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POLYCOM CONFIDENTIAL Polycom Quotes on Demand Tool Partner User Guide Version 1.1.

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Presentation on theme: "POLYCOM CONFIDENTIAL Polycom Quotes on Demand Tool Partner User Guide Version 1.1."— Presentation transcript:

1 POLYCOM CONFIDENTIAL Polycom Quotes on Demand Tool Partner User Guide Version 1.1

2 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

3 POLYCOM CONFIDENTIAL Process 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 Products to Add No Yes

4 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

5 POLYCOM CONFIDENTIAL Logging in and Selecting a Product Login user: (password and user name are case sensitive) URL: bigmachines.polycom.com (NO

6 POLYCOM CONFIDENTIAL Changing Your Profile 1. Click here to access your profile 2. Change user settings 4. Click update to save your settings here 3. Bill to info will populate prepared by section of quote

7 POLYCOM CONFIDENTIAL Select Product (Choosing Product) 1. Select your product family here 2. Select your model here 3. Click here to configure your product

8 POLYCOM CONFIDENTIAL 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 region 2. 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

9 POLYCOM CONFIDENTIAL 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.

10 POLYCOM CONFIDENTIAL 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

11 POLYCOM CONFIDENTIAL Configuration (Information and Services) Select relevant service offerings For more information on a product click on the help icon

12 POLYCOM CONFIDENTIAL 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

13 POLYCOM CONFIDENTIAL Configuration (With Expansion Options) Choose Model and Bundle Choose Expansion Options and Quantity Choice Services and Maintenance (maintenance will also apply to expansion options)

14 POLYCOM CONFIDENTIAL 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

15 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

16 POLYCOM CONFIDENTIAL Starting a Quotation Fill in necessary fields for opportunity name, quote description, etc. Prepared by info to be populated from bill to info in profile

17 POLYCOM CONFIDENTIAL Quote (Customer Information) Fill in the appropriate customer addresses, select contact list to save and manage your contacts

18 POLYCOM CONFIDENTIAL 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

19 POLYCOM CONFIDENTIAL 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.

20 POLYCOM CONFIDENTIAL 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

21 POLYCOM CONFIDENTIAL Quote (Removing Products from Quote) Click Remove and then Save Check the box corresponding to line item to remove

22 POLYCOM CONFIDENTIAL Quote (Reconfigure a Product) Click Reconfigure and proceed through configuration process Click on top level hyperlink for product to reconfigure

23 POLYCOM CONFIDENTIAL 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

24 POLYCOM CONFIDENTIAL 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.

25 POLYCOM CONFIDENTIAL Quote (Comments & Messages) Add comments to be seen on the quote Special instructions from Global Reach, Services, or Certification that apply to this quote.

26 POLYCOM CONFIDENTIAL 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.

27 POLYCOM CONFIDENTIAL 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.

28 POLYCOM CONFIDENTIAL 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

29 POLYCOM CONFIDENTIAL Quote (Requesting Approval) Enter message to approver explaining need for discount and click request approval

30 POLYCOM CONFIDENTIAL Quote (Requesting Approval Cont.) When the Request Approval button is clicked, an notification goes to the designated approver group for your organization When your quote is approved or rejected, you will be notified by 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

31 POLYCOM CONFIDENTIAL Quote ( & Printing) Click here to print your proposal. WARNING, make sure all popup blockers are turned off or approved for this domain Click here to the quote directly to the customer or team member

32 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

33 POLYCOM CONFIDENTIAL Quote 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.

34 POLYCOM CONFIDENTIAL Quote Manager (Folders) 2. Check quote(s) to move 3. Select folder from list and click Move 1. Add folders with the Edit button

35 POLYCOM CONFIDENTIAL Quote Manager (Searching) 1 2. Enter the columns you want to search on. 3. Enter the columns to be included in the search results.

36 POLYCOM CONFIDENTIAL 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.

37 POLYCOM CONFIDENTIAL 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 default To 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.

38 POLYCOM CONFIDENTIAL 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.

39 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

40 POLYCOM CONFIDENTIAL 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

41 POLYCOM CONFIDENTIAL Quote Forwarding (Selecting the quote) Click on Forward In Quote Manager, check quote to Forward

42 POLYCOM CONFIDENTIAL 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

43 POLYCOM CONFIDENTIAL Quote Forwarding (Recipient) Recipient will find the quote in their Quotes Manager, though NO notification 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

44 POLYCOM CONFIDENTIAL 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.

45 POLYCOM CONFIDENTIAL Contents Process Overview Logging in and Selecting a product Creating a Quote Quote Manager Quote Forwarding Mandatory Browser Settings

46 POLYCOM CONFIDENTIAL Getting Started: Browser Settings - Security Select “Tools” then “Internet Options” to get this screen These settings are for IE, though similar settings are available on other browsers

47 POLYCOM CONFIDENTIAL Getting Started: Browser Settings - Security Select the security tab to get this window

48 POLYCOM CONFIDENTIAL Then select the “Sites” button to view this window Click on the green check box icon Getting Started: Browser Settings - Security Add to this text box and click “Add” Make sure this box is UNCHECKED Click “OK”

49 POLYCOM CONFIDENTIAL Select “Custom Level” and you will see this screen Getting Started: Browser Settings - Security

50 POLYCOM CONFIDENTIAL Search for “Display Mixed Content” about half way down the list Click “OK” Select “Enable” Getting Started: Browser Settings – Mixed Content

51 POLYCOM CONFIDENTIAL Getting Started: Browser Settings – Popup Blocker Select Tools -> Pop-up Blocker -> Pop-up Blocker Settings Add to this text box and click “Add”http://polycom.bigmachines.com 1 2


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