ERP SOFTWARE LICENSE COMPLIANCE & AUDIT CHECKLIST 2026

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--- LICENSE INVENTORY & ASSET DOCUMENTATION ---
[ ] ERP Module Name
[ ] Total Number of Licenses Owned
[ ] Current Number of Active Users
[ ] License Expiration Date
[ ] License Type (Perpetual, Subscription (SaaS), Node-Locked, Concurrent User)
[ ] Proof of Purchase / Contract PDF
[ ] Discrepancy Notes

--- USER ACCESS & SEAT UTILIZATION AUDIT ---
[ ] Total Number of Purchased Licenses
[ ] Total Number of Active User Accounts
[ ] License Utilization Rate (%) (0-50% (Underutilized), 51-80% (Optimal), 81-99% (At Capacity), 100%+ (Over-provisioned/Non-compliant))
[ ] Identified Discrepancy Types (Unassigned licenses available, Inactive users still consuming seats, Unauthorized/Guest accounts detected, Role-based access mismatch)
[ ] Audit Findings & Discrepancy Details
[ ] User Access Export Report
[ ] Audit Completion Date
[ ] Compliance Officer Approval

--- CONTRACTUAL TERMS & MAINTENANCE REVIEW ---
[ ] Contract Expiration Date
[ ] Agreement Type (Subscription (SaaS), Perpetual License, Term License, Usage-Based)
[ ] Included Support Services (24/7 Critical Support, Standard Business Hours Support, Technical Account Manager, Regular Security Patching, On-site Training Services)
[ ] Maintenance Scope Summary
[ ] Master Service Agreement (MSA) Upload
[ ] Annual Maintenance Cost

--- DEPLOYMENT & INSTANCE COMPLIANCE ---
[ ] Environment Type (Production, Sandbox/Testing, Development, Disaster Recovery)
[ ] Instance ID/Name
[ ] Last Deployment Date
[ ] Included Modules in Instance (Finance, Human Capital Management, Supply Chain, CRM, Manufacturing)
[ ] Deployment Configuration Logs
[ ] Compliance Discrepancy Notes

--- THIRD-PARTY INTEGRATION & MIDDLEWARE LICENSING ---
[ ] Integration Name
[ ] Integration Type (API-based, EDI/Batch Processing, Custom Script/SDK, SaaS Connector)
[ ] Monthly API Call Volume
[ ] Middleware Subscription Expiry
[ ] Proof of License/Contract
[ ] Included Features (Data Transformation, Error Handling, Real-time Sync, Security Encryption)

--- SOFTWARE VERSION & PATCH COMPLIANCE ---
[ ] Current ERP Core Version Number
[ ] Last Security Patch Deployment Date
[ ] Patch Compliance Status (Fully Compliant, Partial Compliance (Pending Patches), Non-Compliant (Critical Updates Missing))
[ ] Identified Missing Patch Categories (Security Fixes, Bug Fixes, Feature Enhancements, Database Driver Updates)
[ ] Patch Deployment Log
[ ] Risk Assessment of Pending Updates

--- COST MANAGEMENT & RENEWAL PREPAREDNESS ---
[ ] Next License Renewal Date
[ ] Current Annual ERP License Spend
[ ] Renewal Strategy (Renew Existing Contract, Negotiate New Terms, Consolidate/Downsize Licenses, Transition to Different Vendor)
[ ] Budget Approval Status (Budget Approved, Pending Review, Under Negotiation, Requires Re-allocation)
[ ] Cost Optimization Notes & Savings Opportunities
[ ] Current ERP Contract/Agreement Copy

--- AUDIT READINESS & EVIDENCE COLLECTION ---
[ ] Audit Completion Date
[ ] Primary Auditor Name
[ ] Evidence Documents Collected (License Certificates, Usage Usage Reports, Deployment Logs, Proof of Payment/Invoices)
[ ] Upload Audit Summary Report
[ ] Discrepancy Findings & Notes
[ ] Compliance Officer Approval

--- END OF TEMPLATE ---
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