*Updated as of 3/18/22 - all hardware purchases $1K or more must go through our Procurement process by filling out this form: Procurement Request Form (office.com)
Below steps to be updated at a later date.
This guide steps through the process of ordering project supplies and licensing for customers. In general, we order hardware through Dell, software through Tech Data and Digis/miscellaneous supplies from NewEgg.
Contents
Step 1: Check Customer has Paid in Full
Step 2: Project Manager Checks eQuote in CRM
Step 4: Download Microsoft Volume Licenses
Step 5: Order DIGIs From NewEgg
Step 1: Check Customer has Paid in Full
In this step, the project owner checks that the customer has paid all invoices in full. Full payment must be received before any supplies are ordered.
Sign-in to XLedger using paired device password.
Click ‘Customers’ to reveal advanced customer search
Search for the customer in the search bar, then select the folder icon next to their account in the results.
Within the Customer’s subledger, scroll to the bottom of the page and click the ‘Transactions’ link.
Select the corresponding invoice.
Verify that the invoice has been approved and paid.
* If you do not have access to XLedger contact the Accounting Department
Step 2: Project Manager Checks eQuote in CRM
At the account level, navigate to customer documents. Within documents verify that applicable eQuotes are available and complete.
Within each quote, verify the following information:
- eQuote number
- Quote Date and Quote Expiration Date
- Quote total cost
- Sales Rep Information
- Quoted items
Step 3: Email Sales Rep
Send email confirmation of the order to the Sales Rep listed on the quote. The email should include the following information:
- Correct shipping address
- *Purchase Order #
- An attached copy of the quote
- A request for tracking information
*Purchase Order # is a combination of the customer account # and the last 4 digits of the sales proposal, separated by a dash (example: PO# 004 – M387)
Step 4: Download Microsoft Volume Licenses
In this step an approved Implementation Technician will download all necessary Microsoft software volume licensing from the Microsoft Volume Licensing Service Center.
Start by signing into the MS Volume Licensing Service Center using your work email account.
Select ‘Downloads and Keys’, then download all necessary software components.
Step 5: Order DIGIs
Step 1: Receive Log in for CDW please see Direct of Implementations for this log in
Step 2: Search for the product in the search bar, verify it matches the sales order and the total is LESS than what is listed on the quote
Step 3:Add to Cart and Proceede to check out
Step 4: Fill out the Shipping information with the customers information. (See screen shot below with example)
Be sure to verify the customers address
Step 5: Fill out Recipient Contact Information
Attention/Name = Customer Name
Email Address = email address of BoldGroup employee
Do not put the customer's email address in this field as it will send them the order total.
Step 6: Select Shipping Method
Select 2-5 business days option
Step 7: Payment Terms
PO Number will always be 1324649 add to the PO number and click review your order
Step 8: Reveiw the order and ensure that all the information matches and looks correct and the shipping address is correct
Step 9: You will receive the following email after the order has been placed
Next Process Link
Links for the next Implementation Process per Project type can be found below:
For Manitou Standard implementation follow the link
