DD Direct Global Customer User Guide Dimension Data Direct eprocurement System

Transcription

1 DD Direct Global Customer User Guide Dimension Data Direct eprocurement System This document provides the scenarios for Buyers using the Dimension Data Direct eprocurement system to electronically purchase products and services from Dimension Data. Version 1.2 Dimension Data Restricted Please use pursuant to Company and/ or Non-Disclosure Agreement Instructions

2 Table of Contents DD Direct Global Customer User Guide... 1 Table of Contents... 2 Chapter 1 Introduction... 7 Overview... 7 DD Direct Glossary Terms... 9 ICON Key Chapter 2 Quoting Through DD Direct Scenario 1: Logon to DD Direct Logon to DD Direct Buyer Site Scenario 2: Cisco Configurator Buyer Home Page Select Cisco Configurator Product Search Select a product to Configure Select Items from Category Pop-up Window for CAB-AC Add Additional Category to Cisco Pop-up Window for Software IP/H Hyperlink IP/H Options Check Configuration Configuration Error Pop-up Window for Licences Re Check Configuration If Applicable Expedite Order and Add Maintenance Expedite and Maintenance Added to Quote Shopping Cart Options Scenario 3: Re-Configure Cisco Configuration from Shopping Cart Re-Configure Cisco Router from Shopping Cart Cisco Configurator Pop-up Window for Flash Memory Check Configuration Expedite Order or Add Maintenance if Applicable New Configuration Scenario 4: Adding Cisco Spare Parts from Shopping Cart Select Continue Shopping Select Cisco Spare Parts Catalog Cisco Spares Add Item to Shopping Cart Expedite Order if Applicable Shopping Cart Scenario 5: Adding Non Cisco Item from Shopping Cart Select Continue Shopping Select StoreFront Catalog COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 2

3 3. StoreFront Add Item to Shopping Cart Shopping Cart Scenario 6: Add Cisco Configuration in Search Multiple Products Catalog Select Continue Shopping Select Search Multiple Product Catalog Search Multiple Product Cisco Check Configuration Expedite Order or Maintenance if Applicable New Configuration Scenario 7: Add Non Cisco Products in Search Multiple Products Catalog Select Continue Shopping Select Search Multiple Product Catalog Search Multiple Products Non Cisco Products Search Result Shopping Cart Scenario 8: Add Staging and Installation Select Continue Shopping Select Staging and Installation Install & Staging Search Results for Install & Staging Shopping Cart Scenario 9: Add Pre Configured Bundle to Shopping Cart Home Page Categories Additional Categories Cisco 2691 Configured Bundle Expedite Order if Applicable New Configuration Scenario 10: Add Saved Template to Shopping Cart Home Page Cisco 3745 Items Detail New Configuration Scenario 11: Create a Non-Catalog Item Home Page Non-Catalog Items Installation added to Non-Catalog Item Shopping Cart Chapter 3 Shopping Cart Options Scenario 1: Saving and Retrieving a Quote Estimate Shopping Cart Save as Quote Estimate Saved Quote Retrieve Quote Estimate COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 3

4 5. Search Results Quote: Cisco 3745 router 03/31/ Scenario 2: Saving Quote as a Template Shopping Cart Save as Template Cisco 3745 Template Home Page Scenario 3: Update Cart Shopping Cart Change Quantity New Pricing Scenario 4: Select Leasing Option Shopping Cart Leasing Options Request for Leasing Contract Contact Information Conformation Chapter 4 - Home Page Options Scenario 1: Access to Catalogs from Home Page Buyers Home Page Catalogs Scenario 2: Access Shopping Cart from Home Page Buyer Home Page Shopping Cart Scenario 3: Access Saved Templates from Home Page Buyers Home Page Templates Scenario 4: Access Lease Search from Home Page Buyer Home Page Lease Search Search Results Lease LE Convert To PO Lease Purchase Order Scenario 5: Change Password Buyers Home Page Profile Chapter 5 Workflows Scenario 1: Workflow Options Purchasing Workflow Approval Workflow Full Workflow Chapter 6 DD Direct Procurement Cycle with an Approval Workflow Scenario 1: The Process of a Quote turning into a Purchase Order from Dimension Data Login Screen COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 4

5 3. Quote Information Check Out Route Order to Approver Review Quote Confirmation Screen Approvers Login Screen Order Requisition Route Order to Dimension Data View Order Confirmation Screen Chapter 7 Consolidate Multiple Quotes into One Requisition Scenario 1: Add Multiple Quotes to Shopping Cart Buyers Home Page Quote Search Results Cisco 3745 Quote Shopping Cart Buyers Home Page Quote Result Cisco ATO OSC Quote Quotes Added to Shopping Cart Chapter 8 - Printing & Extracting Quotes from DD Direct Scenario 1: Procedure to Export to Excel Export to Excel Select Open Quote in Excel Format Save Quote Scenario 2: Print Hard Copy of Quote from DD Direct Select Print Friendly Version Quote in Print Friendly Version Chapter 9 Hosted Buyer Administration Scenario 1: Setting Up New User Home Page Users Create User Create Permissions and Roles for New User Set User Permissions Select Assign Roles Assign Roles Select Assign Billing Addresses Assign Billing Addresses Select Assign Shipping Addresses Assign Shipping Addresses Scenario 2: Add Billing Address Home Page Bill To Addresses COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 5

6 3. Create Billing Information New Billing Address Scenario 3: Add Shipping Address Home Page Ship To Addresses Creating Shipping Information New Shipping Address COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 6

7 Chapter 1 Introduction Overview Dimension Data Direct (DD Direct) is an e-procurement solution that integrates webbased transaction management and decision support tools with best practice strategic sourcing processes to greatly enhance your technology purchasing capabilities. This scalable platform is built upon industry standards and developed to grow with your business needs, improve employee productivity and enhance operating efficiency on a company-wide basis. DD Direct offers a Powerful Suite of Services. The procurement of hardware and Software is a critical function for any enterprise. Despite its importance, there are numerous issues associated with this activity that can lead to severe consequences if unresolved. The DD Direct e-procurement system resolves these issues and, in doing so creates opportunities for your business. Key components of offering include: Self Service Purchasing Create real time quote by custom configuring your own systems Bundled Solution Purchasing Pre-configure multi-vendor bundles inline with your infrastructure requirements or budget specifications Full Service Purchasing Leverage the expertise of our Inside Sale team to configure and quote systems electronically Automated workflow engine Take advantage our automated workflow engine, from quote to purchase order, in line with your personalized procurement process Reporting Generate reports to help you make strategic purchasing and budget decisions Host User No e-procurement system, NO PROBLEM. You can be hosted on DD hosted on DD Direct to procure electronically Punch Out User Customers with an e-procurement system can punch out of their system, Take advantage of their procurement processes, and purchase from our catalogue of technology and services. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 7

8 DD Direct e-procurement solution represents a powerful approach too significantly augment an enterprise s purchasing capabilities. Benefits include: Zero Capital Outlay for e-procurement Systems Improved Order Processing Efficiency (more than 33%) Better Management of Procurement Process Stronger Relationships with Preferred Vendors Simplified Purchasing Procedures and Improved Purchasing Standards. This manual goes step by step over all the functionalities that can be accessed by the Buyer. The User will see how user friendly DD Direct is to use and how every aspect of the purchasing process becomes more proficient. All questions will hopefully be answered by this manual, but if further assistance is needed please contact a DD Direct Representative. DD Direct national and international numbers are listed below. DD Direct Support Phone Numbers National Support Phone Number International Support Phone Number COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 8

9 DD Direct Glossary Terms Buyer: A company that has their procurement process automated on DD Direct as a Hosted e-procurement customer or companies that have an e-procurement system can punch out of their system, which allows them to leverage their procurement process to purchase Dimension Data catalogues to technology and services. Distributors: Are companies that acquire products from various manufacturers on a whole sale basis. They would then prepare their own catalogs for selling these products directly. Expedite Order: When an item is not available with in the estimated lead time the buyer can select expedite order. To make sure its available call Dimension Data associate to see if the part is available through distribution and in stock. Full-Service Purchasing: Buyers can continue to leverage the expertise of Dimension Data inside sales representatives who can configure and quote systems electronically including multi-vendor items and DiData services - - for maximum convenience. Hosted Buying Company (HBC): Customer who uses DD Direct eprocurement workflow. Non Catalog Items: Items that are not available in the catalogs can be added as a non catalog item. Non-Catalog Items catalog is available at limited access and under special circumstances. When access to this catalog is necessary to complete a self service quote please contact the administrator at Dimension Data to activate catalog. Pre Configured Bundles: Bundles that can be created to include multi-vendor products and Dimension Data services. These bundles can be added to the shopping cart, sent through the procurement process, and executed against a PO to purchase via DD Direct. Punch Out: Is an e-procurement software application from Ariba that makes it possible for a buyer to access a supplier s Web site from within the buyer s own procurement application. The buyer leaves ( punches out from) their company s system and goes to the supplier s Web-based catalog to locate and order products, while their application transparently maintains connection with the Web site and gathers pertinent information. Remote Buying Company (RBC): Customer that uses a 3 rd party procurement system to access DD Direct. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 9

10 Reports: Buyers can generate reports regarding their historical purchasing activity, helping the Buyer to make more strategic purchasing and budgeting decisions. The Buyer can also receive a pre-determined set of reports that allows them to view purchases by PO and/or any other attributes assigned. Requisition: When a Buying Company creates a configuration or orders anything using DD Direct this becomes a requisition. The requisition is formal written request for something needed by the buying company and remains a requisition until the company accepts the documents and turns it into a PO to be procured to Dimension Data. Self-Service Purchasing: Technology and Services can be custom configured via web front end. Buyers can create a quote in real time based on negotiated pricing, send it through their procurement process, and execute a PO to procure the items(s) via DD Direct. Quote: When the Seller (Dimension Data) receives a request for pricing on hardware, software, or professional services a Quote is created for the Buying Company. Thru DD Direct the quote is submitted via to the Buyer. It remains a quote until either its rejected or accepted, if accepted the quote turns into a requisition and would go through their internal process. Workflow: Refers to the process of automating user roles and business rules involved in the key business process, like supply chain management, project tracking and collaboration services, resulting in a reduction of the time and effort it takes to perform standard business processes (such as a purchase order approval process), enabling the user to focus on its core business. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 10

11 ICON Key While navigating through the different screens the user will have to select a series of icons to advance to the next step. Listed below are the ICONS in DD Direct that will help you navigate through the site. This Icon will take you Home. This Icon will take you to the Shopping Cart This Icon is for Check Out. This Icon is for Log Out. This Icon is for Help. This is the Delete Icon. This Icon is for View. This Icon is for Modifying. This Icon is for Create and Re-Configure. This Icon is for Permissions. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 11

12 Chapter 2 Quoting Through DD Direct Scenario 1: Logon to DD Direct 1. Logon to DD Direct There are two ways to access Dimension Data Direct, either directly or via your catalogue link through an eprocurement system such as Ariba Buyer. Enter User Name and Password and click LOG IN. 2. Buyer Site The shopper is now at their site and is ready to create a quote or order product. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 12

13 Scenario 2: Cisco Configurator 1. Buyer Home Page To create a quote estimate for Cisco go to Option 1: Create quote estimate and select Continue. NOTE: If the Buying Company has more than one country for Ordering, Invoicing and Delivery or has multiple Currency options the following screen below will be prompted. Select the appropriate options and click Continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 13

14 2. Select Cisco Configurator From the home page underneath Catalogs select Cisco Configurator. 3. Product Search In product search the Buyer can search by Family, Product Number or Product Description. For the purposes of this demonstration the shopper will configure Cisco2691. The shopper selects Product Number and can either cut and paste or manually enter the chassis in the available field and click Search. 4. Select a product to Configure Click on Product Number hyperlink CISCO2691 to configure. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 14

15 5. Select Items from Category The buyer can search for items by clicking the appropriate hyperlink or if Product Number is available from a spreadsheet the shopper can cut and paste item into field and click Search. For purposes of this demonstration the shopper will select items from the hyperlinks. Click PWR CABLE: POWER CABLE OPTION hyperlink to view available cable options. NOTE: A pop up window with product options will be displayed. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 15

16 6. Pop-up Window for CAB-AC In the Pop up window the Buyer will be able to select the appropriate CAB-AC and the quantity. Next to each CAB-AC option will show Icon. This tells the buyer that there is not an additional link to open associated with the item. When selection and quantity have been selected, scroll down and select Finish to add item to configuration. Listed below are the three options the buyer can select at the bottom of the Pop-Up Window. Apply: The buyer selects Apply when the item has an Icon. This lets the shopper know that there is a link to open with additional options to choose before adding item to the configuration. Finish: The buyer selects Finish when the item selected has an know there aren t any additional options to choose. Icon. This lets the shopper Cancel: The buyer selects cancel to get out of the Pop-up and is directed back to category options for the chassis. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 16

17 7. Add Additional Category to Cisco2691 Click 2691 SOFTWARE: 2691 Software Options hyperlink view available software options. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 17

18 8. Pop-up Window for Software Next too each software option there is an Icon. The buyer selects the appropriate software option and clicks Apply to open link to view selection. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 18

19 9. IP/H Hyperlink Click hyperlink IP/H to view options. 10. IP/H Options Select the appropriate Series for IP/H and click Finish to add item to configuration. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 19

20 11. Check Configuration When all items have been added to the chassis click Check Configuration to validate configuration. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 20

21 12. Configuration Error NOTE: If there is a configuration error, the following screen is displayed: To configure the Cisco 2691 and add it to the shopping cart click 2600 GT FL: 2600 Gatekeeper Feature Licences hyperlink as directed. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 21

22 13. Pop-up Window for Licences Select the license and click Finish to add to Configuration. 14. Re Check Configuration Click Check Configuration to validate Configuration. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 22

23 15. If Applicable Expedite Order and Add Maintenance The Cisco 2691 shows an Estimated Lead Time of Business Days. If the shopper wants the product in within 5 business days, the shopper can contact their ISR at Dimension Data to see if available through distribution. If available the shopper will select Expedite this item that shows the uplift charge and enter Expedite By which informs Dimension Data the date promised to Buyer. Maintenance can be selectable or mandatory for each configuration added to the shopping cart depending on the requirements set by the Buying Company. TestCo has made maintenance a selectable option for each configuration. The shopper can add either Uptime Basic or SMARTnet to the configuration by selecting from the drop down menu. Maintenance can be selected in increments of 12, 24 or 36 months. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 23

24 16. Expedite and Maintenance Added to Quote The shopper as selected Expedite this item and entered Expedite By with the date give by Dimension Data personal. Also selected is PREMIUM SMARTnet 7x24x2 for 12 months. Click ADD TO CART to successfully add configuration to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 24

25 17. Shopping Cart Options The shopper has successfully added Cisco 2691 to the shopping cart. At this point the shopper will have a range of options available. Listed below are the directives for each command available. CONTINUE SHOPPING: Click Continue Shopping to add additional system or item to the shopping cart. DELETE ITEM: Click the next to the item to delete it from the shopping cart and click Update Cart to view the updated pricing. CHANGE QUANTITY: Change the quantity of the item in the box underneath the Quantity column and click Update Cart to view the updated pricing. Proceed to Chapter 3 Scenario 3: Update Cart for instructions. NOTE: The system level quantity changes only are allowed once item is in shopping cart. SAVE AS A QUOTE ESTIMATE: Click Save as Quote Estimate to save quote. Proceed to Chapter 3 Scenario 1: Saving and Retrieving a Quote Estimate for instructions. SAVE AS TEMPLATE: Click Save as Template to save configuration as template. Proceed to Chapter 3 Scenario 2: Saving Quote as a Template for instructions. EMPTY CART: Click Empty Cart to remove all items from the shopping cart. CHECK OUT: When the order is complete, click the Check Out button to complete the order. REQUEST FOR: The User can make a request on behalf of other Users. RECONFIGURE: To make corrections on an existing configuration and to remove or add parts click to proceed back to the Cisco Configurator. Proceed to Chapter 1 Scenario 3: Re- Configure Cisco Configuration from Shopping Cart for instructions. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 25

26 LEASE OPTIONS: Click the Click here hyperlink to view lease estimates. Proceed to Chapter 3 Scenario 4: Select Leasing Options for instructions. Scenario 3: Re-Configure Cisco Configuration from Shopping Cart 1. Re-Configure Cisco Router from Shopping Cart Select Icon to enter the Cisco Configurator, to add or delete changes to Cisco COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 26

27 2. Cisco Configurator Listed above are the categories available for Cisco The buyer has the opportunity to make corrections to this existing configuration. For this demonstration select 2691 FLASH MEM: 2691 Flash Memory options hyperlink to add flash memory. 3. Pop-up Window for Flash Memory Select MEM U128CF and click Finish to add item to Configuration. NOTE: When an item is being changed from a category that was previously selected the shopper must unselect previous option and then select new option before selecting Finish. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 27

28 4. Check Configuration To add configuration back to the shopping cart click Check Configuration to validate the configuration. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 28

29 5. Expedite Order or Add Maintenance if Applicable The shopper has the opportunity to change EXPEDITE ORDER or SERVICES if applicable. Once the shopper has made the appropriate changes or if no changes are needed the shopper clicks ADD TO CART to continue. 6. New Configuration The new configuration has been successfully added to the cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 29

30 Scenario 4: Adding Cisco Spare Parts from Shopping Cart 1. Select Continue Shopping Click Continue Shopping hyperlink to access Cisco Spare Parts catalog. 2. Select Cisco Spare Parts Catalog From the home page underneath Catalogs select Cisco Spare Parts. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 30

31 3. Cisco Spares The shopper can add Mfr Part # or Name for Cisco Product search. For purposes of this demonstration shopper will select a System alarm processor. The shopper can cut and paste Mfr Part # SAP-7750= or enter System Alarm Processor in name field. For this demonstration cut and paste Mfr Part # and click Search. NOTE: Only items ending with = sign and items that are none configurable can be searched in Cisco Spare Parts. When searching for an item that doesn t end with an = sign the shopper can do a query in Advanced Search. 4. Add Item to Shopping Cart Click ADD TO CART to add processor to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 31

32 5. Expedite Order if Applicable The shopper has the opportunity to EXPEDITE ORDER if applicable. For this item the expedite feature will not be executed. Click ADD TO CART to add processor to shopping cart. 6. Shopping Cart The Cisco Spare Part has successfully been added to the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 32

33 Scenario 5: Adding Non Cisco Item from Shopping Cart 1. Select Continue Shopping Click Continue Shopping hyperlink to access available catalogs. 2. Select StoreFront Catalog To quote products other than Cisco select StoreFront underneath catalogs on the home page. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 33

34 3. StoreFront The Buyer has the opportunity to quote other products other than Cisco in StoreFront which provides numerous manufactures the shopper can select from. The shopper can cut and paste Mfr Part # or Name of product in the appropriate field as well as find a Manufacturer by scrolling down and selecting the appropriate manufacturer to do a general search for all items available. For this example the shopper wants the price for Hewlett Packard scanner and was provided the Mfr Part # C9931A#A2L. The shopper cuts and paste the part # and clicks Search to continue. NOTE: The shopper can also do a query of item in Advanced Search with the Mfr Part #. 4. Add Item to Shopping Cart Click ADD TO CART to add Hewlett Packard scanner to shopping cart. NOTE: To view availability and more specific information click SCANJET 8200 COL FB 4800DPI hyperlink. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 34

35 5. Shopping Cart The Hewlett Packard Scanner has successfully been added to the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 35

36 Scenario 6: Add Cisco Configuration in Search Multiple Products Catalog 1. Select Continue Shopping Click Continue Shopping hyperlink to access Search Multiple Product catalog. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 36

37 2. Select Search Multiple Product Catalog From the home page underneath Catalogs select Search Multiple Products. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 37

38 3. Search Multiple Product In Search Multiple Product Catalog the Buyer has the opportunity to search for multiple products in one query search without having to go through the individual catalogs. The shopper can either add a Cisco Configuration or add product items from series of catalogs in one field. In this scenario the shopper is going to add a Cisco Configuration. Listed below is the Cisco Configuration the Shopper will Quote: Product Description CISCO Series, 4-Slot, Dual FE, Multiservice Access Router CAB-AC Power Cord, 110V S374CP Cisco 3745 Ser IOS IP PLUS MEM U128CF 32 to 128MB Compact Flash factory upgrade for Cisco 3745 MEM U256D 128 to 256MB SODIMM DRAM factory upgrade for Cisco 3745 CON-SNT x5xNBD Svc, Cisco slot Appl.Svs Rtr Cut and paste Mfr Part #, add Quantity for each item and click Check this if you are building a Cisco Configuration box to build chassis in Cisco Configuration. NOTE: The shopper only clicks when entering a Cisco Configuration. Check this if you are building a Cisco Configuration COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 38

39 4. Cisco 3745 To proceed to the Cisco Configurator click Search. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 39

40 5. Check Configuration Click Check Configuration to validate Configuration. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 40

41 6. Expedite Order or Maintenance if Applicable The shopper adds CON-SNT-3745 from the Maintenance Service drop down arrow. Click ADD TO CART to add configuration to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 41

42 7. New Configuration The new configuration has been successfully added to the cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 42

43 Scenario 7: Add Non Cisco Products in Search Multiple Products Catalog 1. Select Continue Shopping Click Continue Shopping hyperlink to access Search Multiple Product catalog. 2. Select Search Multiple Product Catalog From the home page underneath Catalogs select Search Multiple Products. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 43

44 3. Search Multiple Products In Search Multiple Product Catalog the buyer has the opportunity to search for multiple products in one query without having to go through the individual catalogs. The shopper can either add a Cisco Configuration or add product items from series of catalogs into one field. In this scenario the shopper is going to add non Cisco items in search. Listed below are the random items that the shopper will Quote: Product # Description DS621A#ABA Hewlett Packard - Desktop L1B Adtran Tracer Product M9117Z/A Apple - Software KD845GERGPAK10 Intel Motherboards Cut and paste the following Mfr Part # and Quantity for each item. NOTE: The shopper only clicks when entering a Cisco Configuration. Check this if you are building a Cisco Configuration COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 44

45 4. Non Cisco Products To retrieve products click Search. 5. Search Result To add items to the shopping cart click ADD TO CART. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 45

46 6. Shopping Cart All items are successfully added to the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 46

47 Scenario 8: Add Staging and Installation 1. Select Continue Shopping Click Continue Shopping hyperlink to access Staging and Installation. 2. Select Staging and Installation From the home page underneath Catalogs select Install & Staging. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 47

48 3. Install & Staging Currently Dimension Data is the only manufacturer that supports Staging & Installation. There are 18 possible matches in this query. To view all options available click Search. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 48

49 4. Search Results for Install & Staging To continue the buyer selects the appropriate Staging or Installation and clicks ADD TO CART. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 49

50 5. Shopping Cart The shopper has successfully added Installation to the shopping cart. NOTE: When in the Staging & Installation catalog the shopper can only add one item at a time and would have to re-enter the catalog to add an additional item. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 50

51 Scenario 9: Add Pre Configured Bundle to Shopping Cart 1. Home Page From the home page underneath Standard Configuration Catalogs select TestCo Bundles. 2. Categories The Buying Company can create as many Pre Configured Bundles as needed. The shopper in this scenario has the opportunity to choose one of two bundles. For this demonstration select Cisco 2691 hyperlink to continue. NOTE: Contact the administrator at Dimension Data to request bundles to be added to your site. 3. Additional Categories Select High Performance 10/100 Dual Eth Router w/3 WIC Slots, NM hyperlink to Continue. NOTE: When creating a category for a bundle the buyer can create an additional category name for that bundle. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 51

52 4. Cisco 2691 Configured Bundle The shopper has the opportunity to select the following: Cable Modem Installation & Staging Maintenance Once the shopper has made all appropriate selections click ADD TO CART. NOTE: Each bundle can have up to 5 attributes (Options) which can be multi-valued or single-valued and once defined the quantity can be modifiable or selectable depending on the requirements set by the buying company. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 52

53 5. Expedite Order if Applicable The shopper has the opportunity to EXPEDITE ORDER if applicable. For this configuration the expedite feature will not be executed. Click Continue to proceed to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 53

54 6. New Configuration The Pre Configured Bundle has successfully been added to the shopping cart. NOTE: A pre configured bundle cannot be re-configured from the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 54

55 Scenario 10: Add Saved Template to Shopping Cart 1. Home Page From the home page underneath Templates select Cisco Cisco 3745 Items Detail Click ADD TO CART to add configuration to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 55

56 3. New Configuration The shopper has successfully added Cisco 3745 Template to the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 56

57 Scenario 11: Create a Non-Catalog Item 1. Home Page From the home page underneath Catalogs select Non-Catalog Items. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 57

58 2. Non-Catalog Items Items that are not available in Catalogs can be created on the fly. The Buyer has the opportunity to add ten new items to the shopping cart at a time. In this scenario the shopper contacts Dimension Data and requests an Installation for a router that was not available from Install & Staging catalog. The Dimension Data associate indicates that there install request would cost $550 and to create this Item in the Non-Catalog Item catalog. Listed below is the information needed to complete Non-Catalog Item: Manufacturer - Dimension Data Description Installation Unit Price - $ Mfr Part # - I2004 Qty 1 Commodity Code Other (underneath Other enter Install for code type) Cut and Paste Information into the appropriate fields and continue to the next step. NOTE: Non-Catalog Items catalog is available at limited access and under special circumstances. When access to this catalog is necessary to complete a quote please contact the administrator at Dimension Data to activate catalog. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 58

59 3. Installation added to Non-Catalog Item All fields have been completed. To add this item to shopping cart click ADD TO CART. 4. Shopping Cart Installation has successfully been added to the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 59

60 Chapter 3 Shopping Cart Options Scenario 1: Saving and Retrieving a Quote Estimate 1. Shopping Cart On the shopping cart header select SAVE AS QUOTE ESTIMATE hyperlink. 2. Save as Quote Estimate The shopper creates a name in the Quote Estimate Name field and clicks Save to continue. 3. Saved Quote The quote has been successfully saved. To continue press click here hyperlink. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 60

61 4. Retrieve Quote Estimate The shopper selects Option 2: Retrieve quote estimate to view and work on quotes saved. Listed below are the fields the shopper can utilize to retrieve a quote. Quote Number Quote Name Quote Created By View Quotes From For this demonstration the shopper has just saved the quote. To retrieve the router just save enter the Quote Name, enter the name of shoppers Buying Company and enter today from the drop down arrow in View Quotes From. Once all appropriate fields for the quote query are entered click Search to continue. NOTE: Quote Number is given once the quote has been submitted for approval. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 61

62 5. Search Results Click the Icon to view the quote. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 62

63 6. Quote: Cisco 3745 router 03/31/04 The shopper has successfully retrieved the quote just saved. The shopper has the ability to do the following: Export to Excel Print Friendly Version Quote Search Search for another quote Leasing Option View leasing Options for router Add to Cart Add quote to shopping cart and add additional items Approve and Check Out Submit as PO or to be approved Hold Re save the quote Revise Make changes to the chassis Delete Delete the quote from the system COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 63

64 Scenario 2: Saving Quote as a Template 1. Shopping Cart On the shopping cart header select SAVE AS TEMPLATE hyperlink. 2. Save as Template To add the Cisco 3745 as a template the shopper creates a Template Name and selects the type of Template from the drop down arrow. The three types of Templates a shopper can create can be set as Private, Department or Public. Once the appropriate fields are completed click Save. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 64

65 3. Cisco 3745 Template The shopper made the Template Public to be viewed by any registered User to the site. The shopper has the ability to view or delete saved Template. For purposes to this demonstration select the Home hyperlink and then select catalogs to view Template Saved. NOTE: Only the creator of the Template can delete template from the site. 4. Home Page Cisco 3745 template has successfully been added to the site. To initiate template select Cisco 3745 underneath Templates. Go back to Chapter 2 Scenario 10, Steps 1 thru 3 to add template to shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 65

66 Scenario 3: Update Cart 1. Shopping Cart The shopper wants to add a total of 3 Cisco 2691 routers to the shopping cart. Underneath the Quantity column enter the number Change Quantity Click UPDATE CART hyperlink to reflect the new pricing. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 66

67 3. New Pricing The shopping cart now reflects the proper quantity and pricing for Cisco COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 67

68 Scenario 4: Select Leasing Option 1. Shopping Cart Select the Click here hyperlink to view lease estimates and to request a leasing contract. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 68

69 2. Leasing Options The lease options are broken up by Lease Term, Lease Type and Est. Monthly Payment. The lease term is broken into increments of 12, 24, 36, 48 and 60 months in which the Buying Company can choose a Fair Market Value or One Dollar lease type. The shopper can either select the lease they would like to inquire on or return back to the shopping cart. For this scenario the shopper selects 12 months fair market value lease and clicks Submit to continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 69

70 3. Request for Leasing Contract The shopper can change lease option or continue. For this demonstration click Continue. 4. Contact Information The shopper makes sure that every field is accurate and clicks Submit to process. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 70

71 5. Conformation The conformation screen is broken into the 4 parts which include CONFORMATION, CONTACT INFORMATION, ITEM DETAILS and LEASE OPTIONS. On the conformation screen the shopper is notified the there will be an sent in PDF format of leasing option chosen and will be advised on were to send signed agreement. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 71

72 Chapter 4 - Home Page Options Scenario 1: Access to Catalogs from Home Page 1. Buyers Home Page The shopper can access the catalogs to quote by either selecting Option 1: Create quote estimate or order product or by clicking Catalogs underneath the Shop header on the far left side of the screen. For this demonstration from the buyer s home page underneath Shop select Catalogs. 2. Catalogs The shopper is now available to search all available catalogs. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 72

73 Scenario 2: Access Shopping Cart from Home Page 1. Buyer Home Page To view what is currently in the shopping cart select Shopping Cart underneath Shop on the home page. 2. Shopping Cart The shopper currently does not have any items in the shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 73

74 Scenario 3: Access Saved Templates from Home Page 1. Buyers Home Page From the home page underneath Shop select Templates. 2. Templates The shopper has the ability to view saved template or delete template. NOTE: Only the creator of the Template can delete template from the site. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 74

75 Scenario 4: Access Lease Search from Home Page 1. Buyer Home Page From the home page underneath Orders select Lease Search. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 75

76 2. Lease Search The shopper can enter information into 3 fields to do a query on a lease search. To view lease created in Chapter 3 enter the Reference Number LE28 and click Search. NOTE: The shopper can do a search for every lease by clicking search and leaving each field blank. 3. Search Results To view the lease click the Icon. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 76

77 4. Lease LE28 The shopper view Contact Information, Item Details and Lease Option for lease. The shopper can also convert the lease to a Purchase Order. For this demonstration click Convert to PO to continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 77

78 5. Convert To PO Listed below is the information needed to complete Purchase Order. 1. Enter Lease Company Name 2. Enter PO Number 3. Select Bill To Address 4. Select Ship To Address 5. Select Dimension Data Representative Once all appropriate information has been entered click Finish. 6. Lease Purchase Order The shopper has successfully sent Lease Purchase Order to Dimension Data. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 78

79 Scenario 5: Change Password 1. Buyers Home Page From the home page underneath Tools select Profile. 2. Profile To change Password the shopper enters Password and Confirm Password in the available fields and clicks Update to execute new password. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 79

80 Chapter 5 Workflows There are three specific types of workflow used in the set up of a Hosted Buying Company. The Buyer Site can be set to Purchasing Workflow, Approval Workflow or Full Workflow. If the status is set to Purchasing Workflow, the Buying Company only has access to one type of Procurement Workflow which is a Shopper to Seller Workflow. If the status is set to Approval Workflow, the Buying Company only has access to one type of Procurement Workflow which is a Shopper to Approver to Seller. If the status is set to Full Workflow, the Buying Company has the ability to create unlimited Procurement and Quoting Workflows and if enabled unlimited T&E and RFQ Workflows. In general for all types of Workflow, the following information must be collected for each Workflow: The Roles (or Nodes) involved in the Workflow The Responses (or Links) to indicate the Role s action (e.g., submitted, approved, rejected, etc.) Defined Role Properties (e.g., displayed header and item fields and additional permissions) for each Role Defined Response Properties (e.g., conditions, fields, and subject and body) for each Response Shown below are workflows for purchasing, approval, and full workflow. Scenario 1: Workflow Options 1. Purchasing Workflow In a purchasing workflow the shopper can create a Purchase Order to Dimension Data. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 80

81 2. Approval Workflow In an approval workflow the shopper submits requisition for approval. The approver has the ability to revise, reject or order products for provisions to Dimension Data. 3. Full Workflow The shopper in a full workflow submits requisition for approval. In a full workflow additional roles can be created for the buying company. For example of roles would include Purchasing Agent, Reviewer (send configurations via DD Direct to colleagues for comment), RFQ (Request for Quote) workflow and T&E (Travel &Expense) workflow. There can be an unlimited amount of Procurement and Quoting Workflows. Also a full workflow can support up to four levels of approval. A Full workflow works well when the buying company has multiple offices and departments with different procurement processes. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 81

82 Chapter 6 DD Direct Procurement Cycle with an Approval Workflow Scenario 1: The Process of a Quote turning into a Purchase Order 1. from Dimension Data Dimension Data sent Joe Shopper a quote for a Cisco router as per his request per phone conversation. The will provide Quote Number, Quote Name, Date Entered and the Representative sending the quote. To view the quote, click View Quotation hyperlink to be prompted to the login screen. 2. Login Screen Joe Shopper enters User Name and Password and clicks LOG IN to continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 82

83 3. Quote Information Joe Shopper from TestCo can do the following: View Quote Details View Item Details View Workflow Details View Leasing Options Continue Shopping Add to Cart Request Revisions Approve Quote Reject Quote Re-Configure Chassis Export to Excel or Print Friendly Version For purposes of this demonstration the shopper will click Approve to continue. NOTE: If the User is going to modify the quote sent by Dimension Data the User needs to add items before deleting old ones, otherwise the shopper will delete the quote from shopping cart. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 83

84 4. Check Out TestCo has been set up as an Approval Workflow, so once the quote has been accepted it would go through their procurement process. The shopper in this workflow can submit quote for internal Review or Submit for approval. For purposes of this demonstration the shopper will Submit order. 5. Route Order to Approver The order is being routed to Al Approver. When all the appropriate information has been completed in each field the shopper clicks Submit to continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 84

85 6. Review Quote The shopper has the opportunity to view the order one more time before being submitted to the approver. Once the shopper has rechecked the quote for accuracy the shopper clicks Continue. 7. Confirmation Screen The quote has officially been accepted by Joe Shopper at TestCo and is being routed to Al Approver. When a quote is accepted from the Buying Company the quote becomes a requisition until it s been approved and sent back to Dimension Data as a Purchase Order. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 85

86 8. Approvers Al Approver has received an to approve order sent by Joe Shopper. The will detail Requisition Number, Quote Name, Date Entered and the Shopper sending the requisition. To view the requisition, click View Order hyperlink to be prompted to the login screen. 9. Login Screen Al Approver enters User Name and Password and clicks LOG IN to continue. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 86

87 10. Order Requisition The approver can Revise, Order or Reject the requisition. For purposes of this demonstration click Order to proceed with ordering requisition. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 87

88 11. Route Order to Dimension Data The approver has to add the following information before sending Purchase Order. Enter PO # Enter Bill To Address Enter Ship To Address Add Comments Select a Dimension Data Representative to send Purchase Order When all fields are completed the Approver clicks Submit. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 88

89 12. View Order The approver has a chance to view Purchase Order for accuracy before sending to Dimension Data. The approver clicks Continue to procure router. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 89

90 13. Confirmation Screen The Purchase Order has successfully been sent to Dimension Data for provisions. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 90

91 Chapter 7 Consolidate Multiple Quotes into One Requisition Scenario 1: Add Multiple Quotes to Shopping Cart 1. Buyers Home Page To view all quotes saved on DD Direct select Option 2: Retrieve quote estimate and click Search. 2. Quote Search Results The shopper can add multiple quotes into a requisition and submit through procurement process. For this scenario the shopper is going to add both Cisco 3745 and Cisco ATO OSC to the shopping cart and submit for provision. Click Icon for Cisco 3745 to work on quote. NOTE: Quotes that have a number next to Quote Name have been submitted for approval and an N/A next to Quote Name means the shopper has only saved the quote without submitting. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 91

92 3. Cisco 3745 Quote To add Cisco 3745 to shopping cart click ADD TO CART. 4. Shopping Cart The Cisco 3745 quote has successfully been added to the shopping cart. To add Cisco ATO OSC to the Shopping Cart click Quote Search underneath Shop on the far left side of the screen. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 92

93 5. Buyers Home Page In Option 2: Retrieve quote estimate the shopper has the ability to look up a quote by Quote Number, Quote Name, Quote Created By and View Quotes From. The Cisco ATO OSC was saved as a quote today so all the shopper would have to do to retrieve this quote would be to arrow down and select Today from View Quotes From and click Search. 6. Quote Result Click Icon for Cisco ATO OSC to work on quote. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 93

94 7. Cisco ATO OSC Quote To add CISCO ATO OSC quote to shopping cart click ADD TO CART. 8. Quotes Added to Shopping Cart The shopper has added both quotes successfully to the shopping cart. At this point the shopper can continue shopping or check out and submit for provisions resulting in a consolidated requisition. NOTE: The User will need to add new items before they delete old ones, otherwise the user will delete the shopping cart and quote. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 94

95 Chapter 8 - Printing & Extracting Quotes from DD Direct Scenario 1: Procedure to Export to Excel 1. Export to Excel To extract Quote to excel click Export to Excel hyperlink. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 95

96 2. Select Open To get proper formatting from excel click Open. NOTE: Open the file first before saving because the format doesn t come across properly when immediately saving the quote or purchase order. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 96

97 3. Quote in Excel Format The next step in saving the Quote in Excel Spreadsheet is to click on File and then click on Save As. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 97

98 4. Save Quote The shopper names the file accordingly and selects Microsoft Excel Workbook as the Save as Type. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 98

99 Scenario 2: Print Hard Copy of Quote from DD Direct 1. Select Print Friendly Version To make a hard copy click Print Friendly Version hyperlink. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 99

100 2. Quote in Print Friendly Version To print a hard copy of the quote click File and select Print. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 100

101 Chapter 9 Hosted Buyer Administration Scenario 1: Setting Up New User 1. Home Page From the home page underneath Users select Users. 2. Users To add a new User click Create. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 101

102 3. Create User Listed below are the mandatory fields necessary to create a new User: User Name (The User name is the person first and last name in lower case) Password Confirm Password First Name Last Name Language When appropriate fields are completed click Create to continue. NOTE: The additional fields may be selected depending on the role the User and the current workflow that s in place for the Buying Company. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 102

103 4. Create Permissions and Roles for New User The new User has successfully been added to DD Direct. The administrator has to Set User Permissions, Assign Roles, Assign Billing Addresses and Assign Shipping Addresses for the new User. Click Set User Permissions Hyperlink to add permissions. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 103

104 5. Set User Permissions The following permissions are set as department permissions which become default for new User: Access to all Billing Addresses Access to all Shipping Addresses Access to CyBiz Access to Expense Reports (if T&E Module enabled) Access to News Access to Product Prices Access to Purchasing Catalogs including Corporate Catalog and Non-Catalog Items* Expense Reports (View Personal) Invoices (View Personal) Profile (View Personal) Purchase Orders (View Personal) Receive Orders (Manage Personal) Receive Orders (View Personal) Requisitions (Manage Personal) Requisitions (View Personal) RFQs (View Personal if RFQ Module enabled) To make permission available to a User, the permission has to be available in Department permission. Some Users in a department are given more responsibility within their department and would require certain Permissions to execute there job other than the general default permissions. Select or deselect the appropriate Permissions for the User and then Update User Profile. NOTE: There are two permissions that are not default that must be assigned to each User. All Users need to be assigned User Profile (Manage Personal) to be able to change their password and Access to Seller Information which allows the User to view Terms & Conditions. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 104

105 6. Select Assign Roles Click Assign Roles Hyperlink to add Roles. 7. Assign Roles Each User is assigned at least one role within the buying organization. As default, all users are assigned the default shopper role, which enables the User to create a requisition. Additional roles are made available in a Full Workflow to identify roles in the organization that relate to the approval of requisitions and the creation and submission of purchase orders. For this shopper the only role assigned is the Shopper Role. NOTE: To add additional roles please contact the administrator at Dimension Data. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 105

106 8. Select Assign Billing Addresses Click Assign Billing Addresses Hyperlink to add Billing Addresses. 9. Assign Billing Addresses Assign the appropriate billing addresses from available addresses to the new User. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 106

107 10. Select Assign Shipping Addresses Click Assign Shipping Addresses Hyperlink to add Shipping Addresses. 11. Assign Shipping Addresses Assign the appropriate shipping addresses from available addresses to the new User. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 107

108 Scenario 2: Add Billing Address 1. Home Page From the home page underneath Addresses select Bill To. 2. Bill To Addresses To add additional Billing Addresses click Create. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 108

109 3. Create Billing Information The necessary information for creating a billing address is: Billing Name (must be unique) Address Country Contact Name Contact Phone Input all appropriate information and click Create. NOTE: The buying company can specify an unlimited number of billing addresses and can also enter a billing address on the fly when routing Purchase Order to Dimension Data. 4. New Billing Address The new billing address has been successfully added as a possible billing address when sending Purchase Order. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 109

110 Scenario 3: Add Shipping Address 1. Home Page From the home page underneath Addresses select Ship To. 2. Ship To Addresses To add additional Shipping Addresses click Create. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 110

111 3. Creating Shipping Information The necessary information for creating a shipping address is: Shipping Name (must be unique) Address Country Contact Name Contact Phone Input all appropriate information and press Create. NOTE: The Buying Company can specify an unlimited number of shipping addresses and can also enter a shipping address on the fly when routing Purchase Order to Dimension Data. 4. New Shipping Address The new shipping address has been successfully added as a possible shipping address when sending Purchase Order. COPYRIGHT 2004 DIMENSION DATA. ALL RIGHTS RESERVED PAGE 111