How does the QuantityWare procurement process work?
Your organization is interested in using QuantityWare BCS (Bulk Calculations Solution).
QuantityWare GmbH in Germany is the single source for the purchase of Usage Agreement rights.
1. Usage Questionnaire
Prospective customers should initially complete an on-line “Usage Questionnaire” in order to have a general idea as to where their business requirements position them on the BCS pricing matrix.
2. Test Usage Key Request (TUKR)
If the customer wishes to pursue test usage or purchase of the package, after a “Usage Questionnaire” has been submitted, they should then register their organization in our service portal via the completion of a TUKR .
Why the service portal?
We use the service portal as the main HTTPS-encrypted communications channel between our customer base, hosting organizations, purchasing organizations and prospective customers. Our service portal allows us to communicate, exchange files and provide access to our software installation and maintenance packages with all registered parties. It is simply more secure and structured than e-mail.
Through the TUKR, customers register multiple contacts from their organization in the portal.
Why must the customer do this?
We require our customers to perform this task as it is the most secure method. Customer users can be generated and assigned to their areas of responsibility in the portal by the customer themselves, who know their users’ responsibilities best, and can therefore assign them the correct roles within the portal.
Note: Once a prospective customer is registered, their user(s) with a “Technical” role can access our software installation and maintenance packages, and can create usage keys for their SAP systems through the portal. These are usually the most pressing and immediate requirements that prospective customers have.
3. Agreement Ticket
In the meanwhile or after a test period, customer portal users with the “Management”, “Purchasing” or “Agreement” role(s) can open an “Agreement” ticket through which we can then perform the purchasing process – from our perspective.
3.1 Quote Provision
We provide a detailed quote, based on the customer-completed Usage Questionnaire from (1).
3.2 QuantityWare registration
In the Agreement ticket, customer can inform us if we have to fulfill any similar processes in (e.g.) Ariba, or customer portals, so that we can register as a supplier. We can then also share our Bi-Directional NDA and Annual Usage Agreement.
3.3 Agreement Completion
Once the responsibilities and benefits of both parties have been defined in these agreements, they can be signed and exchanged – preferably via the DocuSign service.
3.4 Purchase Order Provision
Customer provides us with a Purchase Order (or similar document – S.O., Counter-signed Quote, etc.).
3.5 Invoice issue
Based on the document from 3.4, we issue the appropriate invoice (in PDF format) and if required by the customer as detailed in 3.3, also send it to specifically defined e-mail addresses or upload to additional systems.
4. Completion
As soon as we have received the appropriate funds, the procurement process is complete and the customer has entered a regular “usage mode”.
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