Jul 16, 2018 - 09:14 AM
However, sometimes pragmatism is necessary. If there are urgent requirements for software, you may be able to deploy when you send the PO, you just need the processes to validate, and if necessary remove if there is a problem with the PO. In the event of an audit, if you can show an intent to purchase that predates the audit letter in the form of a PO sent to reseller they will nearly always take it into account.
Jul 18, 2018 - 01:16 AM
The way I approached this was to import the licenses once the PO had been fulfilled by the reseller - we had a PO receipting process in Accounts Payable which we used as the trigger. The process should be;
PO Sent to vendor
Vendor accepts PO, sends license notification/confirmation/whatever (for Microsoft this triggers an update of your license totals within 24 hours)
PO Requester receipts the PO and matches it to the invoice for payment authorisation. (It is at this point I'd add the license to my tool)
Strictly speaking Niall is correct that the license is only yours once you've paid, but non-payment of invoices is a matter for you and your reseller, not you and the licensor. Of course the reseller could revoke the licenses for non-payment but with a mature PO process that should almost never occur. The point is that during an audit the auditors will look at the License Statement as the proof of entitlement and it could easily be the case that that statement will include licenses not yet paid for - particularly if you've got favourable terms with your reseller (60/90 days).
One further thing - I would recommend that you don't buy licenses to address a shortfall if you're under audit conditions, unless you've agreed that with the vendor. Some audit clauses state that once an audit letter has been received you can't address the shortfall until the end of the audit, meaning you'll end up paying twice and have a bunch of licenses on the shelf. The reason they request this is because often an audit settlement is made at list price plus back support plus a premium. Check your audit clauses.