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On Demand License Management Current - User Guide

Working with Licenses Overview of On Demand Licenses Prerequisites for Licenses Licenses summary Licenses cost Viewing licenses Viewing product usage for different Microsoft products Viewing groups, changing license assignment, and removing licenses Viewing users, assigning and reclaiming licenses Configuration Documentation roadmap Technical Support

Configuration

When you click Licenses | Configuration in the left navigation panel, the Configuration page is displayed.

The Configuration page allows you to customize your cost reporting to match your Microsoft 365 deployment. You can customize the license costs to more accurately reflect your own cost data. You can also exclude specific licenses from being included in the calculations in the Licenses reports.

You can also add up to three Microsoft Entra ID custom attributes to use in filtering user information. Custom attributes include the standard custom attributes available in all tenants and any extended custom attributes that might be specific to a tenant.

You can set the currency symbol to be used for your On Demand organization in reports.

Customizing rates and excluding licenses
Adding custom attributes
Setting the currency symbol for reports

Customizing rates and excluding licenses

Initial license cost data is based on default rates. The Customize Rates feature can be used to specify the actual Microsoft license costs being charged in your tenant, with a resulting increase in the accuracy of the cost data.

You can also use this feature to exclude specific licenses from the calculations in the reports. For example, you might want to exclude free or trial licenses or licenses that happen to be bundled with other Microsoft licenses but are not used.

IMPORTANT: The Customize Rates feature is set at the On Demand organization level. If the selected tenant exists in more than one organization, any changes that you make to customized rates and license report inclusion will immediately affect the other organizations which can cause incorrect reporting. For this reason, it is recommended that a tenant should only exist in one organization.

To set a custom rate
1
Click Licenses | Configuration in the left navigation panel
2
If your organization has more than one tenant, use the Select Tenants drop-down menu to select a specific tenant.
3
Click the CUSTOMIZE RATES tab.
4
On the top right, click Edit.
5
In the list of licenses, select the license you want to customize.
6
The Applied rate per user and Effective start date fields are editable. You can customize multiple licenses.
7
If you do not want a license to be included in the calculations in the reports, under the Include in reports column, click the row for that license.
8
Use the arrows to select Exclude.
9
Click Apply.
The new rate is reflected in the Licenses data. Depending on the amount of data and the size of the tenant, it can take a couple of hours to have the cost information appear.

Adding custom attributes

You can use the Custom Attributes page to make specific Microsoft Entra ID custom attributes available in filters. Custom attributes are used to add information about a user, such as an employee ID, cost center, or some other custom value for which there is not an existing attribute. Custom attributes are specific to an individual tenant.

After you have added custom attributes (up to three) for a specific tenant, you can use this information in different pages in Licenses.

For example, on the Users page, you can add a column to the Users table for the attribute and filter users based on that custom attribute. On the Licenses page, you can group the license data by a custom attribute and also filter the data using the attribute.

Custom attributes are limited to 128 characters in length. If you have created a custom attribute in Microsoft Entra ID that is over 128 characters, it will be truncated to 128 characters when added in On Demand.

To add a custom attribute
1
Click Licenses | Configuration in the left navigation panel.
2
If your organization has more than one tenant, use the Select Tenants drop-down menu to select a specific tenant.
3
Click the CUSTOMIZE ATTRIBUTES tab.
4
On the top right, click Edit.
A list of the discovered attributes is displayed
5
If you know the name of the attribute you want, enter part of all of the attribute name and click SEARCH ATTRIBUTES.
For example, if you want to add Cost Center, enter Cost and click the SEARCH ATTRIBUTES button.
6
Select the check box beside the attribute you want.
 
* 
IMPORTANT: You can insert up to three custom attributes. If three attributes are already selected, you must clear one of the check boxes to add a new attribute.
7
Click Apply.

Once your On Demand tenant has synchronized with Microsoft, the new attribute will be available in filters on the Users and the Licenses page. When you are viewing a list of values in filters, custom attributes are displayed in italics for easy identification.

You can also use the Group By option on the Licenses page to group license information by custom attribute.

Setting the currency symbol for reports

By default the currency symbol used in the Licenses reports is set to US Dollar ($). You can change the currency symbol that is displayed for all the tenants in your On Demand organization.

IMPORTANT: The Edit Currency feature is set at the On Demand organization level. If a tenant exists in more than one organization, any changes that you make to currency settings will immediately affect all organizations to which the tenant belongs, which can cause incorrect currency symbols to be displayed. For this reason, it is recommended that a tenant should only exist in one organization.

To set the currency symbol for the organization
1
Click Licenses | Configuration in the left navigation panel.
2
Click the ORGANIZATION SETTINGS tab.
3
Click Edit Currency.
4
Select the currency that you want from the drop-down list and click Save. For example, you might select Euro (€) as the currency.
The currency symbol that appears for license costs in reports for all tenants will be €. However, when you change the currency symbol, there is no conversion of license costs.
To update the license costs to reflect the actual costs in the updated currency see Customizing rates and excluding licenses .
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