IBM Global Partner Portal B2B Opportunity Management (OM) Add-In for Microsoft Excel User Guide August 29, 2011
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Table of Contents Notices ............................................................................................................................................. 4 Trademarks .................................................................................................................................. 4 Overview ......................................................................................................................................... 5 What’s New in This Release ........................................................................................................... 5 Considerations When Changing the IBM Standard Template ........................................................ 6 1. Initial Setup ............................................................................................................................. 7 1.1. System Requirements ...................................................................................................... 7 1.2. Registration and Boarding Process ................................................................................. 7 1.3. Installation ....................................................................................................................... 8 1.4. Installation Support ....................................................................................................... 10 2. Features ................................................................................................................................. 11 2.1. Layout............................................................................................................................ 11 2.2. Navigation ..................................................................................................................... 13 2.3. Heading Color Code and Special Cell Shading ............................................................ 14 3. IBM Add-In Functions .......................................................................................................... 15 3.1. Sync GPP Opty.............................................................................................................. 16 3.2. Refresh GPP Opty ......................................................................................................... 16 3.3. Receive new GPP Opty ................................................................................................. 18 3.4. Named Cells Map .......................................................................................................... 19 3.5. Copy Code Set ............................................................................................................... 19 3.6. Check for Updates ......................................................................................................... 20 3.7. Options .......................................................................................................................... 20 3.8. About ............................................................................................................................. 26 3.9. Quick Reference ............................................................................................................ 26 3.10. Color Code Legend ................................................................................................... 28 4. Using the Add-In to Manage Opportunities and Incentives .................................................. 29 4.1. Adding a new opportunity ............................................................................................. 29 4.2. Send an update to an opportunity that is in GPP ........................................................... 30 4.3. Accept or Reject an Opportunity from IBM ................................................................. 30 4.4. The need to use multiple rows for an opportunity ........................................................ 30 4.5. Applying a UCID to an Opportunity ............................................................................. 32 4.6. Delete a Revenue Item from an Opportunity ................................................................ 33 4.7. Delete a Sales Team member from an Opportunity ...................................................... 33 4.8. Delete a Contact from an Opportunity .......................................................................... 33 4.9. Display Global Partner Portal error messages............................................................... 33 4.10. How to permanently remove Withdrawn/Rejected/BCC Locked opportunities from your archive file. ....................................................................................................................... 34 4.11. How to close opportunities. ....................................................................................... 36 4.12. BCC Locked Opportunities ....................................................................................... 37 4.13. Register an Opportunity for an IBM Incentive Program (non-SVI) ......................... 37 4.14. Software Value Incentive .......................................................................................... 40 4.15. Adding Sales Team Members from another Business Partner Firm (Collaboration) 44 4.16. Help and Support:...................................................................................................... 45 5. How to Get Updates .............................................................................................................. 46 5.1. Add-in updates (includes Brand Table updates) ........................................................... 46 Page 2 of 59
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 5.2. Standard Template Updates .......................................................................................... 48 Appendix A: Data Descriptions ................................................................................................... 51 Appendix B: Support Resources .................................................................................................. 59
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Notices Trademarks IBM is a trademark of International Business Machines Corporation in the United States, or other countries, or both. Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both. Other company, product, or service names may be trademarks or service marks of others.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Overview This guide describes the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel, which enables the Business Partner to exchange and manage opportunity data with IBM Global Partner Portal with minimal cost and setup. The integration relies on office productivity tools rather than heavily centralized servers. IBM Business Partners incorporate the Add-in into their regular business spreadsheets and continue to use their current operations, processes and tools. The IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel is a Free, Fast and Flexible offering from IBM to support the exchange of Opportunity Management and incentive data between the Business Partner’s Microsoft Excel spreadsheet and the IBM Global Partner Portal system. This document provides information for the B2B OM Add-In for Microsoft Excel Version 2.0 (Build: 20100712) (Add-in) and the WW Standard Template version 20100622 (Standard Template) provided and supported by IBM. The guide is divided into five sections: • Initial Set-Up • Features • IBM Add-In Functions • Using the Add-In to Manage Opportunities and Incentives • How to get updates This document is the primary source for IBM Business Partners to understand how to install and use the Add-in and Standard Template. The current version of this users guide can be found on PartnerWorld at the following link for registered IBM Business Partners . https://www.ibm.com/partnerworld/page/gpp_com_stl_b2b_excel
What’s New in This Release Improved Look-and-Feel of the Standard Template
Additional Data elements are displayed in the template to support incentive programs. Header fields are color-coded to identify optional/required use. Information is grouped into 13 categories (sections). Nine of the most commonly used categories have a Quick Navigation button. Expanded hover help for all Header fields. Background shading of cells that are non-editable. The non-editable cells only serve to receive information from GPP and these now have a grey background. Selection lists for valid value choices are now displayed within selected cells. This design allows immediate selection of a valid value instead of the previous cut and paste process. LA Users Only: Display the Validation Status and Validation Timestamp fields to support the internal opportunity review and validation process used in LA.
Enhanced Functionality of the Add-In
Supports Entitled Software (ESW) Programs for participating Business Partners Established the framework to support future Incentive Programs. When the programs are available, eligible Business Partners will be contacted by the Incentive’s Program Manager regarding training and set-up requirements.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Considerations When Changing the IBM Standard Template IBM distributes a WW Standard Template with the IBM Global Partner Portal Opportunity Management B2B OM Add-In for MS Excel, to provide a consistent integration to the Global Partner Portal application. Business Partners adopting the Add-In and Standard Template as provided by IBM enjoy the benefits of IBM support when migrating to future versions that include significant enhancements, and 24 x 7 Help Desk support for any issues encountered. The Standard Template is designed to be flexible: data columns can be “hidden”, special Business Partner data not contained in the Named Cells list can be stored in unused columns in addition to the available Global Partner Portal information, and the location of opportunity data can be changed. IBM Business Partners must thoughtfully consider the following items before they choose to modify the template in any way: 1. Any changes to customize the Standard Template must be reviewed by the IBM WW Boarding Team to assess the scope and to explicitly inform the Business Partner if the change may need to be reapplied in order to benefit from future template upgrades. 2. Any changes to the Standard Template must be applied and maintained by Business Partner personnel. 3. Changes beyond hiding columns and adding columns to supplement the opportunity data columns currently mapped will not be supported by the Help Desk in the event that an issue arises. 4. Changes identified as needing to be reapplied to future versions of the Standard Template must be reapplied by Business Partner personnel as new versions of the Add-In and Standard Template are made available by IBM and chosen for use by the Business Partner. 5. Only the WW Standard Template is distributed by IBM. IBM will not provide any customized versions to the Business Partners. A Business Partner is solely responsible for customization and support of their customized template. Customization instructions are available in the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel Technical Guide for Business Partners. Registered Business partners can access the technical guide at the following PartnerWorld link https://www.ibm.com/partnerworld/page/gpp_com_stl_b2b_excel
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
1. Initial Setup 1.1.
System Requirements The following components are required to use the IBM Global Partner Portal OM B2B for Microsoft Excel: • Microsoft(r) Windows(r) 2000, Microsoft® Windows® XP, or Microsoft® Windows® 7 Operating system; • Microsoft® Excel® spreadsheet software (2002, 2003 or 2007); • An Internet connection • Microsoft core XML services Note: Each version of Microsoft® Excel® has different limits on the total number of columns that can be supported in a spreadsheet. A summary of this limitation follows below but refer to your Microsoft® Excel® for further details. • Microsoft® Excel® 2002 and 2003 maximum columns 256 • Microsoft® Excel® 2007 and above maximum columns 16,835
1.2.
Registration and Boarding Process
1.2.1.IBM Business Partners must be registered and authorized users of the Global Partner Portal Opportunity Management, and must then register for B2B OM via the online PartnerWorld registration form accessible from the link below. https://www.ibm.com/partnerworld/page/gpp_com_stl_b2b_excel
1.2.2.Identify your firm’s B2B Technical Focal Point and complete the B2B Registered form with all required information. Submit your registration request.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
1.2.3.This starts the registration process. The technical focal point identified on the form will receive an e-mail from the Global Partner Portal – OM B2B team with boarding preparation information. 1.2.4.If you would like to have a set-up session with the B2B team, the e-mail will provide scheduling contacts.
1.3.
Installation
Once your company is registered for B2B OM, your B2B Focal Point will receive an email from IBM (
[email protected]). The email will contains the url to access the zipped file of IBM Global Partner Portal Opportunity Management B2B Add-In Microsoft Excel installation components. http://www14.software.ibm.com/webapp/iwm/web/reg/directDownload.do?source=partnerworld&FILE =pw/misc/b2b_om_boarding_package.zip
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 1.3.1.For Microsoft Excel 2002, 2003 and 2007 versions: 1.3.1.1. Download one zipped file containing 1 file named setup.exe to your desktop that contains the Add-In, the IBM B2B Standard Template, and the Quick Reference Guide. 1.3.1.2. Double-Click the setup.exe file to start the installation of the Add-In, the Standard Template, and the Quick Reference files. 1.3.1.3. Follow the prompts to successfully install each component. During the installation, you will be asked where you would like to install the tool. The default directory is c:\Program Files\IBM\IBM Opportunity Manager. Because of enhanced security in Windows 2007 (and higher), we recommend that you create a new folder called “IBM Opportunity Manager” in your “My Documents” folder, and install the tool there. 1.3.1.4. After successful installation: •
Notify IBM via an email to
[email protected] of your successful installation.
•
The IBM B2B Boarding Team will enable your B2B OM status on Global Partner Portal (B2B OM ready status), authorizing your use of the Add-In for B2B OM.
•
The IBM B2B Boarding Team will perform a resynch to initially populate your spreadsheet with current opportunities in Global Partner Portal.
•
The IBM B2B Boarding Team will contact you via email or phone when the enablement activities are completed. At this time, the IBM B2B Boarding Team will set up a time (1 hour) during which they will conduct your training in the use of the tool.
1.3.1.5. After the Add-In is successfully installed, you may open the Microsoft Excel Standard Template from the Start Menu by clicking Start All Programs IBM IBM Opportunity Manager and then double-clicking the spreadsheet in the IBM Opportunity Manager folder. (see image below). Microsoft Excel is automatically launched for you and the Microsoft Excel Standard Template is displayed. NOTE: If you have chosen a directory other than the default for your installation, the path to access the installed files will be changed to reflect this.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
1.3.1.6. Set up the Add-In Options. This set-up process is a one time event to define the Options specific to your company (refer to Section 3.7 for detailed instructions). 1.3.1.7. You are now ready to start using the Standard Template and Add-In to manage your opportunities!
1.4.
Installation Support If you encounter any difficulties during the installation, or if you have questions about the B2B OM tool, Boarding Process, or installation, please send an email to the IBM B2B OM Boarding Team at
[email protected]. A member of the boarding team will contact you to help you to resolve your issue.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
2. Features 2.1.
Layout
The IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel and Standard Template is a Microsoft Excel spreadsheet with unique functionality provided by the Add-In. The layout displays one opportunity per row (or multiple rows). Information is grouped into eight sections. There are six rows for headings and special function buttons..
2.1.1.Most common spreadsheet practices will work with the following exceptions/guidance: 2.1.1.1. Sorting should not be used when multiple rows apply to any opportunity on your spreadsheet 2.1.1.2. Filters (AutoFilter) may be used on the heading fields on Row 6, but must be turned off prior to invoking these functions of the Add-in: Sync GPP Opty or Refresh GPP Opty. 2.1.1.3. Wrap text can be turned on or off depending on your preference 2.1.1.4. How to hide fields that are not used by you in the spreadsheet • Highlight the column or field that you want to hide • Go to Format Column Hide. In the example below, Column O is selected and will be hidden
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
2.1.2.Drop-down menus exist in the Standard Template for several of the most commonly used fields in Global Partner Portal. 2.1.2.1. Drop-down menus are available for many fields and contains the list of allowable values for that field. 2.1.2.2. Clicking in a cell will display menus when available 2.1.2.3. Some fields that have drop down menus are: Brand Family from Revenue section and, Sales Stage from Opportunity Header section. 2.1.2.4. In the below example, the Sales Stage drop-down menu is displayed after clicking in the cell.
2.1.2.5. In the below example, the Brand Family drop-down menu is displayed.. When more than 8 values are defined, the scroll bar within the drop-down menu allows display of the additional valid values.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
2.1.2.6. To populate an opportunity field with a value from the drop down menus, click on the drop down menu item and select the desired value. 2.1.3.“Hover Help” is available for all fields represented on Row 6. 2.1.3.1. Place your cursor over the Heading Name 2.1.3.2. A box with the description will display 2.1.3.3. In the example below, the cursor is positioned on the Sales Stage heading
2.2.
Navigation
Information within the Standard Template is divided into the following thirteen (13) categories of information, each having a section name on line 5:
• • • • • • • • • • • • •
Control Fields Header Revenue Account SVI SVI Attachment Sales Team Opportunity Registration Note Contact Tactic - Source SVI Extension Request Message Information
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 There are nine nine n quick navigation buttons that you can click to navigate to the most frequently used sections (Header, Revenue, Account, SVI, Sales Team, Opportunity Registration, Note, Contact, and SVI Extension Request. When a navigation button is clicked, the spreadsheet will be positioned at the top of the first column in that section. In order to see the rest of the columns in the section, you may need to scroll to the right.
NOTE: When you open the spreadsheet for the first time, if prompted, select “Enable Macros” to enable the Quick Navigation Buttons.
2.3.
Heading Color Code and Special Cell Shading
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3. IBM Add-In Functions The IBM button on the toolbar provides ten functions. The functions are displayed in a drop-down menu, they are: •
Sync GPP Opty
•
Refresh GPP Opty
•
Receive new GPP Opty
•
Named cells Map,
•
Copy Code Set
•
Check for Updates
•
Options
•
About
•
Quick Reference
•
Color Code Legend
Each function is an independent event that does not automatically invoke any other event. NOTE: The opportunity management functions: Sync GPP Opty, Refresh GPP Opty and Receive New GPP Opty; are capable of processing multiple opportunities on the spreadsheet in a single click. The Add-in functions are displayed differently depending on your version of Microsoft Excel. For Excel 2003, A new menu item called “IBM” is displayed. Clicking on the IBM menu item will reveal a drop-down list of the 9 Add-in functions:
For Excel 2007, the Add-in functions are contained in the Add-in tab on the Excel “Ribbon”:
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.1.
Sync GPP Opty
The Sync GPP Opty function submits data entered into the spreadsheet to Global Partner Portal for processing. Sync GPP Opty sends all the information contained within the spreadsheet to the online Global Partner Portal application for processing. You can add new opportunities and update existing opportunities on the spreadsheet, and send them at one time to keep your spreadsheet data synchronized with the opportunities stored in online Global Partner Portal. Note: This function does not populate your spreadsheet with new opportunities that exist in online Global Partner Portal or updates that have been made in online Global Partner Portal to existing opportunities in the spreadsheet. To populate your spreadsheet with new opportunities or updates to existing opportunities from Global Partner Portal, use the Receive new GPP Opty (refer to Section 3.3) and Refresh GPP Opty (refer to Section 3.2) functions.
3.2.
Refresh GPP Opty
The Refresh GPP Opty function updates the data in the spreadsheet with results from processing data submitted by the Sync GPP Opty function plus any changes or other processing that was done directly in online Global Partner Portal for opportunities that already exist in the spreadsheet. Refresh GPP Opty displays the results of your most recent Sync GPP Opty updates to opportunities contained within the spreadsheet. The Refresh GPP Opty function will only display results once the updates are processed by Global Partner Portal. It may take some time (up to 30 minutes) to complete the updates and have results displayed by the Refresh GPP Opty function for a particular opportunity This function only processes those opportunities contained within the spreadsheet, and does not populate your spreadsheet with new opportunities found on Global Partner Portal. It does however return results based on the most current information found on Global Partner Portal for the opportunity. IBM recommends that a Refresh GPP Opty be performed after each Sync GPP Opty and all updates submitted in the Sync GPP Opty be resolved before another Sync GPP Opty is done. Doing a Refresh GPP Opty function immediately after a Sync GPP Opty is not recommended. Not waiting for the first Sync GPP Opty function to complete will result in a second opportunity being created and then you will have duplicate opportunities for the one deal in both Global Partner Portal and the spreadsheet In the case where another member of your firm has updated an opportunity directly via online Global Partner Portal that is in the spreadsheet and at the same time you are updating that opportunity in the spreadsheet you may receive error messages for your updates if there are conflicts between the two sets of changes. It is recommended that you do a Refresh GPP Opty right before you start to edit existing opportunities in the spreadsheet. .
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 To confirm the status of your updates, Column B (Last Update) will contain the date of the last successful update from online Global Partner Portal to the opportunity. Column D (IBM Number) will contain the Global Partner Portal assigned opportunity number for newly created opportunities.
Note: Even opportunities that have no changes will have the date and time updated after performing an Add-in function that processes opportunities in the spreadsheet. Column DX (Message Date/Time) will show the last date and time the opportunity was processed by the Add-In function.
Column A (Error Message) will contain messages from Global Partner Portal if any errors were encountered during the update (refer to Section 4.9 for complete details) as well as any informational message that you would receive in Global Partner Portal.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.3.
Receive new GPP Opty
The Receive new GPP Opty function populates your spreadsheet with new opportunities from Global Partner Portal, including opportunities passed to you by IBM The Receive new GPP Opty function updates the data in the spreadsheet with new opportunities created in online Global Partner Portal either by your organization, another organization or IBM. If created by IBM or another organization you will receive the opportunity if your organization has been added to the Sales Team or the opportunity ownership is being passed to your organization by IBM or another Business Partner organization. In addition, Receive new GPP Opty will update the spreadsheet with any changes or processing initiated directly in online Global Partner Portal for opportunities that already exist in the spreadsheet. You should receive new IBM opportunities daily.
Opportunities passed to you have a specific time frame to be accepted or rejected. Receiving new opportunities daily ensures that opportunities can be processed timely. If you have checked the “Enable Receive Filter” option on the General Tab of the Options (see image in Section 3.7), you will receive the following pop-up dialog box:
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 With this dialog, you may filter the opportunities you receive in the following ways: •
Receive only Pending Acceptance Opportunities by clicking this check-box
•
Receive only those opportunities that have been updated since a particulate date by entering the desired date in the “Receive opty updated since:” box. Note: if this box is left blank, all opportunities will be received – regardless of last update date.
•
Receive closed opportunities (i.e. Sales Stage 7 and 11 opportunities) by clicking the “Receive closed opty:” check-box. Note: normally, when a Business Partner is initially enabled for the B2B Add-in, closed opportunities are not made available for download to the spreadsheet. If you wish to view your closed opportunities in your spreadsheet, it may be necessary to send a request to
[email protected] so that your closed opportunities can be made available to you.
•
Receive all opportunities that are on GPP but not yet in your spreadsheet by clicking the “Receive opty not yet in the spreadsheet” check-box. Note: If you uncheck “Receive opty not yet in the sheet:” and you have existing online Global Partner Portal opportunities already in the spreadsheet when the Receive new GPP Opty is complete there will be duplicate rows in the spreadsheet for any opportunity that existed in the spreadsheet before doing the Receive new GPP Opty function.
3.4.
Named Cells Map
The Named cells Map function is used to define if a field is included in the spreadsheet and map it to a specific column in the spreadsheet. In order for the Add-In to know where to get the data, the Named cells Map function provides the definition and mapping from the spreadsheet columns to the corresponding online Global Partner Portal data elements. IBM supplies and supports a single mapping of the data in the WW Standard Template. Complete details of the Add-In data mapping requirements can be found in the IBM Global Partner Portal B2B Opportunity Management (OM) Add-In for Microsoft Excel Technical Guide for Business Partners. NOTE: IBM recommends that you neither change the mapping as provided in the Standard Template nor add to it other available fields not included in the Standard Template.
3.5.
Copy Code Set
When updates to IBM lists of values are received during Check For Updates, codes sets (like the IBM Global Brand Table) are updated and retained within the Add-In. You can copy the content of the code sets into another Excel workbook for reference. IBM recommends that Business Partners use the separate workbook copy of the Code Sets to assist in translation of new values for the IBM Global Brand Table to update your own business applications
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.6.
Check for Updates
The Check for Updates function checks if updates to the Add-In are available. If updates are available when you open the spreadsheet, a pop-up message will announce the availability of an update if one is available. In such a case, navigate to the Check for Updates function and open the Check for Updates window. You should accept updates each time you see the pop-up. By clicking the “Check for Updates´ button in the dialog box, the Add-in will download the latest changes. Notes: 1. A valid, B2B registered Userid and Password are required to access updates 2. Updates to the Standard Template are not downloaded via this mechanism. Refer to Section 5.2 for detailed instructions to download an updated Standard Template. In addition, the Check for Updates dialog box contains Import and Export functions. The Export function is used to save the settings from the Options dialog (refer to Section 3.7.3). The settings are saved in a file with an “.ibk” file extension. The Import function is used to Import an “.ibk” file in order to restore saved settings in the event recovery to previous settings is needed (refer to Section 3.7.4).
3.7.
Options
The Options function is used as part of the set up processing to define settings specific to your installation and use of the B2B OM Add-In for Microsoft Excel and the Standard Template. The Options screen is displayed with 3 tabs: • General, • IBM Gateway Credentials, and • BP Identifiers. On the General tab, as part of set up you will need to define the location of your Archive file. To define your Archive file, click the button as shown in the image below to define the Message Archive Directory. The Add-In and Standard Template utilize an Archive File to track the activity for opportunities processed on the spreadsheet. The first time an opportunity is received into the spreadsheet or when a new opportunity is created, it is stored in the Archive File. All other settings are defaulted to the values shown below within the Standard Template.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
For additional information about settings, refer to the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel Technical Guide 3.7.1.On the IBM Gateway Credentials tab, as part of your set up process you will need to enter your PartnerWorld IBM ID and password (see image below). This must be the same IBM ID which was registered via the B2B Registration Form.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 3.7.2.On the BP identifiers tab, as part of the set up process you will need to enter the following Global Partner Portal information (link to online Global Partner Portal to validate information: BP Name – Your company name as you registered it on the B2B Registration Form. BP GW ID (DUNS) – Type your IBM Gateway ID if provided by IBM; otherwise enter your Country Enterprise ID (CEID). BP CE ID – Type your CEID (IBM Business Partner Country Enterprise ID) BP SalesRep email – The email address you enter here, will limit the opportunities that you receive into your spreadsheet to only those where this email is found on the Sales Team. If you wish to receive all opportunities regardless of who is on the Sales Team, it is best to enter *@* here. Optionally, if you truly want to receive only those opportunities on which a specific person is a Sales Team Member, enter that person’s email address here (e.g. If you want to receive only those opportunities on which you are a Sales Team member, enter your email address). Currency – The default currency is US Dollars (USD). If your company uses a different currency, enter it here.
3.7.3.Saving your settings 3.7.3.1. IBM recommends that the settings file be saved as a backup. It is important to remember where this file is saved in the event a recovery to these settings is needed in the future (known as Export Settings). Click IBM Check for updates (see image below).
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.7.3.2.
On the Check for Updates screen, click Export (see image below).
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.7.3.3. Click Save to save the settings in the directory of your choice. In the example below, the settings file will be saved in the IBM Opportunity Manager folder that was created during the install. Being able to locate this backup file is critical in the event you need to do a recovery. The file extension of the saved settings file is “.ibk”.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 3.7.4.Reloading saved settings In the event that settings need to be restored, the Import Settings function can be used. Click IBM Check for updates (see image below).
3.7.4.1.
On the Check for Updates screen, click Import (see image below).
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 3.7.4.2. Select the file name of your saved settings. In the example below, the settings were saved in the IBM Opportunity Manager folder that was created during the install. Click Open to restore the desired previous settings
3.8.
About
You can view the Version, Location, Copyright, and License Agreement for the installed version of the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel by clicking the About button.
3.9.
Quick Reference
The Quick Reference function provides a “hot link” to a reference document that contains the most often asked questions by IBM Business Partners and provides IBM’s best practices on how to address the common scenarios.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 3.9.1.Click on the Quick Reference function on the IBM button on the toolbar 3.9.2.The embedded Quick Reference documentation will display in a pop-up window. 3.9.3.Click on the topic you would like to review.
3.9.4.When you are done, clicking on any cell within the spreadsheet will minimize the Quick Reference pop-up window until you need to use it again.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
3.10.
Heading Legend
The Heading Legend function displays the significance of each text and background color.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
4. Using the Add-In to Manage Opportunities and Incentives 4.1.
Adding a new opportunity Just as with the Global Partner Portal, certain fields are required to create a new opportunity using the Add-In and spreadsheet.
4.1.1.Enter the required fields directly into the spreadsheet. The required fields to create a base opportunity have their Column Name HIGHLIGHTED in yellow with blue letters. (see image below)
The complete list of fields required to create a new opportunity within the spreadsheet at Sales Stage “01-Noticing” are listed below. Scrolling to the right in the spreadsheet will navigate you to all of these fields. •
Description
•
Sales Stage
•
Win Probability %
•
Decision Date
•
Account Name
•
Address is the Account Address
•
City is the Account city
•
Country is the Account Country
•
Sales Team - Is Primary (should be Y for the opportunity owner). Each opportunity must have one and only one primary team member,
•
Sales Team – Email – should be the email address of the registered Global Partner Portal user.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 Additional fields may be required based on Sales Stage of the new opportunity. Refer to the online Global Partner Portal education for the complete explanation of the business rules. 4.1.2.The Sync GPP Opty function will submit the newly created opportunities. You will know the opportunity data will be transferred to Global Partner Portal for processing if you receive the following text in a pop-up window: “Opportunity data will be transferred. Do you wish to continue? (Action buttons are “Yes” and “No. 4.1.3.After doing a Sync GPP Opty, perform a Refresh GPP Opty to receive the newly assigned opportunity number for the opportunities you have created.As always, you must follow the Sync GPP Opty function with a Refresh GPP Opty in order to receive any messages back from GPP that might be associated with the data you sent with the Sync GPP Opty (such as error messages)
4.2.
Send an update to an opportunity that is in GPP
Once the IBM Opty Number is populated in the spreadsheet, the Add-In considers new or changed data within the spreadsheet to be an update to an existing opportunity within Global Partner Portal.
4.3.
Accept or Reject an Opportunity from IBM
An opportunity in Pending Acceptance status may be accepted or rejected by entering the desired status in the Acceptance Status column for the opportunity and performing the Sync GPP Opty function.
4.4.
The need to use multiple rows for an opportunity
Any time you need to add multiple items to an opportunity (such as revenue items, sales team members, multiple notes and/or multiple account contacts), you must add this information on the row immediately following the opportunity in your spreadsheet. Shown below are 3 opportunities.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 4.4.1.Insert a new row after the opportunity where you want to add more information for that opportunity (see the image below). Note: If the “main” opportunity row has no entries for the items you wish to add, (revenue item, sales team member, note or account) the information can be entered on the existing opportunity line and no additional row needs to be inserted.
4.4.2.Add the additional revenue item, sales team member, note and or account contact, etc. into the new row in the appropriate columns. 4.4.2.1.
In the below example, a Note was added. (see the image below)
4.4.2.2.
In the below example, a Sales Team member was added. (see the image below).
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 4.4.2.3.
In the below example, a Revenue Item was added. (see the image below).
4.4.3.When the updates are completed use the Sync GPP Opty function to submit the updated opportunity information to online Global Partner Portal for processing. As always, you must follow the Sync GPP Opty function with a Refresh GPP Opty in order to receive any messages back from GPP that might be associated with the data you sent with the Sync GPP Opty) (such as error messages.. 4.4.4.For an opportunity with: • Multiple revenue items, the Revenue Line Identifier field of each revenue line must be a unique value, • Multiple sales team members, each sales team line must have an unique Email address in the Email field and the email address must be valid in Global Partner Portal • Multiple contacts, each contact line must have an unique last name in the Last Name field,
4.5.
Applying a UCID to an Opportunity
The UCID (Unique Control ID) is used to associate an opportunity with a particular co-marketing program in order to claim reimbursement for marketing activity. There are two ways to apply a UCID to an opportunity. 4.5.1. Preferred Option - You may enter a UCID directly into the UCID (Column M) on the spreadsheet
4.5.2. You may also enter a UCID into the Note (Column CX) on the spreadsheet. Note is a dual purpose field. You may add a note to an opportunity, or a valid UCID, or a note which contains a valid UCID. When the UCID is used in a note, there is a job that IBM runs nightly to search for UCIDs in a note. When it finds a valid UCID the GPP fields for UCID and associated Opportunity Source are updated.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 NOTE: Since the job searching for valid UCIDs runs nightly, the UCID fields on GPP are not updated until the day after the UCID is entered in a note. Notes can not be deleted from an opportunity.
4.6.
Delete a Revenue Item from an Opportunity
For the Revenue item you want to delete, enter “Y” in the DELETE column of the Revenue section for the revenue line you want to delete. Note: You can delete only one revenue line per opportunity in a Sync GPP Opty.
4.7.
Delete a Sales Team member from an Opportunity
For the Sales Team member you want to delete, enter Y” in the DELETE of the Sales Team section for the sales team member line you want to delete. You may only delete one per opportunity during a single Sync GPP Opty function. Note: that the Primary on the Sales Team may not be deleted. However you may change the primary to a different sales team member and make the current Primary a non-Primary member. Once you have done this, you may then delete this non-Primary member.
4.8.
Delete a Contact from an Opportunity
For the Contact you want to delete, enter “Y” in the DELETE column of the Contact Section for the account contact line you want to delete. You may only delete one per opportunity during a single Sync GPP Opty function.
4.9.
Display Global Partner Portal error messages
4.9.1.Where are the Global Partner Portal error messages identified on the spreadsheet Global Partner Portal error messages will appear in Column A (please see the image below) for each specific opportunity. Click on the cell that contains the error message to view the error message in its entirety. Note that more than one error may exist for the opportunity, but only one error message will appear in the column. You must correct each error message displayed, and perform a Sync GPP Opty function and then a Refresh GPP Opty function to see the next error, if one applies. Repeat this process until no new error messages appear.
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4.9.2.How do I know when my changes have been updated in Global Partner Portal? Use the Last Update field Column B to determine the date and time that the opportunity was updated in Global Partner Portal. NOTE: The Last Update field is refreshed when the Refresh GPP Opty function on the IBM button on the tool bar is used. In some cases this date will not be updated. To check when the last change to this opportunity was processed by the Add-In, check Column DX for Message Last Update date and time.
4.10. How to permanently remove Withdrawn/Rejected/BCC Locked opportunities from your archive file. Keeping withdrawn and rejected opportunities in the Archive File requires space on the desktop which increases as more opportunities are rejected or withdrawn. Users have requested a mechanism to selectively remove opportunities from their Archive File at their discretion. 4.10.1. To manually remove opportunities from the Archive File 4.10.1.1.
Click on the Options Function on the IBM button on the toolbar
4.10.1.2. Right-click on a blank area within the box and select Maintenance This will add a Maintenance tab to the Options window.
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4.10.1.3.
Three options for removing opportunities are available:
•
Delete opportunities in a Pending Acceptance status,
•
Delete Error Messages, and
•
Delete opportunities by Global Partner Portal Opportunity Number.
To delete an opportunity using its Global Partner Portal Opportunity Number, click the Maintenance tab, select Delete opty using GPP number, and then type the desired Global Partner Portal Opportunity Number
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 4.10.1.4. NOTE: To delete multiple opportunities, separate each IBM Opportunity Number by a comma (i.e. 12345, 67890, 12121) 4.10.2. Reasons for removing items from your archive file The Add-In and spreadsheet utilize a database within the Archive folder to track the activity for opportunities received in the spreadsheet. The first time an opportunity is received into the spreadsheet, it is stored in the Archive database. If an opportunity is rejected or withdrawn (via the spreadsheet or the online Global Partner Portal), it remains in the Archive database and will still appear on the spreadsheet until it is deleted from both the spreadsheet and the Archive database. Once the opportunity is deleted from both the spreadsheet and the Archive database and is no longer associated with your organization in online Global Partner Portal, it is no longer an active opportunity for your organization, and is not returned to your active spreadsheet through the Sync or Receive functions. If you try to update a rejected or withdrawn opportunity, error messages from Global Partner Portal will be displayed in Column A.
4.11.
How to close opportunities.
4.11.1. Closing opportunities as Sales Stage 11-Lost, requires the following fields to be selected and populated •
Sales Stage must be set to 11-Lost
•
Decision Date must be set to a current date (i.e. today’s date or a future date)
•
An appropriate Close Reason must be selected. For example, GPP Client Did Not Pursue
•
If there are any Revenue items on the opportunity being closed, the Bill Date must be set to a current date (i.e. today’s date or a future date).
Perform the Sync GPP Opty function on the IBM menu to submit updates to Global Partner Portal.
After an appropriate amount of time, perform a Refresh GPP Opty
4.11.2. Closing opportunities as Sales Stage 07-Won/Implementing requires the following: •
Sales Stage needs to be set to 07-Won/Implementing
•
Perform the Sync GPP Opty function on the IBM menu to submit updates to Global Partner Portal
•
After an appropriate amount of time, perform a Refresh GPP Opty
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 NOTE: The Decision Date and Revenue Bill Date need to be set to a current date (i.e. today’s date or a future date). Dates cannot be back dated within the tool.
4.12.
BCC Locked Opportunities
4.12.1. There is no indicator on the IBM B2B OM Add-In Standard Template to identify that an opportunity is linked to a locked BCC review request. When the B2B Focal (or others managing opportunities in the Add-In spreadsheet) try to update the opportunity, they will get the following error messages in Col A. Error invoking service 'EAI Siebel Adapter', method 'Execute' at step 'EAI Execute2'.(SBL-BPR-00162) Cannot perform 'UpdateRecord' on the business component 'Opportunity'(SBLEAI-04421) 4.12.2. Viewing the opportunity online in Global Partner Portal (specifically the Bid Certification Details) will confirm whether the opportunity is in locked BCC status. 4.12.3. To prevent these opportunities from displaying in the future, they must be deleted from your spreadsheet, and from the Archive file on your desktop. Refer to Section 4.10 for detailed instructions.
4.13. Register an Opportunity for an IBM Incentive Program (non-SVI) If you have an opportunity that qualifies for an available incentive program, other than Software Value Incentive, you can register that opportunity via the Add-In using the following steps. You can register the same opportunity for more than one incentive. There are three steps that can be accomplished by the Add-In: • • •
Register the Opportunity Monitor the Incentive Status Close the Opportunity.
Note: This function is separate from, and does not change or affect the existing processes within Global Partner Portal for the Software Value Incentive (SVI) program. Business Partners should continue using the existing processes to submit opportunities for SVI via Global Partner Portal or use the new capability to do this via the Add-In. For information on SVI, refer to Section 4.14.
4.13.1. To register an opportunity •
Enter the Incentive Name – Required when registering an opportunity. This must contain the exact Incentive Name (as it appears in GPP) for the Opportunity.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 •
•
• • • •
Enter Incentive Status –Required when registering an opportunity. This column can contain either “Submitted for Eligibility” for new registrations or “Withdrawn” for existing registrations. To prepare the Incentive Status action, click the drop-down list in the Incentive Status cell, in the Opportunity Registration section. As shown above, you would click on column CK in the row of the opportunity data. A drop-down list will appear in the cell. Choose Submited for Eligibility to populate the cell. Perform a Sync GPP Opty function. After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions When the new registration is processed successfully, the following fields will be populated: • Request Date • Incentive Expiration Date, if used by the applicable incentive program
The following additional fields are optional. See the program rules for the applicable incentive to determine which optional fields are required for the individual incentive. • Enter the Business Type If required for the incentive program • Enter the Competitor - the name of the competing bidder, if required for the incentive program • Enter the Serial Number of the replaced product if required for the incentive program 4.13.2. Submitting Supporting Attachments for Opportunity Registration Supporting documentation may be associated with the Opportunity Registration for the incentive. To associate a document to an Opportunity Registration for an incentive, complete the following fields. Note: In release 4.0 of the Add-in, only one (1) attachment is allowed per opportunity for Opportunity Registration. •
Enter the Attachment Name - Required if submitting an attachment. This column can contain a descriptive name for the attachment such as the filename without the filetype extension (e.g. the attachment MyFile.doc would have an Attachment Name of “MyFile”) Note: Each attachment must be identified with a unique attachment name. That is, there can be no duplicate attachment names on the entire spreadsheet – including both SVI attachments and Opportunity Registration attachments In addition, once you actually attach the document to the spreadsheet, and give it a name, you must not change the name of the attachment. If you use the same attachment name for multiple attachments, or change an attachment name, the add-in will not give you an error message, however duplicate attachment names and changed attachment names will cause unpredictable results.
•
Enter the Document File Extension – Required if submitting an attachment. This column must contain the file extention of the attachment (drop down list for available valid attachments must be used)
•
Attachment Comment – This column can contain any free form comments pertinent to the registration attachments.
•
Click into the cell where you want to place the attachment. Make sure that you click on the row that contains the opportunity associated with the attachment. In the example above, you would click on a cell in column CS.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Right click within the cell to display the menu
• •
Choose IBM – Upload Document from the menu Type the file path into the pop-up box, or click the ellipsis to browse for the desired file
NOTE: There is a limit of approximately 3.5 megs for attachments. If your attachment is too large, you will receive the following error message: “The file you are trying to attach is larger than the supported size” •
When you click Submit, the file will be attached within the spreadsheet. This will be indicated by “File Attached” appearing in the cell. You may fill in the Attachment Comment field (optional) any free form comments pertinent to the registration attachments.
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4.14.
Perform the Sync GPP Opty function to submit the Opportunity Registration information to Global Partner Portal Perform the Refresh GPP Opty function, after an appropriate amount time has passed, to review any error messages that apply.
Software Value Incentive
Registering qualifying opportunities for the Software Value Incentive (SVI) program via the Add-in and spreadsheet is a multi-step process. To be eligible for SVI, the Business Partner must apply to participate in the SVI program and be approved for one or more Product Groups. The three SVI actions supported in the Add-in and spreadsheet are: • • •
Submit for SVI Eligibility Submit Payment Request Request Expiration Extension
Some fields in the spreadsheet are non-editable fields. Fields that cannot be edited by an Add-in user are highlighted in gray. Completing an SVI action is a two step process and requires two separate Sync GPP Opty functions with a Refresh GPP Opty function after each Sync GPP Opty. Remember, you must wait an appropriate amount of time after each Sync GPP Gpty (15 to 30 minutes) before performing a Refresh GPP Opty. The Sync GPP Opty function will fail if you try to submit multiple SVI actions for the same opportunity with one Sync GPP Opty. For further details of the IBM Software Value Incentive program, including steps, statuses and required information to complete each of the actions listed above please refer to the SVI Quick Reference Card accessible at the following URL: http://sc4.ihost.com/gpp/2_0/prod/other/enu/QRC_SVI_BP.pdf Below are two screen prints of all of the data fields available within the SVI Section – use the SVI Navigation button or scroll to this section.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
4.14.1. Submitting an Opportunity for SVI Eligibility. To submit an opportunity for SVI Eligibility , the opportunity must: • Already exist on Global Partner Portal; and • Meet all SVI rules as defined in the SVI Operations Guide The steps to submit an Opportunity for SVI Eligibility via the Add-in and spreadsheet are: • If the opportunity does not already exist,create the opportunity following the general process for creating an opportunity via the Add-in and spreadsheet. (Refer to Section 4.1 for detailed instructions to create a new opportunity within the Add-In. • Once the opportunity exists in Global Partner Portal you can update the opportunity by selecting the Submit for Eligibility action from the drop down menu associated to the “Action” field in the SVI-Software Value Incentive section. Note: the Sync GPP Opty will fail if you have changed or added any other data for this opportunity.To prepare the SVI action, click the drop-down in the cell under the Action column, in the SVI section. A drop-down list will appear in the cell. Choose Submit for Eligibility to populate the cell.
• •
Perform a Sync GPP Opty function. After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions. You will notice that, after the Refresh GPP Opty, the Overall SVI Status has changed to “Duplicate Opportunity Search”.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 4.14.2. Submitting an Opportunity for a SVI Extension Request.
To submit an opportunity for a SVI Extension Request , the opportunity must: • Already exist on Global Partner Portal; and • Meet all SVI rules as defined in the SVI Operations Guide The steps to submit an Opportunity for an SVI extension request via the Add-in and spreadsheet are: • Have an existing opportunity already approved for SVI eligibility. • Complete the Justification Comments and Requested Expiration Date fields by entering the necessary information. • Perform a Sync GPP Opty function. • After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions • Update the opportunity by selecting the Submit Extension action from the drop down menu associated to the “Action” field in the SVI-Software Value Incentive section. . Note: the Sync GPP Opty will fail if you have changed or added any other data for this opportunity. • Perform a Sync GPP Opty function • After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions 4.14.3. Withdrawing a SVI Extension Request. If you have requested and received a SVI extension and determine that it is no longer needed, you may withdraw your request by changing the Action column to Withdraw Extension, and performing a Sync GPP Opty and then do a Refresh GPP Opty. 4.14.4. Submitting an Opportunity for a Payment Request. To submit an opportunity for a SVI Payment Request, the opportunity must: • Already exist on Global Partner Portal; and • Meet all SVI rules as defined in the SVI Operations Guide The steps to submit an Opportunity for SVI Payment via the Add-in and spreadsheet are: • Have an existing opportunity already approved for SVI eligibility. • Update the opportunity to Won status and update other fields as necessary, including attachment of Sales Documentation to the opportunity. • Perform a Sync GPP Opty function. • After waiting an appropriate amount of time, perform a Refresh GPP Opty function. • Review the opportunity to make sure there were no error conditions • Update the opportunity by selecting the Submit Payment Request action from the drop down menu associated to the “Action” field in the SVI-Software Value Incentive section. . Note: the Sync GPP Opty will fail if you have changed or added any other data for this opportunity. • To prepare the SVI action, click the drop-down list in the cell below the Action column, in the SVI section. Choose Submit for Payment Request to populate the cell.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
• •
Perform a Sync GPP Opty function After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions
4.14.5. Submitting Supporting Attachments for SVI Supporting documentation may be associated with the SVI Opportunity. To associate a document to a SVI Opportunity, complete the following steps: Note: In release 4.0 of the Add-in, multiple attachments are allowed per SVI opportunity, however each attachment for a given opportunity must be submitted with a separate execution of Sync GPP Opty. • •
• • •
Click into the cell where you want to place the attachment. Make sure that you click on the row that contains the opportunity associated with the attachment. Right click within the cell to display the menu
Choose IBM – Upload Document from the menu Type the file path into the pop-up box, or click the ellipsis to browse for the desired file Click the Submit button to attach the file (see below). When you click Submit, the file will be attached to the spreadsheet. This will be indicated by “File Attached” appearing in the cell.
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NOTE: There is a size limit of 3.5 megabytes for the total of all attachments on a single opportunity for a single execution of the Sync GPP Opty function. If your total attachment size is too large, you will receive the following error message “The file you are trying to attach is larger than the supported size” in a pop-up box.
Perform a Sync GPP Opty function
After waiting an appropriate amount of time, perform a Refresh GPP Opty function. Review the opportunity to make sure there were no error conditions
4.15. Adding Sales Team Members from another Business Partner Firm (Collaboration) If your firm and another IBM Business Partner firm have established a collaboration agreement, you can add sales team members from another collaborative Business Partner organization to the opportunity sales team. NOTE: A collaboration agreement must be set up between your organization and the other Business Partner organization prior to taking these steps.
4.15.1. Establish the opportunity owner (Opportunity Focal Point) as Primary on the sales team for the opportunity. Only the Primary sales team member can add or delete members of the sales team from their firm or collaborating firms. Remember, the Is Primary flag and the Email id are the only "required" fields for Sales Team IF the email id is unique in Global Partner Portal to a single Position. If a person has multiple Positions in GPP, then the Position and Division along with the email address must be entered. 4.15.2. Enter the email address of the other Business Partner’s sales representative. 4.15.3. Perform a Sync GPP Opty, and then a Refresh GPP Opty to submit this update to Global Partner Portal
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 4.15.4. After the employee of the other Business Partner firm is added to the opportunity, they then can add additional sales team members from within their firm.
4.16.
Help and Support:
For help and support, please visit the URL below to determine your region’s contact information:
http://www.ibm.com/partnerworld/pwhome.nsf/weblook/cpw_index.html
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5. How to Get Updates The IBM B2B OM Add-In for Microsoft Excel consists of 2 components: the Add-In code and the Standard Template. Each component has a distinct source that holds the updates. When the update involves changes to the Add-In’s foundation database, the Archive must be cleared and all opportunities re-synched from Global Partner Portal. In these situations, special communications to affected IBM Business Partners and added support will be provided by the WW Boarding Team.
5.1.
Add-in updates (includes Brand Table updates)
If an update to the IBM B2B Add-in for Microsoft Excel is available, when you open Excel, a popup message will announce it and will display the Check for Updates window. Note: Your Options settings will not automatically transfer to the updated Add-in so be sure to save your current settings (refer to Section 3.7.3 for detailed instructions) before proceeding with installing the Add-In updates. 5.1.1.To install the new Add-in, click the Check for Updates button
5.1.2.If this is the first time you have downloaded an update to the add-in, you will be asked for your PartnerWorld userid and password. Once you enter these, click the Save Credentials check box to save your credentials for the next time you download an update. Note: you may get an Unauthorized (401) error when using your PartnerWorld credentials to download the update (see below). If this occurs, please use the following generic credentials: Userid =
[email protected] Password – b2bforyou
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5.1.3.Click OK to sign in. Once you sign in, you will be asked if you would like to install the update.
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 5.1.4.Click Yes to install the update. The update will install, and then it will ask you to closeand restart Excel.
5.1.5.When you restart Excel, the next time you use a B2B Add-in function, you will be asked to accept the license agreement. Accept the license agreement. 5.1.6.After the add-in update is installed, refer to Section 3.7.4 to Reload your saved Options settings. You are now able to continue to use the tool.
5.1.7.Accepting updates will only update the existing Add-In code installed on your desktop, not the Standard Template (see next section).
5.2.
Standard Template Updates
If an update to the IBM B2B Standard Template is available, your B2B contact will receive an email announcing it. Go to the following link on PartnerWorld to download the Standard Template, User Guide, and Technical Guide for Business Partners.
http://www14.software.ibm.com/webapp/iwm/web/reg/directDownload.do?source=p artnerworld&FILE=pw/misc/b2b_om_boarding_package.zip The .zip file that you download will contain the following files: 1. Setup.exe 2. GPP B2B OM MSExcel Add In User Guide YYYYMMDD ENG v1 .doc 3. GPP B2B OM MS Technical Guide 4. GPP B2B OM MS Excel Template Following are the detailed instructions for retrieving a new Standard Template from PartnerWorld.
5.2.1. Download the Standard Template, User Guide, and Technical guide for Business Partners 5.2.1.1. Click on the link above. At the prompt, enter your PartnerWorld userid and password.
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5.2.1.2. When prompted, click Save to save the download package. Save the package file to your Desktop, or somewhere else where it is readily accessible.
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5.2.2.Open the .zip file. If you are installing the B2B Excel Add-in from Scratch, you will need the Setup.exe file and the Technical Guide only. If you simple want a new copy of the User Guide or the Technical Guide or the Spreadsheet Template, you may discard the other files.
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Appendix A: Data Descriptions The following matrix describes the fields displayed on the current Standatd template, in alphabetical order by the Heading designation.
Heading Acceptance Status
Column ID N
Column Seq# 13
Account Alternate Name AY AR
48 41
BB CW AT
50 93 43
Approval Identifier
CQ
88
Attachment
CS
90
Attachment ##
BV
69
Attachment Comment
BZ
73
Account Name
Category Header
Grey Background - Update Not Allowed
Account Informati on Account Informati on
Action Add Note? Address
SVI Note Account Informati on Opportu nity Registrat ion Opportu nity Registrat ion SVI Attachm ent SVI Attachm
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Description (Text to Display in Hover Help) Identifies the Business Partner's acceptance status for a lead that is being passed between organizations. Where a Lead is passed from IBM or another BP, to a new Primary on the Sales Team, it will be in a status of "Pending Acceptance". Before the new BP can update the Opportunity it must have a status of "Accepted". If new BP chooses not to Accept they can set status "Rejected". Opportunities not acted on will be automatically "Withdrawn" on the Last Day of Acceptance. Previous name that this account is known as in GPP Account name. If account doesn't exist or match name, address and country, a new private account will be created. SVI Actions that can be requested via the B2B spreadsheet Enter a Y to add a new note Street address for the account [required] Approval Identifier is optionally used by the Program Incentive team to give a unique identifier to the Incentive Registration Approval Field in which the attachment document is uploaded
Field in which the attachment document is uploaded Free form text note to describe the attachment entry
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Column ID
Column Seq#
Attachment Comment
CU
92
Attachment Name
CR
89
Attachment Name ##
BU
68
Attachment Type ##
BX
71
Bill Date ##
AC
27
BODID
DY
117
C
3
Z
24
Revenue
AB X
26 22
Revenue Revenue
AA
25
Revenue Opportu nity Registrat ion Account Informati on SVI
Heading
BP Opty Number
Category ent
Grey Background - Update Not Allowed
Opportu nity Registrat ion Opportu nity Registrat ion SVI Attachm ent SVI Attachm ent Revenue
Message Informati on Control Fields
Brand Brand Certification Achieved Brand Family ## Brand Family SVI Participation Business Type
CN AU
85 44
Comments for SVI Competitor
BK
59
CL
83
Contact Delete Country
DC AX
98 47
City
Opportu nity Registrat ion Contact Account Informati
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Description (Text to Display in Hover Help)
Free form text note to describe the attachment entry
The name of the file, without the extension, of the attachment being added. The name of the file, without the extension, of the attachment being added. The SVI Attachment Category related to the attachment (such as BANT) Date that the customer is expected to begin billing. Format is the ISO format (YYYY-MM-DD) Unique key identifying the message Opportunity Number assigned by the BP's Opportunity Management System. This field is reserved for future use (GPP 4.1) “Y” indicates that this is a Brand Family for which you are SVI approved. Revenue Item Brand Family “Y” indicates that this is a Brand Family that is eligible for SVI consideration. Classification of the type of business that this Opportunity Registration represents. City where the account is located [required] SVI Comments (such as Sales Order number when applicable) The Name of the key Competitor that is also pursuing the business associated with this Opportunity Enter Y to delete this contact Country where the account is located (iso code) [required]
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Column ID
Column Seq#
Create Date
G
6
Header
Date
CZ
96
Note
Decision Date
J
9
Header
Delete?
V
20
Revenue
Delete?
CC
75
Sales
Description
E
5
Control Fields
Disposition Comments
DT
113
Division
CE
77
SVI Extensio n Request Sales
Document File Extension
CT
91
Document File Extension ##
BW
70
Heading
Category on
Grey Background - Update Not Allowed
Opportu nity Registrat ion SVI Attachm ent
Duplicate Opty Flag
Email
AJ CD
34 76
Revenue Sales
Email ## Error Message
DH A
103 1
Contact Control Fields
Expiration Date Extension Close Date
BD
52
DV
115
SVI SVI Extensio n Request
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Description (Text to Display in Hover Help)
Opportunity creation date/timestamp Date of the Note The date by when it is expected the Customer will make a "buy" decision. Opportunities in any of Sales Stages 1, 3 or 4 must not be older than Today. Enter Y to delete the revenue line item from the opportunity Enter Y to delete this sales team member ffrom the oppoetunity Opportunity description. This should be a brief statement that summarizes the Customers project. (max 200 chars) Comments about the disposition of this request
Sales party division defined in GPP position list. The file type (extension) of the Attachment - select value from the dropdown list File type of the document attached. Acceptable file types are provided as a list by IBM Result of the SVI opportunity search for duplicate opportunities Y indicates that a duplicate opportunity exists Email address of the primary employee associated with the position E-mail address of the contact This field is used for an acknowledgment/error message being returned after an opportunity submission. Displayed after Refresh The date the SVI request expires The date that this extension request was closed
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011 Grey Background - Update Not Allowed
Column ID DO
Column Seq# 108
DR
111
BL
60
First Name ##
CG DD
79 99
Contact
Fulfilling BP ##
BE
53
SVI
IBM Customer Number
AQ
40
Account Informati on
IBM Invoice Date IBM Opty Number
BH D
56 4
SVI Control Fields
IBM Invoice Date IBM generated opportunity number returned after Refresh for a new opportunity create.
ID
CY
95
Note
Unique designation for the note
Incentive Expiration Date
CP
87
Opportu nity Registrat ion
Heading Extension ID
Extension Status
Category SVI Extensio n Request SVI Extensio n Request
Extn Request First Name
SVI Sales
Incentive Fee Type
Incentive Name
AL CJ
36 81
Revenue Opportu nity Registrat ion
Incentive Status
CK
82
Is Primary
CB
74
Opportu nity Registrat ion Sales
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Description (Text to Display in Hover Help) Unique designation assigned by IBM for the SVI Extension Request
Status of the extension request
Indicator that an SVI extension has been requested First name (Given name) of the sales team member First name of the primary contact [required] Indicator that this is the fulfilling Business Partner IBM Customer Number - Primary customer number of the account assigned by IBM. Required if no account address.
The date the Approval of the Incentive Registration expires. Can either be "Identify and Sell" or "Sell Only". Sell Only applies when the Business Partner was not the first to identify the oppty, but they are listed as a Sales Resource. IBM determines the Incentive Fee Type that applies for each Revenue record. The name of the Incentive/Program that the opportunity is registered for. Incentive name must exist and be an exact match. The status of the registration of the Opportunity against the Incentive.
Flag (Y or N) that identifies the sales team member as the primary
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Heading
Is Restricted
Column ID
Column Seq#
Q
16
Header
BJ DP
58 109
O
14
SVI SVI Extensio n Request Header
Category
Grey Background - Update Not Allowed
ISU Description Justification Comments
Last Date for Acceptance Last Name
Sales
Description (Text to Display in Hover Help) for the opportunity. Indicator to partially restrict IBM access to the opportunity's account and contact data. Description of the IBM Industry Solution Unit Business justification for the extension request
Date by which the opportunity must be accepted or rejected Last name (Family name) of the sales team member Last name of the primary contact [required] Opportunity last updated date/time will be updated after performing a Refresh if the update occurred at GPP. Date and time stamp this message was last was sent/received.
CH DF
80 101
B
2
Message Date/Time
DX
116
Message Informati on
Middle Name
DE
100
Contact
Name JPN
AS
42
New Expiration Date
DS
112
Note Opty Currency Opty Currency ## Opty Revenue
CX K AD
94 10 28
Account Informati on SVI Extensio n Request Note Header Revenue
L
11
Header
Organization Overall SVI Status Passport Agreement Number Passport Site Number
S BC
18 51
Header SVI
BF
54
SVI
Total revenue amount for the opportunity (all revnue items). Business Partner name returned from GPP Indicator of the opportunity's current status in the SVI process Passport Agreement Number
BG
55
SVI
Passport Site Number
Last Name ## Last Update
Contact Control Fields
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Middle name for the primary contact. Japanese character equivalent of the Account Name New expiriation date of this extension requst
Content of the Note Opportunity Currency ISO Code Opportunity Currency ISO Code
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Column ID
Column Seq#
Category
AK DI
35 104
Revenue Contact
Position
CF
78
Sales
Price Primary Source
AF
30
Quantity ##
DL AE
106 29
Revenue Tactic Source Revenue
Reason Lost
R
17
Header
Release to IBM ##
BY
72
Request Date
CO
86
Heading Payment Processing Status Phone ##
Requested Expiration Date
DQ
110
Revenue ##
AG
31
SVI Attachm ent Opportu nity Registrat ion SVI Extensio n Request Revenue
Revenue Comment
AI
33
Revenue
Revenue Line Identifier ##
U
19
Revenue
Revn Win Probability % Sales Order Number
AH
32
Revenue
Grey Background - Update Not Allowed
Description (Text to Display in Hover Help) Indicator of the payment status of the revenue record Phone number for the primary contact Job title for the sales team member Price of the product/unit. Enter Y to identify as the primary Source for this opty The quantity of the revenue products/units Opportunity close reason required for sales stage 11. Release To IBM
Date the BP submits the Opportunity Registration to IBM for Approval Desired date for the requested extension to expire
Total revenue amount = quantity x price. Free form text describing comments associated with the Revenue line item Revenue item line number. Can be alphanumeric but must be unique for each revenue item within an opportunity. Win probability of the revenue item
BI H
57 7
SVI Header
Business Partner Order Number associated with the SVI eligible opportunity Indicates the current sales stage for the opportunity. Sales Stage 4 requires a revenue item.
Serial Number Replaced
CM
84
Opportu nity Registrat ion
The serial number of the existing installed equipment that will be replaced by the equipment associated with this Opportunity.
Source Delete?
DK
105
State
AV
45
Tactic Source Account Informati
Enter Y to delete the Source and Tactic State where the account is located [required]
Sales Stage
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IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Heading
Submit for Eligibility Date Submit For Payment Date Submitted Date
Column ID
Column Seq#
Category on
BO
63
SVI
BP DU
64 114
BR
66
SVI SVI Extensio n Request SVI
BQ
65
SVI
AO
39
Revenue
BA AM AN
49 37 38
SVI Revenue Revenue
BS Y
67 23
SVI Revenue
Tactic and Source
DM
107
Tactic Source
Title ##
DG
102
Contact
Type Type
W DA
21 97
Revenue Note
UCID
M
12
Header
BN
62
SVI
BM I
61 8
SVI Header
SVI Currency SVI Description SVI Detail Revenue SVI Owning Organization SVI Price SVI Quantity SVI Revenue SVI Status
Waiting ISU Code Waiting More Info Win Probability %
Grey Background - Update Not Allowed
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Description (Text to Display in Hover Help)
The date the SVI Opty was submitted for eligibility The date the SVI Opty was submitted for payment Date extension request was submitted
Opportunity Currency ISO Code Description of the SVI Opportunity - Project Name Amount of revenue that is being submitted for SVI Owner of the SVI Opty Price of the product. Quantity for SVI Amount eligible for SVI for this opportunity Indicator if the revenue line item is eligible to participate in SVI when the opportunity is eligible Opportunity Source (marketing campaign) associated to the Oppty. Job Title of the primary contact The Type associated with the Brand Type of Note (normally defaulted to "BP Comments") Unique Co-Marketing ID (UCID) code assigned to the Partner being applied to this opportunity Indicator that this SVI Opty is waiting for the ISU code Indicator that this SVI Opty is waiting for additional information Probability of winning the business represented by this Opportunity. Required to be 100 if Won, Sales Stage = 7. Required to be 0 if Lost, Sales Stage = 11.
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Heading Work in GPP
Column ID P
Column Seq# 15
AW
46
Zip
Category Header
Grey Background - Update Not Allowed
Account Informati on
Color Codes for Heading Column Above Required Field for OM Creation
If creating a new opportunity, data is required in these fields.
Section Required Field
Marks Fields requiring entries when Section is used.
Not an editable cell
Data cells are populated by GPP. Any data entered in these fields by a user is ignored.
Optional or System Provided Field ## SVI Section Opportunity Registration Section
Use of this field is optional or the value is provided Required for SVI Approval Fields associated with SVI Fields associated with Opportunity Registration
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Description (Text to Display in Hover Help) If selected, the opportunity will become visible in IBM’s opportunity management system once the opportunity has been coded as Sales Stage of 07Won/Implementing or 11-Lost. Account postal (Zip) code
IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide August 29, 2011
Appendix B: Support Resources Global Partner Portal (GPP) Help Desk Monday through Friday, 8:00 a.m. to 8:00 p.m. Eastern Call PartnerWorld Contact Services 800-426-9990 Ask to be connected to the GPP Help Desk Global Partner Portal (GPP) Overview Page https://www.ibm.com/partnerworld/wps/servlet/mem/ContentHandler/gpp_com_stl_hom e Standard Template, User Guide, Technical Guide for Business Partners, Setup.exe and Quickref document
http://www14.software.ibm.com/webapp/iwm/web/reg/directDownload.do?source =partnerworld&FILE=pw/misc/b2b_om_boarding_package.zip
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