COMPAREXonline User guide SPLA Portal

Transcription

1 COMPAREXonline User guide SPLA Portal 1

2 Table of contents 1 Reporting Overview Working with COMPAREXonline Login Run a SPLA Report SPLA Reporting History SPLA Report Zero Usage With SPLA Portal you can process the SPLA reporting fast, convenient and errors-free. Apart from the SPLA reporting, the portal also provides you with several other functions such as contract overview, product search, order and quotation preparation and other regular reporting. This manual describes use of the SPLA Reporting module. If you have any questions about use of the other contents, please contact your local COMPAREX contact. The reporting can be done using any current web browser. Your entries are transmitted to COMPAREX in encrypted form. Access to the web application is personalized. 2

3 1 Reporting Overview The reporting is done with few and simple steps: (1) Log in (2) Use the navigation to open the SPLA area (3) (optionally) select contract/reporting category (4) Enter product quantities or carry forward from the previous month (5) Send report (6) View reporting history 3

4 2 Working with COMPAREXonline 2.1 Login (1) Type in the Address field. If necessary, change the language. (2) Click on. 4

5 (3) Fill out the field Login Address. (4) Fill out the field Login Password. (5) Click Login or press Enter. 5

6 3 Run a SPLA Report After you have successfully logged in, you are forwarded to the homepage. This homepage not only contains information on your login and customer data, but also a "Hosting Program" button in the main menu at the top. (1) Move mouse on Hosting Program. Under this menu, the "SPLA Contracts & Reporting" submenu appears. Click this menu to open the SPLA Reporting form. (2) Click on SPLA Contracts & Report. If the menu is not available, you do not have the authorization to open the SPLA Reporting form. In this case, please contact our staff by sending an to spla@comparex.de. 6

7 You can now see your SPLA Report Form. Your contract details are already stored in the tool. When you open the form, the relevant data for your report is displayed. In the top area of the form you can see your customer name, the Microsoft contract number and your user name. You can also see for which month you have to submit your SPLA report. Please note that under your terms and conditions of contract you can submit your report from the 16th of the current month until the 10th of the following month. On the left, next to the command buttons, you can see an additional field: "Select Contract / Reporting Category". There, depending on the contracts assigned to you as the reporter, you can select for which contract you want to report. This option is only available if you are authorized to report for several contacts / categories. As soon as you change the entry in this selection field, both the contract data and the product list are reloaded. If necessary, we can set up individual subcategories for you for each contract (e.g. "Reporting for Germany" and "Reporting for Austria"). In this case you will then be able to make a report for each category and also obtain an order confirmation for each report. The reporting categories also enable you to additionally assign your reports to different reporters (e.g. the "Report for Germany" is made by Person A and the "Report for Austria" by Person B). If the report for a contract has already been made, this is displayed in the "Select Contract" field. For example " / DATANGO Test 1 (already reported)". It is not possible to make an additional report for categories that have already been reported, regardless of who made this report. Should you select such an entry from the selection field, the command buttons are disabled / not visible. Instead you are given the option to access our ticket system. If you want to make a subsequent change to your report, or to cancel it, you can use the convenient link within the selected contract / reporting category. In our example, we want to select another Contract / Report Category. (3) Click on Select Contract / Report Cathegory. (4) Select / DATANGO Test 2 entry by clicking it. 7

8 After selecting the contract to be reported and the reporting category, you can make the actual report. You can choose between a zero report ("Zero Usage") and a usage report. If you do not want to report any products in the report month concerned, under the Microsoft terms and conditions of contract you are obliged to report this to us. In this case, press the Zero Usage button. You can enter additional information on your report in the "Your comment for the report" field. If necessary, this information can appear on your order confirmation. Please note that the maximum number of characters you can enter in this field is 500. (5) Click on Execute Report. If you submitted a usage report in your report in the previous month's period, the system displays a prompt, asking whether you want to copy or carry forward the products from the previous month. (6) Click on Yes. (7) Click on OK. 8

9 The "Report" and "Product Search" tabs are activated. The current product list for your report is displayed in the bottom area of the web page. If products are to be copied or rather carried forward from the previous month, you can see these products in your list with all the product details filled in. Without a previous month's report your product list is empty. To add the required products to your report, you must carry out a product search. Apart from the manufacturer's product number and the name of the individual licensed product, the net price and the quantity of licenses reported in the previous month are also displayed. Necessary entries Your task is to enter the number of licenses to be reported (Field: Quantity), as well as the country in which they are used (Field: Usage Country). Please note that no country of usage is preset. The entries in the product list are sorted in the order in which they were added from the previous month or from the product search. Optional entries In the Remark field you can enter further information on the product reported by you. These entries are then output on the order confirmation, below the corresponding order row. Please note that the maximum number of characters you can enter in this field is 50. Take over report of previous month: With this button you can copy or carry over the quantity of products reported in the previous month into the product list. Please note that by doing so you overwrite your current product list. The changes you have made are then lost. Apply comment: With this button you can copy the information entered in the "Your comment on the report" field (in the Contract Data tab) into the "Note" field. All comment fields in the product overview are filled with this data. Please note that you can only copy the first 50 characters from the Contract Data tab comment field into the report comment field. You can use this button to delete all entries in the "Comment" field. Most changes to your product list are saved automatically. Nonetheless, to be sure, you should save manually after changing the quantity, country of usage and note. 9

10 The next steps show an example on how to change quantity in one case, delete one line and add another product. (8) Type 3 in the Quantity field. (9) Click on Remove. (10) Click on OK. 10

11 To add other products to your report, please switch to the "Item Search" (11) tab. Here you can use the search field to find the required products. You can search using the manufacturer's product number and the product name. You then select the relevant product from the search results, determine the necessary quantity and add it to the product list by pressing the button in the "Options" column. You can also use this button to add products to the product list more than once. As a result, additional product items are created with their own product data. This enables you, for example, to give different countries of usage for the same products within a report. For some products minimum order quantities were defined. The field for entering the quantity next to the product is automatically filled with the relevant minimum quantity when you perform the product search. (11) Click on Item Search. (12) Click on Yes. As an example, we want to add Dynamics NAV Hosted, L/SA Advanced Management Full User SAL, All languages (13) Type nav in the Free Text field. 11

12 (14) Click on Search. (15) Click on Add. To edit the products you have edited and the close the report, switch back to the "Report." tab (16) Click on Report ( ). The "new" product has been added at the end of the list. (17) Click in the area below the scroll bar to scroll down. 12

13 We have to select Usage Country, and we want to change quantity to "5". (18) Type 5 in the Quantity field. (19) Click on Usage Country. (20) Select Austria - Österreich entry by clicking it. 13

14 (21) Click on. After you have entered all the necessary details in your product list, you can press the "Submit Report" button to submit your monthly report. Before pressing this button, we recommend that you check the quantity and the selected country of usage (Usage Country) once again. (22) Click on Submit Report. 14

15 After you have pressed the "Submit Report" button, the system checks your report for possible errors. It not only checks the minimum quantities but also for missing details such as the country of use. If no error was found a summary of the report is displayed. Now please check all data and confirm it. After successfully submitting your report, the summary of the report is issued to you. You can close the Information window with the "OK" link. The system will send you an with your reporting details. Please note that this is only a confirmation of the reporting. After they have processed your report, our staff will send you an additional order confirmation by . You can then use the "Logout" button (top right hand side) to exit the application. (23) Click in the area below the scroll bar to scroll down. (24) Click on OK. 15

16 (25) Click in the area below the scroll bar to scroll down. You can use the "Print" button to open the standard Print dialog. Here you can select a printer and print out the information in the Reporting window. (26) Click on OK. 16

17 Further processing of your report The monthly report submitted by you in this way is checked again and further processed by our staff. At the end of these processing steps we will send you an order confirmation or, if any consistencies are found, we will contact you. After sending the order confirmation, we will pass on your monthly report to Microsoft. 3.1 SPLA Reporting History You can use the menu item "Analyses and Statistics" and the submenu "SPLA Reporting History" to open an overview of the reports submitted. (27) Move mouse on Statistics & Reports. (28) Click on SPLA Report History. 17

18 The overview contains a tabular list of the reporting categories assigned to you and the reports submitted during the past 12 months. This provides you with information about the reporting category for which you have already submitted a report and the details of your order. If you have any questions regarding your report, order confirmation or invoice, you can give the "Reporting Order ERP Number" shown as a reference. Any single report can be compressed. (29) Click on Compress. To expand a compressed report: (30) Click on Expand. 18