Global Portal

Global Portal User Guide

What is Dell Global Portal? Global Portal is Dell’s one-stop worldwide procurement centre. It delivers a consistent purchasing experience worldwide by enabling the creation and management of global orders through a single platform.

What can you do with Dell Global Portal?

Global Portal User Guide

Using your Dell Global Portal Site, you can: • Access a single, consistent global catalogue, servicing all countries worldwide • Quickly and easily customise user access and personalize your landing page • Shop, quote and buy global standards for hardware, software and accessories • Prepare and save system configurations and orders for purchase at a later date • Purchase peripheral items for your existing hardware • Access the complete Dell catalogue of products available in a chosen country

Getting Started The Global Portal User Guide will help you get started on the path to streamline your worldwide procurement with Dell.

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Global Portal | User Guide

Need help? Email [email protected]

Table of Contents What is Dell Global Portal? .................................2

7: Authorized Buyers...........................................16

What can you do with Dell Global Portal?.....2

8: Shipping Addresses......................................... 17

Getting Started........................................................2

8.1: One Time Use

1: Log into Portal.....................................................4

8.2: Select a saved Shipping Address

1.1: First time Portal User

8.3: Create a new Shipping Address

1.2: Returning Portal User

9: Billing Addresses..............................................18

1.3: Forgot Password

9.1: Selecting Billing Addresses

1.4: Change Password and Personal Profile

10: Payment Details.............................................19

2: Customise Landing Page Layout..................6

11: Indirect Country Ordering......................... 20

2.1: Default Gadgets

11.1: Selecting the Product

2.2: Remove / Delete a Gadget

11.2: Request for Quote (RFQ)

2.3: Add a Gadget

11.3: Request for Order (RFO)

2.4: Customise a Gadget

12: Reporting......................................................... 24

2.5: Rename and Add a Workspace

12.1: Reporting Access Group

3: Shopping and Ordering...................................9

12.2: Global Order Status

3.1: Global Standards

12.3: Register for Order Watch

3.1.1: Choose Product and Customise

3.1.2: Add Items to Cart

12.4: Order Details and Real Time

3.2: Complete Mandatory Information

4: Catalogues......................................................... 11

12.5: Purchase History and Service

4.1: Software and Peripherals (S&P)

4.2: Full Systems Catalogue

12.6: Invoice Availability

5: My List .................................................................12

12.7: Reports by Email

5.1: My List

13: Global Account Team.................................. 30

5.2: Creating My List

13.1: Dell Account Team

5.3: Adding Items to My List

13.2: Company Contacts

5.4: Purchase Items from your list

14: Global Portal Training Video Clips...........31

6: e-Quotes.............................................................14

15: Useful Information (Webcasts) ................ 32

(Americas Only) Order Tracking Contract (Warranty) Reports

6.1: e-Quotes 6.2: Creating and Saving an e-Quote 6.3: Retrieving an e-Quote 3



1

Log into Portal

1.1 First time Portal User

Fig 1.1

When you are set up as a user on Dell Global Portal you will receive an automated welcome email which provides your organisation’s unique Premier Page name, profile email address and temporary password. Log onto your Global Portal Page at http://premier.dell.com (Fig 1.1) • Enter your profile email address and temporary password provided. Click Sign In (Fig 1.2)

Fig 1.2

• Choose the access group from the drop-down box (if applicable) Click Access Premier (Fig 1.3) Note: You may only have one access group and therefore you will be directed straight to your log-in page. • Click Sign In

1.2 Returning Portal User Log onto you Global Portal Page at http://premier.dell.com (Fig 1.1) • Enter your current email address and password. Click Sign In, if you have forgot your password click on Forgot Password (Fig 1.2)

Fig 1.3

• Click Access Premier(Fig 1.3) • Click Sign In

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1.3 Forgot Password

Fig 1.4

• Enter your profile email address and click Continue (Fig 1.4) Note: Your new password will be emailed to you within 24 hours

1.4 Change Password and Personal Profile Once on the Premier website both new and existing users can change their Personal Password and customise their Personal Profile: • On the top navigation bar click on My Premier then Account Options (Fig 1.5) • Select the Edit Personal Information to change your personal details or select Change Password to update / change or reset your password (Fig 1.6)

Fig 1.5

Fig 1.6

• Enter password details, click Submit (Fig 1.7) Note: only the user can change their personal information or change / reset their password.

Fig 1.7

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2

Customise Landing Page Layout

You can customise your landing page layout by moving / adding/ removing gadgets and/or by adding and naming new tabs, called Workspaces. Fig 2.1

2.1 Default Gadgets The following gadgets are provided as standard when your Global Portal page is first created. Global Standards: View and purchase Global Standard Configurations e-Quotes: Create, manage and view e-Quotes Partner Requests: Manage your ordering process in Indirect Countries via Dell Authorized Partner (if applicable) Global Order Status: Find and track recent orders Global Account Team: View Dell Account team and Company Contacts Global Custom Links: Access customised links, including warranty and support site links Document Sharing: Share documents with your Dell Account team.

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2.2 Remove / Delete a Gadget

Fig 2.2

Remove gadgets that you do not wish to see on your customised landing page. • Click on the X at the top right of the gadget you want to remove /delete (Fig 2.2) • A pop up box will appear to confirm deletion of the gadget, click Yes (Fig 2.3) • The selected gadget will disappear from the landing page (Fig 2.4)

2.3 Add a Gadget

Fig 2.3

Fig 2.4

Add gadgets to your customised landing page. • Select Add Features hyperlink at the top right corner (Fig 2.4) • Click on Add Gadget, close the Gadget Library by clicking on the minus sign at the top right hand corner (Fig 2.5)

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Fig 2.5


2.4 Customise a Gadget

Fig 2.6

Move gadgets left to right, top to bottom and remove or collapse unwanted gadgets easily • Click on the Gadget you want to move (Fig 2.6) • Drag and Drop to the position you want to place the gadget (Fig 2.7)

Fig 2.7

2.5 Rename and Add a Workspace Up to five Workspaces/tabs can be added, customised and renamed • Click on the Workspace you want to rename/delete. Click Edit (Fig 2.8) • Click on Rename Workspace give the Workspace a Name (Fig 2.9) Click Yes

Fig 2.8

Fig 2.9

• Click on Add Workspace (Fig 2.7). • Give the Workspace a name (Fig 2.10) Click Yes

Fig 2.10

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3

Shopping and Ordering

3.1 Global Standards

Fig 3.1*

Your Standard Configurations tab displays the items your organisation has made available to the countries shown in your Ship to Country list. This Ship to Country selector specifies the currency as well as the localized options available within the selected country.

3.1.1 Choose Product and Customise • Select Ship to Country from Global Standards drop-down list. (Fig 3.1) • Click on Customise link next to the product you wish to order (Fig 3.1) • Customise product by clicking on the blue hyperlinks from the pop up box to ensure the correct Keyboard Layout, System Software and Power Cord is selected for the Ship to Country. The instruction will disappear when selected. (Fig 3.2)

Fig 3.2

3.1.2 Add Items to Cart • Select Add to Cart (Fig 3.3)

Fig 3.3

• Review the order detail in Summary view or Detail view (Fig 3.3) • Change the quantity and update total (if applicable) • Click on Checkout (Fig 3.3)

*Products and pricing throughout are examples only.

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Fig 3.4

3.2 Complete Mandatory Information Populate the mandatory information (marked with red *) • Verify Contact Information (Fig 3.4) • Select a previously saved Ship to Address or create a new one by clicking on Ship to a different address (Fig 3.5) (See 8. Shipping Address) • Select Authorized Buyer from the drop-down box (if applicable) (Fig 3.6) • Select Trade Compliance questions (mandatory) click Continue (Fig 3.7) • Enter Purchase Order reference number or choose Credit Card (if applicable) Select /Search for the correct Billing address (if not available contact your local Dell Sales Representative or [email protected]), click I agree (Fig 3.8)

Fig 3.5

• Check Shipping and Billing information is correct, click Submit Order (Fig 3.9) Note: You will receive an automated Dell acknowledgement of your order

Fig 3.6

Fig 3.8 Fig 3.9

Fig 3.7

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Fig 4.1

4

Software and Peripherals and Systems Catalogue

4.1 Software and Peripherals (S&P) Catalogue Based on your selected Ship To Country, you will be able to see Software and Peripherals (where available) in a separate tab in your Global Standards gadget. This catalogue will contain S&P items that are not part of your global standards. Please contact your Dell Sales Representative if you need to activate the S&P catalogue. • Select Software and Peripherals tab, choose the product group you wish to order (Fig 4.1)

Fig 4.2

• Narrow your selection by typing in the product description and click on Search (Fig 4.2) • Follow the global standards checkout process (3.1)

4.2 Full Systems Catalogue Dell’s Full Systems catalogue will display as a separate tab within your Global Standards gadget, if requested by your organisation. Please contact your Dell Sales Representative if you need to activate the Full Systems Catalogue. • Select Systems tab, choose the product group you wish to order (Fig 4.3)

Fig 4.3

• Narrow your selection by choosing the product category (Fig 4.4) • Follow the Global Standards checkout process (3.1) Fig 4.4

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5

My List

5.1 My List

Fig 5.1

The My List functionality allows you to create and add frequently purchased items from your S&P catalogue to save for future purchases.

5.2 Creating My List

Fig 5.2

• Click on My Premier at the top of the page, then My List (Fig 5.1) • Click Create New List (Fig 5.2) • Enter List Title and make it either Private to be viewed only by the user or Public to be viewed Globally, Click Submit (Fig 5.3) • You will see pop up box Success confirming your list has been created (Fig 5.4) Fig 5.3

Fig 5.4

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5.3 Adding Items to My List

Fig 5.5

• Select Add Items to list (Fig 5.2) • Choose S&P as Product Type (Fig 5.5) • Select the Category, click Search (Fig 5.6) • Select the Product you want to add, click Add to List (Fig 5.7)

Fig 5.6

• Give the product a short name (description). Click Add & Continue (Fig 5.8). You can keep searching and repeating steps (Fig 5.25.8).

Fig 5.7

• Click Add once you have finished adding all required items to your list.(Fig 5.8)

5.4 Purchase Items from your list • Click the radio button of products you want to purchase, click Add Items to Cart (Fig 5.9) • Items added to your cart, click Save as e-Quote or Checkout. (Fig 5.10)

Fig 5.8

• Follow Global Standards checkout process (see 3.1)

Fig 5.9

Fig 5.10

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Fig 6.1

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e-Quotes

6.1 e-Quotes You can create, save and retrieve e-Quotes in the eQuote gadget for orders created in Global Standards Standard Configurations, Systems or Software & Peripherals tab. Fig 6.2

6.2 Creating and Saving an e-Quote • Select the Ship to Country from Global Standards gadget drop-down list, select product from Global Standards, S&P or Systems tab as required (Fig 6.1) • Follow Global Standards checkout process (Fig 3.1) • When ready select Save as e-Quote (Fig 6.2) • Follow Global Standards checkout process (Fig 3.1) • Confirmation will appear to show your e-Quote has been saved, click on Continue Shopping to go back to your landing page (Fig 6.3)

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Fig 6.3


6.3 Retrieving an e-Quote

Fig 6.4

• Access e-Quotes gadget and click on the e-Quote number or enter the e-Quote number in the Search box, then select Detailed View. This will provide you with a list of all e-Quotes available to you (Fig 6.4) • Click on the e-Quote Number and then Purchase or Delete (Fig 6.4) • Follow the Global Standards checkout process (Fig 3.1) • Amend the quote by changing the quantity and clicking on update total and / or going in to Adjust the system (Fig 6.5)

Fig 6.5

• Click on Save as new e-Quote (Fig 6.5). Follow the same process for creating and saving a quote • Your updated e-Quote will be saved with a new e-Quote number and valid for 30 days, provided there are no changes to the configuration or the price of the configuration (Fig 6.6) Note: You can retrieve an e-Quote at any time within the 30 day expiration period. e-Quotes are valid for 30 days, provided there are no changes to the pricing or the product. Fig 6.6

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7

Authorized Buyers

You may be asked to identify an Authorized Buyer for your purchase if you have Shopper only access. If Authorized Buyers have been set up for your organisation, a selection of Authorized Buyer names will be available in a drop-down box. You can select the appropriate Authorized Buyer when saving an e-Quote or placing an order. • Choose the Authorized Buyer from the drop-down list (Fig 7.1)

Fig 7.1

Fig 7.2

• The Authorized Buyer’s email address will populate automatically (Fig 7.2) • Enter any additional email recipients as required, or any Note/Comments for the Authorized Buyer’s attention Note: An email will be sent to the Authorized Buyer to notify them an order request is waiting for their attention

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Fig 8.1

8

Shipping Addresses

8.1 One Time Use If the shipping address you enter will not be needed for future use, then you can enter the details directly into the fields provided on the contact details page. • Populate the mandatory information (marked with red*) • Add Contact Name, Company Name, Company Address, City , Postcode and Daytime Telephone number. Click Continue (Fig 8.1)

Fig 8.2

8.2 Select a saved Shipping Address If one or more shipping addresses have been saved, you can select a shipping address from the drop-down menu or search the shipping address information. • Search for a contact or address by typing in the Name, Address or Postcode and click Search (Fig 8.1) • Select address from the drop-down box / radio view, if address is not available click on Ship to a different address (Fig 8.1) • View the list of saved addresses available for this country. Click on the radio button and then click Continue (Fig 8.2)

Fig 8.3

8.3 Create a new Shipping Address If the shipping address is not available this can be created and saved for future use. • Add/Save a new shipping address for future use by clicking on Add a Shipping Address (Fig 8.1) then click on Add a New Address (Fig 8.2) • Complete the Address Wizard mandatory fields (marked with a red*). Click Submit (Fig 8.3)

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9

Billing Addresses

9.1 Selecting Billing Addresses

Fig 9.1

Billing addresses will be made available for selection during the checkout process. If you require a new address to be added please contact your local Dell Sales Representative or [email protected] for assistance. • Select address from the drop-down box (Fig 9.1) or radio view (Fig 9.2) Choose from the list of available Billing Addresses and contacts for the Ship to Country • Search addresses for a contact or address by typing in the Name, Address or Postcode and click Search (Fig 9.2)

Fig 9.2

• Choose Bill to this address from Address Wizard Billing Information (Fig 9.3) • Click I Agree (Fig 9.2)

Fig 9.3

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10

Payment Details

Various payment methods are available for selection. • Choose the selected method of payment Credit Card or Purchase Order (Fig 10.1) Note: If saving as an e-Quote you can continue or Save without Payment Information • Enter Purchase Order number (Fig 10.2) • If choosing Credit Card payment enter your details in the mandatory fields (marked with red*) (Fig 10.3)

Fig 10.1

Fig 10.2

Fig 10.3

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11

Indirect Country Ordering

11.1 Selecting the Product

Fig 11.1

If the country you have selected is not a Dell Direct country you will be prompted to select a Dell Authorized Partner. If a specific Partner is not available please contact your Site Administrator or contact [email protected] for assistance. • Select Ship to Country from Global Standards dropdown list (Fig 11.1). • Select the Dell Authorized Partner from the dropdown box (Fig 11.2) • Customise your product by clicking on the blue hyperlinks from the pop up box to ensure the correct Keyboard Layout, System Software Language and Power Cord is selected for the Ship to Country. Once selected the instruction will disappear. (Fig 11.3)

Fig 11.2

Fig 11.3

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• Select Add to Cart (Fig 11.4)

Fig 11.4

• Review the order detail in Summary view or Detail view. Change the quantity and update total (if applicable). Click on Save as Request (Fig 11.5) • Populate the mandatory information (marked with red *) (see Mandatory Information 3.2) • A Pop up window will appear with your Request for Quote confirmation, click Continue Shopping (Fig 11.6) Note: An email will be submitted to the Dell Authorized Partner to advise them that a request has been submitted and the request will remain visible within your gadget until it expires. Requests expire and are automatically removed from your Global Portal Page after 30 days.

Fig 11.5

Pricing provided for Partner countries is indicative only and the final pricing will be provided by the Partner in the form of a quote.

Fig 11.6

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11.2 Request for Quote (RFQ) You will receive an email providing your Request Number. Additionally, a summary of your request will be available in the Partner Request Gadget. • Access the Partner Request gadget to view the status of your order. When the request is initially submitted the status is at Pending Pricing (Fig 11.7) • When the Partner has completed the e-Quote, the Partner will upload the e-Quote to the page and change the status to Priced. This will prompt an email to you to advise you that the Partner has completed their action. (Fig 11.8) • Access Partner Requests gadget, check the status has changed to Priced (Fig 11.8)

Fig 11.7

Fig 11.8

Fig 11.9

• Click on the e-Quote number (Fig 11.8) to access Request Viewer (Fig 11.9), scroll to the bottom of the page • Review a copy of the e-Quote. Select the option to cancel or request for order (Fig 11.10)

Fig 11.10

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11.3 Request for Order (RFO)

Fig 11.11

• Changing the status to Request for Order (Fig 11.10) • Upload your Purchase Order / agreement confirmation for the Partner to action and Update Status (Fig 11.11) • An email confirmation will be sent to the Partner to confirm the order. The Partner Requests gadget status will change to Request for Order (Fig 11.12) • The Partner will then change the status of the request to Order Submitted (Fig 11.13)

Fig 11.12

Fig 11.13

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12

Reporting

12.1 Reporting Access Group

Fig 12.1

Reports are made available in a specific access group called Reporting for a select list of users. The Reporting access group will be visible at your Premier Login screen. If you do not see the Reporting access group please contact your Site Administrator if access is required.

12.2 Global Order Status Global Order Status enables you to monitor the most recent direct country orders placed globally, as well as display all orders placed on Global Portal, local Premier pages, telephone or via email through a Dell Sales Representative.

Fig 12.2

Searching for and finding your orders • Selecting Orders Processed will show the last 5 direct orders processed by Dell. Click Detailed View (Fig 12.1) • Default view displays filters, for you to drill down by each of the filter options (Fig 12.2) • Alternatively select the Search button and enter your PO reference or Dell order number (Fig 12.3) Fig 12.3

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• To view all orders in Pre-Production, Production, Dispatched, On Hold or Cancelled, Click on the blue arrow to maximise the view (Fig 12.4) Details include Dell Order number, PO number, Order Description, Bill To and Ship to countries and Date Info (Order Date, Ship Date, and Estimated Delivery Date)

Fig 12.4

12.3 Register for Order Watch (Americas Only) Order Watch is a functionality that allows you to register for and receive status update notifications of orders in pre-production and production. • Expand pre-production or production by clicking on the blue arrow, select the orders to register by checking the radio box, select register. (Fig 12.5) • Enter e-mail address(es), click Add, then click, Register these Orders. Listed users will receive email notifications when the status of the order changes. (Fig 12.6)

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Fig 12.5

Fig 12.6


12.4 Order Details and Real Time Order Tracking

Fig 12.7

View full details of your order information (including billing, shipping information, contents of the order) as well as view real time order tracking via an electronic link with our couriers that provides access to the courier’s webpage. • Expand Dispatched from the gadget tool (Fig 12.7) • Click Order number (in blue) to see order details (Fig 12.7)

Fig 12.8

• Click on Order Detail (Fig 12.8) • Order Detail will show you full details of the order including Billing, Shipping, the value and contents of the order (Fig 12.9) • To view Carrier information (if applicable) click on Carrier Name to take you to the courier’s webpage to track your order (Fig 12.10)

Fig 12.9

Fig 12.10

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12.5 Purchase History and Service Contract (Warranty) Reports Purchase History offers trending data for a rolling 15 month period to provide insight into what has been purchased and spend by location globally. Service Contract (Warranty) Report provides a forward look for asset planning and a historic look to identify expired warranty assets. • Select the required Report Gadget from your page (Fig 12.11)

Fig 12.11

Fig 12.12

• Choose Dashboard View or Summary View from the bottom left of the gadget (Fig 12.12) • Click on Dashboard View (Fig 12.12) to access the report in graphical format (Fig 12.13) • Select Summary View to access the report in detail and filter or export to Excel. To export choose Select a Format and then open or save the Excel document as requried (Fig 12.14) Fig 12.13

Fig 12.14

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12.6 Invoice Availability

Fig 12.15

Invoices are available in the U.S. and EMEA*. Searching for an Invoice in Americas • Click on My Premier at the top of the page, then Reports, then Invoices (Fig 12.15) • Search for your invoices using various filters, then click Search. Download into Excel option is also available.(Fig 12.16)

Fig 12.16

Searching for an invoice in EMEA* • Click on My Premier at the top of the page, then Reports, then My Invoices (Fig 12.15) • Enter your Customer Number, Dell Order Number and Postcode Click Enter (Fig 12.17)

Fig 12.17

• Select the various methods to Search (Fig 12.18) • Select the Invoice and View a Copy (Fig 12.19) *Europe, Middle East, Africa

Fig 12.18

Fig 12.19

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12.7 Reports by Email If activated for your access group, regular reports can be sent directly to a specific email address. • From the toolbar at the top of your page, choose My Premier. Select Reports then Reports by Email (Fig 12.20)

Fig 12.20

Fig 12.21

• Choose the frequency and regions, click Submit (Fig 12.21) You will receive a confirmation email with the report delivery schedule.

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Fig 13.1

13

Global Account Team

13.1 Dell Account Team Email your Dell representative directly from the Account Team Gadget. • Select Global Account Team gadget (Fig 13.1) • Click the Dell Contacts tab. This tab includes HQ Dell Account Team, the Global Account team, and Local Dell Representatives (Fig 13.1).

Fig 13.2

13.2 Company Contacts The Company Contacts tab allows the Site Administrator to manage and view contacts within your organisation. • Select Global Account Team gadget (Fig 13.1)

Fig 13.3

• Click on Company Contacts tab (Fig 13.2) • Select Manage Account Team (Fig 13.3) • Populate Contact List – Add Customer Contacts, click on Update Information (Fig 13.4)

Fig 13.4

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Fig 14.1

14

Global Portal Training Video Clips Fig 14.2

Video training is available for all users. • Access http://premier.dell.com. Click Global Portal (Fig 14.1) • View Global Portal Demonstration Videos (Fig 14.2) • Pop up will appear with a view of all Videos available, click on option (Fig 14.3)

Fig 14.3

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15

Useful Information

Dell Global Portal Webcasts Fundamentals

Indirect Country Ordering

Topics covered: • Dell Global Portal Access & Password administration

Topics covered: • Request for Quote (RFQ)

• User Roles and Access Groups

• Receiving order confirmation

• Features and Functionalities

• Ordering Software and Peripherals

• Request for Order (RFO)

• Creating e-Quotes and Placing an order • My List (a personalised list of favorite Software and Peripheral Items)

My List, S&P Search, Reporting and Invoices Topics covered: • Software and Peripherals (S&P) Catalogue • Search My List (a personalised list of favourite Software and Peripheral items) • Reporting

Site and User Administrators Topics covered: • User Management • Manage Company Contacts • Managing Dell Authorized Partner List • Best Practices

• Order Status Gadget • Invoices • Reports by Email

Need help? Email: [email protected]

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