MICROSOFT
PROCEDURE :
Purchase Ordering Process
SCOPE
This covers the order processing of Microsoft Open License Programs,
Volume Purchase, FPP (Retail Packs) and Media Kits
:
VENDOR LINK:
https://moet.microsoft.com/
Microsoft licenses, Retail Packs (FPP) and Media Kit orders are
processed via MOET (Microsoft Order Entry Tool) --- an online option for
submitting purchase orders to Microsoft.
Figure 1
MOET Main Menu
PROCEDURE: OLP Purchase Ordering
Purchase Ordering of MICROSOFT OPEN LICENSE PROGRAM (OLP) is always BACK to
BACK based on the pulled-out license report from MIS.
STEP 1 (OLP): New PO Î Open Business Purchaser Order Î Online
STEP 2 (OLP): Enter APTEC’s Purchase Order Number (SCALA PO# + eShop SO#)
STEP 3 (OLP): Enter the RESELLER DETAILS
1 Click RESELLER to search RESELLER NAME
2 Type the name of the RESELLER and click search
3 If RESELLER name is found click “Choose for PO”
4 If RESELLER name is NOT FOUND click “Create A New Reseller”
1Î
2Î
3Î
4Î
STEP 4 (OLP): Complete the data of the RESELLER DETAILS.
Î The fields marked with
Î Click
are mandatory fields.
after completing the data
STEP 5 (OLP): Enter the END-CUSTOMER DETAILS
1 Click END-CUSTOMER to search END-CUSTOMER name
2 Type the name of the END-CUSTOMER and click search
3 If END-CUSTOMER name is found click “Choose for PO”
4 If END-CUSTOMER name is NOT FOUND click
1Î
2Î
3Î
4Î
STEP 6 (OLP): Complete the data of the END CUSTOMER DETAILS.
Î The fields marked with
are mandatory fields.
Î For Workstations always select “Unknown”
Î For Business Activity always select “Other”
Î If Contact Name is not provided, enter “IT MANAGER”
Î Click
after completing the data
STEP 7 (OLP): Entering orders based on the pulled out license report from MIS
1 Enter the Part Number to be ordered
2 Enter the Quantity to be ordered
3 Click
The description and price of the part number will be automatically provided.
IMPORTANT NOTE:
Except for server licenses with 5 CALs, minimum allowed order quantity
for OLPs is 5. If order is less than 5, a valid authorization key should be
provided by the customer.
1 Part Number
2 Order Quantity
►3
STEP 7 (OLP): Submitting the ORDER
After entering all part numbers, click
The order is completed.
PROCEDURE: FPP Purchase Ordering
Order processing of Full Packaged Product (FPP) Software is back to back or stock order based
on the minus report from MIS and always approved by the PM
STEP 1 (FPP): New PO Î FPP Purchaser Order Î Online
STEP 2 (FPP): Enter APTEC’s Purchase Order Number (SCALA PO# + “-FPP”)
STEP 3 (FPP): Entering orders
1 Enter the Part Number to be ordered
2 Enter the Quantity to be ordered
3 Click
The description and the price of the part number will be automatically provided.
1 Part Number
2 Order Quantity
►3
STEP 4 (FPP): Submitting the ORDER
After entering all part numbers, click
The order is completed.
PROCEDURE: Media Kits Purchase Ordering
Order processing of Media Kit is back to back or stock order based on the minus
report from MIS and always approved by the PM
STEP 1 (WWF): Volume Licensing Purchase Order Î Online
STEP 2 (WWF): Complete the Purchase Order Header Information
c Enter APTEC’s Purchase Order Number (SCALA PO# + “-WWF”)
d Select “United Arab Emirates” as Sales Location
e Select “3182142 – Aptec Gulf LLC” as Enrollment/Agreement#
f Click
cÎ
dÎ
eÎ
STEP 3 (WWF): Complete the Ship-To Details
cClick on the
dTo select the correct SHIP-TO details click on
cÎ
dÎ
e Edit the SHIP-TO details of required, otherwise click
e↖
Figure 2
Completed Purchase
Order Header Information
STEP 4 (WWF): Entering the order details
c Enter the part number
d Enter order quantity for the corresponding part number
e Offering type is always “FUL”
f Usage Country is always “AE”
g Click
- Part Number description will be automatically supplied
h Click
- The order is already completed
c
d
gÎ
e
f
Íh
PROCEDURE: Agreement Licenses Purchase Ordering
Purchase Ordering of MICROSOFT AGREEMENTS (OLV) is always BACK to BACK order based
on the pulled-out license report from MIS.
STEP 1 (OLV): New PO Î Volume License Purchase Order Î Online
STEP 2 (OLV):
Complete the Purchase Order Header Information
c Enter APTEC’s Purchase Order Number (SCALA PO# + Agreement Type)
Agreement Types:
OLV – Open Value
SCH – School Agreement
OVS – Open Value Subscription
d Enter the correct usage date based on start and end date of the agreement
as shown on the agreement details in EXPLORE
e Select the correct sales location based on the agreement details
f Select the correct agreement number
g Click
to complete the purchase order header information.
The agreement details will be automatically supplied (See Figure 3)
c
d
e
f
Figure 3
Completed PURCHASE ORDER HEADER INFORMATION
STEP 3 (OLV):
Entering the order details
c Enter the part number
d Enter order quantity for the corresponding part number
e Enter the correct Billing Option
f Enter the correct Offering Type
g Enter the correct Usage Country
h Click
- Part Number description will be automatically supplied
i Click
- The order is already completed
IMPORTANT:
All details on the billing option, Offering type, Usage Country can be found on the
agreement details in EXPLORE.
Correct details must be supplied, otherwise the order will be rejected.
c
d
e
f
g
VENDOR
:
MICROSOFT
PROCEDURE :
VENDOR REPORTING
SCOPE
This covers the procedure of generating the reports submitted to the
vendor
:
REPORT LIST :
1. Retail Pack and Media Kit Inventory
2. OEM SalesOut Report
3. Retail Pack and Media Kit Sales Out Report
FREQUENCY :
Reports are submitted on a weekly basis and must be submitted on-line
every SUNDAY
VENDOR LINK:
https://msops.microsoft.com/ (for OEM SalesOut Report)
https://icmods.microsoft.com/ (for Microsoft SalesOut and Inventory)
SYSTEM
:
APTEC MIS
PROCEDURE: Report 1 - INVENTORY REPORT (MST and OEM)
STEP 1 (R1) ► SCREEN1: Purchasing Module Î Stock Statements <double click>
STEP 2 (R1): ►
Generate the OEM inventory level from MIS
Vendor Code – <OEM>
Warehouse - From <01> to <23>
►
Click REPORT and Export to Excel
STEP 3 (R1): ►
Manipulate the excel sheet and arrange the report as per MICROSOFT
Report Layout
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
Align Quantity by deleting 1st cell and shift cells up
Delete All columns except PRODUCT CODE / DESCRIPTION /
QUANTITY
Delete the Part Nos. 050-00687 and C59-00091
Sort date by DESCRIPTION and delete rows with
“WAREHOUSE”
In Column D, put the formula: Quantity Divide by 3
Delete rows with 0.333333 (NO NEED TO REPORT)
Check the product code if 3packs or 1pack from the price list or
from the stock inquiry
Pack part nos will have the value of QTY/3 and 1 pack part nos
will have the original value as pulled out from the MIS report
OEM Inventory level is done. MAP the data as per MICROSOFT
required layout (See Figure 4)
Figure 4
Report Layout for Microsoft OEM and MST Inventory
IMPORTANT:
The type of data entered on each column should be strictly followed, otherwise
the report will be rejected.
STEP 4 (R1): ►
Generate the MST inventory level from MIS
Vendor Code – <MST>
Warehouse - From <01> to <01>
►
Click REPORT and Export to Excel
3.1
3.2
3.3
3.4
Align Quantity by deleting 1st cell and shift cells up
Delete All columns except PRODUCT CODE / DESCRIPTION /
QUANTITY
Sort date by DESCRIPTION and delete rows with “WAREHOUSE”
MST Inventory is done. APPEND the data on the OEM
INVENTORY shown in See Figure 4
STEP 5 (R1): ►
Uploading the INVENTORY REPORT
5.1
5.2
5.3
5.4
Log-in to ICMODS Î https://icmods.microsoft.com/
Click Send File then browse to attach the INVENTORY REPORT
Select Inventory
Click Submit
Figure 5
ICMODS Uploading Screen
PROCEDURE: Report 2 - OEM SALESOUT REPORT
STEP 1 (R2)
►
Purchasing Module Î Vendor Reports Î OEM Reports
Vendor
: OEM
START DATE : last week SATURDAY
END DATE
: last week FRIDAY
STEP 2 (R2)
►
►
Excel OUTPUT will be created
Complete sheet with correct details. Blank cells not allowed on CITY /
COUNTRY / P.O. Box
9 COUNTRY: always “ARE” for UAE (allowed sales territory)
9 CITY: Dubai, Sharjah, Abu Dhabi, etc
9 P.O. BOX: if P.O. Box is blank put P.O. Box only as value
STEP 3 (R2)
►
Check for correct MAPPING of 3pack OEM
OEM MAPPING for 3 Pack SKUs:
9 E85-05101 - E85-05153
9 N09-02018 - N09-01943
9 E85-05892 - E85-05862
9 N09-02426 - N09-02430
SAMPLE MAPPING DECLARATION:
SCALA
CODE
E85-05101
E85-05101
MS CODE
E85-05101
E85-05153
Scala
units
3
1
MS units
1
1
Type “A” to ADD new mapping
STEP 4 (R2)
►
REPORT OEM SALES OUT is DONE. The data should be mapped on
the MICROSOFT LAYOUT file using previous week report.
(See Figure 6)
Figure 6
Sample of OEM Sales Out Report
STEP 5 (R2)
►
Uploading the OEM Sales Out Report to MSOps
5.5
5.6
5.7
5.8
5.9
Log-in to MSOps Î https://msops.microsoft.com/
SBC Tools Î Sales Out Report Submission
Enter the correct reporting period (Saturday date)
Browse and select the correct file to be uploaded
Click Submit
PROCEDURE: Report 3 - MST SALESOUT REPORT
STEP 1 (R3)
► Purchasing Module Î Vendor Reports Î OEM Reports
Vendor
: MST
START DATE : last week SATURDAY
END DATE
: last week FRIDAY
STEP 2 (R3)
►
Excel OUTPUT will be created then complete the sheet with correct
details
2.1 PUT the correct price on Column AB based on the curren FPP and
Media Kit Price Lis
2.2 Column AA (sales return) Î if with value retain the value
2.3 Column Y (sales) Î if blank put value of zero
2.4 Blank cells not allowed on CITY / COUNTRY / P.O. Box
9 COUNTRY should only be GCC countries for allowed sales
terriory
9 CITY: Dubai, Sharjah, Abu Dhabi, Muscat, Safat, etc.
9 P.O. BOX: if P.O. Box is blank put P.O. Box only as value
STEP 3 (R3)
►
Uploading the MST Sales Out Report
3.1
3.2
3.3
3.4
Log-in to ICMODS Î https://icmods.microsoft.com/
Click Send File then browse to attach the MST Sales Out Report
Select Sales
Click Submit
VENDOR
:
MICROSOFT
PROCEDURE :
Fulfillment Delivery of MICROSOFT LICENSES
SCOPE
This procedure covers the fulfillment delivery of physical copies of
MICROSOFT OPEN LICENSES (OLP) and does not include licenses
ordered under Agreement Programs.
:
PROCEDURE: Fulfillment Delivery of MICROSOFT LICENSES
STEP 1 (DEL) :
Warehouse receives from courier the physical copy of the MICROSOFT
LICENSES with the SHIPMENT MANIFEST.
Figure 1 – Sample of Microsoft License Copy
Figure 2 – Sample of Shipment Manifest
STEP 2 (DEL) :
Warehouse sends to MICROSOFT PURCHASE CONTROLLER by email
the scanned copy of the SHIPMENT MANIFEST.
STEP 3 (DEL) :
MICROSOFT PURCHASE CONTROLLER updates the MICROSOFT
Sales Sheet Report for arrival details. The columns DATE RECVD and
CERT# (marked in yellow) are updated based on PO#.
Figure 3 – Sample of Microsoft Sales Sheet Report
STEP 4 (DEL) :
List of licenses received as per the shipment manifest are sent by email
to the GRN team with copy to Microsoft PM.
STEP 5 (DEL) :
GRN team confirms receipt of licenses in the system with corresponding
GRN#.
Figure 4 – Sample of email confirmation from GRN team with the corresponding GRN#
STEP 6 (DEL) :
MICROSOFT Purchase Controller manually allocates all the GRNed licenses
by using eshop.
Î Log-in to eshop using system password
and click on the <Edit Order>
Î Enter Sales Order Number to allocate the licenses
STEP 7 (DEL) :
Microsoft Purchaser Controller sends email notification confirming
allocation of stocks. Email is addressed to concerned sales people with
copy to Microsoft PM and warehouse license dispatch in-charge.
Figure 5 – Sample list of licenses sent by email
STEP 8 (DEL) :
Warehouse License Dispatch in-charge copy/paste the data from the
email into the License Dispatch Report (excel format).
Figure 6 – Sample of the License Dispatch Report
data extracted by copy/paste from the email
data to be filled-up by the
Warehouse License dispatch
in-charge based on the
INVOICE ALERT received
STEP 8 (DEL) :
ALERT RECEIVED: Update the Sheet
with the
cINVOICE DATE and dINVOICE#
Important Points to consider
Î Licenses invoiced are from WH16 (for regular price) OR WH17 (for discounted price)
Î No partial invoicing of LICENSES (SO Quantity should the same as invoiced quantity)
Î If ALERT received is marked as “PARTIALLY INVOICED”, check for the discrepancy
c
d
16
16
STEP 9 (DEL) :
Log-in to MIS Report and print the DELIVERY NOTE
ApplicationsÎ Delivery Î Enter INVOICE# Î click print
Enter invoice# here
STEP 10 (DEL) :
Attach the DELIVERY NOTE on the physical copy of the license
IMPORTANT: Cross Check the below points on the DELIVERY NOTE
details against the PHYSICAL copy of the license
c Î check for end-user name
d Î sales order number
e Î quantity of licenses invoiced from WH16
c
16
d
16
d
e
License is now ready for dispatch!
VENDOR
:
MICROSOFT
PROCEDURE :
VENDOR RMA
SCOPE
This covers the procedure of returning goods to vendor.
:
VENDOR LINK:
https://msops.microsoft.com/
PROCEDURE: RMA of OLP
IMPORTANT NOTE
:
RMA of OLP licenses is allowed only if license is within the
21days returnable date from the date of invoice. If it is more than
21days, an approval from Microsoft Local Subsidiary is required.
STEP 1 (RMA-1)
:
Log in to MSOps and goto Global Returns
STEP 2 (RMA-1)
:
Enter the LICENSE # to RMA and click
STEP 3 (RMA-1)
: Complete the RMA details
c License details will be automatically provided.
Confirm that it is the
correct license for RMA, then enter the additional data required:
9 Customer Reference# : <enter the APTEC PO# >
9 Return Reason
: Customer Changed Mind
d Click Submit
e Request RMA Coordinator in the Warehouse to ship the license via
courier to MICROSOFT Building in DIC office
f Once physical license is already received by the MICROSOFT local
subsidiary, an email notification will be sent to you confirming
approval of the RMA—You can proceed with internal procedure to do
CREDIT NOTE to our customer and –ve GRN.
PROCEDURE: RMA of FPP and Media Kits
STEP 1 (RMA-2)
:
Completing the RMA Details
c Enter the below details:
Customer Sold To
Customer Ship To
Return Reason
Part # Type
:
:
:
:
0005003065
0005003063
Select the Correct Reason
MS SKU
d Select Manual Data Entry
e Enter the part numbers to RMA and the corresponding
quantity. The Invoice Ref# will be automatically provided by
the system
f Click Submit
g Request RMA Coordinator in the Warehouse to ship the
g
goods based on the return shipping instruction provided by
MICROSOFT
You can proceed with internal procedure to do CREDIT
NOTE to our customer and –ve GRN.