Manage Oracle orders

Register information about your Oracle orders in SAM Core so that you can then assign your purchased licenses to your Oracle environment. You can add information for a single order manually, or bulk-import information for multiple orders at the same time.

View Oracle orders

To view a list of all registered orders, and to see the details of a specific order:

1. On the SAM Core menu, under Applications, select Oracle and then select the Entitlements tab.

2. Select the Orders view.

   All Oracle orders that have been added to SAM Core are shown in the table.

3. To see the details of a specific order, select the order from the list.

   The Oracle order detailed view, appears, displaying the order information that has been entered into SAM Core, such as order number, currency, and license information per Oracle product included in the order.

Add an Oracle order

To register information about a single order:

1. On the SAM Core menu , under Applications, select Oracle, and then select the Entitlements tab.

2. On the Orders view, select Add an Oracle order and then Add order manually.

3. On the Order information tab, enter general information about the order, such as the order number, currency, and the vendor's contact details. See Order information for descriptions of what information to enter into the fields on the tab.

4. On the Products tab, for each product included in the order:

   1. Select Add product and enter information about the ordered licenses, such as the applicable Oracle product, license type, and metric. You can also connect the ordered product licenses to the relevant agreement if it has already been added to SAM Core. See Products for descriptions of what information to enter into the fields on the tab.

   2. When you have entered all the relevant information for the product, select Add product in the bottom-right corner of the tab.

   Each added product is listed in the table on the Products tab.

5. Select Save in the upper-right corner of the page when you have entered all the relevant information for the order and the included products.

   The new order is listed in the table on the Orders view. The registered information is displayed on the Oracle order detailed view.

Bulk-import Oracle orders

Instead of registering individual Oracle orders manually, you can import XLS, XLSX, and CSV files containing one or more Oracle orders. Make sure you have a correctly filled-in and formatted source data file before you start the import. You can download a template XLSX source data file via the Home > Import data page. For detailed information on required import data, see Oracle order import. When the information has been imported, it will be displayed on the Oracle order detailed view for each order.

note

The Oracle order import functionality cannot validate the uniqueness of licenses in an order, so you must ensure that the entitlements that are imported are not yet in the system; otherwise, this could result in registering duplicate licenses.

1. Navigate to the order import wizard either via Home or Applications on the SAM Core menu:

   • Via Home: Select Import data and then Oracle order import to go to step 1 of the import wizard.

   • Via Applications:

     1. Select Oracle, and then select the Entitlements tab.

     2. On the Orders view, select Add an Oracle order and then Upload document to go to step 1 of the import wizard.

2. On the Upload your Oracle orders view, select Choose file and then select the source data file you prepared for the import.

3. Select Save and continue to go to step 2 of the wizard.

4. On the Import settings view, do one of the following, depending on the format of your source data file:

   • CSV format: Select the delimiter character, that is comma, semicolon, or tab, to use as a column separator, and then select Save and continue to go to step 3 of the wizard.

     note

     If you select a delimiter character that is not used in the source data file, the file import status will become Discarded when you complete step 4 of the import wizard. In this case, the order import will fail; therefore, you must make changes in the CSV import file so that the delimiter character selection matches the column-separator format of the file to be uploaded.

   • XLS or XLSX format: Select Save and continue to go to step 3 of the wizard.

5. On the Map fields view, map the Source field names in the source data file with the Destination field names in SAM Core:

   1. To map an unmapped field, or to manually override the automapping, select a source field name from the drop-down list in the Source column.

      Mandatory fields are marked with an asterisk (*) and must be included in the source data file.

   2. When the fields are mapped, select Save and continue to go to step 4 of the wizard.

6. On the Review import view, review the data to be imported.

   The Status column shows if the order row will be imported or not.

   • Complete: All relevant data is present. The order information will be imported and you will be able to assign Oracle licenses to the products included in the order.

   • Incomplete: Required fields are present but other relevant data is missing. The order information will be imported but you will not be able to assign Oracle licenses to the products included in the order.

     Incomplete Oracle orders that are imported into SAM Core can be edited and completed at a later stage.

     note

     You may already have Oracle order Excel export files that closely, but not exactly, match the Snow template. You can use the export files to import the Oracle orders but you will not be able to assign Oracle licenses as long as the order status is other than Complete.

   • Discarded: The order information will not be imported due to any of the following reasons:

     • The source data file is missing any of the required fields.

     • One or more of the required fields have errors, such as the order file containing a currency that is not currently supported by SAM Core.

     • The delimiter character in the CSV source data file does not match the selected column separator setting.

7. Optionally, perform one or more of the following steps:

   • Select to Export all rows, Export incomplete rows, or Export discarded rows to an Excel file.

     The file can be an aid in creating a correct source file, with the right fields and content.

   • Select Back to go back and correct field mappings or import settings.

8. When you are satisfied with the review, select Finish import to start the import and finish the wizard.

Edit an Oracle order

To update general information for an order, for example, the vendor's contact information, or to add, edit, or delete products included in the order:

1. On the SAM Core menu, under Applications, select Oracle, and then select the Entitlements tab.

2. On the Orders view, select the table row for the order that you want to edit.

3. In the detailed order view that appears, select Edit order.

4. On the Order information tab, you can edit relevant fields regarding general information about the order. See Order information for field descriptions.

5. On the Products tab, you can add a new product entry and also edit or delete a previously added product entry. See Products for field descriptions.

6. Select Save in the upper-right corner of the page when you have edited all the relevant information.

Edit multiple Oracle orders

Editing several orders at the same time may be useful when you have to make the same updates to multiple orders, for example, updating the vendor's contact information.

To edit several orders at the same time:

1. On the SAM Core menu, under Applications, select Oracle, and then select the Entitlements tab.

2. Select the Orders view.

3. In the list of Oracle orders, select the check boxes for the orders that you want to edit, and then select Edit.

4. In the Select fields step, select an area of information, for example, General or Vendor/contractor, select the field or fields within that area that you want to edit, and then select Continue.

   You can select fields from several areas of information. The number of selected fields is shown to the right of each area of information.

   tip

   If you want to see what information is currently filled in for each order, select View selected orders in the upper-right corner of the view, and then select an order to open the detailed view for the order in a new tab.

5. In the Edit fields step, enter the new information for the selected fields, and then select Continue.

   The fields are empty from the start. The number of fields that you have selected for editing is shown to the right of each area of information. The number of empty fields is shown with a blue background. As you enter information in the fields, the number of filled-in fields will be shown with a green background. Checking that all numbers are shown with a green background is an easy way to make sure that you have filled in all the fields.

   note

   The changes you make will apply to all selected orders.

   Leaving a field blank will delete any value that has been previously entered in that field for any of the selected orders.

6. In the Confirm changes view, review the changes that you have made, and when you're done, select Finish.

7. In the Finish step, select Go to order overview to return to the Orders view with the list of Oracle orders.

Delete Oracle orders

You can only delete Oracle orders with no assigned licenses.

1. On the SAM Core menu, under Applications, select Oracle, and then select the Entitlements tab.

2. Select the Orders view.

3. In the list of Oracle orders, select the check boxes for the orders that you want to delete.

4. Select Delete orders.

tip

You can also delete an order when you are in edit mode, see Edit an Oracle order, Step 1 to Step 3. Select Delete, and then confirm the action.