Agilent Partner Central

Transcription

1 User Guide for Partners 6/1/2010 For External Partners/US_Canada Version Author: Betsy Savarese/Trish Kohrt/Tamie LeBar/CEG Version: 1.0 Partner Central Training for Partners June 7 th through June 11 th Trainers: Betsy Savarese/Trish Kohrt

2 Table of Contents 1 Welcome to Partner Central Partner Central Basics Terminology Orientation Visibility List View Columns displayed Search Query in a list view Binoculars search Export capability Opportunities accept or reject a lead from Agilent Opportunities Create a Deal Registration Name Account Query for an existing account Create a new account Contact Query for an existing contact Create a new contact Description Lead Source Close Date Currency, Incoterms, Destination Country Agilent Model # Sales Stage and Probability Opportunities Register a Deal Deal registration statuses Deal registration pre-defined queries Page 2

3 6 Opportunities Lead Management Opportunity pre-defined queries Opportunity Sales Stages Notes sub-view Attachments sub-view Registration user profile Personal and contact Information Password reset Registration new user self-registration Registration Expiry Process Page 3

4 1 Welcome to Partner Central Data Privacy The data contained in Partner Central is confidential information that belongs to Agilent partners. We will protect and safeguard Agilent partner opportunities, accounts and contacts in accordance with the rules governing competition and privacy and the confidentiality obligations contained in our partner contracts. The data in Partner Central will not be shared with others inside or outside of Agilent. It is also the responsibility of Agilent's partners to safeguard their Company ID, User Ids and passwords, as well as manage new and expired user access within their company. Getting Started The Welcome Packet provided to your company contains key information for getting started: System requirements and browser compatibility Partner Central URLs User ids and passwords Company IDs Support model and contacts This user guide is a reference manual for your day-to-day use of Partner Central which includes: Basics terms, orientation, user preference, setups and basic navigation Accept or reject a lead from Agilent Create a new lead (or potential deal) Register a deal with Agilent Track and manage your funnel Create and manage your accounts (customers) Create and manage your contacts Register and manage user access to Partner Central Throughout the user guide, there are also highlighted Notes and Tips to emphasize or to call your attention to a particular system feature, process step or other helpful information. Welcome to Partner Central! Page 4

5 2 Partner Central Basics 2.1 Terminology Channel Manager/Distribution Channel Manager (DCM) Agilent channel manager/dcm accountable for partner corporate and branch relationship management, and responsibilities include but are not limited to the following: Setting up partner company registration in Partner Central Approving new user requests in Partner Central Responding to registered deals submitted by the partner in Partner Central Partner Sales Manager Primary Partner contact at the Partner Company, and responsibilities include but are not limited to the following: Accepting or rejecting leads from Agilent in Partner Central Managing leads and deals in Partner Central Registering deals in Partner Central Ability to view all opportunities within their company Partner Sales Rep Member of the Partner Company; responsibilities include but are not limited to the following: Managing leads and deals in Partner Central Registering deals in Partner Central Ability to view only their own opportunities within their company Opportunities Opportunity is the term used throughout Partner Central to represent a lead or deal, prior to obtaining an order. In Partner Central, you have the ability to: 1. Accept or reject an opportunity from Agilent Accept or reject a lead from Agilent 2. Initiate and register an opportunity Initiate a lead and register the deal 3. Initiate and manage an opportunity Initiate a lead and manage the deal 4. Create and manage accounts and contacts to close opportunities successfully Create and manage accounts and contacts to close deals successfully Page 5

6 2.2 Orientation At the Partner Central login page, you will be asked to choose from 1 of 5 supported languages: English Chinese simplified Chinese traditional Japanese Korean After successfully logging in with your User id and password, you will be greeted on the Home page. From here, you can go anywhere Home screen landing page after logon and self-registration Accounts screen create or manage accounts Contacts screen create or manage contacts Opportunities screen create, manage or action leads; register deals Site Map access to user preferences for default queries, screen tab layouts Profile personal, contact and user information Saved Queries pre-defined public queries in Accounts, Contacts or Opportunities ihelp not yet configured Search allows user to search under a specific screen and enter search parameter LogOff the only way to correctly log out of the system, ensuring all settings are correctly saved. Show display certain list views with the Screens Accounts, Contacts or Opportunities Page 6

7 2.3 Visibility List View The List view is a generic view and provides you with all the data available for the filter you set. Please note that you just see the first 10 entries. If you want to see more info on this screen you will need to press the Show More button. This will allow you to see the first 20 entries. If you want to go back to just see the first 10 entries press the Show Less button Columns displayed The list view comes up with default information when you log into Partner Central. Users can customize the information they want to see on the different views. Columns displayed can be changed under any screen tab for any list view. Look for the Menu buttons. 1. Click on the Menu button and select Columns Displayed. Page 7

8 On the left side, you see the columns that still can be added to the List View. On the right side, you see the columns that are already displayed in the List view. 2. Add and remove columns from/to the Selected Columns box. Display column Hide column - move to Selected Columns - move to Available Columns Display all Hide all - show all columns in Selected Columns - move all columns to Available Columns 3. Next adjust the sequence with the up/down arrows. Move to top Move up Move down Move to end - moves the column to the top of the list - moves the column up one level - moves the column down one level - moves the column to the end of the list TIP: Suggested columns to display for Opportunities views are: Page 8

9 Name, Created by Partner, Account, Revenue, Agilent Model#, Created Date, Reg Status, Reg Sumbit Date, Reg Expiry Date, Reg Reason, Reg Comments, Close Date Suggested columns to display for All Pending Leads views are: Name, Account, Site, Revenue, Agilent Model#, Created Date, Status, Reason, ContactLName, ContactFName, Created by Partner 2.4 Search Query in a list view 1. From any screen list view, click on the Query button. 2. A search form will appear. Enter in your search parameters by entering exact data or use the wildcard (*) if you have partial information. Select Go. 3. Query results are listed. If you need to refine your query, hit the IE Back arrow, modify search parameters, and select Go again. Page 9

10 2.4.2 Binoculars search 1. Click on the Binoculars icon, and select Look In: Accounts, Contacts or Opportunities. 2. A search form will appear. Enter in your search parameters by entering exact data or use the wildcard (*) if you have partial information. Page 10

11 3. Select Search and the results appear at the bottom of the search parameters. 4. Find the record of interest, and click on the Name (hyperlink) for a larger preview. 5. If this is the correct record, then select the Binoculars icon again to see the large view. If it was not the correct record, then select the IE Back arrow and try again. 2.5 Export capability 1. Navigate to the specific screen and view where data need to be exported, and click on the Menu button and selects Export. Page 11

12 2. Choose from the different options provided on the pop up window and click on Next button. a. Choose from Rows to Export All Rows in Current Query all rows in your list view Only Current Row only the row that is highlighted b. Choose from Columns to Export c. Output Format All all columns in available columns and more; not recommended Visible Columns only the row that is highlighted Text File delimited by tabs, commas or other produces a file that can be converted into an Excel format HTML produces a web-based file Page 12

13 NOTE: The views from which you can export are: My Account List View All Account List View My Contact List View All Contact List View My Opportunity List View All Opportunity List View Opportunity Detail - Products View Page 13

14 3 Opportunities accept or reject a lead from Agilent The following are steps to accept or reject an opportunity from Agilent. 3.4 Find opportunities routed to you from Agilent to review and action. Go to Opportunities screen (top tab) and Show: My Pending Leads or All Pending Leads. NOTE: Partner Sales Managers will only have All Pending Leads. 3.5 Review your Pending Leads by clicking on the arrow to the left to highlight each row More information about the highlighted opportunity is listed in the lower form. TIP: Click on the Model pick icon to get a more detailed product description. Page 14

15 NOTE: No additional details will be provided until the lead has been accepted. 3.6 Action your Pending Leads by changing the Status. On the highlighted opportunity, click on the existing Pending status to bring up the List of Values. Accept or reject the lead To Accept, select Accepted status, and click the Save button To Reject, select Rejected status, choose a Reason for rejecting the lead, then click the Save button. 3.7 You have successfully completed the action required to accept or reject a lead from Agilent You can now click on the opportunity Name hyperlink (not Account) to get more information that Agilent may have included in this opportunity, e.g. notes, attachments, competitors, etc. Page 15

16 4 Opportunities Create a Deal Registration The following are steps to create a new opportunity that can then be registered (deal registration). 4.4 Click on the Opportunities screen (top tab), and all open opportunities will be displayed. 4.5 In the Opportunity form section (in the lower half of the screen), select New. Page 16

17 4.6 A new Opportunity form is reset for your entries. The following section will walk you through filling out the Opportunity form. TIP: If you hit the [TAB] key on your keyboard, it will navigate you through the new opportunity form from top to bottom, and then left to right, column by column Name A new Opportunity form is reset for your entries. The following section will walk you through filling out the Opportunity form. The name of the opportunity is a unique opportunity id (or record id). To ensure uniqueness, the system defaults the first 10 characters. Do NOT replace the starting values in order to ensure for uniqueness and quality. You CAN append to the opportunity id with something that makes it easier for you/your company to later query, track and manage, e.g. 1-15YRC8W-Customer ABC Account End customer account name Query for an existing account To avoid creating a new account or entering duplicates, always query for an existing account. 1. Select the Account pick icon to begin your search in the master accounts database. 2. Enter in the Account name and Country of the end customer, and select Go. Page 17

18 TIP: Use a wildcard ( * ) in your Account name search. 3. In the Account pick applet, change to sort ascending on the Account column. If necessary, further refine the query by city, state, site, address, using the Find / Starting with feature, and select Go. If there are still duplicates of the account, then select the account with the Organization (country) of the end-customer. 4. Highlight the row of the Account for this opportunity by clicking on the arrow on the left, and select OK. If the Account is not found, go to Creating a new account section (below). Do not close the Pick Account window. TIP: Use the right arrow in the upper-right corner of the Pick Account applet to go to the next page of Accounts Page 18

19 Create a new account Create a new account only if an existing account is not available for selection. 1. Select the New button (top left of the Account pick applet). Enter the Account name and Site information, and select the Address pick icon,. NOTE: The Site entry is the city of the end-customer. 2. Select New to enter a new Address for this account. Page 19

20 3. Enter in the rest of the Account information, and Save. NOTE: Active indicates that the address is a valid customer address. If the address becomes invalid, then turn off the Active flag on the Account Address. 4. Select OK. NOTE: All Addresses for an Account must belong to the same City. Select OK. Page 20

21 5. Select OK Contact End customer contact name Query for an existing contact A new contact needs to be added to the opportunity. To avoid creating duplicate contacts, query for an existing contact from your company contacts first. 1. Select the Contact LName pick icon. 2. Select New 3. Query for the new contact from your company s existing contacts, and use the checkboxes to select all contacts for this account, and select OK. Page 21

22 If necessary, refine the query using the Find / Starting with feature. If the Contact is not found, go to Creating a new contact and do NOT close Contacts Window. 4. A form will appear requesting you to select the primary contact on the opportunity. If the primary contact is already checked, then select OK. If you are changing the primary contact, then highlight the row of the contact to make primary, select the primary checkbox, select Save, and select OK Create a new contact Create a new contact only if an existing contact does not exist. 1. Select the New button (top left of the Contact pick applet. Page 22

23 2. Enter in required fields for the new contacts, and Save. Note: The name can be entered in any language. If this contact is primary, check the Primary box. 3. Select the Active checkbox, select Save, and then hit OK. NOTE: Because querying for a contact searches the Agilent database, it is possible that an error message will show saying the contact already exists, although it is not in the list of selections for the partner. When this situation happens, modify the extension in the phone number to be an abbreviation of your partner name. For example: John Smith at Burger King is showing this contact already exists. Enter a new contact of John Smith with a phone number and ext PART Page 23

24 4.3.4 Description Free form text field to enter useful information about the opportunity. Not a required field Lead Source Describe from where the lead was generated, e.g. customer called for price and delivery. Not a required field Close Date Estimate the deal win or expected order date. Select the Calendar pick icon Select Save., choose a future projected order date. Page 24

25 NOTE: Deal Registration program requries an expected order date of not greater than 120 days from deal registration submission Currency, Incoterms, Destination Country Required information before selecting the model from the base price list. These values will default, but double-check that they are accurate. US = USD, DDP, United States Canada = CAD, DDP, Canada These values drive the pricing that displays when you select the Agilent Model # Agilent Model # At least one primary model is required for creating an opportunity. 1. Select the Model pick icon, then select Add Item. 2. Select Query button. 3. Enter in the product information, and select Go. Top Model Number: Base model with an implicit wildcard (*) at the end. Agilent Model #: Not recommended to use. NOTE: The first item added will be considered the Primary product. Pick the product that best represents the deal registration for the Primary Product. The Primary product is what will show in various list views (you can always drill down into the opportunity to see all products). Page 25

26 4. The product pricing pick applet appears for you to make your selection(s). Click on Sort Order ascending. NOTE: At this stage of product selection, the default is quantity one of anything selected. Changing quantities is done in the sub view of the opportunity once saved. TIP: Refine query using Find and wildcard ( * ) and select Go. If there are still too many models and options than expected, then click the [Query] button and re-query. 5. Use the checkboxes and click Add button after selecting items. Page 26

27 NOTE: If using the Next page link (top right of the pick applet), do not forget to select the [Add] button if you have selected items on the existing page, or else you will lose those items when going to the next page. NOTE: Clicking the Add button multiple times will add items multiple times. 6. After making all of your selections, select the Close button (bottom right). 7. A summary of all products are displayed. The primary model will be checked. 8. If the primary model is not correct, then change the selection of the primary model. Highlight the row desired of the new primary item using the > arrow on the left, select the checkbox under the Primary column, and select Save. Page 27

28 9. If there are items in the list that have been added by mistake, then delete them. Highlight the row desired of the item to delete and select the Delete button. 10. Select OK. TIP: You cannot delete a row that is checked as Primary. You must first change the primary model and then delete it. TIP: Once the opportunity is completed and saved, you can always go back and add more items, change the primary item, and change quantities. Page 28

29 4.3.9 Sales Stage and Probability The Sales Stage indicates the progress of an opportunity, and it drives probability and status. TIP: Sales stage and probability will default to 01 Opprtunities/Inquiry if left alone, and after Saving the opportunity. After all required fields are complete in the form, select Save. The opportunity will now show up on the top of your Opportunities list view Changing Quantities on an Existing Opportunity To change quantities on an existing opportunity, drill into the opportunity Name. Update the quantity in the subview by navigating to the quantity field, make the change, and click Save.. Page 29

30 5 Opportunities Register a Deal After an opportunity has been created by your company, you can register the opportunity. NOTE: Do not register leads from Agilent. 5.4 Go to Opportunities screen (top tab) and Show: My Opportunities, or if you are a Partner Sales Manager, go to Show: All Opportunities. 5.5 Click on the Name of the opportunity to register. 5.6 Click on the Deal Registration sub-view (first tab on the lower screen) Page 30

31 5.7 Route this deal to the correct Agilent Channel Manager for review and approval by selecting the Channel Manager LName pick icon. TIP: If you know the Agilent Channel Manager s last name, then enter in the name and hit [tab] on your keyboard. 5.8 The Comments field is optional. Use if there is anything additional that you may want to convey to the Agilent Channel Manager that is not already captured in attachments, contacts, notes, products and competitors. 5.9 Change the Deal Reg Status to Submitted, and select Save. You will notice that the Deal Reg Status is no longer editable Your registered deal has been successfully submitted. NOTE: The Agilent Channel Manager/DCM will receive automatic notification that you have submitted a deal. You will also receive an notification when the deal has been updated by the Agilent Channel Manager. NOTE: After a registered opportunity is submitted, then you will not be able to modify any information until the opportunity has been approved or returned by the Agilent Channel Manager To track all registered opportunities, go back to Opportunities screen and Show: My Opportunities or for Partner Sales Managers, Show: All Opportunities In order to track deal registration status of these opportunities in your list view, you will need to add Deal Registration data to the columns displayed. Page 31

32 NOTE: You can always drill down into each opportunity record one at time, and view status under Deal Registration sub-view (lower tab). Adding Deal Reg status to the list view columns displayed just makes tracking easier and more efficient. NOTE: Do not confuse Opportunity status with Deal Registration status. Think of the opportunity and the deal registration as two separate transactions in Siebel connected by the registration. They can have different statusus Deal registration statuses Reg Status Tracks the review, approval and rejection stages of a registered deal. Reg Reason Required when a registered deal is rejected by the Channel Manager. a. Not Registered An opportunity that has not been registered. b. Submitted Opportunity submitted to Agilent Channel Manager for review. The opportunity cannot be updated until it has been Returned or Approved. c. Received Channel Manager has reviewed the opportunity, but made no decision. d. Returned Channel Manager has returned the opportunity with some corrections or questions. The opportunity is not yet approved by the Agilent Channel Manager. The opportunity can be updated. The opportunity must be re-submitted for acceptance. To re-submit, make necessary changes or provide clarification in the Comments field, and change status to Submitted. e. Approved Channel Manager has accepted the opportunity. The opportunity can be updated, and progressed to deal closure/won. f. Rejected Channel Manager has rejected the opportunity. The opportunity cannot be updated. The opportunity will be automatically cancelled, and removed from My Opportunities (and All Opportunities). TIP: Use the pre-defined queries for common Deal Registration searches. Page 32

33 5.8.2 Deal registration pre-defined queries Make sure that the Opportunities screen is displaying Show: My Opportunities or All Opportunities. Then select the appropriate pre-defined query (PDQ) from Saved Queries: a. Deal Reg Approved All registered opportunities that have been approved. b. Deal Reg Expired All registered opportunities that have expired. c. Deal Reg Returned All registered opportunities that have been returned. d. Deal Reg Rejected All registered opportunities that have been rejected. After a registered deal is rejected by the Agilent Channel Manager, the entire opportunity will be automatically cancelled. Upon receiving notification of a rejected opportunity, this is where you will find the opportunity and reasons for the rejected deal. Page 33

34 6 Opportunities Lead Management Whether you have accepted a lead from Agilent, or created your own registered opportunity, the following section will demonstrate how to manage all of your opportunities. Agilent has the expectation that partners will update the Sales Stage on opportunities (leads) sent to them after the initial contact is made with the customer. 6.4 Go to Opportunities screen and Show: My Opportunities or All Opportunities or for Partner Sales Managers, All Opportunities. TIP: Use the pre-defined queries for managing/tracking your opportunities Opportunity pre-defined queries Make sure that the Opportunities screen is displaying Show: My Opportunities or All Opportunities. Then select the appropriate pre-defined query (PDQ) from Saved Queries: a. All Open Opportunities Defaulting PDQ Will not display cancelled opportunities. b. Rejected Opportunities All opportunities routed to the partner that were rejected by the partner TIP: See also the Partner Central Basics Visibility, Search and Export Capability for helpful setups and functionality to aid in lead management. Page 34

35 6.1.2 Opportunity Sales Stages Sales Stage Indicates the progress of an opportunity, and it drives probability and status. See below for description of each stage. Navigate to the Sales Stage field and click on the drop down arrow to select the appropriate sales stage. Probability % Indicates the confidence that an order will be placed, and reflects in forecasts. Status High-level statuses used for reporting, e.g. Pending, Accepted, Won, Lost, Cancelled Reason Required when an opportunity is Won, Lost or Cancelled. Sales Stage Descriptions 01 Opportunities/Inquiry First stage of any lead, before it is qualified Probability defaults to 0%; can manually change Status defaults to Pending 02 Lead/Potential Deal A qualified lead or potential deal Probability defaults to 20%; can manually change Status defaults to Accepted 03 Deal Commitment from customer to place an order Probability defaults to 40%; can manually change Status defaults to Accepted 04 Won Deal won, and order placed Probability defaults to 100% Status defaults to Won Reason code is required 05 Lost Deal lost Probability defaults to 0% Status defaults to Lost Reason code is required 06 Cancelled Opportunity can be cancelled at any stage Probability defaults to 0% Status defaults to Cancelled Page 35

36 Reason code is required REQUIREMENT: Update the Sales Stage after initial contact with the customer. 6.5 Click on the opportunity Name in order to access the sub-views (lower tabs) to update or review products, contacts, notes, attachments, sales team and competitors. 6.6 The opportunity form moves to the top, and sub-views (lower tabs) appear under the form. Page 36

37 6.3.3 Notes sub-view Add notes related to the progress or comments on a particular opportunity. 1. Select New, and complete the description of the note, and Save. 2. Complete the description of the note, and Save. TIP: Notes are Date/Time stamped so you can sort ascending/descending on Created column. 3. You can also continue to append in the Description field after a note has been saved, ensure you select Save again after any modifications are made Attachments sub-view Add attachments, e.g. quotes, correspondence 1. Select New. 2. Select the Attachment Name pick icon. 3. A form displays to enter in the File Name or URL, and select Add. 4. Enter in Comments, and select Save. Page 37

38 7 Registration user profile Update personal and contact information, and change your password. 7.4 Personal and contact Information It is important to keep your information current in order to receive automatic notifications, and can be contacted in the event of any Partner Central registration issues or updates. 7.5 Password reset Enter in your new password information, following the Password Policy Select Save The next time you login the new password will be set. Page 38

39 8 Registration new user self-registration If a partner company has already been established in Partner Central, then individual users can register for user access at the Login Page. 8.4 At the User Login page, click on Register for a User Id 8.5 Enter Company Identifier that is provided by the Agilent Channel Manager 8.6 Click Next. Page 39

40 8.7 Complete New User Registration form. 8.8 Click Next. 8.9 Click Finish 8.10 You will be routed to a welcome page. NOTE: You have now successfully self-registered, but you will not have access to your Opportunities, Accounts and Contacts until the request for access has been reviewed and qualified by your Agilent Channel Manager. An will be sent to you after the request has been qualified and your setup is completed. Page 40

41 9 Registration Expiry Process If an end-user has not accessed Partner Central for 6 months, then the User Login will expire. If an end-user tries to login after their User Login expires, they will receive the following error message: In order to regain access, the user will need to self-register for a new User ID again. Page 41

42 Revision History Update Date Revision No Revised Section Revised By 6/1/2010 Original Trish Kohrt NA Page 42