MANAGED PRINT SERVICES. Process Steps 1.2

Transcription

1 MANAGED PRINT SERVICES Process Steps 1.2

2 Enter Sales Proposal : Role Sales Enter Sales Proposal 1 Customer Information : - Contract Address - Invoice Address There are 2 possibilities to enter the customer information : Enter a new customer and complete the address information Select an already known customer for the List of Values (LOV) and all customer data will be displayed after selection 2 Products (Hardware and Service Packs) - Select the products and enter the Cost Price (purchase price from distributor) and Mark-Up - Select the Service Pack - Select options (if wanted) - The Payment Amount (periodical) will be calculated - Enter the %age margin of the click price The periodical Payment Amount will be calculated by the programme based on : Lease Rates Duration Total Amount (Hardware and Service Pack H/W & SP) 3 Credit Check - Enter the Investment Amount (Estimated total of H/W & SP) - Enter the Pre-Payment and Invoice Frequency and Duration - Select the button Credit Check to send the lease request to the lease company Note : You are free to choose the order between entering the products and executing the credit check Credit Check Reply The lease company will check the received customer information and answers the request. There are 3 possibilities : - Accepted : Approval to finance the requested amount - Pending : Additional information will be added to the answer and displayed in the sales proposal as well 2

3 - Rejected : The reason for rejection will be added to the answer and displayed in the sales proposal as well A credit check will be answered within 24 hours. The result of the credit check will be sent by to the sales proposal originator and will be displayed in the Portal. Documents : Generate Sales Proposal In the upper part of the screen you can select Generate Sales Proposal from the LOV. Click Generate, a sales proposal (pdf-document) will be generated with customer and product information Pre-Requisites : - At least 1 product should be entered in the sales proposal - The calculation should be valid (eg the duration used for the calculation should be equal to the duration of the sales proposal) Documents : Generate Contract In the upper part of the screen select Generate Contract. A complete contract will be generated with all customer and product information. Within the contract you will also find Terms and Conditions related to the Brother Managed Print Services. Pre-Requisites : - The customer information should be completed - The approved customer information should replicate initial customer information - The sales proposal should have an accepted credit check. The status of the sales proposal is 50 - The date in the field Approval Valid Until should not have expired - The investment amount (Total H/W & SP) should be equal or less than the approved amount - The contract terms should be equal or shorter than the approved term The contract should be passed to the customer (in duplicate) for signature both versions to be sent, by post, to the lease company 3

4 Check Contracts Before sending both signed contracts to the lease company, check all required information is entered : - Signature(s) of the customer - Name(s) - Position(s) - Date of Signature - Customer initials at the bottom of each page Sign the Contract in the Portal In the Portal, the sales proposal should also be signed. Select the Signed button. The same sensor-checks should also be undertaken as Documents Generate Contract. The status of the sales proposal will be updated to 80 (Contract signed by Customer) and the sales proposal frozen updates no longer possible. Sending the Contracts to the The original signed contracts should be sent, by post, to the Lease Company : Contract Acceptance When the receives the signed contracts they will check the contracts (handwritten amendments or conditions are not accepted) and if correct the contract will be accepted by the Lease Company. The will accept the contract and the status of the contract will be updated from 80 to 85 (Contract Accepted By Lease Company). Simultaneously an with attachment will be generated and sent to the originator. The attachment details a Contract Acceptance document that contains the products and selling prices. The reseller can purchase his products from his distributor. 4

5 Purchase and Installation of Products Upon receipt of the Contract Acceptance from the Lease Company, purchase and installation of products at the customer s site can begin. BRAdmin Pro Software Enter Serial Numbers and Installation Address Role : Administrator During installation of the products, BRAmin Pro must also be installed. BRAdmin Pro will send the first meter read from the product to the Brother Business Service Centre : Mail address: meterinfo_brt_uk@s-bsc.com Following successful installation, serial numbers and location addresses need to be entered into the Portal In the programme Installation Products the dealer has to complete the installation information. The following information should be entered: - Address of the installed product - Location (ie 2 nd Floor) - Serial Number When the location address is not known this address could be added in this programme and linked to the product. The entered serial number will be checked immediately to confirm that the serial number can be identified as delivered by BRAdmin Pro. If this cannot be confirmed by BRAdmin Pro, for example meter reads have not been received by BRAdmin Pro, it will not be possible to enter the serial number. Ready to Process Following completion of serial numbers and addresses, select the button Ready to Process. There are checks performed within the Portal to ensure delivery is complete ie are all the serial numbers and addresses entered? Note : At the end of each line, the following codes are displayed : 5

6 - R = Ready to Process This code will be activated when the dealer has completed the information on the product line (address and serial number) and the button Ready to Process has been selected. By selecting this button the dealer confirm that the entered information is correct and can be processed. - I Interfaced When this code is displayed, the product has been interfaced to the back office and a machine and contract have been generated. The customer will receive a Welcome Letter, and has the possibility to enter service calls or supply orders in the Portal. A copy of this Welcome Letter will be sent to the dealer. - P = Printed on Document H/W & SP to be Invoiced In case this code is displayed, the product has been printed on the overview Hardware & Service Pack to be Invoiced (see below) Hardware & Service Packs to be Invoiced Brother Business Service Centre When the delivery is complete (See Installation Products), and the codes R (Ready to Process) and I (Interfaced) are activated, these products will be on the overview H/W & SP to be Invoiced. On this PDF document all installed products will be displayed with the selling prices that will be charged to the. The overview will be sent to the address of the dealer s administrator and the lease company. Invoice to the Role : Administrator Now the products can be invoiced to the. The Dealer s Administrator has to send an invoice together with this overview to the : Payment to the Dealer When the invoice has been received and checked by the lease company, they will pay the dealer for the delivered hardware and service packs. The lease company will also sign the contract themselves and return one of the contracts to the customer. 6

7 Now the periodical invoicing can begin. The lease company will confirm the payment to the dealer in the Portal Dealer, and the status will be updated to 90 Contract Signed by. Start Date of the Contract : The start date of the contract will be determined based on the installation day of the last installed machine. The start date will be the first date of the next month in which the last machine has been installed. Note : For the period between the installation and the contract start date an initial invoice will be generated to cover the rental for this period also. Periodical Invoice : Payment Amount Based on the conditions of the contract, the periodical payment amount will be invoiced to the end-user in advance. Periodical Invoice : Usage Based on the conditions of the contract and the received meter reads per machine, the usage of the machines will be invoiced to the endusers in arrears. Commission Review : Brother Business Service Centre Based on the usage of the machines, a commission overview will be generated and sent by with an attachment (PDF Document) to the Dealer s administrator. This overview will be used by the dealer as an attachment to the commission invoice to be sent into Brother local office. 7