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eAuth Code Administration: Keycode Retrieval System (KRS) Training

This course trains eAuth Code Administrators on managing email notifications, inventory reports, return credit reports, and secondary admin users. Learn how to generate numeric authorization codes for resellers.

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eAuth Code Administration: Keycode Retrieval System (KRS) Training

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  1. Course Title: Keycode Retrieval System (KRS) – eAuth Code AdministrationCourse ID: KR204Issue: 1.1

  2. "This session falls under the confidentiality agreement and therefore is subject to non-disclosure" Also note - any specific details shown in the training such as company names or pricing, are examples for training purposes only, and do not represent accurate data. The screen captures shown in the training may vary slightly from the screens in the current version of the tool.

  3. Course Aims & Objectives • This course shows eAuth Code Administrators how to: • Manage eMail Notifications • Run Inventory Reports • Run Return Credit Reports • Manage Secondary Admin Users – for Primary Admins only • Generate Numeric Authorization Codes for Resellers – for Distributor Admins only

  4. Course Chapters • Why an Admin ? • Admin functions overview • Admin Types • How to become and Admin • Part 1: eAuth Code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Secondary Admin Users – for Primary Admins only • Part 6: Numeric Authorization Codes - for Dist. Admins only • eAuth Code • Admin Functions

  5. Why an e-Authorization Code Administrator ? • The eAuth Code Administrator notifies their internal users when a PO becomes available on the KRS for generating keycodes • eAuth Code Administration in KRS provides specific capabilities for Partners who purchase electronic authorization licenses from Avaya to: • Manage eMail Notifications • Inventory Reports • Return Credit Reports • Manage Secondary Admin Users (Primary Admins only) • Numeric Authorization Codes (Distributor Admins only)

  6. eAuth Code User Types & Privileges • Administration User (AU) • All “User” & “SAU” privileges for all Customer Numbers within their Customer Group • Plus, within Customer Group: • Assign & manage SAU’s access to Accounts • Distributor Admin User (Dist AU) • Same as an “AU” + Generate Numeric Authorization Codes • Secondary Administration User (SAU) • All “User” privileges • Plus, within assigned Customer Accounts: • Manage Email Notifications • Generate Inventory Report • Generate a Return Credit Report • Distributor Secondary Admin User (Dist SAU) • Same as an “SAU” + Generate Numeric Authorization Codes • User • Generate keycodes using PO#, paper or numeric auth codes • PO History Report

  7. How do I become a KRS eAuth Code Administrator ? • To become an eAuth Code Administrator, you must be a registered user of KRS • Submit a ticket to the Avaya Support Group providing the following information • Name, phone number, & email address of your Manager AND your Purchasing Manager for approval • Identify if you are a distributor (need Distributor User privileges) • Identify the level of access you require – AU or SAU • Partners are allowed up to 3 Primary Admin Users and 16 Secondary Admin Users • Secondary Admin Users must be added by a Primary Partner Admin • Review this eAuth Code Administration training package

  8. eBusiness Tools Landing Page – to access all the tools ! • www.avaya.com/ebizn (Americas, Asia) • www.avaya.com/ebizu (Europe, Middle East, Africa) • Alternate direct KRS access: www.avaya.com/krs (Global)

  9. KRS Left menu options for eAuth Code Admins Products in KRS that are enabled for eAuth codes will display the “eAuth Code Management “ option in the left menu of KRS • Admin features appear: • when “eAuth Code Management” is selected • according to “Admin User Type” ‘User Type’ appears to the right of the User Name “PO History Report” is available for all users. Refer to “KR203 Auth Code Functionality” training for details.

  10. eAuth Code Administration Function Overview • 1. For Primary & Secondary Admins • Inventory Report • Allows Administrators to generate a report which lists POs in their inventory • Gen Return Credit Report • Allows Administrators to generate a return credit report which deactivates the authcodes purchased on a PO. Report is required as proof of returned eAuth codes • Manage Email Notification • Allows Administrators to set up a list of recipients that will receive an Email notification whenever a purchase order is posted (“activated”) on KRS for generating keycode licenses from the purchased eAuth codes • 2. For Primary Admins only • Manage Users • Allows the Primary Administrator (AU) to set up secondary administrator user (SAU) access • 3. For Distributor Admins only • Gen and Cancel Numeric Auth Code • Allows eAuth Code Distributor Administrator to generate and cancel numeric authorization codes that can be used like paper authcodes by resellers to generate keycodes 1. 2. 3.

  11. Course Chapters • Part 1: eAuth Code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Admin Users (Primary Admins only ) • Part 6: Numeric Authorization Codes (Distributor Admins only) Allows an eAuth code admin to set up a list of recipients who will receive an Email notification when a purchase order has been fulfilled (i.e. the PO is available on KRS (or ‘activated’) for generating keycode licenses)

  12. Manage Email Notification • Select <Manage Email Notification> from within “eAuth Code Management” in the KRS left menu • Select the Customer Account to set up for Email Notification • Select <Continue > 2. 1. Note: E-mail Notifications must be set up for each affiliate account if there are multiple accounts within your eAuth Customer Group

  13. Manage Email Notification For the current product family (per log-in) and Customer Account (selected previously in Step 1), KRS displays the Email recipient list Emails are sent automatically to the distribution list when a PO is posted on KRS and is available for generating keycodes KRS shows the current text written by the eAuth Code Admin that will be sent with every Email notification To change the email text, select the <Manage Email Text> button To modify the Email recipient list, select <Manage Email Addresses>

  14. Manage Email Notification Manage Email Addresses 1. Select <Manage Email Addresses> from the main “Manage Email Notification page” To remove an existing Email recipient, select the checkbox, and select <Remove> To add an Email recipient to the list , enter the Email address twice and select <Add> When finished updating, select <Save> to keep your changes and return to the main eMail notification page 2. 3. 4.

  15. Manage Email Notification Manage Email Text 1. Select <Manage Email Text> from the main “Manage Email Notification page” Enter up to 4000 characters Upon completion, select <Save>, to save the text and return to the main eMail Notification page 2. 3.

  16. Manage Email Notification Once saved, KRS displays the main “Manage Email Notifications” page showing the changes

  17. Manage Email Notification Sample Email Notification • The Email Notification provides purchase order information: • PO# • Avaya Sales Order # • Avaya Part ID • Description • Quantity Ordered • Any Email text created by the eAuth Code Admin will appear at the bottom of the Email Remember … Email address set up must be done separately for each product family AND customer account (if multiple affiliates exist within your eAuth Customer Group)

  18. Course Chapters • Part 1: eAuth Code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Admin Users (Primary Admins only ) • Part 6: Numeric Authorization Codes (Distributor Admins only) • Allows eAuth Code Admins to generate a report which lists PO’s in their inventory

  19. Inventory Report • Select <Inventory Report> from within the “eAuth Code Management” left menu in KRS • Select desired Customer Account • Select <Continue> 1. 2. 3.

  20. Inventory Report • Make appropriate search selections Search defaults to: • “All Dates” • “Both” = Closed + Active POs • Select <Search> • Active: • Open: Current POs with features still available for applying keycode licenses • Pending: Purchase Orders that are pending release against Customer Request Date (CRD). “Pending” status becomes “open” upon CRD date 1. • Closed: • Orders which have had ALL licenses applied to keycodes (or to numeric authcodes for Distributors)

  21. Inventory Report KRS displays the search results Details of licenses ordered and used for each purchase order is available via the downloaded document • Select <Download CSV> and save the document to your PC or view within the browser 1.

  22. The Downloaded Inventory Report • The Downloaded Inventory Report includes the following: • PO# • Sales Order # • Alternate Order # • PO Date • CRD Date • Customer Name • Customer Number • Status • Line Number • Quantity Ordered • Quantity Used • Order Code • Description

  23. Course Chapters • Part 1: eAuth Code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Admin Users • Part 6: Numeric Authorization Codes (Distributor Admins only) • Allows eAuth Code Admins to generate a return credit report which deactivates the authcodes purchased on a PO. The Report is required as proof of returned eAuth codes.

  24. Return Credit Report • Any unused line item quantities on a PO may be returned, including partial line items • You must request an RMA and receive the RMA # first ! • Follow the standard RMA process that is used for paper authcodes, except when required to return the actual authcodes, simply provide the credit report that you generate and download from KRS Begin by selecting the ‘Gen Return Credit Report” from within the eAuth Code Management menu Enter the PO# to be returned Select <Search> 2. 3. 1.

  25. Return Credit Report • Enter the qty to be returned on the appropriate line item(s). Multiple lines may be returned, as well as partial quantities • Enter the RMA # obtained from Avaya Order Management • Select <Continue> 1. 2. 3.

  26. Return Credit Report • KRS warns about the pending PO deactivation and requires user confirmation to continue with the PO return • Review return details • Select <Confirm> to proceed 1. 2. 3.

  27. Return Credit Report • After selecting <Confirm>, KRS displays the credit report • Select <Download> to save the report to your PC You are required to provide the Credit Report to Avaya Order Management in order to complete the RMA process!

  28. Return Credit Report Sample Credit Report

  29. Course Chapters • Part 1: eAuth code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Admin Users • (Primary Admins only ) • Part 6: Numeric Authorization Codes (Distributor Admins only) eAuth Code Primary Admin User (UAs) and Primary Distributor Admin Users are able to allow additional Secondary Administrators (SAU) access to perform admin functions against specific customer account IDs (NOTE: AU’s have access to all Customer Accounts within their associated Customer Group. However, SAU’s only have access to those customer accounts that are assigned by AU’s).

  30. Manage Secondary Admin Users Select the Customer Group For eAuth Primary Admins only • Select <Manage Users> from within the “eAuth Code Management” left menu in KRS • Select the desired Customer Group • Select <Continue> 2. 1. 3.

  31. Manage Secondary Admin Users Select the Customer Account • Select the desired Customer Account from the available list • Select <Continue> 1. 2.

  32. Manage Secondary Admin Users Adding a user to the Secondary Admin list • Perform a user search by entering applicable input • Select <Search> • If the user name is ‘found’ (see Note below), it will appear in the “Available Users” list • Select the name and click the <Add> button. The user’s name will move from the “Available Users” list to the “Assigned Users” list. • Select <Save> 1. 2. 4. 3. 5. NOTE: If a user is not assigned to the applicable eAuth Customer Group on KRS then the user will not appear in the “Available Users” list

  33. Manage Secondary Admin Users Removing a user from the Secondary Admin list • Select the desired email address from the “Assigned Users” list • Select <Remove> • Select <Save> 1. 2. 3.

  34. Manage Secondary Admin Users Step 1 Step 2 Step 3 Remember … Secondary Admin User set up must be done for: each desired product family on KRS, AND for each customer account per Step 2 (if your company has multiple affiliates in your eAuth Customer Group) !

  35. Course Chapters • Part 1: eAuth code Administration Introduction • Part 2: Manage eMail Notification • Part 3: Inventory Reports • Part 4: Run Return Credit Reports • Part 5: Manage Admin Users (Primary Admins only ) • Part 6: Numeric Authorization Codes • (Distributor Admins only) Allows eAuth Code Distributor admins to create (and cancel) Numeric Auth codes from their PO’s to provide to their resellers to use to generate keycodes

  36. Distributors & Resellers • Resellers do not have access to their Distributor’s Purchase Orders on KRS • Distributors must convert the Electronic Authcodes to Numeric Authcodes for Resellers • Resellers use Numeric Authcodes (equivalent to paper authcodes) • Distributors have the responsibility to provide Resellers with the Numeric Authcodes

  37. Numeric Authcode Functions For Distributor Admins only • Generate Numeric Authcode • Generation format option • Choose one authcode for quantities specified, or • Choose multiple authcodes for defined increments • <Add All> option • In conjunction with the format option, automatically sets the license conversion quantities from the PO for numeric authcode generation, up to certain maximums. • Cancel Numeric Authcode • Cancels a numeric authcode and credits the PO used to create the numeric authcode. This operation requires that the numeric authcode has not been used.

  38. Generate Numeric Authcodes • Select <Gen Numeric AuthCode> from the “eAuth Code Management” left menu in KRS • Enter the PO # • Select <Search> 1. 3. 2.

  39. Generate Numeric Authcodes • KRS displays a summary of the features on the PO with Qty Available and Qty to Convert • Enter the desired Qty of the feature(s) for the numeric Authcode generation • One Numeric Authcode per Increment is the default format • Select <Generate Codes> 1. 2. • See slides 44 - 50 for details about how these options work 3. 4.

  40. Generate Numeric Authcodes • KRS summarizes the quantities entered for verification prior to creating the numeric authcodes • To modify the quantities, select the <Modify Quantity> button. KRS will go back to the previous screen to allow editing. • Select <Save> to generate the numeric authcodes 1. 2. 3.

  41. Generate Numeric Authcodes • KRS generates and displays the numeric authorization codes • Select <Download> to save the numeric authcodes in a text file on your PC • Send the Numeric authcodes to your Reseller 1. 2.

  42. Numeric Authcode Format Selection The format selection allows the eAuth code Admin to choose to generate one or more numeric authcodes for the quantity of licenses entered • For example, NTE980RB represents ONE (1) RAN CON license • The eAuth Code Admin chooses: • One Numeric Authcode enabling a total number of RAN CON licenses, or • A total number of Numeric Authcodes with each one enabling 1 RAN CON license Numeric Auth Code Format selection

  43. Numeric Authcode Format Selection - One Numeric Authcode for Total Select format = One Numeric Authcode for total * Enter Qty to Convert = 5 Produces 1 authcode enabling 5 IP RAN sessions 2. 1. * “One Numeric Authcode for Total” is defaulted in pull down menu 3.

  44. Numeric Authcode Format Selection – One Numeric Authcode per Increment Select format = One Numeric Authcode per Increment Enter Qty to Convert = 5 Produces 5 authcodes enabling 1 IP RAN session for each 2. 1. 3.

  45. Numeric Authcode Format Selection - <Add All> button • Generation of Numeric Authcodes using the <Add All> button depends upon the selection of the “Numeric Authcode format” • Use caution if selecting the <Add All> button with “One Numeric Authcode per Increment” • The differences in numeric authcode generation is illustrated using the following PO example for BCM 50 Licenses:

  46. Numeric Authcode Format Selection – Using <Add All> with “One Numeric Authcode for Total” • NTKC0600: Since no single system will ever need more than one MCDN or QSIG, KRS will only allow a qty of one feature per Authcode • NTKC0651: The Meet-Me Conferencing Base feature can support up to 18 ports on a BCM 50 and the base package comes with 6 ports. Therefore, the maximum number of base order codes that could be contained in one Numeric Authcode is 3 (3X6=18 ports). • NTKC0652: The Meet-Me Conferencing Upgrade represents 4 ports per order code. Therefore, the maximum that could be contained in one Numeric Authcode is 4 (4x4=16 ports). • NTKC0587: The Voice Mail limit for a BCM 50 is defined as 1000. KRS will generate one Numeric Authcode for the maximum available on this PO = 500 Voice Mail Seats. 4 authcodes (1 per PEC) will be generated

  47. Numeric Authcode Format Selection – Using <Add All> with One Numeric Authcode per Increment • This combination will convert all “Qty Available” from the PO into Numeric Authcodes. The result will be one Authcode for each “Qty to Convert” value. • NTKC0600: For MCDN & QSIG, 500 Authcodes will be produced and each Authcode will enable one of each • NTKC0651: For Meet-Me Conferencing Base, 500 Authcodes will be produced and each Authcode will enable 6 meet-me conference ports • NTKC0652: For Meet-Me Conferencing Upgrade, 500 Authcodes will be produced and each Authcode will enable 4 meet-me conference ports • NTKC0587: For Voice Mail, 500 Authcodes will be produced and each Authcode will enable one Voice Mail port 2000 authcodes (500 per PEC) will be generated !!

  48. Cancel Numeric AuthCode • Cancelling a Numeric Authcode will credit all the licenses back to the PO used to create the authcode Select <Cancel Numeric AuthCode> Specify the PO# that was used to generate the Numeric Authcode or enter the actual numeric authcode Select <Search> After the PO is retrieved, select the check box for the authcode you wish to cancel Select <Continue> 1. 4. 3. 2. 5.

  49. Cancel Numeric AuthCode Next, the summary is presented for review (Step 3) Select <Save> to cancel the Numeric Authcodes Wait until the KRS completes the cancel operation … 3. 1. 2.

  50. PO History Report Select PO History Report from the eAuth Code Management menu Enter the PO # or Sales Order # and select <Search> (not shown) KRS will display the PO Summary with the quantities ordered and used To view details on quantities used, click <Download Report> The <View Numeric Auth Codes> is only available for eAuth Distributor Admins to show Numeric Authcodes that have been generated 1. 3. 4. 5.

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