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 Open Business Purchaser Order 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 1 2 3 4
STEP 4 (OLP): Complete the data of the RESELLER DETAILS. The fields marked with are mandatory fields. Click 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 1 2 3 4
STEP 6 (OLP): Complete the data of the END CUSTOMER DETAILS. The fields marked with are mandatory fields. For Workstations always select Unknown For Business Activity always select Other If Contact Name is not provided, enter IT MANAGER 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 FPP Purchaser Order 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 Online
STEP 2 (WWF): Complete the Purchase Order Header Information Enter APTEC s Purchase Order Number (SCALA PO# + -WWF ) Select United Arab Emirates as Sales Location Select 3182142 Aptec Gulf LLC as Enrollment/Agreement# Click
STEP 3 (WWF): Complete the Ship-To Details Click on the To select the correct SHIP-TO details click on
Edit the SHIP-TO details of required, otherwise click Figure 2 Completed Purchase Order Header Information
STEP 4 (WWF): Entering the order details Enter the part number Enter order quantity for the corresponding part number Offering type is always FUL Usage Country is always AE Click Click - Part Number description will be automatically supplied - The order is already completed
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 Volume License Purchase Order Online
STEP 2 (OLV): Complete the Purchase Order Header Information Enter APTEC s Purchase Order Number (SCALA PO# + Agreement Type) Agreement Types: OLV Open Value SCH School Agreement OVS Open Value Subscription Enter the correct usage date based on start and end date of the agreement as shown on the agreement details in EXPLORE Select the correct sales location based on the agreement details Select the correct agreement number Click to complete the purchase order header information. The agreement details will be automatically supplied (See Figure 3)
Figure 3 Completed PURCHASE ORDER HEADER INFORMATION
STEP 3 (OLV): Entering the order details Enter the part number Enter order quantity for the corresponding part number Enter the correct Billing Option Enter the correct Offering Type Enter the correct Usage Country Click Click - Part Number description will be automatically supplied - 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.
VENDOR : MICROSOFT PROCEDURE : VENDOR REPORTING SCOPE : This covers the procedure of generating the reports submitted to the vendor REPORT LIST : FREQUENCY : VENDOR LINK: 1. Retail Pack and Media Kit Inventory 2. OEM SalesOut Report 3. Retail Pack and Media Kit Sales Out Report Reports are submitted on a weekly basis and must be submitted on-line every SUNDAY 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 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 Align Quantity by deleting 1 st cell and shift cells up 3.2 Delete All columns except PRODUCT CODE / DESCRIPTION / QUANTITY 3.3 Delete the Part Nos. 050-00687 and C59-00091 3.4 Sort date by DESCRIPTION and delete rows with WAREHOUSE 3.5 In Column D, put the formula: Quantity Divide by 3 3.6 Delete rows with 0.333333 (NO NEED TO REPORT) 3.7 Check the product code if 3packs or 1pack from the price list or from the stock inquiry 3.8 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 3.9 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 Align Quantity by deleting 1 st cell and shift cells up 3.2 Delete All columns except PRODUCT CODE / DESCRIPTION / QUANTITY 3.3 Sort date by DESCRIPTION and delete rows with WAREHOUSE 3.4 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 Log-in to ICMODS https://icmods.microsoft.com/ 5.2 Click Send File then browse to attach the INVENTORY REPORT 5.3 Select Inventory 5.4 Click Submit Figure 5 ICMODS Uploading Screen
PROCEDURE: Report 2 - OEM SALESOUT REPORT STEP 1 (R2) Purchasing Module Vendor Reports 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 COUNTRY: always ARE for UAE (allowed sales territory) CITY: Dubai, Sharjah, Abu Dhabi, etc 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: E85-05101 - E85-05153 N09-02018 - N09-01943 E85-05892 - E85-05862 N09-02426 - N09-02430 SAMPLE MAPPING DECLARATION: SCALA MS CODE Scala MS units CODE units E85-05101 E85-05101 3 1 E85-05101 E85-05153 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 Log-in to MSOps https://msops.microsoft.com/ 5.6 SBC Tools Sales Out Report Submission 5.7 Enter the correct reporting period (Saturday date) 5.8 Browse and select the correct file to be uploaded 5.9 Click Submit
PROCEDURE: Report 3 - MST SALESOUT REPORT STEP 1 (R3) Purchasing Module Vendor Reports 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) if with value retain the value 2.3 Column Y (sales) if blank put value of zero 2.4 Blank cells not allowed on CITY / COUNTRY / P.O. Box COUNTRY should only be GCC countries for allowed sales terriory CITY: Dubai, Sharjah, Abu Dhabi, Muscat, Safat, etc. 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 Log-in to ICMODS https://icmods.microsoft.com/ 3.2 Click Send File then browse to attach the MST Sales Out Report 3.3 Select Sales 3.4 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) : STEP 3 (DEL) : Warehouse sends to MICROSOFT PURCHASE CONTROLLER by email the scanned copy of the SHIPMENT MANIFEST. 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) : STEP 5 (DEL) : List of licenses received as per the shipment manifest are sent by email to the GRN team with copy to Microsoft PM. 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. Log-in to eshop using system password and click on the <Edit Order> 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 INVOICE DATE and INVOICE# Important Points to consider Licenses invoiced are from WH16 (for regular price) OR WH17 (for discounted price) No partial invoicing of LICENSES (SO Quantity should the same as invoiced quantity) If ALERT received is marked as PARTIALLY INVOICED, check for the discrepancy 16 16
STEP 9 (DEL) : Log-in to MIS Report and print the DELIVERY NOTE Applications Delivery Enter INVOICE# 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 check for end-user name sales order number quantity of licenses invoiced from WH16 16 16 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 License details will be automatically provided. Confirm that it is the correct license for RMA, then enter the additional data required: Customer Reference# : <enter the APTEC PO# > Return Reason : Customer Changed Mind Click Submit Request RMA Coordinator in the Warehouse to ship the license via courier to MICROSOFT Building in DIC office 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 Enter the below details: Customer Sold To : 0005003065 Customer Ship To : 0005003063 Return Reason : Select the Correct Reason Part # Type : MS SKU Select Manual Data Entry Enter the part numbers to RMA and the corresponding quantity. The Invoice Ref# will be automatically provided by the system Click Submit Request RMA Coordinator in the Warehouse to ship the 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.