Webstore User Guide
Table of Contents New for Webstore 3.0 3 What the Polycom Webstore is 4 What the Polycom Webstore is not 4 Webstore Prerequisites 5 Accessing The Webstore 6 Obtaining access 6 Logging In 6 Webstore terminology definition and layout 7 Product browsing 8 Placing an order 9 For an order with standard terms 9 For an order with non-standard terms 9 Select Address page 10 Sold To and Bill To Fields 10 Ship To Field 10 Install To / End User Field 11 Select Carrier Field 11 Reseller Information Field 11 Review Order page 11 Special Instructions. 11 Payment Information page 12 Pay by purchase order 12 Pay by credit card 12 Terms & Conditions page 13 Customer enquiries 13 Order Management functions 14 General order information (Order History) 14 Software license details 14 Obtaining serial numbers 14 Reports 15 Backlog Report 15 Product Lead Time and Reference Data Report 15 End User Data Report 15 Serial Number report 15 2
1 New for Webstore 3.0 Featuring numerous performance improvements and enhanced functionality, the new webstore is a very powerful tool that can aide users in a variety of roles, both externally and internally. The manual has been re-written to be an all encompassing document featuring broad-stroke overviews of very function with step by step walkthroughs. You can navigate through the manual by click on the desired section in the table of contents, using Adobe Acrobat Reader s sidebar, or by entering the specific page in the toolbar. Also, since it is a PDF file, it will scale to different print sizes without degradation. Many new features and improvements have been added to this version, including: Non-standard terms discount application in cart: You can now apply NSTs at the line level in your cart and instantly see the discounts apply before you place the order. Improved performance: The webstore is noticeably faster to use, anywhere from 5x to 10x faster in certain test cases. Improved UI: The User Interface has been revamped to be more user friendly and less cluttered. If you are an existing user of the Webstore, we suggest you still refresh yourself with some of the basic features as the placement or vernacular used to describe it may have been modified. Thanks for reading! 3
2-1 What the Polycom Webstore is The Polycom Webstore s primary function is primarily a place for Polycom channel partners to place orders, obtain order status, and create reports. It s secondary function is to provide this information to the Polycom sales organization and any other internal contacts who might need this information as well. In line with this logic, the Webstore does not have many bells and whistles. It is a useful tool for a very specific audience and is utilitarian both in its design and execution. We hope you appreciate the elegance behind this design practice. 2-2 What the Polycom Webstore is not The Polycom Webstore is not the place to buy direct without a distributor or re-seller agreement. If you don t have a contract but wish to buy from us, you can do one of the following: Contact: 1-800-765-9266, or Fill out the Polycom Partner registration here The Polycom Webstore is not the place to buy branded merchandise either. This can be accomplished here. Finally, the Polycom Webstore is not the place to take advantage of the Personal Use Purchase Program. This is still a manual process; please contact the Personal Use Purchase Program team for further information until the new program is unveiled. 4
3 Webstore user guide Webstore Prerequisites Please ensure that you are using Microsoft Internet Explorer to access the site. While you might have success using other browsers, the site was designed for Internet Explorer v9. Some users have reported compatibility issues with Internet Explorer v10; if that is the case please contact Polycom Webstore IT for further advisement. Also make sure your pop-up blocker is disabled for this site. The Webstore uses many content specific pop up windows to complete the order process. You can actually disable pop ups only for this site but keep your filter on for all other browsing. To do so, while in Internet Explorer, Click the Tools button,click Pop-up Blocker, and then click Pop-up Blocker Settings. In the Address of website to allow box, type the address (or URL) of the website you want to see pop-ups from, and then click Add. 5
4 4-1 Webstore user guide Accessing The Webstore Obtaining access For all Webstore 3.0 registrations, users should register through Polycom PartnerConnect (formerly Polycom Partner Resource Center or PRC). This will allow you to access a variety of other services including webstore, and will unify all of your Polycom related passwords to one password. If you have any access issues, you can contact Polycom Partner Support using the form here. 4-2 Logging In Once you have obtained your Polycom PartnerConnect access, login here with your new credentials. The link to the Webstore is on the right sidebar, the last link in the Order Center section. 6
5 Webstore user guide Webstore terminology definition and layout The webstore homepage has changed significantly since the last version. There are no left and right sidebars anymore; instead, a simplified menu bar at the top unifies the functions of both. Everything is also contextually driven; menus will only appear and the cart total will only appear when hovered over with the mouse cursor. Content below the top banner will vary depending on current promotions and notifications. Menu Bar Homepage Content Shopping Cart The image below shows you every possible menu choice available from the menu bar. Make sure to reference back to this page if you cannot remember where a menu item is located. Also note that the items in red are only red because they were being moused over at the time of screenshot. Whatever text the cursor hovers over will be red. Guidance to these menus in this manual will be written with carrots and underlined. For example, the path to, Contact Us, underneath the, Support menu bar heading will be written as: Contact Us > Support 7
6 Product browsing Let s suppose that you already have purchased a SoundStation 2 but are looking for some accessories for it. There are two ways to do this with in Webstore 3.0 without having to know the exact part number. Navigate to Products > Browse by Product This will allow you to browse by product group in an intuitive fashion, similar to the browsing on the Polycom Support site. Once you ve navigated deeply enough within a category, you will see the results as if you did a product search. You can add the product to your cart directly from this view, and navigate backward by clicking on the breadcrumb trail at the top of the page that shows your navigation path. 8
7 Placing an order Let s suppose that you decide to buy two of the Security Kits from the previous example s search results (PN: 2457-04931-004). Navigate to Order Management > Product Order > Create Product Order 7-1 For an order with standard terms Enter your part number(s) and quantity and in the corresponding fields and click Validate, either at the line level or at the top of the page (at the header level). When finished click Checkout. 7-2 For an order with non-standard terms Enter your part numbers and quantities as above, also entering the Non-Standard Terms ID (NST ID) on each line that is applicable to. Also, like above, you have the option of clicking Validate at the line or header level. You will be told here that your NST either has been applied and will be reviewed by Order Management, or that there is a discrepancy - either that it is invalid, expired, for a different product group, or doesn t meet the requested level of discount. This is just a warning, you can still continue with your order when ready by clicking Checkout. 9
Placing an order (Select Address page) The next page is the Select Address, screen. Please complete the fields as required, utilizing the best practices below. 7-3 Sold To and Bill To Fields These can only be modified by Polycom Order Management. If you would like to have these modified, make a note of this in the Special Instructions, field later in the order process. Your only flexibility here is selecting the point of contact. 7-4 Ship To Field Here you have the option of entering a new address or selecting a preexisting address. By entering a new address, you can enter a new Ship-To contact and phone number. The Ship-To contact information should be the person who is going to get the package(s) in their hand. The way our packing slips and order acknowledgments print, it is vital that you put this information in the specified fields and not on the first or second lines of the address. Also, please omit any characters or spacing from your phone number (it should be a string, like so: 5555555555). 10
7-5 Webstore user guide Placing an order (Select Address page) Install To / End User Field This should be the person who is going to use the product, not who will set it up or accept the delivery on their behalf. Polycom Order Management will review this field to ensure this is the case. 7-6 7-7 Select Carrier Field Please make a selection from the available carriers for your account. The accounts choices can only be modified by Order Management. If you would like to specify a carrier account number that is not listed, contact Order management to get this modified. If the issue is time-sensitive, you can put carrier information in the special instructions page. Reseller Information Field Only complete this field if you are shipping the product to a company for re-sale. 7-8 Placing an order (Review Order page) The next screen is the Review Order screen. If you see a pricing issue here, back up to the first screen using the breadcrumb navigation on the top of the page. The two main things you can do here are specify the Request Arrival Date or the Request Ship Date and the Special Instructions. By default, the system will populate the soonest available requested ship date. Keep in mind that the Requested Arrival Date is interpreted by the system as hard arrival date and not a have by, date. If you want to specify that it needs to arrive by a certain date, you can do so in the special instructions. The special instructions field is also the place to specify that the order is 1 of 3 orders for X or any other notes you think someone at our warehouse or a courier would need to see--think notes related to palleting, dock height, special delivery times, etc. 11
7-9 Placing an order (Payment Information page) The step is to select and input your payment information. This screen will differ depending on if you are paying by purchase order or by credit card. Please fill out the requested fields as required. Pay by purchase order Pay by credit card If your order requires additional documentation, say a form in addition to your purchase order, you can now attach multiple attachments here. Click Add PO doc, or remove to modify the amount of attachments. If your PO number has already been used in our system, the Webstore will alert you. Please add something unique to it to differentiate it ( -1, or -A are common suffixes). 12
7-10 Placing an order (Terms & Conditions page) The final page has our terms and conditions. It is required that you accept them to place the order. Note that once you place the order it cannot be canceled. 8 Customer enquiries If you would like to modify your order or report an issue regarding it in someway, we are now streamlining all communication related to it through the Customer Enqueries section. Navigate to Manage Profile > Customer Enquiries Here, you can select your subject, subtopic, and report your issue (the name was edited out for partner privacy but will populate automatically.) All of these will go to a centralized place, and will be delegated accordingly according to the appropriate Order Management or Logistics contact for you, thereby circumventing the issues with direct email (out of office replies, outdated distribution lists, etc.) 13
9 9-1 Webstore user guide Order Management functions General order information (Order History) After placing a webstore order, you will receive an order confirmation which acts as your e-receipt. However, if you still need to reference your order information within the webstore, there is a place to do this. Navigate to Order Tracking > Product Order Tracking A variety of parameters are available for you to search with. A search with no parameters will pull up all orders from chronologically least recent to most recent. If there are more than 300 results, you may be asked to further refine your criteria. If you navigate to Order Tracking > Recent Order This will bring up an order tracking search results showing your orders from most recent to least recent. 9-2 Software license details When looking at the Order Details screen of an order with a license part where the license can be printed electronically, you will see the LicenseDetails option at the top of the screen. Clicking on this will bring up a table with additional information for the licenses on this order, including the Product ID, License Number, Serial ID, and Key Code. Most of these fields are censored out below to maintain partner privacy. If you would like to resend the license information to your customer or another member of your organization, click Email License Details and enter the email addresses on the next page, finally clicking Submit. 9-3 Obtaining serial numbers Not all products have serial numbers - a rule of thumb is typically most video units, some audio units, and almost no accessories have serial numbers. But, for those that do, you are able to see them when looking at the order detail screen for an order. If you need serial numbers for multiple orders, use the Serial Number report described in Section 10-4 (Page 15.) 14
10 10-1 Webstore user guide Reports Backlog Report Navigate to Order Management > Reports Choose whether you want to subscribe or unsubscribe. You can unsubscribe here even if someone else signed you up for this report. If subscribing, choose your frequency. Enter your email or emails (comma delimited) and click Schedule. 10-2 Product Lead Time and Reference Data Report Navigate to Order Management > Reports Simply enter your email for this report and click Submit. This report is run directly from our ERP system, so please allow up to 30 minutes for it to generate. 10-3 End User Data Report Navigate to Order Tracking > Product Order Tracking Set the criteria for your search on the Product Order Tracking page of the orders you want to look at. Once the search is complete, click the Download Order Details, button. This will output a.xls file (Microsoft Excel spreadsheet) with the corresponding order information from the search results. If you are looking for a particular order for one of your customers from a certain date range, you can run the report within that time window and use the excel Find function to find your end user and order information. 10-4 Serial Number report Navigate to Order Tracking > Product Order Tracking Follow the steps for generating the End User Data report, but click on Download Serial IDs instead. This will output a.xls file (Microsoft Excel spreadsheet) with the corresponding serial numbers related to the order range that one searched for. 15
Version 1.0.20130506 This communication (including any attachments) may contain privileged or confidential information of Polycom and is intended for a specific individual. If you are not the intended recipient, you should delete this communication, including any attachments without reading or saving them in any manner and you are hereby notified that any disclosure, copying, or distribution of this communication or the taking of any action based on it, is strictly prohibited. or the taking of any action based on it, is strictly prohibited. 16