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

POLYCOM CONFIDENTIAL

Polycom Quotes on Demand Tool Partner User GuideVersion 1.1


ContentsContents

Process Overview

Logging in and Selecting a product

Creating a Quote

Quote Manager

Quote Forwarding

Mandatory Browser Settings


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


ContentsContents

Process Overview


Creating a Quote

Quote Manager

Quote Forwarding



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.)


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


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


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


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.


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


Configuration (Information and Services)Configuration (Information and Services)

Select relevant service offerings

For more information on a

product click on the help icon


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


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)


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


ContentsContents

Process Overview


Creating a Quote

Quote Manager

Quote Forwarding



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


Quote (Customer Information)Quote (Customer Information)

Fill in the appropriate customer addresses, select

contact list to save and manage your contacts


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


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.


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


Quote (Removing Products from Quote)Quote (Removing Products from Quote)

Click Remove and then Save

Check the box corresponding to line item to remove


Quote (Reconfigure a Product)Quote (Reconfigure a Product)

Click Reconfigure and proceed through configuration process

Click on top level hyperlink for product to reconfigure


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


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.


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.


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.


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.


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


Quote (Requesting Approval)Quote (Requesting Approval)

Enter message to approver explaining need for discount and click request approval


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


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


ContentsContents

Process Overview


Creating a Quote

Quote Manager

Quote Forwarding



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.


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


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.


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.


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.


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.


ContentsContents

Process Overview


Creating a Quote

Quote Manager

Quote Forwarding



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


Quote Forwarding (Selecting the quote)Quote Forwarding (Selecting the quote)

Click on Forward

In Quote Manager, check quote to Forward


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


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


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.


ContentsContents

Process Overview


Creating a Quote

Quote Manager

Quote Forwarding



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


Getting Started: Browser Settings - Security

Select the security tab to get this

window


Then select the “Sites” button to view this window

Click on the green check

box icon


Add http://*.bigmachines.com to

this text box and click “Add”

Make sure this box is

UNCHECKED

Click “OK”


Select “Custom

Level” and you will see this screen



Search for “Display

Mixed Content” about half

way down the list

Click “OK”

Select “Enable”

Getting Started: Browser Settings – Mixed Content


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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Documents

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