polycom confidential polycom quotes on demand tool partner user guide version 1.1
TRANSCRIPT
POLYCOM CONFIDENTIAL
Polycom Quotes on Demand Tool Partner User GuideVersion 1.1
POLYCOM CONFIDENTIAL
ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Process OverviewProcess Overview
Login to Polycom
quote tool
Select Product Type
Input Region and Country
Configure Base Product and Options
Request Approval (if
required)
Save, submit, print your quote…
Add to Quote and Input
Quote Details
More Productsto Add
No
Yes
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ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Logging in and Selecting a ProductLogging in and Selecting a Product
Login user: [email protected]
(password and user name are case
sensitive)
URL: bigmachines.polycom.com (NO www.)
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Changing Your ProfileChanging Your Profile 1. Click here to access your profile
2. Change user settings
4. Click update to save your settings
here3. Bill to info will
populate prepared by section of quote
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Select Product (Choosing Product)Select Product (Choosing Product)1. Select your
product family here
2. Select your model here
3. Click here to configure your
product
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Select Product (Region, Country & Currency)Select Product (Region, Country & Currency)1. Select your current region. The page will auto-update and provide you a list of countries
based on your region2. Select your country and the Sales Region and Country. The system will store your choice as a cookie (See mandatory browser settings section)
Note: The Sales Region and Price List Currency will drive the selection of price list, and the Sales Country will be used
to filter part and product visibility.
3. Select the Currency for the
price list
4. Select next to proceed
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Select Product (Not Available)Select Product (Not Available)
Choose Previous to choose another Region/Country or Start Over to begin a new
quote
If the product is not available in the chosen Region/Country combination, the bundle choice will be blank and
this message will appear.
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Configuration (Model and Bundle)Configuration (Model and Bundle)
Select your model and bundle choice
Select your bundle quantity. Bundle quantity only applies to the selected bundle and
services. Optional Item quantities are handled on
another screen
Choose “yes” if the quote is only
for parts and not a bundle
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Configuration (Information and Services)Configuration (Information and Services)
Select relevant service offerings
For more information on a
product click on the help icon
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Configuration (Parts and Begin Quote)Configuration (Parts and Begin Quote)
Total price
Main system products show here
(automatically selected)
Optional compatible products are shown here. CHECK the product you want to include on the quote.
Click quote to proceed
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Configuration (With Expansion Options)Configuration (With Expansion Options)
Choose Model and Bundle
Choose Expansion Options and
Quantity
Choice Services and Maintenance (maintenance will
also apply to expansion options)
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Configuration (With Expansion Options Cont.)Configuration (With Expansion Options Cont.)
Main system products show here
(automatically selected)
Optional compatible products are shown here. CHECK the product you want to include on the quote.
Click quote to proceed
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ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Starting a QuotationStarting a QuotationFill in necessary
fields for opportunity name, quote
description, etc.
Prepared by info to be populated from bill
to info in profile
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Quote (Customer Information)Quote (Customer Information)
Fill in the appropriate customer addresses, select
contact list to save and manage your contacts
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Quote (Terms & Printing Information)Quote (Terms & Printing Information)
Fill in the appropriate term duration and add cover letter text if necessary
One PDF file may be attached to
quote if desired
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Quote (Change Discount & Quantity)Quote (Change Discount & Quantity)
To run pricing calculations, click on Update Price or Save
Change quantity of optional items here. Mandatory item quantity is set
during initial configuration
Enter the customer discount here.
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Quote (Adding Additional Products)Quote (Adding Additional Products)
Once configured with appropriate parts and
services, click add to quote
Choose Add Line Items, choose next product and proceed
through configuration process
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Quote (Removing Products from Quote)Quote (Removing Products from Quote)
Click Remove and then Save
Check the box corresponding to line item to remove
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Quote (Reconfigure a Product)Quote (Reconfigure a Product)
Click Reconfigure and proceed through configuration process
Click on top level hyperlink for product to reconfigure
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Quote (Add Non-Polycom Parts)Quote (Add Non-Polycom Parts)
To run pricing calculations, click on Update Price
Enter base currency, the part details, quantity and base price
Up to 5 non-Polycom parts may be added to a quote on this tab
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Quote (Quote Discount, Shipping & Taxes)Quote (Quote Discount, Shipping & Taxes)
Enter a quote level discount here, if desired
Choose base currency for shipping fees and taxes, then enter applicable
taxes and shipping fees.
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Quote (Comments & Messages)Quote (Comments & Messages)
Add comments to be seen on the quote
Special instructions from Global Reach, Services, or Certification that apply to this quote.
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Quote (Currency Code)Quote (Currency Code)
For quoting in a specific currency, choose the appropriate currency code and click Save or Update Price. Values
throughout the quote will reflect the new currency.
Due to a system limitation, though the values will reflect the new currency, the
“$” will continue to be displayed. However, the proper symbol will be
displayed on the printed quote.
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Quote (Submitting the Quote)Quote (Submitting the Quote)
Verify total for quote
When ready, click submit, this will allow the quote to be printed without a “draft” mark. NOTE: Once a
quote is submitted, click Revise to edit again. This will also increment the revision number.
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Quote (Max Discount)Quote (Max Discount)If max discount on any line item was
exceeded, a message similar to this will appear. The quote will either need to be
revised or approval will be required.
The max discount amount is established by a Partners
Management Team
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Quote (Requesting Approval)Quote (Requesting Approval)
Enter message to approver explaining need for discount and click request approval
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Quote (Requesting Approval Cont.)Quote (Requesting Approval Cont.)
When the Request Approval button is clicked, an email
notification goes to the designated approver group for
your organization
When your quote is approved or rejected, you will be
notified by email
To check on the status of your quotes, use the quote
manager
If you want to pull a quote out of the approval process,
prior to approval, click Revise
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Quote (Email & Printing)Quote (Email & Printing)
Click here to print your proposal. WARNING, make sure all popup
blockers are turned off or approved for this domain
Click here to email the quote directly to the customer or
team member
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ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Quote ManagerQuote Manager
The Quote Manager stores your quotes. Click on the column headings to sort your quotes
Quotes may be printed, copied and forwarded to other users from
this screen.
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Quote Manager (Folders)Quote Manager (Folders)
2. Check quote(s) to move
3. Select folder from list and click Move
1. Add folders with the Edit button
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Quote Manager (Searching)Quote Manager (Searching)
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2. Enter the columns you want to search on.
3. Enter the columns to be included in the search
results.
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Quote Manager (Searching Continued)Quote Manager (Searching Continued)
4. Specify values to use for search criteria, change column order for
results, click Search to see results.
5. Search results can be exported to excel for quote reporting, or click on the quote number to
proceed to that quote.
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Quote Manager (Views)Quote Manager (Views)
A view is a saved Search
Multiple views can be defined and saved
Each user can define their own views
Each user may set one of their views as the defaultTo create a View follow the same steps used to Search, then after clicking the Search button fill in the Name field on the page and click the Save As View button.
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Quote Manager (Using Views)Quote Manager (Using Views)
To use a view, select from the list and click the blue arrow icon to
the right of the list.
Click the Quotes Manager link to return to default view.
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ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Quote Forwarding (Overview)Quote Forwarding (Overview)
Purpose To move a quote created by a Polycom Sales Representative from the
Polycom Domain to a Partner Sales Representative or Manager in a Partner Domain. Partners may also use the feature to forward a quote to another person in their own domain.
Benefits Will automatically apply partner discounts to the quote Will automatically apply the partner’s logo Will be completely editable by the partner, per the access rights of the
person receiving the forward
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Quote Forwarding (Selecting the quote)Quote Forwarding (Selecting the quote)
Click on Forward
In Quote Manager, check quote to Forward
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Quote Forwarding (Choose Receiver)Quote Forwarding (Choose Receiver)
Choose the specific user(s) to receive the quote and
click forward
Do not use unless you want to send the quote to all of the
Reps or Managers
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Quote Forwarding (Recipient)Quote Forwarding (Recipient)
Recipient will find the quote in their Quotes Manager, though NO
notification email will be sent automatically
Once in their queue, it will inherit the discounts, formatting, and
entitlements of the partner
For collaboration purposes, the quote is now editable by both the
originator and the recipient
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Quote Forwarding (Warning!)Quote Forwarding (Warning!)
If a quote is forwarded to someone unintentionally, there
is not currently a way to recall it.
When forwarding a quote, only forward to a specific
person(s). Do not forward it to a group, as everyone in
that group, which could be hundreds of people, will
receive it in their queues.
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ContentsContents
Process Overview
Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Mandatory Browser Settings
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Getting Started: Getting Started: Browser Settings - SecurityBrowser Settings - Security
Select “Tools” then
“Internet Options” to
get this screenThese settings are for IE, though similar
settings are available on other browsers
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Getting Started: Browser Settings - Security
Select the security tab to get this
window
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Then select the “Sites” button to view this window
Click on the green check
box icon
Getting Started: Browser Settings - Security
Add http://*.bigmachines.com to
this text box and click “Add”
Make sure this box is
UNCHECKED
Click “OK”
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Select “Custom
Level” and you will see this screen
Getting Started: Browser Settings - Security
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Search for “Display
Mixed Content” about half
way down the list
Click “OK”
Select “Enable”
Getting Started: Browser Settings – Mixed Content
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Getting Started: Getting Started: Browser Settings – Popup BlockerBrowser Settings – Popup Blocker
Select Tools -> Pop-up Blocker
-> Pop-up Blocker Settings
Add http://polycom.bigmachines.com to this text box and click “Add”
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