PO Booking

Outline
Requirements to book a Clean PO
Checklist
Quotes
Order
Maintenance

Essentials of a Good Quote

PO Booking Process
Top 6 reasons for not booking
Caution Areas and examples
Tips
Questions

Checklist
1.
2.
3.
4.
5.

Quote
Orders
Maintenance
Finance Credit, Payment / Contract Information
Others - Project Description

Owner: Sales

Check List - Quotes

1.

Quote No includes Version

Number for better traceability

Example:
Q 32320-1

2.

Contract reference no

If based on existing contract,

bypass internal Tekcomms
approval and assume same
T&Cs as existing contract.

3.

Attach all relevant quote related

document

1. Solution Description Docs

2. Statement of Work
3. Quotation to customer

4.

Check that Quote is in Approved

status in Big Machines prior to
submission to customer

Ensure PLM approvals for ER

and PSR.

5.

Update Quote to Submitted

status as soon as quote is sent
to customer

Include submission date

11/5/2013

Version Number

Checklist - Uploading Docs

Documents referenced in the offer must be available to
Order Management in Sales Force:

Customer Facing Quote

Solution Description for Customer
Statement of Work
Professional Services SoW (if applicable)
Maintenance Estimator Internal (if applicable)

Essentials of a Good SOW

Owner:
Services & Delivery

Project Plan Statement of Work

Dependencies
Responsibility for key tasks
Customer or Supplier
Physical installation
Remote SW installation, integration and Acceptance Testing

Include schedule commitment

Address key milestones only
Best efforts schedule commitment statement
It may be possible to accelerate the committed contractual schedule and, if
agreed by customer, Tektronix will use best efforts to accelerate. The
contractual obligation of Tektronix, other than best efforts to accelerate if
possible, will remain as committed at the time of order acceptance.

Essentials of a Good SD

Owner:
Solutions Consultant

Solution Description (SD)

Definition of requirements must be clear to all stakeholders
Include relevant technical details

# probes (new, existing)

Decodes
Applications
Sizing

Identify unreleased and developmental items

Identify training content
Identify Professional Services
Identify 3rd party content

Where to attach Quote Documents (As Applicable)

Only select this if you are changing nothing on
the standard output of BigMachines
Attach word document used to create
customer offer PDF
Attach Customer Facing Solution Description
Attach Services SOW
Attach Professional Services SOW
Attach Go-Forward Unitary price document
here if not part of single customer quote

Attach Maintenance Calculator Here

Check List - Order

Owner: Sales

1.

Order must be addressed to the

correct legal entity based on the
contract

2.

Example :Q 12345-3
Version on the customer facing
Quote should align with version in
Big Machines

3.

PO must reference the Quote No

& also the Contract Number

Delivery Date & Payment T&C

should align with the Approved
Quote (if included in PO).

PO Value must match with the

price in customer facing quote.

11/5/2013

Tektronix Texas LLC or

Tektronix Communications
Ireland Limited
Refer to later slide

Example :
Q 12345-3
Contract No 12345.

Check List - Maintenance

Owner: Sales

Specify the Period of Support

e.g. 1 Feb 2013 to 31 Jan 2014

Service Level
TekCare Prime or Elite or As per Contract

Maintenance estimator (from Maniam) is attached in Big

Machines
Payment Schedule included
E.g. Annually in Advance, Quarterly in Advance or as per contract

Price in the Maintenance Quote is equal to Price in the

Maintenance estimator.

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PO Review Checklist OM & Contracts

1.
2.
3.
4.
5.
6.
7.

Quote Complete
Order Complete
Pricing Complete
Financial Information
Schedule Information
Contract Information
Project Description

Action Items:
. Identify special conditions & risks
. Identify Contract validity
. Identify Current maintenance status
. Send approval request

Checklist Finance & Contract Information

Contract Summary:
Contract No: 12345..
Contract Type: Prime/Subcontract
Currency: USD or other
Supply Contract Expiration: dd-mm-yyyy
Auto Renew: Y/N
Support Contract Expiration: dd-mm-yyyy
Auto Renew: Y/N

Supply Contract Terms:

Payment Milestones:
20% on PO Award
40% on Shipment
40% on Completion of
Install
Payment Terms:

Net 30 days

Delivery Schedule: Shipment 120 days AAO

Penalty for Delayed Delivery:

Where to find information:

Contract
Contract Amendments
Contract Checklist
- Completed at the time of Contract
execution
Contracts Group
- Roger Maddox, Director
- Mark DeVantier, Senior Contracts Manager
- Mary McQuistion, Contracts Administrator

Check List(s) Complete

Send the PO to Order

Management
Karen Carey:
EMEA/APAC/NFW
Ashley Lozano: Americas
excluding AT&T
Stacey White: AT&T

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PO Received Now What?

The Plano team go to work to ensure the PO is

correctly booked so Tekcomms can realize revenue
without contractual or other issues
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Where to send POs

Customer to send PO directly to Plano no regional stops
POs shall be addressed to either one of the following entities (depending
on which is Party to the Contract):
Tektronix Texas LLC
3033 W. President George Bush Highway
Plano, TX 75075
Tektronix Communications Ireland Limited
Unit 6, Blackrock Business Park
Carysfort Avenue
County Dublin, Ireland
If PO is sent to regional office, forward immediately to Order Mgmt/
Contracts.
Soft copy of PO may be sent to CTAFAXMAIL@tek.com or
FAX 469 330 4001
11/5/2013

Additional Overview: PO Booking & Validation Process

Order
Management
New PO received
Create Checklist Packet
Request credit approval
Retrieve quote from
SalesForce
Compare PO with quote
Distribute PO and quote

Create Oracle Milestone

Order
Oracle Order sent to
PM for review
PO Booked in Oracle

11/5/2013

Commercial
Pricing
Review Checklist
against system quote
Identify Non-GA items
and ER#
Print Financial
Analysis

Contracts
Review PO & Quote
Compare PO & Quote to
Contract
Identify schedule milestones
Identify payment milestones
Identify special conditions &
risks
Identify Contract validity
Identify current maintenance
status
Send approval request

Provide Contracts summary

email
Send order summary Notice
of booking
Send PO Acknowledgement
to customer

S & D Mgmt

Final approval to
accept PO

Good News - Booking Notice

11/5/2013

PO Acceptance Quote Problem Alert

If you receive an
email like this one,
Something is
wrong with the PO
or the Offer.
Take Action as
directed by email.

11/5/2013

Essentials of a Good Quote

Quote Version # and revision history

Reference Contract number
Maintenance after 1 Year of Warranty
Pricing & Payment Terms approved
Pricing Assumptions

Solution Description
Project Plan Statement of Work
Including Delivery Schedule commitment

Top 6 Reasons POs Are Not Booked In 1st Pass

1. Quote not in Submitted state
Bigger impact on HW forecast. HW not ordered to fulfill PO

2. Customer facing quotation is not attached in Big Machines &

Sales Force
3. Maintenance Estimator not attached to Big Machine & Sales
Force
4. Documents (SOWs, SDs, etc.) referenced in quote arent
attached in Big Machines
5. Quote/PO has terms that differ from what is approved for the
deal
6. Contract has not been approved

11/5/2013

Common Caution Areas

Development and unreleased (non-GA) products

Mention of Out of Scope or future deliverables
Split schedule commitments- different delivery timetables
Accelerated schedule commitment
Optional items extra year of warranty, additional BW
Warranty SLA & start date
Spare parts/replacement parts
Professional Services only
Mention of another offer - past or future
Unrelated deliverables on the same offer and/or PO

11/5/2013

Where To Get More Information

Check with your Ops managers to direct you to the right
person:
Commercial Pricing Managers
Service & Delivery
Program, technical and schedule issues

Contract Manager
Regarding uncertainties about applicable contract or commercial
terms

Order Management
Karen Carey: EMEA/APAC/NFW
Ashley Lozano: Americas excluding AT&T
Stacey White: AT&T