1. Polycom Quotes on Demand Tool Partner Manager Guide Version 1.1

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

3. Process Overview Login to Polycom quote tool Select Product Type
Input Region and Country
Yes
More Products
to Add
Configure Base Product and Options
Add to Quote and Input Quote Details No
Request Approval (if required)
Save, submit, print your quote…

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

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

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

8. 3. Select the Currency for the price list
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)
3. Select the Currency for the price list
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.
4. Select next to proceed

9. Select Product (Not Available)
If the product is not available in the chosen Region/Country combination, the bundle choice will be blank and this message will appear.
Choose Previous to choose another Region/Country or Start Over to begin a new quote

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

12. Configuration (Parts and Begin Quote)
Total price
Main system products show here (automatically selected)
Click quote to proceed
Optional compatible products are shown here. CHECK the product you want to include on the quote.

13. 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. Configuration (With Expansion Options Cont.)
Main system products show here (automatically selected)
Click quote to proceed
Optional compatible products are shown here. CHECK the product you want to include on the quote.

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

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

18. 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. Quote (Partner Pricing)
Partner discount per contract for the region and product
NST Discount %
Partner Net and Extended Price based on Partner Discounts
Total Partner Margin for Quote

20. Quote (Customer Pricing)
Partner Margin per Line Item
Customer Discount
Customer Net and Extended Price based on Customer Discounts
To run pricing calculations, click on Update Price

21. Quote (Adding Additional Products)
Choose Add Line Items, choose next product and proceed through configuration process
Once configured with appropriate parts and services, click add to quote

22. Quote (Removing Products from Quote)
Check the box corresponding to line item to remove
Click Remove and then Save

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

24. Quote (Add Non-Polycom Parts)
Up to 5 non-Polycom parts may be added to a quote on this tab
Enter base currency, the part details, quantity and base price
To run pricing calculations, click on Update Price

25. 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.

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

27. 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.

28. 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.

29. Quote (Min Profit Margin)
The minimum profit margin amount is established by a Partners Management Team for Software, Hardware, Services and Quote Level
If the profit margin for any line item or the quote fall below minimum profit margin, a message similar to this will appear. At that point, the quote will either need to be revised or approval will be required.

30. The max discount amount is established by a Partners Management Team
Quote (Max Discount)
A partner may choose to use max discount in place of min profit margin, but not both
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

31. Quote (Requesting Approval)
Enter message to approver explaining need for discount and click request approval

32. 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

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

34. Contents Process Overview Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Approving a Quote
Mandatory Browser Settings

35. 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.

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

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

38. 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.

39. 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.

40. 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.

41. Contents Process Overview Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Approving a Quote
Mandatory Browser Settings

42. Quote Forwarding (Overview)
Purpose
To enable 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

43. Quote Forwarding (Selecting the quote)
In Quote Manager, check quote to Forward
Click on Forward

44. Quote Forwarding (Choose Receiver)
Do not use unless you want to send the quote to all of the Reps or Managers
Choose the specific user(s) to receive the quote and click forward

45. 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

46. 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.

47. Contents Process Overview Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Approving a Quote
Mandatory Browser Settings

48. Quote Approval (Getting Started)
1. notification automatically sent once approval requested
2. Log into the system and go to Quote Manager
3. Select the Quote that is under review

49. Quote Approval (Review Discounts)
Review Line & Quote level discounts

50. Quote Approval (Review Profits & Margins)
Review Line level Profit and Margin %
Review Quote level Margin %

51. Quote Approval (Comments & Actions)
Read comments
Enter new comment, which will be stored and time stamped on Save, Approve, or Reject
Approve to finalize, Reject to put it in creators queue or Save to hold for later action

52. Contents Process Overview Logging in and Selecting a product
Creating a Quote
Quote Manager
Quote Forwarding
Approving a Quote
Mandatory Browser Settings

53. 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

54. Select the security tab to get this window
Getting Started:
Browser Settings - Security
Select the security tab to get this window

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

56. Select “Custom Level” and you will see this screen
Getting Started:
Browser Settings - Security
Select “Custom Level” and you will see this screen

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

58. Getting Started: Browser Settings – Popup Blocker1
Select Tools -> Pop-up Blocker
-> Pop-up Blocker Settings 2
Add to this text box and click “Add”