Adding Multiple Customers and Licenses

The menu option Customers / Add Multiple Licenses allows you to add one or more licenses to an existing customer record, or add a license to one or more unregistered customer records. The second approach is typically used to pre-generate a list of licenses that can later be distributed to new customers. These licenses could be provided to a distributor, loaded into your own eCommerce or sales solution, or printed and sold with software through a retail store.

Instead of the Add Multiple Licenses feature, you can use the instructions for adding a single license using the SOLO Server web services, and simply loop the web service call to create multiple licenses.

Add Multiple Customers and Licenses Field List

Required Settings

Product: Choose the product being licensed.
# Licenses to Add: Specify the number of licenses that should be created.
Unit Price: Fill in the unit price for each license added. If adding these licenses to an invoice, it is important to fill in a unit price so the printable invoice is correct.

Optional Settings

Customer ID: If you want to add new licenses to an existing Customer record, specify the Customer ID. Otherwise, leave this field blank and one new unregistered Customer record will be created for each License added (recommended).
Invoice Number: If the License record should be assigned to an existing invoice, enter the invoice number here. Otherwise, no invoice will be attached to the license.

NOTE:
When using the Add Multiple feature, it is strongly recommended to always specify an Invoice Number. See the Processing an Add Multiple Order with an Invoice instructions below for more details.
Password Prefix: Optionally choose a password prefix. When the licenses are added, they will have a sequential License ID and a random password. If this is populated, the prefix will be added to the beginning of each random password.
Password Length: Optionally specify a password length. If not populated, the default length will be 6 characters if no prefix is specified, while if a prefix is specified, 6 random characters will be appended to the end of the prefix. Also note that is a prefix is specified, this value must be at least 3 greater than the prefix length.
Numeric Password: Check this to specify that the random portion of the password be only numeric. If not checked, the random portion of the password will be mixed case alphanumeric.
Use Password Rules for License Activation Password: Check this to use the Password Prefix, Password Length, and Numeric Password options when generating the license activation password. If unchecked, the license activation password will be generated using the default alphanumeric format with the length specified by the Activation Password Length Security Setting.
Distributor: If you wish to assign this license to a distributor, choose the distributor in this field.
License Notes: Any text entered in this field will be attached to the Notes field of each License record added. This could be used to add an order number, invoice number, or some other information to identify this block of licenses.
List Customer Details: If this is checked the results page will show the Customer ID and Customer Password for each record. Note that the customer password will not be included if adding the licenses to an existing customer if the current user does not have view password permission or the customer has created their own password.
Req Sequential: Checking this box will lock the license table and all licenses will be added in sequential order. This is only needed when tracking shipments of stock product where a From and To address range is used to move licenses from one SOLO Server Invoice to another. IMPORTANT NOTE: For large numbers of licenses, this process can take several minutes. Because the licenses table is locked when this setting is enabled, no other licenses can be added to the system while running the bulk insert operation (including through the shopping cart). As a result, care should be taken when using this option.

Processing an Add Multiple Order with an Invoice

When using the Add Multiple Licenses feature, it is strongly recommended to always specify an Invoice Number. This way, if you need to obtain this list of licenses or make a change to them in the future, this can be addressed by going back to the Invoice. Follow the steps below to complete this process:

1. Choosing a Customer Record

First, you must choose which customer record you want to add the invoice to.

Your Company

If you are adding licenses to sell or distribute directly to customers, you need to create or search for a customer record for your own company and proceed to step 2.

Specific Customer

If you are adding multiple licenses to a specific customer, create or search for that customer's record in SOLO Server and proceed to step 2.

Distributor

If this is a new Distributor, add a new Distributor record. A distributor record is linked to every license so that you know who sold the license to the end user. If you are adding multiple licenses for a distributor, you will need to create or search for their customer record. A distributor is purchasing software from you, so they are a customer also.

2. Adding an Invoice

In the Order & Refunds section of the customer information page, click the Add Invoice button:

Status: set to Web or one of the other statuses.
If not charging a credit card, set the Terms to a selection such as Prepaid.
If charging the customer's/distributor's credit card (requires Invoice Charge Credit Card permission):
- Fill in the Credit Card No, Credit Card CVV2 and Credit Card Expire.
- Terms: set to the credit card type.
- Merchant Account ID: set to your payment gateway or merchant account (may be defaulted for you automatically)
Amount Charged: Calculate and fill in this field with the (Unit Price * # of Licenses) + Amount Tax + Amount Shipping - Amount Discount. Be sure that the Amount Charged field is correct, because once the credit card is charged, it cannot be easily changed. If you are not charging a credit card, the Amount Charged can be updated later.
Click Submit.
If a credit card was charged, verify the Auth Code and Transaction ID are properly filled in.

3. Adding Licenses

At the top of the Invoice Details page, use the Actions dropdown and choose Add Multiple Licenses. Refer to the Field List above for additional information on each option:

Product: Choose the product and product option.
# Licenses to Add: Enter the number of licenses to add.
Unit Price: Price per product/license.
Customer ID: Leave this field blank to create new record for each license
Invoice Number: This should already be filled in as the invoice created above.
Distributor: Optionally assign the licenses being created to a distributor (see step 1 for details)

Click Submit. If the option selected is a bundled item, you will next be prompted to enter unit prices for each option in the bundle. Enter the prices and click Submit. You will be asked to confirm the options you have selected. Review the data and if correct, click Submit. If you need to change anything, click Edit.

4. Finalizing and Exporting

After the licenses are created, you will be redirected to the Invoice Details page. To export the list of License IDs and Passwords, scroll down to the Licenses section and click the CSV button.

It is important that the invoice balance. Make sure the following sum is correct: (Unit Price * # of Licenses) + Amount Tax + Amount Shipping - Amount Discount = Amount Charged. Use the Actions dropdown and choose Edit to update the invoice. If it does not balance, a pop up message will appear.