Client User Manual Page 1 of 31
C o n t e n t 1. Introduction... i. System & Client qualifications... ii. Accessing e-volve Online... iii. e-volve Client Home Page overview iv. Site Navigation... 2. Client Prerequisites... 3. Product Catalogue..... i. List by Date & Manufacturer, SEL and PEL.. ii. e-volve Search... iii. Client Admin Essentials: Setup SEL, Users & Delivery Addresses 4. Resolve i. Creating a New Resolve... 5. Purchasing... i. Creating a New Purchase Order... ii. Placing an Order... iii. Pay by Credit Card Order.. iv. Creating a New Quote... v. Converting a Quote to a New Purchase Order...... vi. Viewing Order History & Back Order Report.. vii. Viewing Invoices.... viii. Asset Tracking - License & Warranty.. Page 2 of 31
1. Introduction On behalf of the team at e-volve Corporate Technology, e-volve, I would like to personally welcome you as a new user of our online IT procurement and process integration system, e-volve Online. Using e-volve Online you will be able to fulfill all of your IT procurement needs through our secure, browser based e- procurement system. e-volve is more than just an IT Hardware, Software and Services business. Our advanced online system allows you visibility of your IT supply chain using the most transparent, efficient and cost effective pricing and supply solution in the market. You will notice increased efficiency and business productivity using e-volve Online and our consolidated business model. Commonly, IT Managers are required to manually source numerous quotations from various IT providers in order to meet the purchase criteria of their organisation. This is a time consuming task and may not result in achieving the lowest price and immediate stock availability. Through e-volve Online you can select any product from an up-to-the minute catalogue that shows product availability and your special customer pricing, enabling you to always select the best price from available stock. e-volve Online intelligently collects, stores and allows you to manage your IT asset, warranty and license data thereby streamlining your business processes. For example, prior to your software license expiring, e- Volve Online automatically generates an email to you advising of the license expiration and a automated quote of the replacement part to be ordered. This ensures your organisation is always fully licensed. Where a warranty claim needs to be verified, IT Managers would usually need to speak to Finance and request a copy of the original Invoice as proof of purchase and would have to match this to the serial number of the product. Using e-volve Online, IT Management has the complete information at their fingertips. Warranty serial numbers are all linked to the PDF Invoice and this can be e-mailed directly to the required manufacturer. How does e-volve support its clients? Your account team is always happy to take a phone call and in addition to this e-volve Online has an advanced online communication tool, Resolve, that will allow you to request pre sales, project assistance and support. It is easy to use and is date and time tracked to ensure the highest level of service is provided in the shortest period of time. Finally, you will notive from your login that you have been assigned a Client Category Level. This is based on your spend or projected spend with e-volve and is in turn associated with differing levels of service & support. You will see this referenced in the User Manual as you proceed. This has been done in order to reward and recognize our best customers for their loyalty and ongoing business with e-volve. We thank you for choosing e-volve for your IT procurement needs. Kind Regards David Simpson Chief Executive Officer e-volve Corporate Technology Page 3 of 31
1 i. System and Client Qualifications In order to access e-volve Online the following is required: * IBM PC or Macintosh compatible computer * Dial-Up or Broadband Internet access * Internet browser Internet Explorer version 5.0 or higher * Display resolution 800x600 or higher This manual is designed to train you on the following and certify you as an e-volve ready client. Please consult your e-volve Sales Team for further support information in acquiring the skills of any of the below or if you feel the need for more training. Searching Resolve Reports Delivery Addresses PEL Quotes Warranty Track User Admin SEL Ordering License Track Cost Codes SEL Admin Page 4 of 31
1 ii. Accessing e-volve Online In order to access the e-volve Online system, open your Internet browser and enter the following URL address: http://www.e-volvetech.com The login form can be found at the right hand side of the Home page. To login as a corporate purchasing client enter your e-mail address and password provided in the welcome e-mail sent to you from e-volve Corporate Technology and click on Enter. Forgotten Password If you have misplaced or forgotten your password details, simply click Forgotten password. Enter the email address with which you first registered and click on Send New Password. An email will be sent to your nominated email address confirming your new password. Once you login with your new password you can change it to something you can better remember by clicking on the Change Password under the My e-volve Top Drop Down Menu. Save the e-volve sign in page in your Internet Browser Favourites! Page 5 of 31
1 iii. e-volve Client Home Page Overview 1 2 3 5 10 4 6 7 8 1. Current User Name 6. e-volve team information 2. Current Company Name 7. Feedback and Suggestions 3. Top Drop Down Menu 8. Terms and Conditions 4. Quick Links 9. Credit Limit 5. Resolve Message Board * 10. Client Level Details * Not available to Blue Clients Page 6 of 31
1 iv. Site Navigation e-volve Online navigation is designed with a Top Drop Down Menu making navigating your Corporate Procurement Portal extremely simple. The Top Drop Down Menu reveals the content of e-volve Online by dragging your mouse over the options. Menu Contents: * Home This option takes you back to the Home Page. * My e-volve Resolve Go to Employee Purchasing Change Password * Products Catalogue Products by Manufacturer SEL * Purchasing e-volve Online Cart Quotes Orders Invoices / Statement Credit Invoices * IT Services Infrastructure Solutions * Assets Page 7 of 31
e-volve Warranty Track e-volve License Track * Reports Back Order Report Cost Codes Report Warranty Report Orders Report Items Ordered Report Shipped Items Report Popular Products Report Users Report Blue Level clients are only able to access Back Order Report and Shipped Items Report * Promotions This option takes you to the Promotions Page listing some of the current Vendor offerings in the market. * Administration Delivery / Billing Address Departments Cost Codes Users * Returns Faulty Returns Other Returns * Help Online User Manual Register for Employee Purchasing Terms and Conditions Company Information FAQ Manufacturer Services Client Tools Vendor Letter Welcome to e-volve 2. Client Prerequisites (Administration Users only, Standard Users can bypass Section 2) (For Diamond, Platinum and Gold clients only) Page 8 of 31
Before moving forward in this manual it is important that you advise your e-volve Sales Team the following registration requirements in order to fully prepare your portal. Please refer to your Welcome Letter for further details, if you have not already provided these details. For any clarification around what any of these points mean, please consult your e-volve Sales Team. * Company ABN * Cost Code(s): Codes used to assign and report on purchases across various cost centres * Delivery Address(es) and Billing Details if different to Delivery Address * Departments engaging e-volve Online * Person(s) in position of or responsible for: - account payables - review of weekly statement reports - monitoring & actioning of license / warranty expiration and renewals * Existing Finance / Insurance providers your Company might use for any purchases * Total I.T. spend by category * Preferred Vendors * SEL: A list of products that have been identified as being ordered by your company on a regular basis. * Users: Client will need to advise how many users will engage e-volve Online and advise what their roles are in the Company and in accessing e-volve Online. Client will be instructed on how to add new users. 3. Product Catalogue The Product Catalogue is a list of all products available through e-volve Online, categorised by product type. The Number displayed next to the category title states the number of products currently listed in that category. To view a specific product category, simply click on the desired link. This will display any products or sub categories under the master category. Page 9 of 31
3 i. List by Manufacturer and SEL By Manufacturer If you know the manufacturer of the technology you are searching for then click on the Products By Manufacturer link. This will display a listing of all the manufacturers currently available through e-volve Online. The number displayed next to the category title advises the number of products listed for that manufacturer. Click on the manufacturers name to display the defined sub categories for which that manufacturer supplies products. SEL The Standard Equipment List (SEL) is a list of products that have been identified as being ordered by your company on a regular basis. Products in the SEL are listed underneath their technology categories. The advantage of using SEL is that it gives companies or organisations with many departments the ability to have a single portal for purchasing of common technologies or resources. 3 ii. e-volve Search A Search is performed by typing a keyword or words into the search box on the top right hand side and then clicking the Arrow button. Page 10 of 31
Products at some point will become unavailable due to being discontinued or end-of-life. If a part you re looking for doesn t appear via Search, try searching by clicking on Show inactive products tick box as this will indicate if it has become unavailable. The Search works on five criteria: * Manufacture or Vendor s Part Number * Manufacturer name * Product Title * Product short description * Category title Example - If you had entered the following 3 Key words HP DC7900 SFF 2GB The search will be done in the following order of combinations and your results ranked. 1. HP DC7900 SFF 2GB 2. HP DC7900 SFF 3. HP SFF 2GB Please note the maximum number of keywords you 4. DC7900 SFF can enter is 4 - any words in addition to the first four 5. HP will be ignored. 6. DC7900 7. SFF 8. 2GB Search Points * Maximum results returned by the system for any search will not exceed, by default, 50 hits. * Partial words or part number searches can be performed when using the search. When entering partial keyword, it is necessary to use a wildcard character (*) to perform the search. Example - If you wish to search for DC7900. The following search strings will return the desired result: 1. DC790* 2. DC79* 3. DC7* 4. DC* Search Results Overview Page 11 of 31
Once e-volve Online displays your search results, you can then click on the Manufacturer Product Code of any line item in the result to view its unique product description, with some products also enlisting their Related Products. Example - if you had clicked on NA190PA, the following product description will be displayed. Page 12 of 31
3 iii. Client Admin Essentials Set Up Standard Equipment List 1. To add products to your SEL, follow instructions from section 3ii. of this manual for info on how to search for a product and view product description. Within the product description, click on Add to SEL. The below message should then appear with a link that can take you to the SEL view, when clicked. 2. To remove a products from your SEL, simply click on the tick box(es) next to the Manufacturer Set Up Users description of the products then scroll down to the bottom of the list and click on Delete. 1. Users with Administration rights can create additional users by clicking on Users from the Administration Top Drop Down menu then by clicking on the Add User button located on the bottom of the page. Users can be assigned access to either the Corporate site, EPP (employee personal purchase) site known as myevolve, or both. It is the responsibility of the Administrator(s) to set appropriate security status to new created users. 2. To remove users, within the users list, click on the tick box(es) next to the user s details then scroll down to the bottom and click on the Delete button. Set Up Delivery Address(es) 1. Users with Administration rights can create additional Delivery / Billing Addresses from the Administration Top Drop Down menu by clicking on the Add Address button located on the bottom of the page. 2. To remove addresses, within the address list, click on the tick box(es) next to the addresses then scroll down to the bottom and click on the Delete button. Page 13 of 31
4. Resolve What is Resolve? (Not available to Blue Level Clients) Resolve is e-volve s Customer Support Messaging System. Messages are sent through to Sales Support at e-volve where your queries are generally answered within 24-48 hours depending on the level of information acquired. When making queries, please be sure to include as much information as possible, as this improves turnaround time and accuracy of the responses. Resolve Overview The Start and End Date option within the Resolve Overview page enables you to track back to any resolves created since first login Page 14 of 31
4 i. Creating a New Resolve 1) Click on Resolve from the list of options under the My e-volve Top Drop Down Menu. 2) Click on New Resolve. A new Resolve will be presented, as below diagram. 3. In the Subject Line, enter a title which your request relates to. i.e. Product Availability 4. From the Type drop menu, select the category that best fits your requirement. If more than one is applicable, but you can t decide which is best, select one of them. For example, if you wanted to know if a certain part worked in a type of machine, you may select either Technical Assist, or Product Assist. Either one is fine. 5. The Message Body is where your question will go. All Resolve requests should include as much detail as is possible. The more detail that you provide, the quicker and easier it is for the e-volve Sales Team to respond with accurate and useful information. The below should be used as a guideline. * Licensing Resolves: Please include how many licenses you require, what product the licenses are for, whether or not you will require Media (the software), and any other services that may be useful for us to know (e.g. any existing Manufacturer Certificates or Authorisation numbers relating to the product). Please place these under Product Assist. * Product Assist Resolves: Please include the item number (Manufacturer Code) that the question relates to, what machine the part may be going in, what you require the part to do, your question, and any other information that may be relevant (e.g. the Product Assist query may relate to a specific part that you would like in a pre built system. If you mention this in the Page 15 of 31
Resolve, there is a good chance that we will be able to get you the information that you require, but also have the system entered into the site ready for you to order. * Technical Assist Resolves: Please include the nature of the problem, the hardware that is in the machine that is having the problem, and as much background information as you can. This will help in diagnosis of what may be causing the hitch. * Web Assist Resolves: These are basically for use when you locate a bug or a glitch in the system. Please include what you were doing and what error message that you received. * Accounts Assist Resolves: Please include the invoice number that is in question, what the issue is, and why it is an issue. * Feedback and Suggestions Resolves: This is for use when you would like to provide feedback on the service that we are providing. If you would like to see a function included in the website in the future, or would just like to leave a comment (good or bad) on your experiences within the site. Please include what it is you would like to comment on, and if it is a suggestion for the site, please include what you would like the improvement to do. All suggestions are read and considered. 6. Click on Ok. Your Resolve will then be sent to e-volve Sales Team for review, and will respond shortly. You will receive an email alert once a response has been sent to you. 5. Purchasing e-volve Online offers the following Purchasing tools Purchase Order Displays the current purchase order you are currently working on. Items listed in the purchase order can be saved as a quote or submitted as an active order. Quotes Quotes displays a list of all purchase orders that have been saved as quotes pending order submission. Order History The Order History link allows clients to list using various search criteria, any or all orders placed by your company. Invoices / Statement Invoices / Statement allows clients to list using various search criteria, any or all invoices generated from client purchases. Page 16 of 31
Warranty & License Track (Not Available to Silver or Blue level clients) Warranty Track displays any hardware purchased with warranty providing a better management and a more convenient tracking for maintenance. License Track displays any applications purchased with licenses providing a better management and a more convenient tracking for compliancy. 5 i. Creating a New Purchase Order To view the current content of your Cart, simply click on e-volve Online Cart from the list of options under the Purchasing Top Drop Down Menu. 1) Check first to make sure that the Cart is empty so as not to order items which weren t intended to by doing the following: a) Go into your Cart and click on the tick box of each line item you wish to clear and then click on the Delete Item button located on the bottom left of the Cart. 2) You can now start adding items to the e-volve Online Cart by doing the following: a) Place mouse icon over the Products Top Drop Down Menu option and step through the Categories and Sub Categories looking for the item(s) you wish to purchase. If you know the model or part number of the product - try using the Search function - Refer to Section 3 of this manual for guidance. Page 17 of 31
Product List Overview The zoom button allows you to preview the alternate warehouse prices or stock availability on any product b) Once you have found the item that you are after, you can start adding products to your Cart by adding quantity numbers in the input box located to the right of the product and then click on Add to e-volve Online Cart. You may also click on the Manufacturer Code of that product. This will bring up a screen giving a more detailed description of what that item is. Page 18 of 31
3) When all items required have been added to the e-volve Online Cart, you then have the options of the following: Adjust the quantities required for each line item and then click on Update Order button. Save the list of items in the Cart as a new Quote in the system by clicking on Save as New Quote. Place an order for the items by clicking on Place Order. Oracle and SAP Integration is disabled by default. For more information around these functions, please speak with your e-volve Sales Team. 5 ii. Placing an Order a) Once you have selected the items you wish to order and have added them to the e-volve Online Cart as shown in the image above, simply click on the Place Order button and proceed To completing your e-volve Online Purchase Order. Page 19 of 31
Step 1 - Purchase Order b) Click on Next when all required Purchase Order details have been entered. This will take you to your Purchase Order Summary for review. Page 20 of 31
Step 2 - Purchase Order Review c) (For Diamond, Platinum, Gold and Silver clients) Click on Submit Order once satisfied with Purchase Order details. You will then receive an email confirming the order and be presented with the following Order Confirmation screen, which states your e-volve Online order number. d) (For Blue level clients) Click on Pay by Credit Card once satisfied with Purchase Order details. Complete the Credit Card Payment screen and click on PAY. You will then receive an email confirming the order and be presented with the above Order Confirmation screen, which states your e-volve Online order number. (See further info below) Page 21 of 31
5 iii. Pay by Credit Card Order (Silver and Blue clients only) e-volve Online provides a secure online merchant portal that allows for real time transactions in the form of credit card payments. e-volve Online accepts Amex, Visa and Mastercard. a) From the Purchase Order Summary page, simply click on Pay by Credit Card. This will bring up a new browser window taking you to e-volve Online s secure Credit Card Portal. To avoid being charged incorrectly, DO NOT CLOSE the browser window or use the back button Until the transaction is complete where then you will be taken back to e-volve Online. Page 22 of 31
b) From the Card selection screen, click on the credit card logo that represents the Credit Card that you will be paying with. c) Enter the Credit Card Details in the input boxes provided and then click on the pay button to proceed with processing payment by Credit Card. Page 23 of 31
d) Upon completion and approval of the Credit Card Transaction, the browser window will close and bring you back to e-volve Online. Page 24 of 31
5 iv. Creating a New Quote Creating a quote works in the same manner as placing an order by searching and adding items to your Cart. 1) When all items required have been added to the Cart, simply click on Save as New Quote. 2) Enter a Quote name for reference, a postcode to calculate freight cost and a required by date to advise e-volve when the equipment is required by. Page 25 of 31
5 v. Converting a Quote to a New Purchase Order 1) View saved Quotes by clicking on Quotes under the Purchasing Top Drop Down Menu. Quote view contains: * manufacturer part code * price * quantity * delivery cost * total cost Functions within the Quote view: * View and save Quotes as a PDF document by clicking on the Adobe PDF icon. (Not available to Silver & Blue Clients) * Request a Finance Quote by clicking on the Create Finance Quote button underneath the Adobe PDF icon. * Email a copy of the Quote by clicking on Send Quote and entering Recipients Email Address. * Quote versions allows for tracking of any modifications done to the Quote with view of who and when it was modified. Page 26 of 31
2) Click on the Load to Cart button located beneath the Adobe PDF icon. All the products in the quote will then be loaded into a new purchase order, allowing you to edit quantity and proceed with placing an order. When ordering from a quote that is more than a month old, some of the products may no longer be available as they may have been discontinued from supply. When this occurs, the system will advise you of the product(s) no longer available. For assistance in seeking replacement(s), please contact your e-volve Sales Team. 3) Click on the Place Order button on purchase order page. Refer to Section 5ii Placing an Order for reference on how to proceed. 5 vi. Viewing Order History & Back Order Report Order History enables any client to track back to any Orders submitted since first login including all orders cancelled, refunded, on hold, still in progress, part-shipped, fully shipped, etc. e-volve Online also provides a daily Back-Order report to view Estimated Time of Arrival (ETA) dates for any items ordered. 1) To access Order History, click on Orders under the Purchasing Top Drop Down Menu. Order History Overview. 1) To access your Back-Order Report, simply click on Back Order Report under the Reports Top Drop Down Menu Back Order Overview Page 27 of 31
5 vii. Viewing Invoices The Invoices / Statement link allows you to list using various search criteria, any or all invoices generated from your purchases. Invoices are generated when all items belonging to one supplier are shipped from Warehouse. Multiple supplier items are broken down by (Order Number)(-)(Supplier Number) 1) Click on Invoices / Statement under the Purchasing Tab or from within the Client Home Page under Purchasing. This will direct you to your Invoices / Statement Overview enlisting all generated Invoices / Statements within the selected date period. Invoices / Statements Overview Invoice Numbers are e-volve Online generated to match your Order Number. 2) Click on any one Order / Invoice Number to view the Invoice / Statement for that order. Functions within the Invoice view: * View and save Quotes as a PDF document by clicking on the Adobe PDF icon. * Email a copy of the Invoice by Clicking on Send Invoice and entering Recipients Email Address. Page 28 of 31
5 viii. Asset Tracking License & Warranty (Not available to Silver and Blue clients) License Tracking e-volve's online License tracking system is customised to support tracking of standalone to multiple Volume Licensing Programs for any Client. The use of Cost Codes in purchasing licenses also assists in the assignment of licenses by department or location. In effect, e-volve's online License tracking system can assist any Client in: * Tracking Software Licenses to maintain compliance and optimising Software License levels * Monitoring Software License purchases * Discovering unused Software Licenses Through e-volve Online, License orders aren't restricted to separate vendors on separate orders which means that single orders can be placed against multiple agreements, for a single invoice. Warranty Tracking e-volve's online Warranty tracking system is developed to track Serials Numbers and Warranty info set by Vendors and Distributors on any applicable products. This enables any client to monitor the vendor set product support or maintenance period on products such as notebooks, desktops and servers. The asset tracking system provides users with advanced options for searching and listing current or expired licenses or warranty for select products purchased. Clients may search by selecting individual manufacturers, by known start or end date and by use of keywords, i.e. serial number, typed in the search input box and selecting area options where the entered keywords may have been stored. You can also simply click on search to list ALL license or warranty ever purchased and recorded. How to search for purchased License and Warranty 1. Click on License Track or Warranty Track under the Assets Top Drop Down Menu. 2. Do a search by selecting individual manufacturers, by known start or end date and by use of keywords (i.e. serial number) typed in the search input box and selecting area options where the entered keywords may have been stored. You can also click on search to list ALL license or warranty ever purchased and recorded. 3. a. Within License Track, the search result will be in the format as follows: b. Within Warranty Track, the search result will be in the format as follows: Page 29 of 31
Functions within License and Warranty view: * Invoice Number: The e-volve order the line item listed was ordered under. * Manufacturer Name & Product Code: A link to view original Product Description * Edit or View: A link to view a more detailed information on Licensing or Warranty for any listed product. 4. Click on Edit or View to see more details on the Products License or Warranty. Vendor supplied License Numbers issued via email, License certificate or boxed product. Notes is an entry field built as an Identifier for admin to better track where the License is installed on or assigned to. Admin notes are e-volve entered data used to record additional License details. Notes, Admin Notes, Asset Tag and Location are entry fields built as identifiers for admin in managing location or ownership of the product purchased. Manufacturer Service Details Tab states the options vendors or distributors give in acquiring support for the purchased product. Page 30 of 31
You are now ready to begin using e-volve Online for your IT Procurement & Process Integration needs. Please review the i information icon in the Client Level window on your Home Page, for your contact points regarding any questions or feedback in relation to e-volve Online. Page 31 of 31