Volume Licensing Center User Guide

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1 Volume Licensing Microsoft Volume Licensing Volume Licensing Center User Guide

2 Overview of the Microsoft Volume Licensing Center... 4 Gaining Access to the Microsoft Volume Licensing Center... 4 Navigating the Microsoft Volume Licensing Center... 6 Licenses and Services... 8 Downloads and Keys... 9 Downloadable Products...10 Description...11 Search and Filter Features...12 Keys...13 Download...14 Agreements...15 Overview...15 Details...16 Orders...17 How to Look Up an Order...17 User Management...18 Online Services...19 Ordering Licenses...20 Buying New Services...22 Administration Tasks...24 My Profile...24 Access Roles...25 Role Access Permissions...25 MVLC User Guide 2

3 Help...26 Contact Us...26 Appendix A...27 Glossary...27 Appendix B...32 Account Menu...32 MVLC User Guide 3

4 Overview of the Microsoft Volume Licensing Center The Microsoft Volume Licensing Center is the single location for you to view your licenses and agreements. Gaining Access to the Microsoft Volume Licensing Center Note: You need a valid business address and user ID to use the Microsoft Volume Licensing Center. Everyone who requires access to the Microsoft Volume Licensing Center must be assigned an ID by Microsoft. This change from a Windows Live ID gives you control over access to the accounts in your organization. Microsoft will authenticate your ID and assign a unique domain. For example: YourName@YourOrganization.onmicrosoft.com. To gain access to the Microsoft Volume Licensing Center: At the beginning of this process, Microsoft will send you two messages. The first message will contain your ID, and the second will contain your temporary password. Note: If you do not receive an notification, check the junk folder in your program. Ensure that you to your Safe Senders list. 1. Access the Microsoft Volume Licensing Center (MVLC) at 2. On the MVLCP Welcome page, click Sign In. Figure 1: Welcome page MVLC User Guide 4

5 3. Enter your ID and temporary password. 4. On your first sign-in, you will be prompted to set your password. 5. Click Sign in. Figure 2: Sign in page MVLC User Guide 5

6 Navigating the Microsoft Volume Licensing Center The MVLC dashboard is designed for easy access to your licensing management needs. You can: View details of your agreements Look up an order Download products and keys Manage online services and licenses The dashboard has a clean look with only the tiles you need. Tiles that you do not need are not displayed. Figure 3 shows the dashboard with all possible tiles displayed. Figure 3: Dashboard MVLC User Guide 6

7 When you are on a page within MVLC, use the navigation menu at the top of the page to move between sections. Figure 4: Navigation Menu Figure 5: Filter drop-down menu You can sort lists of information on pages with rows and columns. To sort, click the column heading. The column toggles between sorting low to high and high to low. You can also filter these lists to get a smaller list to look through. To filter a list, click the filter icon to the right of the column you want to use for filter criteria. Enter your criteria in the drop-down box and click Filter. (See Figure 5.) To remove the filter, click Clear Filter. When there is more information available about an item in the details, the information icon appears. Click the blue question mark icon for a brief description for additional information. Figure 6: Context-sensitive help MVLC User Guide 7

8 Licenses and Services The Licenses and Services section of MVLC allows you to view your assets and the history of your purchases. You can also use it to plan renewals because licenses that are near expiration are marked so you can find them easily. The Licenses and Services page shows a list of your assets arranged by product group. The product groups can be expanded or contracted to make it easier to see the parts you are working on. When the product group is expanded, you can see all of the products in the group, and the number of licenses for each. To view the details of a plan, click the expansion icon on the left side of the row for that plan. The detailed view gives you such things as the number of licenses you have, the resource usage, and the expiration date for the licenses. Search Expand Expand Actions button opens menu containing history option Figure 7: Licenses and Services page If a purchasing account has a service agreement (SA) or an online SKU that is within ninety days of its expiration date, an Expiring soon notification appears with dotted gray underline. Hovering over the notification provides Help. If you expand the plan, the date of expiration for the purchasing account appears in red. Hovering over the date displays a note suggesting that you contact your partner for renewal. Figure 8: Upcoming expiration date MVLC User Guide 8

9 To see the purchase history of the plan, click Actions and select View History. This opens the Transaction History window. Figure 9: View History selection The Transaction History window displays all of the transactions having to do with a plan. It lists when the transaction took place, the product that was bought, the quantity of licenses involved, and other pertinent information. Each column has a filter that allows you to constrain the number of transactions listed. Once you have found the information you are looking for, you can export it to a file for later use. Figure 10: Transaction History Downloads and Keys To obtain product keys and download products, click the Downloads and Keys tile. The Downloads and Keys page provides a list of all products available for download, with easy access for downloading products and obtaining keys for products. This page allows you to do the following: Download products. View a product description. Determine which products need keys. Locate the correct key for a product. MVLC User Guide 9

10 Downloadable Products Categories for filtering Search box Downloads & Keys Icons Products Figure 11: Annotated view of Downloads and Keys page The Downloads and Keys page is arranged in three main divisions: Filter capabilities o o Categories (left area, marked in blue in Figure 11) allows you to filter the list of products Search box (center area, marked in purple in Figure 11) allows you to search for specific text Search results o Alphabetical list of products (center area, marked in orange in Figure 11) o Sort menu (right) allows you to sort the list of products Actions o o o Downloads icon (right area, marked in green in Figure 11) opens the panel for a product to expose information about the download and the buttons for available downloads for that product Keys icon (right area, marked in green in Figure 11) opens the panel for a product to expose the keys available for the product Export All Keys creates an Excel spreadsheet that contains all keys MVLC User Guide 10

11 You can change the number of products shown on a page by setting the Results per page option located at the bottom of the list of products. Page selector Results per page Figure 12: Page selector and Results per page Description Each product also has additional information that you can view, including the product version, special instructions, and system requirements. Figure 13 More information Viewing a Product Description To view additional information about a product, click the More link at the end of the brief description for the desired product. The Description drop-down panel expands, providing the Version, Release Date, Product Description, and System Requirements for the product selected. Click Less to collapse the section. MVLC User Guide 11

12 Search and Filter Features To find a product, you can filter the possibilities by the product family and/or search for the specific product. Filter To narrow your product results to a product family, check the box of the desired product area on the left side of the page under the heading Categories. The list of products is reduced to only those that fall into the category selected. You can select multiple categories, if desired. Searching for a Specific Product To search for a specific product: Figure 14: Downloads and Keys categories 1. Enter a product name in the Search Products text box (for example, Word). The Search Products text box displays possible suggestions as you type. You can select a suggestion to populate the text box. 2. (Optional) If you do not know the name of your product, or if no suggestion appears in the Product text box as you type, then: a. Enter the name of the software into the Search Product text box. b. Click the magnifying glass (Search) icon. (See Figure 15.) Figure 15: Search for products MVLC User Guide 12

13 Keys When downloading a product, you will need the correct product key, if one is needed. If you have multiple agreements for a product, you will see more than one product key. Select the key that is for the exact product and account. To locate a key for a product: If the product that you have installed requires a product key, you can obtain the product key. 1. Click the Key icon for the product. 2. The Product Keys drop-down panel shows the total number of available keys for this product. 3. (Optional) If there are more than ten keys, only the first ten keys are shown, and the Display All button will be visible. Click the Display All button to display all of the keys. 4. A pop-up window displays the available keys by License ID, Organization, Key, Type, and Activation. 5. (Optional) Exporting to a spreadsheet as comma-separated values (CSV) a. Filter the keys: Before exporting or printing the keys, filter for the customer account you want. If you do not do this, you may get a list with keys for multiple customers, causing a security risk. To filter the list, open the Account menu and select the account you want the keys for. Now only the keys associated with that account will be printed or exported. b. Click the Export all keys button above the Product panel to open the product keys list locally in a Microsoft Excel spreadsheet. If you forget to filter the keys before exporting, do so in the resulting Excel spreadsheet. Exports all keys to CSV file Sorts products alphabetically Displays keys for product Figure 16: Downloads and Keys controls Displays downloads for product Note: Some applications do not require a key. For more details on product activation and key information, please visit this link: MVLC User Guide 13

14 Download Figure 17: Downloading a product Downloading a Software Product To download a software product, do the following: 1. After you have found your product, click the Downloads icon. This opens the download panel. 2. (Optional) You can change the settings for the download. a. For the Language, click the down arrow, and then select the language of your choice from the list. b. For the Operating System Type, click the down arrow, and then select a menu item from the list (if available). 3. Click Download to start the download. You do not need to wait for each product to download. Select all the download buttons you need, and the products will download concurrently. MVLC User Guide 14

15 If an acknowledgement section opens, click the checkbox to acknowledge the terms of use. Not all products have acknowledgement sections. Figure 18: Terms of agreement acknowledgement Agreements To view your agreements overview and its details, click the Agreements tile. Overview If you have access to multiple agreements, the first page of the Agreements section will be the Agreements Overview page. It contains a list of all of the agreements you have access to, with an overview of these items: Agreement Number Location Account Number Account Status Purchasing Account Agreement Start Date (There is no end date the MPSA is perpetual.) MVLC User Guide 15

16 Details If you do not have access to multiple agreements, the first page of the Agreements section is the Agreements Details page. From the Agreements Overview page, click on an agreement to see further details, including: Purchasing Account Number Agreement Status Anniversary Month Account Type Agreement Administrator Delivery Location Agreement Number Compliance Check Month Address Price-Level Summary Legal Entity Account Status Agreement Administrator ;Figure 19: Agreement details page The Participants section at the bottom of the Agreements Detail page shows details about: Participant Type (Role) Click here to see a table of roles and permissions. Contact Entity Name MVLC User Guide 16

17 Orders To look up one of your orders, click the Orders tile. How to Look Up an Order To look up an order, do the following: 1. Click the Orders tile. You will see a list of your orders. 2. Click anywhere on the order that you want to review. This takes you to the Order Detail page where you can see details about: Order Header Order Information Order Item(s) Order Header The order header contains the following information: Order Status The current status of an order: in draft (not yet submitted to Microsoft) or a finalized, complete order. Purchasing Account Agreement Number Purchasing Order Number Usage Date This account is an affiliate or department designated by the customer listed on the agreement in purchasing account registration. The account manages product purchases and sets the default delivery location for tax purposes. Identifies the instance of a Microsoft Product and Services Agreement (MPSA). The MPSA contains the master terms and conditions that apply to all purchasing account registrations signed under the agreement. This is a purchasing number used for an order of one or several items when invoicing. All invoices include a unique PO number. The date on which purchased licenses and services are first eligible for use. Purchasing Account Number A unique identifier of the purchasing account. This number, together with the agreement number, is used to track purchasing, assets, and consumption of services. MVLC User Guide 17

18 Order Information The order information section contains the following information: Bill-To Party Pricing Locale Bill To Ship To Currency Invoice Contact Party responsible for payment. This can be a different department or party than the one that receives invoices. This price information identifies which local region s price list is used for items priced on order. The name and address where invoices are sent for payment. This is the address where physical shipments are sent or where online services will be used. This is the monetary currency an order will be billed in. An individual inside the customer s organization to whom Microsoft will send invoices for products sold direct to customer by Microsoft. Order Item The order item section contains the following information: Item Name This is the name of the product or service being purchased. Item Number Program Offering Extended Item Amount Line Item Type Quantity This is the unique numeric identifier for each product or service being purchased. This identifies the specific Volume Licensing program under which a product or service is being purchased. This is a Volume Licensing subprogram (such as a promotion or discount) under which a product or service is being purchased. The extended item amount is the net value that will be billed for the sales order, including any discounts and estimated taxes. This identifies the type of order by line item, for example, a new purchase, a renewal, or a true-up. The amount of seats that will be purchased for each product or service on the order. User Management In the future, the User Management tile will allow you to manage permissions for accounts that you administer. MVLC User Guide 18

19 Online Services Microsoft online services are subscription-based, feature-rich enterprise software services that provide customers with continuous rights to the most current versions of Microsoft software. This offers our customers savings and reliability. The Online Services page shows you all of your active services. Each line shows the name of the service, a slider showing the number of licenses available, an icon to add licenses, and an icon to manage licenses. Figure 19: Online Services Page MVLC User Guide 19

20 Ordering Licenses To place an order for more licenses for a service, do the following: 1. Click the Add More icon to the right of the service name. This brings you to Step 1 of the process, which shows the name of the service and the number of licenses that you currently have. You must complete the fields on this dialog box to place the order. a. Specify the number of licenses you want to add. b. Enter your purchase order number, or select a previously used one from the drop-down list. c. Select the partner that helped you with the order. This allows Microsoft to credit the Microsoft partner. All the partners of record associated with your agreement will be listed in the drop-down menu. If a partner did not help you, leave this field blank. Note: selecting a partner does not affect your price. If no partner was involved, leave this field blank. d. Click the Continue arrow. This shows you the order so far. You can change the order, add more to the order, cancel the order, or proceed to Step 2. Figure 20: Adding More Licenses Step 1 MVLC User Guide 20

21 Figure 21: Your Order So Far 2. Review Order This page displays your order. Check all of the information, and if it is correct, click Buy Now. Figure 22: Step 2 Review Order MVLC User Guide 21

22 3. Order Complete A confirmation will be displayed. You will also receive a confirmation in . The will contain a link that, when clicked, will take you to the invoice on MVLC. You will be invoiced for all purchases made during a month at the beginning of the following month. Figure 23: Confirmation of Order Buying New Services To buy a new service, do the following: 1. Click the Buy New Service button on the Online Services page to go to Step 1: Create Order. This page displays the product groups for all of the plans currently available to you. a. Choose the product group for the plan you want to buy. b. Choose the plan. MVLC User Guide 22

23 c. Specify the number of licenses, the purchase order, and the advising partner. d. Click Add to order. Your order, thus far, is displayed. You can change, add to, or cancel the order. e. To continue to Step 2, click Review Order. Figure 24: Step 1 for Ordering a New Service Steps two and three are identical to the steps for adding more licenses to an existing service. 2. Review Order This page displays your order. Check all of the information, and if it is correct, click Buy Now. 3. Order Complete A confirmation will be displayed. You will also receive a confirmation in . The will contain a link that, when clicked, will take you to the invoice on MVLC. You will be invoiced for all purchases made during a month at the beginning of the following month. MVLC User Guide 23

24 Administration Tasks There are two areas where you can perform administrative tasks: the Account drop-down menu and My Profile. My Profile To update your profile: 1. Click the My Profile link, on the top-right side of the page. 2. Select Edit. Figure 25: My Profile 3. Edit active fields: first name, last name, contact , and contact language. 4. Click Update Profile to save your edits. MVLC User Guide 24

25 Access Roles There are several roles that you, may be assigned for accessing MVLC. The roles are: Customer Center Administrator oversees access to MVLC and has access to all functions. Online Services Manager places orders for licenses and services; can do anything but download products. Product Key Viewer accesses keys for installing software; cannot download software until granted permission. Report Viewer reviews reports about the available agreements and assets. Software Downloader downloads software and can access keys for installing software. Role Access Permissions Depending on your role, you have permission to access one or more of these MVLC functions: View agreement view any agreement for any Purchasing Account for which you ve been granted access. View/create orders create and view any order in your Purchasing Account that you are granted access to. View assets view any assets for any Purchasing Account for which you ve been granted access. Order online services order Online Services through the VLC. To further manage your licenses, go the CP Platform to manage seats and users. Download software download any MVLC Product. The Product Key Viewer role does not have this permission until it is granted. View keys view keys. Update profile view your permissions and read and update your profile. Access help View FAQ, quick start guides, and videos about using MVLC. This table shows a summary of the permissions that each role has. Role on the MPSA agreement Access View agreements View/ create orders View assets Order online services Download software View keys Update profile Access help Customer Center Administrator Online Services Manager Product Key Viewer Report Viewer Software Downloader Note: Only an administrator can change your role(s). MVLC User Guide 25

26 Help If you have any questions about any of the features on MVLC, please use the Help tile to link to training and frequently asked questions. Each of the tiles discussed in this guide has a video tutorial with more detailed information about the tile and the functions associated with it. Figure 26: Help and FAQ Contact Us The Contact Us link is at the bottom of the page. Figure 27: Contact Us Page MVLC User Guide 26

27 Appendix A Appendix Glossary A Glossary Term Account Account Address Account Contact Account Name Account Number Account Sales Area Account Status Account Type Agreement Agreement Amendment Agreement Number Agreement Package Agreement Partner Account Participant Agreement Price Level Definition The pairing of a legal organization with Microsoft under a set of rules of engagement, created and assigned by Microsoft, established in order to engage in business with Microsoft. It is defined and based upon How the Legal Organization views their relationship with Microsoft." A description of an actual location or delivery location recognized within a legal jurisdiction for an account. The contact that is associated with a particular account. The name assigned by a legal organization that describes the organization s relationship with Microsoft. A value that uniquely identifies an instantiation of an account. A sales area associated to an account allowing the Regional Operational Centers to manage the accounts more effectively. An identification of the state of an account instance. The classification of an account. An account can be related to a customer, vendor account, or partner account. A legal document depicting an understanding between a legal organization(s) and Microsoft. A concession or modification made by Microsoft to terms and conditions, pricing, and/or rules stated on an agreement. A value that uniquely identifies an instantiation of an agreement. A collection of agreements recognized as a single unit for signature under a Volume Licensing deal. A partner account assigned to an agreement partner participation type on an agreement. An agreement established under a Microsoft Products and Services Agreement (MPSA) which enables a purchasing account under the MPSA to enroll in, to enable purchasing at the negotiated rates/conditions. MVLC User Guide 27

28 Agreement Special Pricing Agreement Start Date Agreement Status Agreement Type Amendment Type Assigned Quantity Bill To Bill-To Party Channel Agreement Type Channel Partner Type Currency Customer Purchasing Account Customer Purchasing Account Number Electronic Identity Extended Item Amount Invitation Invoice Invoice Contact Invoice Number A negotiated adjustment in price for an agreement that is associated with a pricing level. The special pricing can be determined at any combination of pricing variables (e.g., Product Pool, Sales Sub Offer, Product Family, etc.) The value of the special pricing is described by the special pricing type. The date (from 12:00 a.m.) when this agreement started and became effective. The state or condition of an agreement. A categorization of the kinds of agreements used in Volume Licensing. A categorization of the kinds of agreement amendments used in Volume Licensing. A numeric count of something, where the count includes only whole units, i.e., no fractions. The name and address where invoices are sent for payment. Party responsible for payment. This can be a different department or party than the one that receives invoices. A classification that represents different identified business pathways that a partner organization can engage and sell. Authorized Microsoft determined sellers, who are not under Microsoft financial control (i.e., third party), for particular offers within a specific set of countries. The monetary currency an order will be billed in. A customer purchasing account is the pairing of an external organization with Microsoft, under a set of rules of engagement, created and assigned by Microsoft for the purpose of purchasing hardware, software, and services. A value that uniquely identifies an instantiation of an account A unique identifier (guide) that can be used to uniquely represent an electronic presence within a domain. It often represents a persona (user or a collection of users) that require an electronic means to access network provided assets, either within a local area network (LAN) or on the Internet. The net value that will be billed for the sales order, including any discounts and estimated taxes A message sent to a prospective user inviting participation in the service by confirming and accepting the creation of an assigned electronic identity. A bill listing charges or refunds to the customer/partner for purchases or services rendered. An individual inside the customer s organization to whom Microsoft will send invoices for products sold direct to customer by Microsoft. A unique identifier that identifies an invoice. MVLC User Guide 28

29 Item Item Name Legal Organization License Count License Transfer Asset License Type Line Item Type List Price Amount Minimum Purchase Quantity MUI Indicator Net Discount Amount Net Price Amount Offering One Time Special Order Amendment Ordering Item Order Status Partner Account A product or service that Microsoft has released or will deliver, without regard to if or how it will be licensed, priced, marketed, packaged, sold, or fulfilled, e.g., Office 2001 Pro Win32; Window Azure Accelerator, Xbox 360 Live, Xbox 360 Pro Console Bundle, etc. The name of the product or service being purchased. An organization (structure within a social context) that has a definitive, objective, independently certified identity and is registered within a legal jurisdiction (a geopolitical territory which formally constituted legal authority is exercised). A numeric count of something, where the count includes only whole units, i.e., no fractions. A customer asset position that is being moved from one purchasing account to another. A classification structure of the types of licenses of an ordering item and delivery item based on its function, e.g., Laminar, etc. Identifies the type of order by line item, for example, a new purchase, a renewal, or a true-up. The unit price of an item ordered on a Sales Order Line Item A numeric count of the minimum number of the orderable item that can be purchased, where the count includes only whole units, i.e., no fractions. A field that indicates if this product language offering incorporates Multilingual User Interface (MUI) Pack technology that enables a software product to operate with multiple languages from the same code base. The difference between the list price amount and the net price amount. This would always be a positive number and would be the amount that the list price amount was reduced to, to give the net price amount. The unit price of an item on a sales order line item after all discounts have been applied. A Volume Licensing subprogram (such as a promotion or discount) under which a product or service is being purchased. An agreement amendment that provides for the negotiated special pricing for a specific order. An item that is allowed to be ordered, but is not yet included in a sales offer. The current status of an order, in draft (not yet submitted to Microsoft) or a finalized, complete order. The pairing of an external organization with a Microsoft internal virtual team, under a set of rules of engagement, created and assigned by Microsoft for the purpose of facilitating the sale of hardware, software, and services to a customer account. MVLC User Guide 29

30 Partner Account Channel Agreement Type Partner Account Number Partner Type Payment Option Pricing Locale Product Category Product Edition Product Family Product Line Product Type Program Promotion Purchase Order Date Purchasing Account Purchasing Account Number The assignment identifying the channel agreement types that a partner account can engage in or act as. A value that uniquely identifies an instantiation of an account. The classification of a partner to describe the type of business relationship they manage with Microsoft. The description of available payment duration types presented to a purchaser. Payment is the transfer of money owed upon presentment of a demand for payment invoice. Price information that identifies which local region s price list is used for items priced on order. A systematic grouping of products that have the same product family, version, operating system, hardware interface, and language, e.g., Office 2010 Win32 Brazilian, PowerPoint Mac 4.0, Mac English, etc. The different editions of a product item that are built. Hardware products have different "models," while all other product classes have different editions, e.g., Professional Special Edition, Windows Azure Accelerator, etc. A logical grouping of end item (SKU) or component part numbers. A collection of product items established by Finance to allocate revenues to the various product groups that participated in the development of those products, e.g., Office 365 Plan A1, Microsoft Windows Professional, etc. A collection of product items that fulfill a specific customer need or that share a core set of functionalities, e.g., SQL Server, Office, Windows, Exchange, SharePoint, etc. A classification for Microsoft to determine like grouping of items for sales activity. Identifies the specific Volume Licensing program under which a product or service is being purchased. A place holder for future requirements beyond the alpha Laminar release. Additional attributes will be added later to cover how prices are reduced as part of the promotion. Contains the date and time assigned by an external party on their purchase order that they are referencing when submitting a purchase to Microsoft. An affiliate or department designated by the customer listed on the agreement in purchasing account registration. The account manages product purchases and sets the default delivery location for tax purposes. A unique identifier of the purchasing account. This number, together with the agreement number, is used to track purchasing, assets, and consumption of services. MVLC User Guide 30

31 Purchasing Order Number Qualifying Agreement Quantity Quantity Amount Redeemed Quantity Regional Operations Center Sales Order Ship To Usage Date Usage End Date Usage Start Date A purchasing number used for an order of one or several items when invoicing. All invoices include a unique PO number. A purchasing account prior agreement that provides credentials that enable an agreement price change. The amount of seats that will be purchased for each product or service on the order. The total count of the ordered items on a sales order line item. A numeric count of something, where the count includes only whole units, i.e., no fractions. An office of Microsoft that supports the sales of products and services to customers and partners with a defined geographic region. Contains Microsoft's internal representation of a request from a transacting partner to purchase products or services from Microsoft. The address where physical shipments ordered are requested to be sent to or to identify where online services will be used. The date on which purchased licenses and services are first eligible for use by our customers. The last date that the purchase item was consumed or will be consumed by the customer that is ordering the item. The first date that the purchase item was consumed or will be consumed by the customer that is ordering the item. MVLC User Guide 31

32 Appendix B Appendix Account B Menu Account Menu If you have more than one account associated with your profile, you can filter the information displayed for the single account you want to see. This can be especially helpful when you are obtaining keys for downloads. To filter the list, open the Account menu at the top of the page and select the account you want. This filters all of the results for the portal. To remove the filter, reset the Account menu to All. Figure 25: Account Menu MVLC User Guide 32

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