Purchased Event in the Raynet One Calendar.
•License end: End date of the license entitlement, subscription, maintenance period, or trial. The availability and requirement of this field depends on the selected license model.
Click + Show more fields to display additional fields.
•SKU: The manufacturer's stock keeping unit or product identifier.
•Product number: Additional internal or vendor-specific product number.
•License pack*: The packaging or bundle size of the license.
•Quantity*: Number of licenses or entitlements purchased.
•Currency: Currency of the purchase item.
•Discount amount or Discount rate: Discount applied to the purchase item. By default the discount amount per unit is shown. If the document states a discount rate for the item, the discount rate in percent is shown instead. The field is not available while a purchase discount is set. The total cost of the item is updated accordingly.
•Unit price (net) *: Net price per license or item, excluding taxes.
•Unit price (gross) *: Gross price per license or item, including taxes.
•Billing interval: Defines the billing interval for subscription-based licenses, such as monthly or yearly. This field is disabled if the selected license model is not Subscription.
•Billing period: Defines the billing period for subscription-based licenses. This field is disabled if the selected license model is not Subscription.
•Total cost (net): Automatically calculated total cost excluding taxes, based on the entered pricing and quantity information.
•Total cost (gross): Automatically calculated total cost including taxes, based on the entered pricing, quantity, and tax information.
A discount is entered either for the whole purchase or for its items, not for both. For how the discounts are applied to the total cost, see Purchase view.
After reviewing and completing the purchase item details, click Save.
Click the + Add button to add additional purchase items if the purchase covers multiple configurations.
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After managing all purchase items, click Next to continue to the Summary step.
5. Link agreements
In the Link agreements step, you can link existing agreements to the purchase items defined in the previous step. Agreements are linked per purchase item: each item shows its name and the number of linked agreements, and the linked agreements appear below it as tags with their name and manufacturer. To remove a linked agreement, click × on its tag.
Click Add below a purchase item to open a selection panel. The panel lists the available agreements immediately, without requiring you to type a search term. Use the Search... field to search by agreement name or manufacturer, and the Filter by manufacturer... list to show only the agreements of one manufacturer. If the agreement you need is not shown, narrow the list with search or the manufacturer filter.
Click an agreement to link it to the purchase item. Agreements that are already linked to the item are marked Already linked and cannot be added twice. If no agreement matches, the panel shows No agreements found. Only agreements you have permission to view are listed; the manufacturer filter likewise only offers the manufacturers of those agreements.
Agreements whose product mapping matches the product of a purchase item are suggested for that item automatically when you create a purchase; remove them if they do not belong. For product mapping, see License Agreements.
If no agreements need to be linked, you can proceed without making a selection. Click Next to continue to the Summary step.
6. Summary
In the Summary step, Raynet One displays a final overview of all purchase details and linked purchase items before submission.
You will see two main sections:
•Purchase details: All header information (purchase name, Contract number, customer, supplier, invoice date, total costs, etc.).
•Items: A summary of all items linked to the purchase, including configuration, quantity, and calculated costs.
Review all information carefully.
If changes are needed, click Back to return to the previous steps and update the information. If everything is correct, click Create to finalize and save the purchase.
7. Progress
After clicking Create in the Summary step, the wizard enters the Progress phase. Raynet One now processes the purchase, validates entered data and links the defined entitlements. This step usually completes within a few seconds and requires no further input from you.
8. Finished
Once processing is complete, the purchase is added to the LM system. At this point, the new purchase and all its associated entitlements are available in the Purchases overview and can be used for reconciliation, compliance tracking, and optimization.
Click Finish to close the wizard and return to the Purchases list, or click View details to immediately open the detailed view of the newly created purchase.
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