Buyer Go-Live and Deactivation

DESCRIPTION

Buyer Creation and Deactivation request

BACKGROUND

An announcement from a SD Manager was sent on buyer accounts that went LIVE in ShipServ,

EXCEPTIONS AND HANDLING

PROCEDURE

Buyer account creation (for non-test account)

1. check whether an existing buyer account with similar name is present, if yes please confirm with the SDM whether they need to setup parent or ask the SDM if there is any parent account that needs to link to.

2. Users will be created in Pages.

Buyer Go-Live Procedure:

Once an announcement from a SD Manager was sent on buyer accounts that went LIVE in ShipServ, kindly do the following if Kim is not around or not on duty:

1. Please send an email to the SD Manager (GSD) and AM.

2. Ask for the contact persons for the company which will be used for support concerns:

· Ask for Purchasing Contact

· And IT Contact

· And/or additional instructions/contacts when support issues arise

3. Once you have feedback, please update our internal contacts list.

4. For Contract Activation coordinate with:

EMEA – Susanne

APAC – Meg

Procedure to Deactivate a Buyer Account:

1. Upon receipt of termination request; SDC should send an acknowledgement and copy in SDM, AM, and Silvia immediately.

2. Send Calendar Invite if necessary (Attach original email from the requester)

3. Once confirmation of deactivation has been received from AM, inform Finance immediately to adjust the revenue schedule instead of waiting until the month they sign off.

4. Escalate to IT Ops to Disable connection and error alerts.

5. Send below email to deactivate the account.

1. Remove account in Community List

· Requests should be sent to David and Luc

http://www.shipserv.com/info/wp-login.php

2. Deactivate account in GW.

i. Set the No. of Contracted Ships to “0” (zero) under the Branch Details and Save:

3. Disable review request notifications of users in Pages.

In the Pages website, go to ‘Settings, choose ‘Never notify me’ for the buyer not to receive request notifications and Save changes.

4. Once all procedures have been done, Please do the necessary update in SF:

i. In the Account Information and Status section:

Target Market – if buyer is still in business but no longer a ShipServ client

INVALID ACCOUNT – if no longer in business

PARKED

– no longer using ShipServ or other reason

– SS decided to stop sales effort temporarily for the reason specified

**As per Kim, Parked is for customers where we decide temporarily to stop sales effort for the reason specified. If they just signed off (as ex-customer) it makes no sense to keep them in prospect list. Parked accounts will regularly be reviewed to see if they are ready to start sales efforts towards again.

As ex-customer is no longer available as an Account Status, for clients who signed off use Target Market and populate the Ex-Customer Since field in accordance to date of deactivation.

ii. Set Pending/ Open Assets that were created on the same calendar year of deactivation to Cancelled.

iii. In Account Status section:

TradeNet User Profile is NONE

Contract Type is NONE

iv. Note in SF > Description Information.

SAMPLE:

- Deactivated TNID account in GW DATE.

- Reason of deactivation.*

*Per SLam, please ask the AM to put in the account description why the account has been closed.

- Removed in Community List.

- Set Contracted vessels to 0.

- Pages Notification is set to Never Notify Me.

- Removed from SmartSupplier Contacts List.

- Deactivated contract, removed Revenue stream and stopped future invoices

- Disabled all Connection and Error alerts (IT)

- Case number

5. Advise the AM to put in the account description why we close the account

6. Once all procedures have been done. Please send final confirmation.

EMAIL TEMPLATE (Platform Support)

Subject: Request to Deactivate Company Name TNID *****

To: buyerdeactivation@shipserv.com

Emails included in distro:

(slam@shipserv.com; finance.manila@shipserv.com; mzaballero@shipserv.com; support@shipserv.com; jramos@shipserv.com)

CC: SD Manager of the Account; Account Manager

*Include Peter Wee (peterw@shipserv.com) for EMEA Customers

Dear All,

Please help process the following requests in relation to Company Name TNID **** deactivation in ShipServ **EXPLAIN THE CLIENT’S REASON FOR THE REQUEST OF DEACTIVATION**:

Email Template to SD Manager

Dear SD Manager/Account Manager,

Please take final look at the account deactivated. Kindly advise if there are additional actions needed.

Signature

TOOLS/ACCESS