distributor reporting manual - pulse secure...certificate number or license key. each serial number...
TRANSCRIPT
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Distributor Reporting Manual
Version 1.0 July 30th, 2015
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POS INTRODUCTION & OVERVIEW..........................................................................................................3 POS REPORTING……….............................................................................................................................3 POS Reporting Requirements.......................................................................................................................4 POS Reporting Guidelines............................................................................................................................4 POS report Required Fields..........................................................................................................................5 FILE SUBMISSION .................................................................................................................................... 5 HOW TO REPORT POS & INVENTORY INFORMATION...........................................................................5 EDI ORDERS…………………………………………………………………………………………………………6 POINT OF SALE AND INVENTORY REPORTING - TIMING .....................................................................6 WHEN TO REPORT……………...................................................................................................................6 Example of When to Report POS……………............................................................................................... 6 POINT OF SALE REPORTING OVERVIEW..……........................................................................................7 POS REPORTING FORMAT …………………………………………………...................................................7 DISTRIBUTOR TRANSACTIONS TYPES TO BE INCLUDED IN POS REPORT……..............................12 Point of Sale (POS) ....................................................................................................................................12 Inter-Branch Transfers (IB) .........................................................................................................................12 Transfer of Product to unrelated party (TR) ........................................................................................……12 Reporting of Returns on POS (RD) ............................................................................................................12 REPORTING OTHER TRANSACTIONS ON POS…................................................................................. 13 Evaluation Products ...................................................................................................................................13 Demo Product Procurement .......................................................................................................................13 POS ERROR CORRECTIONS...................................................................................................................13 SPECIAL PRICING & CREDIT CLAIM PROCESS ...................................................................................13 Credit Claim Types .....................................................................................................................................13 Conditions for all Claims (SPA 1 and SPA 2) .............................................................................................14 Credit Details ..............................................................................................................................................14 Credit Claim Process Flow…………………………………………………………………………………………15 INVENTORY REPORTING ........................................................................................................................16 Inventory Reporting Overview ....................................................................................................................16 Inventory Reporting Format ........................................................................................................................16 CHANGE CONTROL PROCEDURES ......................................................................................................17 PRODUCT ID LOOKUP/ PRICELIST ........................................................................................................17 VAR ID REPORT .......................................................................................................................................17
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Introduction & Overview:
This manual is designed to provide reporting procedural guidelines to ensure all Pulse Secure
Distributors report required sales information and channel inventory timely and accurately. Understanding your responsibilities as a Distributor will help you receive the best possible service and support when doing business with Pulse Secure while also aiding Pulse Secure in its revenue recognition process and compliance practices. The manual is separated into the following key sections:
File Submission
Point of Sale and Inventory Reporting - Timing
Point of Sale Reporting
Special Pricing and Credit Claims
Inventory Reporting
Change Control Procedures
Product ID Lookup In addition to the key areas above, there is a Change Control Procedures section that outlines how and when changes to reporting requirements, procedures or templates will be communicated to distributors. If you should have any questions regarding the information outlined in this manual, please contact your theater POS reporting team at: [email protected]
This manual is part of the Pulse Secure Distributor Agreement (“Distributor Agreement”). In the event there are inconsistencies between this manual and the Distributor Agreement, the Distributor Agreement shall govern.
This manual and the templates referenced in this manual are also available online at the Pulse Secure Partner site: https://partners.pulsesecure.net
POS Reporting:
Pulse Secure defines POS as Follows: Point of Sale (POS) is information provided by a Distributor
that contains key information required by Pulse Secure such as Distributor’s name, product serial number,
product type, Partner PO number, Ship date, Reseller information, End User information, Deal
Registration Opportunity ID (DROID #), Non –Standard Pricing # (NSP#) if applicable, and other additional
information requested by Pulse Secure from time to time. POS reports are due daily* and must be
accurate, complete and formatted using the most recent version of the standard POS reporting template.
* If we do not get this daily then there will be a failure in the license key transaction as we will not know if the serial # has shipped. When the end user goes to enter the serial # it will error out because it is not yet reported as shipped.
POS Reporting Requirements: All of the following requirements for reporting a sale to Pulse Secure MUST be met:
The Partner (VAR) must have send the distributor a valid purchase order.
The distributor must have invoiced the partner (VAR). The sale must be unconditional; there must be legal transfer or title.
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The product must have actually and physically been shipped to the Partner (VAR) with reasonable assurance of delivery.
No transaction should appear on the POS report until all three of these requirements have been met.
POS Reporting Guidelines: Distributors are contractually required to report POS.
The cut-off time for each daily POS report is 12:00 A.M. (midnight) local time.
The POS Report should be using the naming convention: “POS-<insert Partner name>-<insertcutoff date yyddmm>”, (i.e. “POS-DistributorName_092615”, with no spaces)
The POS template format should not be altered in any way; distributors must report all required elements.
The POS Report must include: ALL hardware ONLY product offerings sold by distributors and shipped to the reseller/end user
and invoiced by the distributor, from the Distributors stock. (Direct/Drop ships are to be excluded).
Returns from resellers - these MUST be reported as a separate POS transaction with RD as the transaction type.
Demo and evaluation products.
Inventory adjustments (e.g. write-offs, damage, destruction, etc.)
1- Distributor Pulse Secure Customer Number 18- * Ship-To Postal Code
2- End Date 19- Ship-To Country Code
3- Distributor Transaction Type 20- End-User Name
4- Product Serial Number 21- End-User Address 1,2,3
5- Product SKU Numbers 22- End-User City
6- Distributor Purchase Order (PO) Number to Pulse Secure 23- *End-User State/Province
7- Quantity 24- End-User Postal Code
8- Partner Name 25- End-User Country
9- Partner Address 1,2,3 26- Net POS (Product Unit Price)
10- Partner City 27- Distributor identifier
11- * Partner State/Province 28- Export License Number
12- *Partner Postal Code 29- Pulse Secure VAR ID
13- Partner Country Code 30- Opportunity ID (SPA1)
14- Ship-To Name 31- NSP quote ID (SPA2)
15- Ship-To Address Line 1,2,3 32- Ship Date
16- Ship-To City 33- Distributor Sales Order Number
17- * Ship-To State/Province 34- Distributor Invoice Number
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File Submission:
How to Report POS & Inventory information: Pulse Secure supports two submission methods for POS & Inventory reporting: 1. Email / Manual Upload 2. EDI
1- Email / Manual Upload: All POS and Inventory reports must be sent to [email protected] In the event that there are no sales to be reported, please send an email to: [email protected] specifying “no sales”, stating the reporting period.
Pulse secure will notify Distributors of file submission and file level validation errors. Distributors will
receive an email notification explaining file success or file failure upon completion of file processing by
Pulse Secure. If you need to contact Pulse Secure regarding email notifications or in the event that you
experience a file submission issue, Pulse Secure can be reached at the following email address:
2- EDI File Submission Overview:
Pulse Secure has the capability to support the reporting of POS & Inventory via EDI. Distributors interested in setting up EDI transactions with Pulse Secure must first be evaluated for EDI readiness. Interested Distributors should contact their Account Manager or reach out to Aaron Moroson at: [email protected]
Point of Sale and Inventory reporting – Timing: When to Report: Distributors are required to report POS & Inventory on a daily basis or as agreed upon with Pulse Secure. Distributors must use the most recent version of the Pulse Secure POS & Inventory Reporting templates available on the https://partners.pulsesecure.net and adhere to the rules outlined in the TBD Document Reporting at Quarter end:
Quarter End Off-Cycle Reporting Guidelines: During Pulse Secure quarter end, Distributors are required to submit POS reports on the first business day of the following quarter.
Example: Quarter close date is Thursday, POS reports are to be submitted on Friday. If there is a holiday or for some other reason this off-cycle does not apply, you will be notified by Pulse Secure of the correct quarter end reporting cycle.
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Reporter Type Reporting Frequency For Items Sold Reporting Period Examples Daily
Daily
All Hardware Products sold the prior day.
Daily 12:00 A.M.-11:59 P.M local time
For sell thru occurring on September 3, 2015, the daily POS file would be required on September 4, 2015 by 11:59 P.M. local time
Point of Sale Reporting Overview: This section provides details for completing the POS report. No transaction should appear on the POS report until all three of the following conditions have been met:
Distributor receives a valid purchase order from the Pulse Secure Partner (reseller/VAR).
The product must have physically shipped (or activated in the case of services, warranty, or support) from the Distributor’s warehouse to the Pulse Secure Partner (reseller/VAR) with reasonable assurance of prompt delivery to the end-user because resellers do not have inventory stocking rights.
Distributor must have already invoiced the Pulse Secure Partner (reseller/VAR). Note: Ship date reported on POS must be the latest date among the above three events.
POS Reporting Format This section provides details for completing the POS report. For each item
reported, please include the following in the provided format:
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Element Definition Maximum Character Length
Examples Required/Optional
Distributor Pulse Secure Customer Number
The distributor account number assigned by Pulse Secure
80
e.g.”12345” Required.
End Date End Date of the Reporting Period. Date format DD-MON-YYYY
Date
e.g. “14-Sep-2015” Required Daily submissions (Weekly submission should contain a Friday “End Date”)
Distributor Transaction Type
Use this field to indicate the type of transaction: POS- standard sale from inventory DS- Drop Shipment IB-inter-Branch Transfer TR-transfer of product to unrelated party RD-reporting of return on POS
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Required POS (standard sale from inventory) All other transaction types (DS, IB, TR, RD)
Product Serial Number
The serial number (Product), License Key (Product Licenses) or certificate number (Service) as assigned by Pulse Secure. For sales of product with a service support certificate or license, list the product(s)) as separate POS lines with each serial number and service(s) or license(s) as separate POS lines with the specific certificate number or license key. Each serial number associated with a clustered/bundled product must be entered as separate line items
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PRODUCT CODE (e.g.0096122111112961, (8-16 characters in length) LICENSE KEY (e.g. SRX240-SMB2-CS-R) CERTIFICATE NUMBER (e.g.0SUKZZZZCMR8H; character length can vary)
Serialized product - Required. Non-serialized product- Not Required Services – certificate number required with the exception of renewals
Product SKU Numbers
The Pulse Secure SKU Number of the product,in the exact format specified by Pulse Secure, without truncation or additional spaces or characters
80
e.g. “EX4200-48T” Required
Distributor Purchase Order (PO) Number to Pulse Secure
The distributor’s Purchase Order Number to Pulse Secure.
80
e.g. “A5678934” Required
Quantity Quantity
Numeric value
Quantity for serialized product (“1”). EACH SERIALIZED PRODUCT HAS TO BE REPORTED AS
Required
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A QTY OF 1 Quantity for serialized products RETURNS (“-1” for returns to Distributors from Partner) Quantity for non-serialized product / service support quote can be reported in multiples (“2”, “-2”, etc.) as long as the product / service was: Processed in the same transaction (e.g. sold-thru to the same end-user through Partner in the same transaction)
Partner Name Name of Partner
80
e.g. “ABC Networks” Required (The authorized Pulse Secure Partner to which the product has been shipped/invoiced)
Partner Address 1,2,3
Address Line of Partner
80
e.g. “345 Franklin Street, Suite 200”
Required.
Partner City City of Partner
80
e.g. “New York, London, Beijing, Sao Paulo”
Required.
* Partner State/Province
* State/Province of Partner
80
e.g. “NY” Required, *only in Countries where State/Province are applicable
*Partner Postal Code
Postal Code of Partner 80
e.g. “10021, FI-00550, 04552-050”
If applicable, required for all Distributor Transaction Types.
Partner Country Code
Country of Partner (ISO 2 digit country code)
2
e.g. United States=”US” Please reference the ISO website for complete, up-to-date list: http://www.iso.org/iso
Required.
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Ship-To Name Name of the Ship-To 80
e.g. “ZXY Networks” Optional
Ship-To Address Line 1,2,3
Address Line of Ship-To 80
e.g. “345 Franklin Street, Suite 200”
Optional
Ship-To City City of Ship-To
80
e.g. “New York, London, Beijing, Sao Paulo”
Optional
* Ship-To State/Province
* State/Province of Ship-To (Use the standard abbreviated format) 80
e.g. “NY” Optional, *only in Countries where State/Province are applicable
* Ship-To Postal Code
* Postal Code of Ship-To
80
e.g. “10021, FI-00550, 04552-050”
Optional,*only in Countries where Postal Code is applicable.
Ship-To Country Code
Country Code of Ship-To
2
e.g. United States=”US” Please reference the ISO website for complete, up-to-date list: http://www.iso.org/iso
Optional.
End-User Name
Name of end-user Note: The name of the end user to which the actual product has been sold 80
e.g. “BGK Networks” Required for all Distributor Transfer Types except “IB” or “TR” when the Distributor Name should be noted in the End User name field
End-User Address 1,2,3
Address line of End User 80
e.g. “345 Franklin Street, Suite 200”
Required
End-User City City of End User
80
e.g. “New York, London, Beijing, Sao Paulo”
Required
*End-User State/Province
State/Province of End User. Use the standard abbreviated format ST (e.g. “NY”)
80
e.g. “NY” Required, *only in Countries where State/Province are applicable.
End-User Postal Code
Postal Code of End-User 80
e.g. “10021, FI-00550, 04552-050”
If applicable, required for all Distributor Transaction Types.
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End-User Country
Country of End-User (ISO country code) (e.g. United States=”US” Please reference the ISO website for complete, up-to-date list: http://www.iso.org/iso
80
e.g. United States=”US” Please reference the ISO website for complete, up-to-date list: http://www.iso.org/iso
Required for all Distributor Transaction Types.
Net POS (Product Unit Price)
Total price in US Dollars initially paid by distributor less any claims or discounts? (e.g. “1340.00”) Net POS is calculated by subtracting any applicable claims from the amount invoiced by Pulse Secure.
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e.g. “1340.00” Required.
Distributor Identifier
For use by the distributor to add their own reference identifier for their own record keeping
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Required, if applicable.
Export License Number
US export license number under which re-export occurred if US ENC license exception not available. (e.g. “D 123123 or D456890”)
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e.g. “D 123123 or D456890”
Required on exports only
Pulse Secure VAR ID
Pulse Secure provided code to identify authorized Pulse Secure Partner
80 e.g. “5856-0812” Required
Deal Reg Opportunity ID DROID (SPA1)
Non Standard Pricing only for POS line items with claims
80
e.g. “D00044562” Required if Opportunity ID claim applies to transaction
NSP quote ID (SPA2)
NSP Quote ID for POS line items with additional discounts (e.g. “165772”)
80
e.g. “165772” Required if NSP Quote additional claim amount applies or where upfront discount has been granted at order placement.
Ship Date Date the product/service is shipped and invoiced by the Distributor Format DD-MON-YYYY
Date
e.g. “08-Aug-2015” Required.
Distributor Sales Order Number
Distributor ERP Sales Order Number to the Partner 30
Required.
Distributor Invoice Number
Distributor-to-Partner Invoice Number 30
Required.
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Distributor Transactions Types to be included in POS Report:
Point of Sale (POS) Items sold-thru to Partners that have been shipped and invoiced by the Distributor. Inter-branch Transfers (IB) Distributor is responsible for the reporting of products distributed to a related party (i.e. subsidiaries of same parent company). Transfer of Product to unrelated party (TR) Distributor is responsible for the reporting of products which have been transferred to an unrelated party
(i.e. unrelated distributor to distributor sale, either indirectly or directly). Documented approval for
product transfers must be obtained from the Pulse Secure distribution team before they can occur.
Reporting of Returns on POS (RD) Distributors are required to report returns from Partners as separate POS transactions noted in the POS report field “Distributor Transaction Type” as RD. The POS report template should be utilized when reporting Partner returns. Please be sure to include the following elements:
Negative number in the quantity field (e.g. “-1”).
All applicable DROID #, NSP #, and serial numbers, Partner information, ship-to information and end user information reported on the original “Sales Out” transaction must be reported to Pulse Secure.
Note: To prevent a POS reporting error the return from a Partner must be reported to Pulse Secure prior to reporting a subsequent sale. The return cannot be reported within the same POS file containing the subsequent sale.
Reporting Other Transactions on POS:
Demo Product Procurement: Products purchased by a Partner from Distributor, to be used for demonstration purposes, should be
reported on POS report and the appropriate backend claim submitted, if applicable, will be paid.
Distributor
Pulse
Secure
Customer
Number
POS
Report
End Date
Distributor
Transaction
Type
Product Serial
Number
Product SKU Numbers Distributor
Purchase
Order (PO)
Number to
Pulse Secure
Product
Quantity
Partner Name
5736632 9-Nov-14 POS CW0211453354 CBL-SPR-PWR-2PRONG-EU CGM-A-B-1234 1 ABC Network
5736632 30-Nov-14 RD CW0211453354 CBL-SPR-PWR-2PRONG-EU CGM-A-B-1234 1 Siris Technology
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POS Error Corrections:
POS transaction lines will be rejected where the model/serial number combination is missing or
not recognized by the system or where the serial number has been previously reported as sold. Distributors will be notified of POS reporting errors on a weekly basis via email.
All “POS Error” line items require Distributor correction and a response to the requesting Pulse Secure contact in a timely manner to avoid delay of claim payment. Please see Pulse Secure General Policies and Expected Practices for Distributors (TBD) manual for further information regarding POS Error correction policies.
Upon receipt of POS Error corrections, Pulse Secure will re-process POS lines and will again send the Distributor a POS Error report. This “feedback loop” continues between Pulse Secure and Distributors until all “POS Errors” are corrected or until the time allowed for corrections has expired. Note: POS errors must be corrected before the credit claim will be issued.
Credit Claim Types SPA ID – Generic term referring to Special Pricing Authorization number assigned by Pulse Secure to
each claim type identified above.
Term Definition
Program codes – Deal Registration Opportunity ID
DROID# (SPA1)
Pulse Secure has classified its Partners into 3 categories, Community, Secure Plus and Secure Premier. For Distributors who purchase inventory at discounts less than those minimum discounts Pulse Secure has established for sales to Secure Plus and Secure Premier classifications, the Distributor will receive pre-determined additional discount. The excess discount is then provided by the distributor to the Partner. The distributor must assure the Partner is entitled to the Secure Plus and Secure Premier discount. Note: Program codes
Project pricing codes NSP quote ID
(SPA2)
End User specific minimum discounts that exceed the Standard discount the Distributor has with Pulse Secure. The distributor will be notified of Pulse Secure’s approval of project or deal pricing which will provide the SPA code and all other relevant information. The distributor must assure that all conditions of the project pricing authorization are met. Note: Project Pricing codes are reported in the NSP quote ID (SPA 2) column of the standard POS report template.
Conditions for all Claims: Opportunity ID (SPA1) and NSP Quote ID (SPA 2)
Accurate Pulse Secure approved SPA ID is included in the reported POS submission
The reported SPA and related information must match authorized Pulse Secure SPA ID details
When accurate Opportunity ID (SPA1) and NSP Quote ID (SPA 2) is received and processed, Pulse Secure will send a credit notification with credit amount, credit reference number and transactional details
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Note: Further details regarding Pulse Secure Credit Claim Process can be found in the Pulse Secure
General Policies and Expected Practices for Distributors manual.
Credit Claim Process Flow:
Credit Details:
Credit details are emailed to Distributors on a weekly basis. The communication provides a high level Credit Summary by Order, POS Summary by End Date, Credit Order Details and POS Details. Claims that do not match the Pulse Secure authorized SPA details will be rejected. All “Claim Errors” require Distributor correction and need to be returned to the requesting Pulse Secure contact in a timely manner to avoid delay of claim payment.
Upon receipt of Claim Error corrections Pulse Secure will re-process the claim and will again send the Distributor a Credit Report. This “feedback loop” continues between Pulse Secure and Distributors until all “Claim Errors” are corrected. Note: POS errors must be corrected before any Claim can be processed. Please see the Pulse Secure
General Policies and Expected Practices Distributors (TBD) manual for further information regarding
Credit Claim Process.
Inventory Reporting: Inventory Reporting Overview: Inventory reports must include all on-hand inventory.
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Inventory reports must exclude items that have been assigned an RMA by Pulse Secure for return to factory (or 3rd party) and product purchased directly from Pulse Secure (e.g. stocking orders) Distributors must use the most recent version of the Pulse Secure Inventory Reporting template. You may find the most recent version of the Pulse Secure’s Inventory Reporting template on the Partner portal. In addition, Distributors must adhere to the rules outlined in the Pulse Secure Policies and Expected Practices for Distributors (TBD) manual for Inventory Reporting. Inventory Reporting Format This section provides details for completing the Inventory Reporting report. For each item reported,
please include the following in the provided format.
Element Definition Character
length Examples Required/Optional
Pulse Secure Distributor Customer Number
This number is assigned by Pulse Secure 80 e.g.”12345”
Required.
As of Date Date of the distributor’s inventory position submitted in the date format DD-MON-YYYY
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2015”
Required Weekly submissions should contain a Friday “End Date”.
Warehouse Number
Distributor Warehouse number or location 80
Optional.
Pulse Secure Product Part Number
Pulse secure's Part Number of the product or service that was sold-thru with no extra spaces or characters. (Please refer to Product ID Lookup)
80 e.g. “NS-5XP-001”
Required.
Product Distributor Part Number
Distributor Part Number 80
Optional.
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Change Control Procedures: In the event Pulse Secure makes a change to the reporting requirements, procedures or standard
templates, the updated reporting requirements, procedures, and/or templates (“Change”) will be
provided to you via email at least 30 days prior to the effective date of the Change.
Product ID Lookup / Pricelist: The Product ID Lookup File Pricelist is published to the Pulse Secure Partner site monthly on the
first Friday of each month. Distributors are required to go to that site and download. The Product ID Lookup File provides a complete catalog of all Pulse Secure model numbers and lists each product as serialized or non-serialized and each service certificate (considered serialized).
If Distributors are unable to locate or download this document, they need to notify their Account
Manager immediately for assistance. Distributors are responsible for ensuring that all information
reported on POS reports are accurate and complete to ensure timely reporting and claims processing and
to assure compliance with the Distributor Agreement.
VAR ID Report: On a weekly basis the Pulse Secure Partner Weekly Report with the most updated Pulse Secure
Partner (“Partner”) information is sent to each Distributor. This report contains information associated
with our authorized Partners and must be updated immediately upon receipt. Errors associated with
outdated VAR ID account information (e.g., VAR ID number, Opportunity quote ID discount amounts,
authorization levels for certain products, etc.) will result in delays in processing credit claims and/or
denials of payment on those claims.
Quantity on Hand
The quantity on hand in inventory, excluding items that have been approved for return to factory by Pulse Secure.
Number
Quantity for all serialized product / service support certificate must be “1” Quantity for non-serialized product can be greater than “1”
Required.
Quantity Committed
Quantity Committed to a Sales Order Number
Optional.
Quantity on Order
Quantity on Order with Pulse Secure Number
Optional.
Quantity on Back Order
Distributor Partner Backorder Qty Number
Optional.
Quantity in Transit
Quantity in Transit between Distributor Warehouses (Intra Distributor)
Number
Optional.