NEC Quoting Tool - Oracle · Web viewNEC Quoting Tool This document describes how to utilize the BigMachines application to prepare customer facing quotes, submit your quotes for

Quoting Tool User Guide

Date: 8/12/13

Version: 2.7

Prepared By [email protected]

Primary Contact [email protected]

NEC Quoting Tool User Guide

Table of Contents

ContentsNEC Quoting Tool............................................................................................................5Process Flow....................................................................................................................5Getting Started.................................................................................................................5

Account Setup..............................................................................................................................................................5

Single Sign-On Setup – ONE TIME ONLY.......................................................................................................................6

Enabling the Partner Login between BigMachines and SalesForce...............................................................................6

How to Get a SalesForce Security Token......................................................................................................................6

Prepare a Configuration File for Import into BigMachines..........................................9Configuration Tool Options...........................................................................................................................................9

Import a configuration from Excel................................................................................................................................9

Quoting in BigMachines................................................................................................10Start a Quote from a SalesForce Opportunity............................................................................................................10

Customer Information................................................................................................................................................10

Update the Customer Address Tab.............................................................................................................................10

Customer Sold-to, Bill-to and Ship-to Address info....................................................................................................11

Validate Quote............................................................................................................................................................11

Quote Manager – Dashboard Views...........................................................................................................................11

Collaboration for Account Managers..........................................................................................................................12

Pricing – Target Margins and Goal Seek.....................................................................................................................13

Goal Seek and Rounding.............................................................................................................................................13

How to Adjust Goal Seek by Category........................................................................................................................14

Config Details for Purchasing......................................................................................................................................15

Line Item Detail Tips...................................................................................................................................................15

2


Assign products to different ship-to site locations.....................................................................................................15

Proposal Groups.........................................................................................................................................................16

Credit Hold..................................................................................................................................................................16

Payment Terms...........................................................................................................................................................17

Non-Commercial Contract Pricing..............................................................................................................................17

Configure a Drop Ship Quote.......................................................................................19Shipping Calculator.....................................................................................................................................................22

Configure a Project Quote............................................................................................22Project General Information.......................................................................................................................................22

Project Configuration Import......................................................................................................................................23

Project Labor..............................................................................................................................................................24

Travel Expense Estimation..........................................................................................................................................26

Misc Config.................................................................................................................................................................27

Subcontractor Labor...................................................................................................................................................28

Updating Project Freight Calculations........................................................................................................................28

Add More Products to your Quote...............................................................................28In-line Part Add...........................................................................................................................................................29

Product Search...........................................................................................................................................................29

Ad-Hoc Line Items.......................................................................................................................................................30

Miscellaneous Parts Catalog.......................................................................................................................................30

Adding New Parts to the System.................................................................................31Approval Process..........................................................................................................32

Submitting your Quote for Approval..........................................................................................................................32

How to Revise a Quote...............................................................................................................................................33

Mobile Approvals........................................................................................................................................................34

Approval History.........................................................................................................................................................34

View Revision History.....................................................................................................................35

3


For Approvers................................................................................................................35Approval Authority Delegation...................................................................................................................................35

Submit an Approved Quote to Order Administration.................................................36For Order Administration Users..................................................................................................................................36

Return to submitter....................................................................................................................................................36

Supporting Documents...............................................................................................................................................36

Generate the Job Package..........................................................................................................................................37

Submitting Orders to PeopleSoft................................................................................................................................37

Proposal Options...........................................................................................................38Available Customer Facing Options............................................................................................................................38

Line Item Display Options...........................................................................................................................................40

Supporting Documents...............................................................................................................................................42

How to Select Which Documents Print.......................................................................................................................43

Appendix.........................................................................................................................44Appendix A: Webex for Drop Ship training.................................................................................................................44

Appendix B: Texas DIR Gov Procedures for Drop Ship................................................................................................44

Appendix C: Tip Sheets...............................................................................................................................................44

Appendix D: Parts with Editable Descriptions.............................................................................................................44

Appendix E: Customer Address Help..........................................................................................................................44

Appendix F: Integration..............................................................................................................................................45

Appendix G: Cisco CCW Instructions...........................................................................................................................45

4


NEC Quoting Tool This document describes how to utilize the BigMachines application to prepare customer facing quotes, submit your quotes for approval, and finally as an order.

FAQ answers are located at http://cits.necam.com/FAQs/

There are Help Icons located throughout BigMachines to assist you, Just click the icon.

Process Flow

Getting Started

Account SetupTo request a BigMachines login id, send an email to [email protected]

You will also need a SalesForce id, please open a separate request.

Include your role & supervisor name If you are in operations, request access to one of the following Outlook mailboxes (this is not in BigMachines)

ops_Approver_NECops_Approver_Ciscoops_Approver_AFISops_Approver_NOCops_Approver_MSG

5

Login to SalesForce

Open/Create an

Opportunity

Create/Edit a Quote in

BigMachines

Configure Products

Save, Submit, or Print your

Quote

mailto:[email protected]

http://cits.necam.com/FAQs/


Single Sign-On Setup – ONE TIME ONLYWhen your BigMachines account is created, you should sync it with your SalesForce credentials. This will allow you to use both applications with https://login.necam.com/

On the home screen you will click “My Profile” -- Top Right Corner

DO NOT CHANGE YOUR BigMachines password

Scroll down to the bottom to the “Partner Info” section,

Enabling the Partner Login between BigMachines and SalesForceWith SalesForce, the Partner Login is your SalesForce user ID which, for most people, will be their email address.

For the Partner Password, you must enter your SalesForce password immediately followed by your SalesForce security token (see below if you don’t have a security token).

Once you do this, click the Check button. If you entered everything successful, you will get the following:

Click “Update” to save & exit

How to Get a SalesForce Security TokenIf you don’t have the security token that was sent to you the last time that you changed your Salesforce password, follow these steps for getting a new security token.

Step 1. Log into SalesForce.

6

https://login.necam.com/


Step 2. Click on the down arrow next to your name in the upper right-hand corner of the Salesforce browser window and select “My Settings”.

This will take you to your “My Settings” page.

Step 3. Click on the “Personal” link, then the “Reset My Security Token” link.

Step 4. Click on the green “Reset Security Token” button.

7


You will then receive an email from SalesForce with the following header information:

And the new security token in the body of the email.

Copy and paste the security token after your password in the Partner Password field in BigMachines. Do not put any spaces, or other characters, between the password and security token.

8


Prepare a Configuration File for Import into BigMachines

Configuration Tool OptionsAccount teams should create customer configurations using one of the tools the tools below and import that config into the quoting tool using the steps below.

Import a configuration from Excel1. Enter your parts data into the Attached Template (there is a 199 part limit) so please create multiple files if you have more than that for a single project site.

Quantity - No decimals SKU (Part Number) – No spacesDescription (Optional) – No Commas NEC Cost (Optional) - Actual Cost or leave blank, will default to standard cost*Unit List Price – REQUIRED (Manufacturer MSRP for display to customer) – no “$” or “,” should be numeric with 2 decimalsDiscount (to customer) – No “%” populate each line, ex. 0 of there is no discount

9

MasterQuote

Login to MasterQuotePrepare your configDownload the Extended CSVSave to your desktop

Cisco CCW

Log into the Cisco CCW toolPrepare your config – use default optionsDownload the *.csv file formatSee Appendix GSave to your desktop

Generic

Enter line item details into the *.csv templateSave as *.csvDetailed instructions provided belowSave to your desktop

Netformx

Login to NetformxPrepare your configDownload the Excel file formatOpen the file and “Save As” *.csv

Cisco Dynamic Config

To be discontinued 9/2013Use Firefox to Log into the Cisco DCTPrepare your configDownload the Siebel file format *.leb2Save to your desktop


2. Save your file as a *.csv format

You will see this message… Choose “Yes”

Quoting in BigMachinesThere are Help Icons located throughout BigMachines to assist you, Just click the “?” icon.

Start a Quote from a SalesForce Opportunity

SalesForce Opportunity info is copied to your quote for you!

Most read-only fields can be changed in SalesForce, directly on the opportunity.

Customer InformationWhen you click “Save”, the system will perform a lookup for PeopleSoft customer id. If it’s not found, and you know that it’s an existing customer, notify [email protected]

When the request is completed, BigMachines will be updated with the new information via an hourly feed.

10



Update the Customer Address TabAdd an Opportunity Contact on this tab by clicking the “Select Contact” button. If no information comes up, it’s because you don’t have any contacts associated to your opportunity.

Customer Sold-to, Bill-to and Ship-to Address infoFor existing customers, first choose the corporate parent id on the customer address tab. If there is more than one option, choose the one associated to the state where you items are being shipped.

1. Select a corporate Parent

2. Click “Select Address”

3. Then choose a sold-to, bill-to, and ship-to site (these are based on the relationships already established in PeopleSoft)

If you don’t see the address you need for a large corporate customer, select a new parent and then “Select Address” again.

Shipping to an NEC Staging LocationFor projects, if you are shipping hardware to a staging location, select the office here also. This is necessary for quoting a Freight estimate.

11


Validate QuoteUse the "Validate Quote" button FREQUENTLY to have the system check for any errors before you submit. IT speeds-up processing.

Quote Manager – Dashboard ViewsThe Quote manager link is available at the top of each page.

You can use pre-defined views or create your own. This screen also has searching and sorting capabilities.

The recommended view is called “Dashboard” To change your default view click “Manage” and check the Default box for the view you prefer.

You can Search for quotes using either the “Refine” button or the “Search” button at the top of the page

12


Search by date includes a time stamp that actually limits results to the minute. Use <> instead Recommended for approvers “My Approval Search”

Collaboration for Account ManagersFor colleagues who don’t already have permission to see your quote.

Pricing – Target Margins and Goal SeekThe Quote Summary Tab displays important margin information and allows you to enter target margin %, notes for Order Administration, Goal Seek, and Cisco Discounts.

For Automatic Price Adjustments

1. Enter Category Target Margin % or Goal Seek Amount and choose the “Mode”.

2. Click “Calculate Goal Seeks”

3. The System applies price adjustment to line items

4. System sets ‘mode’ to spaces

5. User can then also edit individual line item adjustments or re-apply targets to all lines, by re-selecting the ‘mode’ & click “Calculate Goal Seeks” again

Markup will not calculate if you put 0 or Spaces in Quote Markup %. Back out of the quote without saving if you don’t wish to save the markup.

13


Goal Seek and RoundingMatching a BigMachines quote to a pre-BigMachines Pricer

This works the best when the customer has pricing by category (such as out of the old XLS Pricers). For line item pricing it would be better to adjust each line with the $ adjustment. Here’s a synopsis:

1. Valid that the cost is correct for each category by matching the Labor, Material and Maintenance cost from the Sales Transmittal page to the Cost to the Cost in the Quote Summary

2. Use the Goal Seek feature (Hardware target, Service Target, Maintenance Target) with the dollar mode

3. Click “Calculate Goal Seeks”

4. Validate the three sell price categories against the sell price in the pricers by using the Sub Totals tab in BigMachines against the Sales Transmittal in the XLS to determine which category is off (it will most likely be the material category)

How to Adjust Goal Seek by Category5. Select the part that you want to add the cents and notate the Sell Price of that part

7. Subtract the Sell Price from the actual cost, this is your $ markup

8. Add the rounding cents to the $ markup

9. For the line item change it to the +$

10. In the Price Adjustment enter your number from #8

11. Wait & then save

12. Validate that the Sell Price is correct

Vendor Pricing defaults to the standard “NEC Cost”. This column can be updated manually, or in the case of Cisco, the Cisco cost discount box can be used to automatically calculate the % off of MSRP for all Hardware ONLY items. Click “Calculate Goal Seeks”

14


Customer Discounts can be given in either % or $ off of MSRP. The price adjustment option of “+%” or “+$” will mark-up the sell price from the NEC cost amount.

LUMP SUM Discounts are not to be entered in Big Machines as a discount line item/amount. LUMP SUM discount amounts are to be spread across the parts impacted by the discount.

TIP: If you don’t want to update customer discounts one line at a time inside BigMachines, use the Excel import template to apply the discount amounts before you start.

Config Details for PurchasingPlease enter applicable details on the Config Detail tab. This information prints on the data order coversheet. The Cisco Deal ID and OIP values come from the SalesForce Opportunity.

15


Line Item Detail TipsProducts are added to the quote as line items. They can be updated or re-ordered with drag & drop.

For details about each individual part or to copy part numbers using Ctrl-C, click on the pencil icon .

Assign products to different ship-to site locations

Click on the pencil icon next to the part or model line number, and then choose an address

Proposal GroupsFor either discounting or display purposes you can assign parts to a group. This allows you to label the group and add detail for parts that should print together on the proposal.

For the products you want to group, assign a Group number to each 1-6

16


Enter your group description on the Proposal Group tab

When you are ready to print your proposal check the “Proposal Groups” box

NOTE: If you choose both Proposal Groups and Categories for a Project quote, without populating the proposal group tab, your proposal will print with parts grouped by activity and ship to address.

Credit HoldIf your Bill-to customer is on credit hold, their status will appear on the Opportunity & Quote Info tab. You will not be prevented from creating a quote; the status is for notification purposes.

17


Go to the “Terms” tab to see the customer’s balance.

Payment TermsFor new customers, the terms default to “Net 30”. If you select terms other than the default, a Finance Approval will be required. Use the Special Terms box to document your notes to the Finance team.

For all existing customers, the terms on this screen come from the customer master records. If you change these from the given value, the system will require you to get an approval.

Non-Commercial Contract Pricing Some customers have the right to purchase items for a pre-approved contractually defined price, usually GSA contracts. Price books apply to both drop ship and projects.

BigMachines functionality limits us from mixing price books, so commercial and non-commercial quotes need to be kept separate, including creating separate opportunities.

NOTE: Once you add a part to your quote using a specific price book, your quote it locked into that price list. For instance, you will not be able to add one piece of hardware with the EC America contract price, and then add another item with the commercial price.

Select the applicable contract type in your Opportunity. This information will be transmitted to BigMachines when you click “Create Quote”

18


Or you have the option to update the contract type directly in BigMachines

You will also be able to Search the Price list for Parts, the default is “Commercial”

Import your configuration as usual, when you do so, the applicable price list will automatically be selected for you.

Configuration Parts not on the approved list will be indicated by a Red X. Only parts with the green checkmark will be added to your quote.

Make note of the items with the Red X and add them to a separate commercially priced quote (under a separate opportunity). If you feel that the Red X is appearing in error, email the contracts group to have the price book updated.

19


The contracts team should open a helpdesk ticket to have the price Book modified.

See the Appendix for sample TX-DIR Drop Ship instructions

Configure a Drop Ship Quote

Prepare an import file as above, create a quote, and then choose

Then choose Part Import> Dropship > Import Parts

Then choose your file type & Click the upload button.

For Cisco uploads, select to keep the Cisco SmartNet part numbers, or choose to convert them to NEC Secure, click “Update” and the part number will change.

20


21


If you are Drop shipping product to several different locations, update the customer address tab ship-to site and repeat the import steps above for each site. This automatically assigns the selected ship-to address to each part in your configuration.

Order Administration will get a separate order file for each ship-to site.

You can change the assigned address for each configuration on the “Parts Import” line item by clicking the pencil with the little green arrow next to each part.

Choose a new address from the drop-down and remember to *Please press the "Save" button before pressing "Next" or "Back" to save your changes.

22


For Parts added via search or the catalog (not part of an upload config), you can assign the ship-to site the same way.

Shipping Calculator The freight calculator provides an estimate for drop ship; it does not add a FRGHT line item to your quote. If your customer insists on an estimate, you can manually add the recommended amount to the Ad-Hoc line item section.

To use the calculator, populate your line items, choose your options and “Save”.

Configure a Project QuoteWithin BigMachines, you can configure many projects on one quote. Begin as above; buy creating your opportunity and starting a quote. Prepare an import file, create a quote, and then choose “Add Line Items”

Then choose Part Import> Add a Project > Configure Project

Project General InformationOn the “General” tab, choose your Installing Office. BigMachines will default to the closest office based on the Ship-to address selected on the “Customer Address” tab

23


For Projects, you must assign activities to your project. You can choose up to 20 Activities. The activity list corresponds to the PeopleSoft activity codes. Click on the activities that will apply to your customer’s configuration and mouse away.

Please select all activities before making any customizations to the Task List on the Labor tab!

Then assign the main activity as the default. From the activities chosen, BigMachines associates labor tasks, Warranty, and other project items.

Project Configuration ImportNext, import your configuration. Choose your import file tab: Cisco Dynamic, Netformx, MasterQuote, CCW, or Generic.

For Cisco uploads, select to keep the Cisco SmartNet part numbers, or choose to convert them to NEC Secure, click “Update” and the part number will change.

Each Part is initially assigned to the default activity, but you can change this via the dropdown on the right.

24


Project Labor*** NOTE: Default labor tasks may be available for certain activities.

Fill out the Questions tab BEFORE you add any customizations and BigMachines will populate the task list and labor roles/hours based on your responses.

On the Labor screen, customize your project tasks or add additional ones. Assign an activity, role, and hours to each.

Labor Tab Locking Function Note the lock function on each field. Unlocked will let the system auto-update your information. Locking the column keeps your manually entered info, and doesn’t let the system auto-update.

- Use System Generated Tasks & Hours Warning: Customizations will be overwritten by adding additional Activities or Changing answers to Questions

- Use Manually Entered Tasks & Hours Only

System Recommendations (by task #) will show in Blue - Displayed for Reference25


New Activities or changed answers to Questions will not Apply unless you Unlock the columns and "Update"

Add more Tasks by increasing the "Number of Data and Voice Tasks" Remove Tasks by clearing the Task Description Box Unlock all columns and "Update" to Re-set back to system recommendations

To add more tasks, update the # of Data and Voice Tasks. Delete by clicking the red circle

You have the option to assign up to 4 personnel to a task choose regular or overtime hours for each.

A summary section at the bottom of the Labor tab gives totals for each role and also allows the option to assign Project Management hours as a percentage of the total.

BigMachines will total the hours and add the appropriate labor parts to the quote. Each is associated to a customer site and an activity code.

Customizing the Labor HoursWhen you enter hours that are different from the system recommendation, you will get a message. This is informational only. To accept the system recommendation, unlock the column. To keep yours, do nothing.

26


Travel Expense EstimationBigMachines will attempt to estimate the distance between the customer site (selected on the customer address tab) and the closest installing office. For travel distances over 100 miles, travel configuration is required.

Answer the travel questions and click “Update”.

For each activity, enter the number of people travelling & for how many days

Make your other selections, YES or NO, for each and press "Update" to calculate Travel Pricing. You also have the option to enter specific amounts.

BigMachines will calculate the estimated amounts and add the applicable part numbers to the quote.

If you need to change your customers address: Save your work (click “add to Quote” or “Save”)

Update the customer address tab

On the line item detail screen, click the Reconfigure icon (grey wheel)

27


Navigate to the travel tab and check the “Update Ship To Address” box

BigMachines will then re-calculate the mileage

Misc ConfigThe miscellaneous config tab allows you to select options to quote Bonds, Freight, Equipment Rental, Warranty, & Government Fees.

Choose whether to include a bond quote:

For each activity, choose the desired Freight Option:

For each activity, enter the vendor quote amount for equipment rental (if applicable) and choose Warranty Yes/No

The AFIS warranty amount, if applicable, will need to be manually calculated, enter the appropriate values here for AFIS activities only.

28


Some non-commercial contracts (GSA) have associated government fees. If so, you will have the ability to include it here.

Subcontractor LaborOn this tab, you will have the ability to enter subcontractor quote amounts for each activity. You will be able to add Material, Maintenance, or Labor. BigMachines will calculate the appropriate markup for you and add it to the quote.

Click the “+” sign in the upper left to add additional tasks.

HINT: To resume editing a saved project or change configuration choices for a given project, click the grey cog icon in the line item detail section.

Updating Project Freight CalculationsBigMachines re-calculates freight cost each time your quote is saved. The Standard Cost is always the calculated amount. If you add or remove material from your quote, you will need to manually update the NEC Cost box.

Add More Products to your Quote

There are several ways to add products to your quote, for projects, you must assign an activity to each part.

Configuration import (MasterQuote, Cisco Dynamic Config Tool, Netformx, or Generic Excel) In-line part add Search by Part#, Description, Manufacturer, Category, Multiple Parts Catalog

29


Ad-Hoc

In-line Part AddClick on the orange “+” and begin entering the part number. Then click “Save”

The rest of the options for Drop Ship Quotes start with the “Add Line Items” button

This takes you to a screen that lets you choose from the available options:

Product SearchSearch by Part#, Description, Manufacturer, Category, or search for & add multiple parts at once.

Multiple Part Search ScreenYou can search for several parts at a time by choosing “Search for Multiple Parts by Part Numbers”.

Then choose Multiple Parts Buy

Start typing the part# and BigMachines will try to auto-complete

30


Assign a ship to site and project activity to each part by clicking the green arrow pencil icon and updating the product details.

Ad-Hoc Line ItemsThe ad-hoc line items tab allows you to add additional items or comments to your quote. They will display in the Description column of the proposal.

Miscellaneous Parts Catalog For projects, assign an activity to each part.

31


Adding New Parts to the System New parts are displayed on the proposal, but the final quote cannot be sent to Order Administration until all parts have been added to the system.

32


It is no longer necessary to submit new parts requests for Cisco products.

To request a new part, click on the link in the ad-hoc line items tab or the Part Refresh Log tab, or go to http://cits.necam.com/DataGovernance/

New parts are automatically fed to BigMachines on an hourly basis. Once the part is added, click “Refresh Parts” if this doesn’t reset the status, remove & re-add the part to your quote.

Approval ProcessEach quote is subject to approval requirements. The rules are systematically enforced and include rules based on:

GP% under the target Margin Thresholds (there are pre-defined exceptions for certain customers) Data quotes over $10K that don’t include maintenance SmartNet GP% All projects need to be approved by both an Engineer and an Operations approver Services and maintenance margins are subject to approval by both Sales Management and Service Delivery

Management Payment Terms other than the default Net 30 (unless pre-arranged)

Submitting your Quote for ApprovalUntil your quote is approved, it will print with a “Budgetary” watermark. Once your quote is prepared, “Submit for Approval” to begin the workflow.

33

http://cits.necam.com/DataGovernance/


When you request approval, the system checks your quote for compliance. If all the conditions pass your quote is automatically approved and you will get an email notification.

Otherwise, you are given the option to make updates or add comments to your approval request.

Your quote will then be placed in pending status, which is also reflected in the opportunity.

On the Approvals tab, you will be able to see more details on the status. See the appendix for the Margin Approval Workflow Diagram.

How to Revise a Quote If you need to make a change to a quote after it has been submitted, click the “Revise” button. This will allow you to make changes and re-submit. Each time you do this, the approver will be notified.

34


Mobile ApprovalsThe designated approver will receive an email notification to let them know a quote is pending their review. For quick reference, it contains details to help the approver make a decision. It also includes a link to allow them to access the quote in BigMachines.

The approver has the option to approve via email (including mobile device).

When your quote is approved you will get an email notification, and your quote will be moved to “Approved” status in both BigMachines and the Opportunity.

If your Margin approval request is urgent, you can indicate this on the “Approvals” tab. Urgent approvals are automatically escalated after 2 hours, normal escalation occurs after 24 hours. See the appendix for the Margin Approval Workflow Diagram.

Approval HistoryYou can view or print the approval history of the quote by clicking the “View Approval History” button. If you get a print dialog screen, it means that there are other documents are attached to the quote.

Click “Print” and a PDF of the approval log will display. 35


View Revision HistoryLets you see who has edited the quote and what values they changed. In this screen, you will see details like the date and time updates were made, previous values and new values. This screen can also be printed for reference.

For Approvers

Approvers are notified via email that there is a quote waiting for their evaluation.

Reply to the email from your desk or Mobile Device with “Approved” or “Denied” in the 1st line, NO PUNCTUATION PLEASE! Comments go on the 2nd line of the email.

The email notification will also contain basic information like: Customer, Margin Totals, Contract Type, Terms, Etc.

It will also contain a link to the quote that allows you to login to your BigMachines account and evaluate it more thoroughly.

Approval Authority DelegationIf you need to designate an alternate approver, you may do so by updating your BigMachines profile. Follow these steps:

1. Login to your BigMachines account

2. Click on “My Profile” in the upper right corner

3. Select a Delegated Approver from the provided list

36


4. Click “Update”

Note: If a quote is automatically escalated due to no response from the approver, the delegate may get more than one email notification.

Submit an Approved Quote to Order AdministrationWhen you submit your quote to Order Administration through BigMachines, the system sets the sales stage to PO in hand and notifies OM that a quote is ready to process as an order. If there is an issue with your order and OM chooses to “Return to Submitter” you will get an email notification that your quote needs to be revised. Check the “Order Notes” box for their comments.

If you have any special instructions for the order admin team or purchasing, type them in the Notes box

For Order Administration Users

Return to submitterIf for any reason you need to return a quote to the preparer for an update, add your comments to the Order Notes box and click “Return to Submitter”. An email notification with your comments is sent to the submitter.

Supporting DocumentsReview the quotes and attached documentation per the business process, you can generate the Drop Ship OM checklist or the project OM checklist, along with the Sales Transmittal document and the Data Order Cover Sheet by selecting ”Yes” for each of these on the Supporting documents tab.

37


The Order Management Verification Report is available on the Proposal Options Tab. The detail pages of the OM verification report will map to the files sent to PeopleSoft. Each ORD# will have a corresponding page on the report.

You can verify quote approvals by viewing the “Approvals” tab or opening the approval history document either at the top of the page or the bottom of the supporting documents tab.

Generate the Job Package Advise submitters to attach all documents in PDF format. To print them as a Package, Click "View NEC Proposal" in the Proposal Options Tab. When the print dialogue comes up, select all documents – move them to the right and “Print”.

Submitting Orders to PeopleSoftWhen the quote has been verified and you are ready to submit the order, press “Send Order to PeopleSoft”

This process transforms the quote into the separate order files that PeopleSoft requires and transmits them. You should receive an automated email response from PeopleSoft stating that your quote was processed successfully. The email will contain the applicable QTE or ORD#.

Your order or quote will be in PeopleSoft in a “Pending” status. You will need to then login to PeopleSoft to complete the process. The quote will then reflect status “Ordered”

Note: If you do not get the automated email within 10 minutes of submitting your order, please notify the helpdesk by emailing [email protected]

38



Proposal Options

Use the Proposal Options tab to customize the Proposal Document. BigMachines uses a document generator to create PDF, Rich Text, or Excel quotes. Some of the optional documents are only available in the PDF format. So if you generate the proposal in Word, you may have blank pages to remove.

Documents printed in Rich Text, are editable in Microsoft Word. The spacing/formatting may appear wide but will look better when printed. Print them to paper to see the final layout.

Any documents you attach in PDF format will automatically be included in the job package. The document engine will merge all the attachments into one proposal. You can choose which ones to include at the time of printing.

Available Customer Facing Options Cover Page- NEC graphics with Customer & Account Manager Contact Info Customer Logo – This will print on the cover page Cover Letter Signature – The preparer can attach a signature graphic Cover Letter – Double click the cover letter box for more options

Select & Edit provided cover letters or create your own library

Customize your letter using the edit window (Account manager & Customer Names will be included for you)

39


When you are done choose

Terms and Conditions – These are the standard conditions for Drop ShipCustomer Signature Line – you MUST include this and have the customer sign it if they don’t provide a purchase orderPartner Logo – Choose from available partners and their logo will print on the proposal along with NECNEC Credit Application – for new customersNEC Trade-in form Cisco Trade –in formCredit Card Form – Print and complete this if your customer is paying by credit cardStandard MPA – for new customersTry & Buy Agreement Monthly Lease Rate Quote/Letter – Provided by NEC financialLeasing Credit ApplicationExport Control Document – Click on the link provided to obtain a copy of the Excel template for you to completeCreate Pre-Payment Invoice- The document engine will generate a pro-forma invoice based on the service & maintenance items is your proposal. OM Verification Report – This is a report to allow the order admin team to verify quote totals against the order data. The report includes a summary page, and detail pages based on ship-to site and activities associated to each line item.

40


Line Item Display Options Layout – Default to Table option, Paragraph looks best of there are pictures for the material

Divide Table by – Proposal groups, you can manually group part numbers as desired. See the proposal options tab. You can also have the document engine group parts by Category (Hardware, Services, and Maintenance). If you select both boxes, without manually assigning groups, parts will be grouped by activity & ship-to address.

Descriptions – Only short descriptions are currently available

Show MSRP - It is optional to show or hide MSRP (List Price)

Show Line Item Prices – print the price of each item, or only a grand total

Show Discount – Off of MSRP, BigMachines calculates this for you, and does not show markup

Show Part Numbers – if you select NO, only the descriptions will print

Attach Additional PDF Documents – You can attach multiple PDF documents. Any documents you attach in PDF format will automatically be included in the job package. The document engine will merge all the attachments into one proposal. You can choose which ones to include at the time of printing.

o MasterQuote Configuration – optional

o Cisco Configuration – optional

o Network Diagram – please size pages to 8.5x11

Method 1 - PDF

Attach any PDF document here for the Network Diagram in the SOW. Multiple-page PDF files are acceptable. Make sure that the PDF file has a landscape orientation with dimensions of 11in. x 8.5in. NOTE: This method is for a PDF Proposal output only.

Method 2 - GIF or JPG

Attach any JPG or non-transparent GIF image here for the Network Diagram in the SOW. Single page diagram only. Make sure that the image file is proportional to 11in. x 8.5in (landscape)

41


The image will be proportionally scaled to fit an 11in. x 8.5in. Page. NOTE: This method is for a PDF or an RTF Proposal output.

Brochures Tab - Select Brochures to Print with your proposal or Attach any PDF to your quote on the "Proposal Options" tab.

Statement of Work – You can choose to include the standard SOW with your proposal. It is available in both PDF and Rich Text Format. Statements of work printed in Word will need to be approved via the contracts office approval process.

o Task layout options include: Print the task list with a grand total, Print the task list with the task total, Print Roles with a total per role.

o Engineers should complete the Project Summary & Description, to do this double - click the grey box to open the editor. Just like the cover letter instructions above. Enter formatted text into this field that will

42


be displayed under the Project Summary heading of the SOW. The default font for the SOW is Arial Unicode MS 12pt.

Supporting DocumentsAttach additional required documents to the Supporting Documents Tab.

NOTE: Attach Documents in PDF format to print as a Package, Click "View NEC Proposal" in the Proposal Options Tab

How to attach/removeBrowse to the document on your desktop and attach it to the quote via supporting documents screen. Save it and check YES. When you save your quote, you will be able to see, download, or remove the document.

Answer Yes or N/A (as appropriate) for each quote. This page is a job package checklist.

43


Email documents to appropriate groupWhen you attach customer documents in the appropriate location, like the credit application or export form, BigMachines will forward those to the correct group when you click the Email buttons.

How to Select Which Documents PrintAny documents you attach in PDF format will automatically be included in the job package. The document engine will merge all the attachments into one proposal. You can choose which ones to include at the time of printing.

BigMachines will ask you which documents you want to print, this allows you to discriminate between Customer Facing and Internal packages.

Click View NEC proposal and move the “Selected Attachments” you want to print, to the right.

44


Appendix

Appendix A: Webex for Drop Ship trainingRecording Link

Appendix B: Texas DIR Gov Procedures for Drop Ship

Appendix C: Tip Sheets

Appendix D: Parts with Editable DescriptionsYou are allowed to edit the descriptions of certain parts to make them more meaningful to the customer. This information does not get placed on the order or the invoice, it is for quoting only.

To do this click on the Pencil and Edit the Description Box

Click “Save and Back”

TRAVELSUBCONTSUBLABFIXED-MRENT_EQ_NECFRGHTFOCUS_FEEGOVT_FEEBONDSMBONDS

SUBMATER-01SUBMATER-02SUBMATER-03SUBMATER-04SUBMATER-05SUBMATER-06SUBMATER-07SUBMATER-08SUBMATER-09SUBMATER-10

SUBLABOR-01SUBLABOR-02SUBLABOR-03SUBLABOR-04SUBLABOR-05SUBLABOR-06SUBLABOR-07SUBLABOR-08SUBLABOR-09SUBLABOR-10

SUBMAINT-01SUBMAINT-02SUBMAINT-03SUBMAINT-04SUBMAINT-05SUBMAINT-06SUBMAINT-07SUBMAINT-08SUBMAINT-09SUBMAINT-10

AFISWRNTY12MOPLCDELL-AFISDELL-VOICEDELL-DATADELL-AFIS-MAINTDELL-VOICE-MAINTDELL-DATA-MAINT

Appendix E: Customer Address Help

45

https://necam.webex.com/necam/lsr.php?AT=pb&SP=MC&rID=61394812&rKey=3c8b963dc98d4112


Appendix F: Integration

Appendix G: Cisco CCW InstructionsAfter the configuration is validated, you can download a CSV file by clicking EXPORT, a new window will pop – background will be grayed out, select CSV and the download will automatically begin.

Here is a CSV and EXCEL version of the same quote, and below is the screen capture BEFORE you select EXPORT

The problem with Excel, is that all cells are formatted and it is just about impossible to cut and paste because of expanded rows that contain headings, subtotals and totals…

46


47