How to handle over-allocated subscriptions

Sometimes orders are changed after subscribers have been added, which can result in having more assigned subscriptions than licenses owned by your company. This is called "over-allocation".

To see your subscription allocations, select the top icon at the left to open the overview pane.


Over-allocations are not allowed in Open License programs. Also, other programs may display this information in the portal differently.

Notice of Over-claimed Subscriptions

The display uses a hashed bar to indicate over-allocated subscriptions. The number of over-allocations across all subscription types is included in the Overview section at the top, and each subscription level also displays its own allocation status.

Receive notifications when over-allocations occur

You can designate an email address to receive notifications when overallocations occur, as well as set a threshold that must be exceeded before notifications are sent. Learn more about setting preferences for your agreements in the admin portal.

Resolve over-allocated subscriptions

There are several ways to resolve over-allocations:

  • Contact your reseller to purchase additional subscriptions.
  • Wait until your annual true-up period and pay for the over-allocated subscriptions at that point.
  • Delete some subscription assignments. (This won't prevent the need for payment at the annual true-up as the true-up is based on the maximum number of subscriptions assigned at any time during the year.)

Billing and true-up

If your organization has an Enterprise Agreement (EA), admins are able to assign subscriptions without purchasing them, and pay for them later through a reconciliation process known as a "true-up". When you over-allocate, your organization will be billed for the maximum number of subscriptions assigned to users during the "true-up". This is true even if you no longer have the maximum number of subscriptions assigned at the time the true-up takes place. To learn more about monitoring your maximum usage, visit the Maximum Usage topic.

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