TOSHIBA. National Accounts Order Entry, Order Inquiry and Value Plus Extended Warranty. August

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1 TOSHIBA National Accounts Order Entry, Order Inquiry and Value Plus Extended Warranty August

2 National Account Order Entry NA Order Entry 3 NA Order Inquiry 4 Creating Value Plus Extended Warranty Contract 11 Addendum/Activity Link 16 2

3 Frequently Asked Questions Q. Where do I get the Serial Numbers? A. Serial numbers are on the packing list. If the order is closed, they can be found under Order Inquiry. Q. If I didn t purchase the Value Plus Extended Warranty on the original contract, can I purchase it at a later date? A. Yes, you can still purchase the warranty within 90 days of the Invoice date. See Creating Value Plus Extended Warranty Contract for National Account Order Inquiry (page 12). Q. How is the Value Plus pricing calculated? A. Please refer to National Account Policies and Procedures posted located on FYI under Sales>National Accounts Q. Can I change the contract to account for adds/deletes prior to contract billing? A. Yes, contract quantities and items can be modified and reflected on FYI and the final invoice and contract to customer if completed prior to order closure. Q. Where can I view the contract details including parts, quantities, and pricing? A. Via FYI at Purchasing>VP Contract Inquiry Q. Will my contract be processed without the signed contract? A. No. The original signed contract must be returned to Toshiba before it will be processed. Q. Where do I mail the signed contract? A. Signed contracts should be sent to; Value Plus Extended Warranty Plan Telecommunication Systems Division Toshiba America Information Systems, Inc Irvine Boulevard, T126G Irvine, California

National Accounts Order Entry Order Entry 1a. Click Purchasing. 1b. Click N/A Order Entry. 1b. 1a. 2. Click on New Order. OR 3. Click on the Customer Name to review or work on open order. 3. 3. 2. 4.

4 National Accounts Order Entry Order Entry 1a. Click Purchasing. 1b. Click N/A Order Entry. 1b. 1a. 2. Click on New Order. OR 3. Click on the Customer Name to review or work on open order Select Order Type by clicking on the down arrow. 5a. Select NA Customer, either by clicking the down arrow, or 5b. Complete the Installation Site information. 5b. 5b. 4. 5a. 5a c. Click Continue. OR 6. Click Customers to view full address and to do Maintenance. (next page). 5c. 4

5 6d. 6d. This view shows the complete NA address. 6a. You can select the Customer by clicking on the radio button. 6b. Click Submit. 6c. If the NA is inactive, you can click on Hide to hide the NA. 6d. Clicking on Show All will unhide inactive accounts. 6a. 6b. 6c. 6e. Complete the Installation Site information. 6f. Click Continue. 6e. 6e. 7a. Click We will install and 7b. Click the down arrow to select a Ship-To address. 6f. 7c. Click Locations to see the distance from your office, OR 8a. Click Another dealer will install. 8b. You can suggest another dealer by entering the information in the box. 9. Enter the Installing Dealer; Contact Name Phone Number address 10. Click Continue. 7a. 8a b. 7b. 7b. 7c. 7c. 5

Part numbers can be entered in 3 ways: 11a. Search by Product Family. Click the down arrow and select from the list. 11b. Click Search and choose from the drop down window. Or 11a. 11b. 12.

6 Part numbers can be entered in 3 ways: 11a. Search by Product Family. Click the down arrow and select from the list. 11b. Click Search and choose from the drop down window. Or 11a. 11b. 12. Search by Part Number. Type the first few characters of a part number and click Search. All products beginning with those letters will appear. Or Enter Part #.# If you know the part number, type it in directly Enter the Qty. 15. Click Update Cart Click Continue. 17. You can remove an item from the cart by clicking on remove. Peripherals 16a. Enter the Qty. 16b. Enter the Description. 16a. 16b. 16b. 16c. 16c. 16d. 16d. 16c. Enter the Unit Price. 16d. Select who will be supplying the part, the Originating Dealer (OD) or the Installing Dealer (ID) by clicking the radio button Click Update Peripheral to get the extended price Click Continue. 6

7 Installation Charges for Peripheral/Non-Standard Items 19a. Enter the Qty. 19b. Enter the Description. 19c. Enter the Charge/Ea Click Adjust to enter/adjust installation charges for the Toshiba parts. 19a. 19b. 19b. 19c. 19c. Additional Installation Charges for Toshiba Parts 21a. Adjust Qty, if needed 21b. Enter any other Install Description. 21c. Enter the Charge/Ea. 21d. Click Update Detail Installation. 21a. 21b. 21b. 21c. 21e. Click Continue. 21d. 21c. 21c. 7

8 Enter any Installation Comments in box. 23. Click Update Installation. 24. Click Continue Verify all information. 26. You can Edit Cart, if needed. 27. You can Edit Peripherals, if needed You can Edit Installation, if needed. Scroll down to enter Value Plus and shipping information

9 29. If you want to purchase the Value Plus Extended Warranty, select either the 5 Year 1 Month, or the 7 Year program from the dropdown menu. 31. You do not have to decide whether or not to purchase the Value Plus Extended Warranty now. This can be decided at a later date Select Shipping method. 31. Enter Customer PO Enter Cut Date. 33. Enter Salesperson Information. 34. Enter Shipment/Order instructions, if needed Click Update Review Click Print PA (Purchase Agreement). 37. Click Finalize Your order is now complete. Your Order Number will be at the top of the page. 39. Print this page for your records. To enter part numbers and serial numbers for the Value Plus Extended Warranty, go to Order Inquiry and double click on the order number. 9

Order Inquiry 1a. Click Purchasing. 1a. 1b. Click Order Inquiry. 1b. 2a. Search by Location, click on the arrow and choose from the drop down window, or 2b.

Search by Date, enter date range, or 2f. Search by type; i.e. National Orders, Dealer Orders or All Orders. 2e. 2e. 2c. 2f. 2f. 2d. 2a. 2a. 2b. 2g.

10 Order Inquiry 1a. Click Purchasing. 1a. 1b. Click Order Inquiry. 1b. 2a. Search by Location, click on the arrow and choose from the drop down window, or 2b. Search By N/A Customer, click on the arrow and choose from the drop down window, or 2c. Search by PO# by typing in the PO#, or 2d. Search by Order #,# by typing in the Order#, or 2e. Search by Date, enter date range, or 2f. Search by type; i.e. National Orders, Dealer Orders or All Orders. 2e. 2e. 2c. 2f. 2f. 2d. 2a. 2a. 2b. 2g. Select Open Orders, Closed Orders or All Orders. 2f. Click Search. 3. If you have A/R Balance access, you can double click on the Commission amount for Commission details. 4. Double click on the Order# to see Order Details. 4. 2g. 2g. 2h. 2h

11 Commission Details 5. Verify Commission Details Click D&A for the Letter of Delivery and Acceptance. 7. Note: Your National Account Specialist s name, phone number and address Order Details 8. Tracking information and 9. Serial #s, on closed orders, can be found here You can Create the Value Plus Extended Warranty National Account Order Inquiry by clicking Create Contract and proceeding to page Click Return to go back to the Inquiry

12 Creating Value Plus (VP) Extended Warranty Contract from National Account (NA) Order Inquiry 1a. 1a. 1a. Select the Extended Warranty terms (if the VP contract was purchased at the time of the NA order, the terms will already be selected). 1b. IF the order is closed and invoiced prior to clicking Create Contract, all of the Serial Numbers will populate. IF the order is still open when you decide to Create Contract, you will have to manually enter the Serial Numbers when you get them. 1b. IF you choose to Create Contract now, click Create Contract. 2. Information from the NA order will populate the corresponding fields on the Value Plus contract, including PO #, Customer Site information and Part #s If you are applying a Coupon or Promo, the Coupon # or the Promo name MUST be entered. 4. After all fields have been verified and additional information click Update Click Continue

6. Part #s from the NA order are carried over to the VP contract. Any additional parts can be added at this time. 7. After all fields and been verified click Update. 8. Click Continue. 6. 7. 7. 8. 8. 9.

13 6. Part #s from the NA order are carried over to the VP contract. Any additional parts can be added at this time. 7. After all fields and been verified click Update. 8. Click Continue IF the order is closed and invoiced prior to clicking Create Contract, all of the Serial Numbers will populate. IF the order is still open when you decide to Create Contract, you will have to manually enter the Serial Numbers when you get them. 9. If some parts do not show, click Compare Contract. 13

14 Compare Contract - continued 10. Compare Contract will show whether or not parts are VP-Eligible for the Value Plus Extended Warranty. VP-Eligible parts are; CTX 100 CTX 100-S CTX 670 IES32 The older Strata IVP8 Voice Mails product are NOT eligible. 10. If the NA order is closed, clicking on the Qty will show the Serial Numbers. 11. Click Close to return to the VP contract Enter all VP-Eligible Serial Numbers. 14. Click Update. 15. Click Continue Click Delete all Parts to remove all of the entered parts and reenter them. 17. Click Cancel to a) Delete the contract, b) Save the contract (so that you can return to the contract later), or c) Return To the contract

15 18. Verify Customer Site and Servicing Dealer Information. 19. If you have a Pre-printed contract, a) Click here and b) enter the Agreement No. from the top right corner. 20. Any comments you have can be added in Contract Comments. 21. Click Update. 22. Click to Generate and Print Contract Online. 23. Click Submit for Approval. 24. Click Cancel to a) Delete the contract, b) Save the contract (so that you can return to the contract later), or c) Return To the contract. 19a. 19b

16 25. Click Printer Version to print the summary. 26. Click Print Contract to print the Value Plus Extended Warranty contract. 27. Click New Contract to return to beginning

Addendum/Activity Link 1. Click on the Addendum Link to see any equipment added to original contract. A 2. Click Print Addendum to print a list of the added parts. 3.

17 Addendum/Activity Link 1. Click on the Addendum Link to see any equipment added to original contract. A 2. Click Print Addendum to print a list of the added parts. 3. Click on the Activity Link to see repair or replacement history on a serial # The Tran column shows which Serial # was sent in for repair or was replaced Click on the Number to get the Transaction information Click Return to go back to the main inquiry page

Invoice QuickStart Guide

Invoice QuickStart Guide Table of Contents Working with Payment Requests Manually Creating a Payment Request from an Existing Vendor Creating a Recurring Payment Request Adding Distributions to a Payment