License agreements are the framework documents behind your purchases, for example a manufacturer's enterprise agreement or a maintenance renewal agreement. By linking a license agreement to purchases, commercial products and other agreements, Raynet One can correctly represent multi-year or multi-tier licensing arrangements, including perpetual licenses that are extended by separate maintenance purchases.
License agreements are listed on the Agreements tab of the Documents page. Select an agreement to open its details. Besides the Details tab, the detail view shows the tabs Purchases, Agreements and Commercial products when the agreement has linked purchases, related agreements or linked commercial products.
Adding a license agreement
License agreements are added from the Agreements tab with the same wizard that is used for purchases. In the agreement flow, the wizard offers the AI-supported input methods Import from file and Import from files.
To add a license agreement:
1.Open the License Management workspace, go to Documents and select the Agreements tab.
2.Click Add... in the toolbar to open the wizard and choose the input method.
3.Upload the license agreement document. You can click the upload area to browse for a file or drag and drop a file onto it. The uploaded file is stored with the license agreement for future reference.
4.Review the extracted data in the verification step, where the uploaded document is shown next to the fields (see Adding a new purchase), and correct it where needed. Name is required, Manufacturer is selected from the catalog, and Document type is either Purchase or Agreement. If the document is detected as a purchase, it is created on the Purchases tab instead.
5.In the step Link commercial products, check the commercial products that were linked automatically from the products found in the document, and add or remove products where needed (see product mapping below).
6.In the step Link purchases, check the purchases that contain the linked commercial products. They are linked automatically; add or remove purchases where needed. If you change the commercial products in the previous step, the automatic selection is repeated.
7.In the step Link agreements, associate the agreement with related license agreements. You can search by name or manufacturer and narrow the list with Filter by manufacturer....
8.Check the summary and complete the wizard to save the license agreement.
Managing license agreements
The Agreements tab lists all license agreements with the columns Name, Manufacturer and Permissions. The toolbar offers the following actions:
•Refresh: Reloads the list.
•Add: Opens the wizard to create a license agreement.
•Edit: Opens the selected agreement in the wizard. Available when exactly one agreement is selected.
•Remove: Removes the selected agreements after you confirm. Available when one or more agreements are selected.
•Export to Excel: Exports the list.
•Search: Filters the list.
License agreement details
Select an agreement to open its details. The header shows the name and the manufacturer, with these buttons:
•Approve: Marks the agreement as approved. The button is shown only while the agreement is not approved and requires edit permission.
•View file: Opens the document that is stored with the agreement. The button is disabled when no file is attached.
•Edit: Opens the agreement in the wizard.
Below the header, a collapsed Related documents section shows how the agreement is connected to purchases and other agreements. It is hidden when no related documents exist. See Related Documents Visualization.
The tabs Purchases, Agreements and Commercial products list the linked records. Each tab shows a summary line, for example "This license agreement is linked to 3 purchases.", and supports the standard grid functions.
Editing a license agreement
Click Edit in the list toolbar or in the details view to open the wizard in edit mode. The upload step is skipped, the verification step is titled License agreement details, and the existing links are preselected. Change the data or the links and complete the wizard to save.
If you change the Manufacturer, product links that do not match the new manufacturer are removed when you save. The wizard shows the dialog Change manufacturer? with the number of links that will be removed.
Importing agreements with Import from files
When you import several documents at once, the import setting Relation mode controls how imported agreements are linked to purchases. The default is No relation. For all options and for setting the document type per file, see Import from files.
Linking agreements to purchase items
You can also link agreements while you add or edit a purchase. In the purchase wizard, the step Link agreements lets you assign one or more agreements to each purchase item, for example the perpetual license that a maintenance agreement extends. For the wizard in general, see Adding a new purchase.
Product mapping for license agreements
When SAM AI parses an agreement, it reads the manufacturer and the list of products named in the document. The products are then matched against the Technology Catalog. This product mapping ties the agreement to specific products instead of to everything a manufacturer sells. Raynet One uses it to find the purchases and purchase items the agreement belongs to.
After parsing, the following happens when you create an agreement:
•Commercial products that exist for the identified products are linked automatically in the step Link commercial products. You can search for further products by name or SKU, add them and remove linked ones. Products of a different manufacturer are marked as mismatched.
•Purchases that contain the linked commercial products are linked automatically in the step Link purchases.
•Identified products for which no commercial product exists yet are remembered by the system. They are not shown in the user interface and cannot be modified yet. They are used as soon as a purchase item with that product is added: the agreement is then suggested in the step Link agreements of the purchase wizard.
The automatic suggestions are made only once, when the agreement is created. When you edit an agreement, the existing links are kept as they are. If you change the manufacturer of an agreement, the remembered products and the product links that do not match the new manufacturer are deleted when you save.
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