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State Contract Quarterly Sales Reporting Process

State Contract Quarterly Sales Reporting Process. Cisco U.S . Public Sector Contracts Management Office. Agenda. Key Changes to the State Reporting Process Key Reporting Reminders Inaccurate Report Process Quarterly Sales Volume Reporting Report Template Header Section

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State Contract Quarterly Sales Reporting Process

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  1. State Contract Quarterly Sales Reporting Process Cisco U.S. Public Sector Contracts Management Office

  2. Agenda • Key Changes to the State Reporting Process • Key Reporting Reminders • Inaccurate Report Process • Quarterly Sales Volume Reporting • Report Template Header Section • Report Template Detail Section • Report Template – SUMMARY • Report Template – Partners’ Questions & Answers • Report Template Example • Report Submission Process (Demo of Web Portal) • Report Submission – Partners’ Questions & Answers • Back up Slides – HCESC Website Details, Invoice and Fee Payment Details

  3. Key Changes to the State Reporting Process • NEW Report Submission Process • Submit reports via the Cisco Public Sector Contract Sales Reporting Web Portal: https://pos.immixgroup.com/IGCISCO • NEW Report Template • Download the report template from the Web Portal. New Data Fields added to accommodate State requests and for Audit purposes. • NEW Report Due Dates • Reports are due 15 calendar days following the end of a calendar quarter: • Cal. QtrReporting Period-Date RangeReport Due Date • Q1   January 1 through March 31   April 15th • Q2   April 1 through June 30   July 15th • Q3   July 1 through September 30   October 15th • Q4   October 1 through December 31   January 15th • $0 No Sales to Report • Do NOT complete a report template, but you MUST log into the Web Portal to submit “$0 No Sales” for the quarter. All Changes are Effective Q2CY11 - Report DUE July 15, 2011

  4. Key Reporting and Contract Admin Fee Reminders • Which Sales Transactions to Report • All orders placed by Authorized Purchasers pursuant to Prime Contract; AND All sales for which a purchase order has been received and accepted during the reporting interval. • Any orders which a customer’s PO has been accepted by the Partner AND order has been placed with Cisco or Disti must be reported. If an order has not YET been placed with Cisco or Disti, then hold off and only report it when the order has actually been placed with Cisco or Disti. • It is not necessary to report $0 configured minor line items if it is part of a major line priced SKU. • Contract Administrative Fees • Pursuant to Partners’ U.S. Public Sector Subcontract/Supplement (USPSS), Partners are responsible for the following administrative fees based on the invoiced amounts to Authorized Purchasers (adjusted for credits): • State of Georgia – 1.5% • HCESC (NJ) Fee – 2% • Payment Due Date • Pursuant to Partners’ USPSS, payment for State Fees are due: Immediately Upon Receipt of Invoice. • Invoices will be sent from email address edeliveryinvoice@cisco.com. 

  5. Inaccurate Report and Contract AdministrativeFee Process • Process to Address Inaccurate Reports Submitted • Quarterly Reports may only be submitted once. If a Partner needs to resubmit a report for any reason BEFORE the report deadline, you MUST perform the following steps: • Email the immixGroup Contract Administrator: wsca-help@immixGroup.com to request approval to resubmit the report. Partner MUST provide a justification for the requested resubmission and contact information of the person who can answer questions that Cisco or immixGroup may have regarding Partner’s request. • immixGroup and Cisco will review the email request and advise Partner if the request is approved. • If approved, immixGroup will grant Partner the ability to resubmit the report via the Web Portal. • Resubmitted report will be reviewed by immixGroup and Cisco and may be rejected if any issues are found. • NOTE: If a Partner needs to resubmit a report AFTER the report deadline, the Partner is subject to the following: • Cisco will notify the State and jointly determine a correction process. • Partner may be required to correct inaccurate sales data in the NEXT quarter’s sales volume report submission: • Missing sales – add to next quarter’s report as a normal transaction • Unauthorized contract sales – add to next quarter’s report as a credit transaction

  6. Quarterly Sales Volume Reporting &State Fee Remittance Process For inaccurate reports, Partner will request approval by ImmixGroup/Cisco with justification for resubmission Partner prepares Quarterly Sales Volume Report Partner submits State Sales Report via Web Portal on or before the due date State Contracts with Fees ONLY: State Contract Admin Fee Invoiced to Partner from CISCO w/payment due immediately upon receipt Cisco reviews Partner quarterly reports and notifies the State when the consolidated report is available on Web Portal State Contracts with Fees ONLY: Cisco remits Contract Administrative Fee payment to the State

  7. Report Template Header Section HeaderSection (Rows 1-8): Do this first! Fill in the blue highlighted rows with your Partner information. Drop Down List (Rows 2 & 4 ONLY): Select from available selections to populate “State” and “Quarter-End Date” fields.

  8. Report Template Header Section – Definition of Fields • Partner Name (row 1): Partner/Reseller Full Legal Company Name • State (row 2): Select from Drop-Down List the US State the sales data being reported is in reference to. For HCESC (NJ) select “NJ-CoH”. • Contract ID (row 3): US State Prime Contract Number. This is the prime contract between the State and Cisco. See chart below for State Contract ID #’s: • Quarter-End Date (row 4): Select from Drop-Down List Quarter-end date of the sales data being reported • Contact Name (row 5): Partner/Reseller Company Contact Person’s Name • Contact Phone (row 6): Partner/Reseller Company Contact Person’s Phone # • Contact Email (row 7): Partner/Reseller Company Contact Person’s Email • Partner PO# for Cisco Fee Invoicing (row 8): Cisco will invoice Partner for State Contract fee (if applicable). Enter Partner’s Purchase Order # that will be used to pay the Cisco Invoice for the Contract Admin Fees. Enter placeholder PO# if not available. (ex. CiscoHCESCNJQ2CY11) Enter N/A for Contracts without Fees.

  9. Report Template Detail Section DetailSection (Columns B – K): Start populating data only after completing the Header Section. Begin at row 11 and work your way right  to complete each detail row. One row for each SKU. Do not skip any rows. Spreadsheet Message (Column A): If any detail section cell is blank or is identified to have a problem, a descriptive error message will appear in the “Spreadsheet Message” column for the applicable row.

  10. Report Template Detail Section – Definition of Fields • Report any orders which a customer’s PO has been accepted by the Partner AND order has been placed with Cisco or Disti. If order has not YET been placed with Cisco or Disti, report order in future reporting period when order has been placed with Cisco or Disti. • It is not necessary to report $0 configured minor line items if it is part of a major line priced SKU. • Cisco Sales Order or Transaction ID (column B): Cisco’s Sales Order Number if the order went direct -OR- the Transaction ID if the order went through distribution. • Partner PO # (To Cisco or Disti) (column C): Partner’s Purchase Order Number associated with the order submitted to Cisco/Distributor. • Partner PO Date (To Cisco or Disti) (column D): Date of Partner’s Purchase Order associated with the order submitted to Cisco/Distributor. • Purchasing Entity's PO Number (column G): Purchasing Entity’s purchase order number placed with Partner. • Purchasing Entity's PO Date (column H): Date of Purchasing Entity’s purchase order number placed with Partner. Date Fields should be formatted as MM/DD/YYYY Example: 01/01/2011

  11. Report Template Detail Section – Definition of Fields • There may be orders where Partner’s Invoice to customer may not have been generated YET by the report submission date, for a variety of timing reasons. If this is the case, do the following: • Enter “TBD” for Invoice ID #. • Enter the last date of Reporting Period for Invoice Date. • IMPORTANT NOTE: Partner may be required to provide the actual Invoice number AFTER the report submission for audit purposes or upon request from the Contract Administrator(s) and/or Cisco. • Partner to Purchasing Entity's Invoice Number for Transaction (column E): Partner's invoice number to the Purchasing Entity associated to the order. Enter “TBD” if invoice has not been generated and sent to the Purchasing Entity yet. • Partner to Purchasing Entity's Invoice Date for Transaction (column F): Date of Partner's invoice number to the Purchasing Entity associated to the order. If invoice has not been generated and sent to Purchasing Entity YET, enter last date of Reporting Period. Ex. Q2CY11 enter “06/30/2011”. Report any orders which a customer’s PO has been accepted by the Partner AND order has been placed with Cisco or Disti.

  12. Report Template Detail Section – Definition of Fields • Columns I-K • Purchasing Entity Type (column I): Select from Drop-Down List the type of Purchasing Public Sector Entity associated to the order • Gov-State • Gov-County • Gov-Local • Edu-K-12 • Edu-HE 2 yr • Edu-HE 4 yr • Edu-Private • Non-Profit • American Indian Tribes • Purchasing Entity Name (column J):Purchasing Public Sector Entity's name as shown on order placed with Partner • Purchasing Entity Bill-To Address (column K): Purchasing Public Sector Entity's full Bill-To (Billing) address: • Address Line 1City, State and Zip Code

  13. Report Template Detail Section Detail Section (Columns L-Q): Sales Information: Sales Types include: Product, Service, and Basic Installation & Configuration (BI&C) Service. Only one SKU TYPE (Product or Service) may be reported on each row. Basic Install & Config is not applicable to your State(s) Contract

  14. Report Template Detail Section – Definition of Fields • Type of Sale: Product, Service, or Basic Install & Config (P or S or B) (column L):Select from Drop-Down List the type of sale • Product – Select “P” • Service – Select “S” • Basic Installation & Configuration (BI&C) - Not Applicable • Product/Service SKU OR "Basic Install & Config" (column M): Enter the EXACT SKU for Product/Service per the published Pricelist BI&C is not applicable to your State(s) contract. • Refer to the current pricelist posted on the State or Cisco website • Product/Service Description OR "Basic Install & Config" (column N): Enter the EXACT Description for Product/Service per the published Pricelist. BI&C is not applicable to your State(s) contract. • Prod/Srvc Qty OR BI&C Hours (column O): Actual quantity for each Product/Service SKU. BI&C is not applicable to your State(s) contract. • Product/Service List Price OR BI&C Hourly Rate (column P): Current List Price for each Product/Service SKU. BI&C is not applicable to your State(s) contract. • Product/ Service Discount % (column Q): Actual discount percentage for each Product or Service SKU. Basic Install & Config is not applicable to your State(s) Contract.

  15. Resources & Information for Detail Section Pricelist For Product/Service SKU, Product/Service Description & Product/Service List Price(Columns M, N & P), Partners are REQUIRED to refer to the current pricelist posted on the State or Cisco.com website State of Alabama Cisco Pricelist: http://aljp.alsde.edu/aljp State of Georgia Cisco Pricelist: http://www.cisco.com/web/strategy/government/georgia/index.html HCESC (NJ) Cisco Pricelist: http://www.cisco.com/web/strategy/government/hcesc/index.html State of VA -VASCUPP Cisco Pricelist:  http://www.cisco.com/web/strategy/government/vcu/index.html The pricelist posted on the State or Cisco website(s) is the sole source of state approved contract pricing information that MUST be utilized when supplying product and service price quotes to State PS Authorized Purchasers. No other source may be used.

  16. Report Template Fee Detail Contract Admin Fee Amount (Col S) and State Admin Fee Amount (Col T): Admin Fees do NOT apply to ALL contracts Detail Section (Columns R-Q): Amounts automatically populate once all sales volume data is input.

  17. Report Template Detail Section – Definition of Fields • All amounts in these columns AUTOMATICALLY calculate once all sales volume data is input. • Product/Service/BI&C Net Amount (column R): This column calculates the Net Purchase Price based on reported items’ Quantity, List Price, and Discount % entered in columns O-Q. • Contract Admin Fee Amount (column S): This is not applicable to your State(s) Contract. • State Admin Fee Amount (column T): IF APPLICABLE, this is the State Contract Administrative fee due and payable to the State if they impose an administrative fee on sales activity. The fee amount varies by contract and is based on a percentageof the Net Purchase Price (column R), per the table below.

  18. Report Template Formatting & Adding Rows “Auto Format Rows” Button: Will wrap text and adjust column width and row height to show all data within the cells “Add 10 Blank Rows” Button: This function adds 10 additional rows to the bottom of your spreadsheet to add more sales data. This process may be repeated as needed to accommodate all of the reporting data Allow Excel to enable macros if security warning appears

  19. Report Template – SUMMARY • Download the report template from the Web Portal. • Complete the Header Section (rows 1 to 8) first. • Manual entry for the Detail Section (columns B-Q) begins at row 11. • Each row in the Detail Section MUST be populated with data for columns B to Q. • Each row in the Detail Section must include sales volume data for only one (1) SKU. • Each Product/Service SKU (column M) entry must match the Type of Sale (column L) indicated. For example, when reporting “S” in column L for Service, Product ID in column M must begin with a Service prefix such as ‘CON-’. • Use the Auto Format Rows macro button to resize columns/rows and wrap text within a cell. • Use the Add 10 Blank Rows macro button to add additional rows to the bottom of the spreadsheet. (Can be used as needed to size the report to contain all data) • IF you have “$0 No Sales” for the quarter, do NOT complete a report template, but you MUST log into the Web Portal. • For general questions regarding the AL, GA or VA State contract, please email Cisco CMO at contract_reporting@cisco.com. • For general questions regarding the HCESC (NJ) contract, please email Cisco CMO at hcesc_reporting@cisco.com.

  20. Report Template – Important Reminders Please remember the following, as reports may be rejected accordingly: • Check report to ensure all data has been entered correctly and all necessary fields are complete. • Check for errors in the spreadsheet message column A. Clear all errors before submitting the report. • Check the purchasing entity type is correct; i.e. “EDU-K-12” is listed and the customer is “Morrestown College” – this is NOT correct. • Provide the FULL billing address for the purchasing entity – Street Address, City, State and Zip Code. • Use one of the three types of sales; P, S or B – Do not substitute any other letter. • Description from the price list must be provided in the SKU description field; i.e. SKU “CISCO1801” description on Price List “ADSL/POTS router w/IOS IP Broadband “ incorrect description “Router” • When using auto fill, ensure that data is copied, not filled as a series. i.e. “EDU-K-12” becomes “EDU-K-13”, “EDU-K14”, etc. - this is NOT correct. • Do not skip any rows.

  21. Questions on the Report Template BEFORE we go through an example of the report file and demo the new Cisco Public Sector Contract Sales Reporting Web Portal, are there any questions about the preceding slides? • Address questions in WebEx chat window • Open floor for any Partner questions

  22. Report Template Example and Web Portal Demo

  23. Report Template Header Section - Example HeaderSection: Input cells change color from blue as information is entered.

  24. Report Template Detail Section - Example DetailSection (columns B-Q): In the example below, columns B-K have been entered.

  25. Report Template Header Section - Example Cisco Sales Order or Transaction ID not generated yet: Enter TBD Invoice # not generated yet: Enter TBD in Col E and the last day of the quarter in Col F Cisco Sales Order or Transaction ID not retained in Partner’s records: Enter N/R

  26. Report Template Detail Section - Example Type of Sale & SKU mismatch: On rows 12 & 13, the type of sale does NOT match the SKU description. Trade-In: On row 14, enter Trade-In preceding the SKU description. Enter the list price as a negative amount and 0% discount. Row with empty column: On row 15, the description field is blank.

  27. Report Template Detail Section - Example General Error Message: The error below appears whenever there are any errors detected and reported in the “Spreadsheet Message” column. The message identifies the amount of rows with errors. Detailed Error Messages: If any row entry information is missing or discrepancies are found, a descriptive error message appears in the “Spreadsheet Message” column.

  28. Report Template Detail Section - Example Clearing the Errors: On row 12, corrected Type of sale to P to match Product SKU. On row 13, corrected Type of sale to S to Service SKU. On row 15, populated Service Description with “SMARTNET 8X5XNBD Cisco 2901”.

  29. Report Template Detail Section - Example Some Cells May be difficult to Read: Cells with longer values are cut off and need to be formatted. Spreadsheet Message column & General Error Message: Errors have been eliminated.

  30. Report Template Detail Section - Example If you run out of empty rows, Click “Add 10 Blank Rows” button: This adds 10 lines to the bottom of your spreadsheet. “Auto Format Rows”: Notice Click the macro button to reformat the cells.

  31. Report Submission Process • If you are reporting “$0 No Sales” for the quarter, Do NOT complete a report template, but you MUST log into the Web Portal to submit “$0 No Sales” for the quarter. • If you are reporting Contract sales volume for the quarter, review the report for accuracy and save your completed report file. Proceed to the Web Portal to upload and submit your report file. • Demo of Cisco Public Sector Contract Sales Reporting Web Portal: https://pos.immixgroup.com/IGCISCO . • Log-In • User Profile • Contract Partner Profile - Contacts & Discounts • Quarterly Sales Volume Report Template Download • $0 No Sales to Report • Quarterly Sales Volume Report Submission • Re-submission Process • Partner Submission Status Report • For any Reporting Web Portal related questions, please email wsca-help@immixGroup.com

  32. Questions on the Web Portal • Address questions in WebEx chat window • Open floor for any Partner questions

  33. Cisco.com HCESC Website • Cisco.com HCESC Website URL: http://www.cisco.com/web/strategy/government/hcesc/index.html • Partner must request AND be granted access by Cisco to the HCESC Website: • Send an email with the following information to hcesc-help@external.cisco.com: • 1. First and last name • 2. Email address • 3. Job title • 4. Company • 5. Cisco.com userid • 6. Contract website requesting access to (HCESC) • For Product/Service SKU, Product/Service Description & Product/Service List Price(Columns M, N & P), Partners are REQUIRED to refer to the current pricelist posted on the Cisco.com HCESC website (updated monthly): • HCESC Cisco Pricelist: http://www.cisco.com/web/strategy/government/hcesc/price_list.html • The pricelist posted on the HCESC website is the sole source of state approved contract pricing information that MUST be utilized when supplying product and service price quotes to HCESC Authorized Purchasers. No other source may be used.

  34. Administrative Fee Invoice & Payment • Partner Invoiced for Contract Admin Fee:Once ALL Partner Contract Quarterly Reports are submitted & reviewed, Partner invoices are generated for the Contract Admin Fee. • Partner Invoice Terms:An invoice for the Contract Admin fee is emailed to the Partner with Terms: Payment Due Immediately Upon Receipt. Invoices will be sent from Cisco email address edeliveryinvoice@cisco.com.  • FAILUREto provide payment within 30 days of invoice date will place your company in DELINQUENTstatus and may result in SUSPENSIONor TERMINATION from the contract. Delinquencies are tracked and included in annual Partner performance evaluations. • Invoice # Reference on Payment: Pursuant to Partners’ USPSS, Partners are REQUIRED to reference Cisco’s Invoice # on the payment. This will ensure accurate posting and reconciliation to the invoice. • Payable to: Make administrative fee payment payable to Cisco Systems, Inc. • Proof of Payment: Pursuant to Partners’ USPSS, Partners are REQUIRED to electronically provide Cisco with Proof of Payment. • Obtain a PDF copy of the physical check OR electronic payment details (ACH/wire transfer) • Email Proof of Payment to Cisco: • HCESC (NJ) Reporting alias email address: hcesc_reporting@cisco.com • FAILUREto provide proof of payment will place your company in NON-COMPLIANTstatus and may result in SUSPENSIONor TERMINATION from the contract. Non-Compliance is tracked and included in annual Partner performance evaluations.

  35. Contract Administrative Fee Payment Remittance Process • Payment Delivery Options: Preferred method is ACH/bank wire transfer. Physical checks must be sent by certified mail, return receipt requested. • *Refer to Cisco’s invoice to determine which Cisco remittance address your check payment should be sent to. • Physical Address to overnight checks to: Cisco Systems, Inc. • File #165901 • 1455 Market Street, 21st Floor • San Francisco, CA 94103 Reference Cisco’s Invoice # on payment & Submit Proof of Payment to Cisco.

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