Beth Gamble

Cisco Contracts Management Office (CMO)

June 2016

NASPO ValuePoint

Sales Volume Reporting Template Training

Sales Volume Reporting & Admin Fees Remittance Process

Reseller submits Report via Web

Portal by due date

Reseller submits payment for the invoiced NASPO

ValuePoint & State admin fee (if applicable)

to Cisco

Cisco reviews Resellers’ reports and notify NVP and the Participating

State/Entity when consolidated report is

available on Web Portal

Cisco sends one (1) check payment to NVP

and one (1) check payment to the State (if applicable) for admin

fees due per the consolidated report

Reseller prepares Sales Volume Report

Reseller receives an Invoice for the

admin fee(s) via email from Cisco

with Payment Terms of “Pay Immediately

Upon Receipt”

Failure to Report Accurately and Timely: Resellers who fail to accurately submit their reports by the deadline, including a “$0 No Sales Report”, may result in SUSPENSION or TERMINATION from the contract in the applicable Participating Entity for non-compliance of the reporting requirements. Under-reporting and late reports are grounds for termination of breach under the USPSS.

Authorized Sales: SKUs submitted in sales reports must EXACTLY match SKUs published on the approved Contract Pricelists as posted on the Contract webpage and NASPO ValuePoint eMarket Center.

Cisco List Price: List prices submitted in sales reports must EXACTLY match the list prices on the corresponding posted Pricelists per the date of the Customer’s PO.

Contract Minimum Discounts: The discounts reported for the sales must, AT A MINIMUM, be the contract minimum required discounts or GREATER. Must report ALL sales including those that have greater than contract minimum discounts.

Public Sector Contract Sales Reporting Web Portal: https://pos.immixgroup.com/IGCISCO/

Cisco Sales Report Training WebEx Recording (~60+mins):

1) Report Template Training 2) Web Portal Training 3) FAQs

NASPO ValuePoint Price List (RESTRICTED ACCESS – email nvp-help@cisco.com):

DataCom AR233 (14-19)

CompEq MNWNC-105

Report Due Dates: Refer to the table below for Quarterly Report Due Dates. For Participating Entities that have monthly reporting requirements, please refer to the Participating State/Entity specific training for details.

NASPO ValuePoint Reporting

Quarter Reporting Period Due Date

Q1 July 1 – September 30 October 7th

Q2 October 1 – December 31 January 7th

Q3 January 1 – March 31 April 7th

Q4 April 1 – June 30 July 7th

Report Template – SUMMARY

If you are reporting “$0 Sales” for the quarter: Do NOT complete a report template. You still MUST log into the reporting tool and submit a “$0 NO Sales” for the quarter.

Complete the Header Section (rows 1 to 7) first.

Manual entry for the Detail Section (columns B-AB) begins at row 10.

Each row in the Detail Section MUST be populated with data for columns B to AB.

Each row in the Detail Section MUST include sales volume data for only one (1) SKU.

Each Product/Service SKU (column X) entry must match the Type of Sale (column W) indicated. For example, when reporting “Services: 1-YR SMARTnet” in column W for a Service, Product/Service SKU in column X must begin with a Service prefix such as ‘CON-’ or ‘SP-’.

Use the Auto Format Rows macro button to resize columns/rows and wrap text within a cell.

Use the Add 10 Blank Rows macro button to add additional rows to the bottom of the spreadsheet.

Key Reporting RemindersWhich Sales Transactions to Report

All orders placed by Authorized Purchasers using the NASPO ValuePoint Contract in their State; AND All sales

for which a purchase order has been received and accepted during the reporting interval; AND order has been

placed with Cisco or Disti must be reported. If order has not YET been placed with Cisco or Disti, report order in

future reporting period when order has been placed with Cisco or Disti.

Any order(s) placed as a result of Reseller being awarded the deal based on a mini bid (i.e. solicitation for

quotes) or mini RFP that leverages the Ts &Cs of the NASPO ValuePoint Contract or piggybacks off of it; or

Any order(s) placed as result of Reseller being awarded a deal based on a full blown RFP that leverages the Ts &

Cs of the NASPO ValuePoint Contract or piggyback’s off of it.

Any order that used a channel program (ie. OIP, SIP, TIP, VIP, etc.), DSA or Cisco Promotion that used the

contract as a purchasing vehicle must be reported.

All Purchase Orders that were placed by the Customer under the contract must be reported, regardless if the

Reseller procures the products and/or services directly from Cisco or through a Cisco Distributor to fulfill that

Customer Purchase Orders

NOTE:

It is not necessary to report $0 configured minor line items if it is part of a major line priced SKU.

It is the Resellers’ responsibility to verify with the Authorized Purchaser if the order does NOT clearly identify

that the order is being placed through NVP. Underreporting is grounds for removal from the NASPO

ValuePoint Contract.

Report Template

Report Template Example – Fully Completed

Report Template Header Section – Macro Buttons

“Auto Format Rows” Button: Will wrap text and adjust column width and row height

“Add 10 Blank Rows” Button: This adds 10 additional rows to the bottom of your spreadsheet to add more sales data

Note: Allow Excel to enable macros if security warning appears

Report Template Header Section

Partner Name: (Row 1): Enter your Full Legal Company Name.State/Contract ID: (Row 2): Select from the drop-down list, choose the relevant US state and Contract ID. For example, “WI-AR233 (14-19)”.Reporting Period Ending Date: (Row 3): Select from the drop-down list, choose the quarter/month (whichever is applicable) end date of the sales data that is being reported. Contact Name: (Row 4): Reseller POC’s name who will be available to remediate or discuss any reporting issues.Contact Phone: (Row 5): Reseller POC’s phone number.Contact Email: (Row 6): Reseller POC’s email address.Partner PO# for Admin Fee Invoicing: (Row 7): Enter Reseller’s valid PO# that will be issued to pay for applicable Contract Admin Fees. Enter placeholder PO# (ex. NVPDataComCTQ2CY15) if not available.

Header Section: (Rows 1- 7): Complete these rows before beginning to fill out the body of the report. Fill in the blue highlighted rows with your Partner information as seen below.

Report Template Detail Section

Spreadsheet Message: (Column A): If any detail section cell is

blank or is identified to have a problem, a descriptive error

message will appear in the “Spreadsheet Message” column for

the applicable row.

Overall Report Errors: (Row 8): If there are any errors, this row will alert you how many rows have errors.

Report Template Detail Section – Column B & C

Cisco Sales Order or Disti Transaction ID: (Column B): Cisco’s Sales Order Number if the order went direct -OR- the Transaction ID if the order went through distribution.

Valid Exception Entries:

“MP########” (MarketPlace number) -If a Cisco SO has not yet been generated, enter the MarketPlacenumber assigned to the order.

“N/R” (Not Retained) – allowed if you are a Cisco Certified National Direct Integrator only.(ie. CDW or GovConnection)

“N/A” (Not Applicable) – Does not apply for Basic Install & Config orders being reported

Partner PO Number (to Cisco or Disti):(Column C): Partner’s Purchase Order Number associated with the order submitted to Cisco/Distributor.

Valid Exception Entries :

“N/A” (Not Applicable) – Does not apply for Basic Install & Config orders being reported

Begin at row 10 and work your way right to complete each detail row.

One row for each SKU, it is not necessary to report $0 configured minor

line items if it is part of a major line priced SKU.

Do not skip any rows.

Report Template Detail Section – Column D & E

Partner PO Date (To Cisco or Disti):(Column D): Date of Partner’s Purchase Order associated with the order submitted to Cisco/Distributor. Must be in MM/DD/YYYY format.

Exceptions: None.

Customer Name: (Column E): Public Sector Customer name EXACTLY as shown on order placed with Partner

Exceptions: None.

Report Template Detail Section – Column F & G

Partner Assigned Customer ID: (Column F): if your Company uses a unique # for your Customers, enter it here.

Valid Exception Entries: “N/A” (Not Applicable) – If a unique # is not assigned to customers, this does not apply

Customer Type: (Column G): Select from Drop-Down List the type of Public Sector Customer associated to the order:

Gov-State

Gov-County

Gov-Local (City, Parish,Township)

Edu-K-12

Edu-HE 2 yr

Edu-HE 4 yr

Edu-Private

Non-Profit

American Indian Tribes

Note: You must select a category from the drop down list. You will not be allowed to type in this field.

Not all drop-down items are applicable or available to each Participating Addendum.

Report Template Detail Section – Column H & I

Partner to Customer Invoice Date for Transaction: (Column I): Date of Partner's invoice number to the Public Sector Customer associated with the order. Must be in MM/DD/YYYY format.

Valid Exception Entries:

Last date of the reporting period (ie. 6/30/2014 for an order being reported in Q2CY14) - If the order has been submitted to Cisco/Disti but the Public Sector Customer has not yet been invoiced.

Partner to Customer Invoice Number for Transaction: (Column H): Partner's invoice number to the Public Sector Customer associated to the order.

Valid Exception Entries:

“TBD” (To Be Determined) - If the order has been submitted to Cisco/Disti but the Public Sector Customer has not yet been invoiced.

Report Template Detail Section – Column J & K

Customer PO Number: (Column J): Public Sector Customer’s purchase order number placed with the Partner.

Valid Exception Entries:

Signed SOW – must include Signed SOW number

Signed Quote – must include Signed Quote number

P-Card/Credit Card Purchase – must include the confirmation number

Customer PO Date: (Column K): Date of Public Sector Customer’s purchase order number placed with the Partner. Must be in MM/DD/YYYY format.

Exceptions: None.

Report Template Detail Section – Column L & M

Customer Ship To Date: (Column L): Date Public Sector Customer’s order shipped. Must be in MM/DD/YYYY format.

Note: If the order has not yet shipped, go into the Cisco or Disti ordering system to retrieve the ship date.

Exceptions: None.

Customer Ship To Name: (Column M): Contact name that was listed on the Public Sector Customer’s shipping label or ordering documentation.

Exceptions: None.

Report Template Detail Section – Column N - Q

Customer Ship To Address - Street: (Column N): Number and full street name that was listed on the Public Sector Customer’s shipping label or ordering documentation.

Customer Ship To Address - City: (Column O): Full City name that was listed on the Public Sector Customer’s shipping label or ordering documentation.

Customer Ship To Address - State: (Column P): State that was listed on the Public Sector Customer’s shipping label or ordering documentation.

Customer Ship To Address - Zip: (Column Q): Full zip code that was listed on the Public Sector Customer’s shipping label or ordering documentation.

Exceptions: None.

Report Template Detail Section – Column R - V

Customer Bill-To Name: (Column R): Name that was listed on the Public Sector Customer’s purchase order as the actual Bill-To.

Customer Bill-To Address - Street: (Column S): Number and full street name that was listed on the Public Sector Customer’s purchase order as the actual Bill-To.

Customer Bill-To Address - City: (Column T): Full City name that was listed on the Public Sector Customer’s purchase order as the actual Bill-To.

Customer Bill-To Address - State: (Column U): State that was listed on the Public Sector Customer’s purchase order as the actual Bill-To.

Customer Bill-To Address - Zip: (Column V): Full zip code that was listed on the Public Sector Customer’s purchase order as the actual Bill-To.

Exceptions: None.

Report Template Detail Section – Column W & X

Type of Sale: (Column W): Select from Drop-Down List the type of sale: Product: New

Product: Refurb (CCRE Only)

Product: Software License(s)

Services: 1-YR SMARTnet

Services: 2-YR SMARTnet

Services: 3-YR SMARTnet

Services: 4-YR SMARTnet

Services: 5-YR SMARTnet

Services: 1-YR SMARTnet Education

Services: 2-YR SMARTnet Education

Services: 3-YR SMARTnet Education

Services: 4-YR SMARTnet Education

Services: 5-YR SMARTnet Education

Services: Advanced/Combined Svc

Services: Other Technical Services

Services: Training/Learning Credits

Credits: Order Cancellation

Credits: Return (Incl RMA# in col Y)

Credits: Try and Buy/Demo

Credits: Trade-In (Incl CTMP# in col Y)

Credits: Incorrect Charge

Basic Install and Config

Note:

If Type of Sale does not correlate to the SKU being entered in Column X, an error message will appear in Column A.

Not all drop-down items are applicable or available to each Participating Addendum.

Product/Service SKU or “Basic Install & Config:(Column X): Enter the EXACT SKU for Product/Service per the published pricelist on the Cisco contract Website

Valid Exception Entries:

“Basic Install & Config” -For Authorized Partner Services

Report Template Detail Section – Column Y & Z

Product/Service Description OR “Basic Install & Config”: (Column Y): Enter the EXACT Description for Product/Service per the published Pricelist on the Cisco contract Website or for BI&C, enter “Basic Install & Config”

Valid Exception Entries:

Credits: Return (Column Y): Type in as a prefix to the pricelist description “RMA”(must include the RMA number)

Credits: Trade-In (Column Y): Type in as a prefix to the pricelist description “Trade-In”(must include the CTMP number) for those items that require it.

Prod/Srvc Qty OR BI&C Hours: (Column Z): Actual quantity for each Product/Service SKU or hours billed for Basic Install & Config.

Exceptions: None. Negative quantities is not allowed.

Report Template Detail Section – Column AA & AB

Product/Service Unit List Price OR BI&C Hourly Rate: (Column AA): Current Unit List Price for each

Product/Service SKU per the published Pricelist on the applicable Cisco contract Website

BI&C Hourly Rate must not exceed published rates on the applicable Contract docs

Note: If you are processing a RMA or Trade-In, this list price would be negative.

Product/Service Unit Net Price OR BI&C Hourly Rate: (Column AB): Actual Unit Net Price quoted/invoiced for each Product/Service SKU per the published Pricelist on the applicable Cisco contract Website

Note: If you are processing a RMA or Trade-In, this unit price would be negative.

Report Template Detail Section – Column AC - AF

All of these fields will automatically calculate, no input is required.

Product/Service Discount %: (Column AC): The total discount provided to the Public Sector Customer off the List Price. This is required to be equivalent to or greater than the Contract minimum guaranteed discount.

Product/Service/BI&C Total Net Amount: (Column AD): Total net amount of sales for the quantity and unit net price (should match the invoice to the Public Sector Customer).

Contract Admin Fee Amount: (Column AE): The Contract mandated percentage Admin Fee (if applicable) calculated from Column AD.

State Admin Fee Amount: (Column AF): The State Admin Fee is calculated. *(if applicable)

Exceptions: None.

Common Reporting Errors

Common Reporting Errors

INCORRECT State/Contract ID (row 2): Select from Drop-Down List the CORRECT US State and Contract ID for the sales data being reported.

INCORRECT Report Period Ending Date (row 3): Select from Drop-Down List the CORRECT Report Period Ending Date for the sales data being reported.

BLANK Partner PO# for Cisco Fee Invoicing (row 7): Enter Partner’s valid PO# that will be issued to pay for applicable Contract Admin Fees. Enter placeholder PO# (ex. NVPDataComCTQ2CY15) if not available.

INVALID Cisco Sales Order or Disti Transaction ID (column B): Enter a VALID Cisco Sales Order Number if the order was placed directly with Cisco -OR- the Transaction ID if the order was placed with distribution.

“MP########” (MarketPlace number) – If a Cisco SO has not yet been generated, enter the MarketPlace number assigned to the order.

“N/R” (Not Retained) – For use by Cisco Certified National Direct Integrators ONLY.

“N/A” (Not Applicable) – If you are reporting Basic Install & Config ONLY in Column B.

Only a valid SO, valid transaction ID, “MP########”, “N/R”, or “N/A” will be accepted in this field.

INVALID Customer PO Number (column J): Enter a VALID Public Sector Customer purchase order number placed with Partner or “Signed SOW” with SOW #, “Signed Quote” with Quote # or “P-Card/Credit Card” with Confirmation #. Failure to include a SOW#, Quote # or P-Card/Credit Card confirmation # will result in the report being rejected. Names and dates are invalid entries.

Auto fill: Using auto fill when copying down rows may inadvertently result in ascending numerical values. This is commonly done on Ship To or Bill-To Address (zip code) & PO Number columns.

INACCURATE Customer Ship To /Bill-To Address (column M - V): Customer Info including name MUST be as reflected on the shipping label or ordering documentation.

INVALID Product or Service SKU (column X): Enter the EXACT Product or Service SKU per the published contract Pricelist: See your Contract Reference Page at end of this presentation.

Common Reporting Errors - Continued

INVALID Product or Service Description (column Y): Enter the EXACT Description associated to the Product or Service SKU per the published contract Pricelist: Refer to the Contract Reference Back Up Slide.

ERRORS on Report (Row 8 & Column A): Ensure Row 8 and Column A do not contain any error messages. If row 8 shows errors, details of the error of the applicable row can be found in column A. Only LIMITED error checking is performed in Column A. Additional validations are conducted in the web portal upon report upload.

TBD in Date Fields: Values in the date field must be in date format (MM/DD/YYYY).

Partner PO Date (To Cisco or Disti) (column D)

Partner to Customer’s Invoice Date for Transaction (column I)

Customer’s PO Date (column K)

INVALID Sales: Reporting sales not in the scope of contract (ie. the product category was not awarded and/or the SKU was not listed on approved posted pricelist on the Contract Webpage at Cisco.com) places a Partner at risk for removal from the Contract.

INACCURATE Contract: Ensure sales transactions listed on the reporting template are being submitted for the correct Contract.

INVALID Customer Type when using “Gov-State, Gov-County, and Gov-Local” (column G): Ensure the customer matches the customer type option selected from the drop-down list

INVALID Type of Sale when using “SMARTnet” (column W): Ensure the correct Type of Sale is selected from the drop-down list as it relates to SMARTnet including the customer type (i.e. Government vs. Education) and the term of services (i.e. 1, 2, 3, 4, or 5 year service term).