Proof of purchase check template

A blank template with 27 columns. Download it and open it in Excel or Google Sheets, then add one row per record.

Columns

• app_id
• publisher
• product
• version
• license_type
• license_metric
• term_start
• term_end
• installs_found
• count_in_metric
• proofs_located
• quantity_proven
• proof_ref
• result
• shows_purchase_date
• shows_full_product_description
• shows_version
• shows_quantity
• shows_vendor
• shows_buyer_entity
• shows_price
• payment_proof_on_file
• upgrade_chain_complete
• evidence_location
• checked_on
• reviewer
• notes

How to fill it in

One row per product (per publisher, product and version). This is the evidence behind entitlements_owned in License position template.

A count of installs is not a position. A license counts only when acceptable proof of purchase backs it. Keep proofs for as long as the license and any upgrade rights depend on them, and as long as your records schedule requires. Decision needed: records owner or counsel for the period. A later upgrade is only as good as the original purchase behind it. A certificate of authenticity or a license key alone shows a copy exists, not that you have the right to use it.

• installs_found, count_in_metric, proofs_located, quantity_proven: what discovery found, the count in the license metric (assigned users for named-user licenses, devices for device licenses), how many proofs you located, and the quantity those proofs add up to. term_start, term_end: the current subscription or support term the proof shows.
• proof_ref: invoice or purchase order numbers. Separate several with a semicolon.
• result: short if quantity_proven is below count_in_metric, even if equal, over if above.
• shows_purchase_date, shows_full_product_description, shows_version, shows_quantity, shows_vendor, shows_buyer_entity, shows_price, payment_proof_on_file: yes or no. Answer yes only if every proof you counted shows that item. A "no" means the proof may not count; ask the vendor for a reissue.
• license_metric: the unit the contract counts (named users, devices, cores). Reconcile in that metric, not in a raw install count.
• license_type: full, upgrade or competitive upgrade. For an upgrade or a competitive upgrade, upgrade_chain_complete is yes only when the original qualifying purchase is also on file. Use "not applicable" for a full license.
• evidence_location, checked_on, reviewer: where an auditor can find the proofs, when you checked, and who checked.

Downgrade rights may let a newer license cover older installs; confirm with counsel. For a subscription, the proof must show the current term. The agreement defines what counts as acceptable proof; licensing-portal and reseller records can count. If quantity_proven differs from entitlements_owned, use the proven number until the gap is explained. See Proof of purchase check example.