IBM Global Partner Portal Opportunity Management B2B...

IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel User Guide

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Notices Trademarks IBM is a trademark of International Business Machines Corporation in the United States, or other countries, or both. Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both.

Other company, product, or service names may be trademarks or service marks of others.


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Table of Contents Notices ...................................................................................................................................... 2 Table of Contents...................................................................................................................... 3 1 Overview........................................................................................................................... 5 2 Add-In Setup..................................................................................................................... 5

2.1 System Requirements................................................................................................ 5 2.2 Install the Add-in ...................................................................................................... 6 2.3 Set Password ............................................................................................................. 9 2.4 Options Menu.......................................................................................................... 11

2.4.1 Set Options...................................................................................................... 11 2.4.2 Save Options ................................................................................................... 14 2.4.3 Reload Saved Options..................................................................................... 16

2.5 Map opportunity data.............................................................................................. 18 2.5.1 Opportunity Layouts ....................................................................................... 18 2.5.2 Map Out a Field .............................................................................................. 18 2.5.3 Save the Mapping ........................................................................................... 21 2.5.4 Layouts............................................................................................................ 21

2.5.4.1 Opportunity Per Row .................................................................................. 21 2.5.4.2 Opportunity Per Column............................................................................. 22 2.5.4.3 Opportunity Per Worksheet ........................................................................ 22

2.5.5 List Values ...................................................................................................... 22 2.5.5.1 Lists in Opportunity Per Row Layout......................................................... 23 2.5.5.2 Lists in Opportunity Per Column Layout.................................................... 26 2.5.5.3 Lists in Opportunity Per Worksheet Layout ............................................... 26

2.6 Add-in updates ........................................................................................................ 28 2.7 Load IBM List of Values ........................................................................................ 28

2.7.1 Load the latest List of Values ......................................................................... 28 2.7.2 Copy to spreadsheets....................................................................................... 29

3 Exchange Opportunity Data with IBM........................................................................... 30 3.1 Send Opportunity data to IBM................................................................................ 30 3.2 Receive Opportunity Data from IBM ..................................................................... 31

3.2.1 Refresh Opportunities ..................................................................................... 31 3.2.2 Receive New/Updated Opportunities ............................................................. 32

4 Data Cookbook ............................................................................................................... 34 4.1 Send a new opportunity to GPP.............................................................................. 34 4.2 Send an update to an opportunity that is in GPP .................................................... 34 4.3 Accept or Reject an Opportunity from IBM........................................................... 35 4.4 Add a Revenue item to an Opportunity .................................................................. 36

4.4.1 Opportunity per row or column ...................................................................... 36 4.4.2 Opportunity per worksheet ............................................................................. 37


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4.4.3 Alternate method for up to 5 Revenue items .................................................. 38 4.5 Add a Sales Team member to an Opportunity........................................................ 39

4.5.1 Opportunity per row or column ...................................................................... 39 4.5.2 Opportunity per worksheet ............................................................................. 40 4.5.3 Alternate method for up to 5 Sales Team Members ....................................... 41

4.6 Add a Contact to an Opportunity ........................................................................... 42 4.6.1 Opportunity per row or column ...................................................................... 42 4.6.2 Opportunity per worksheet ............................................................................. 43 4.6.3 Alternate method for up to 3 Contacts............................................................ 44

4.7 Add a Note to an Opportunity................................................................................. 45 4.7.1 Opportunity per row or column ...................................................................... 45 4.7.2 Opportunity per worksheet ............................................................................. 45 4.7.3 Alternate method for up to 5 Notes................................................................. 46 4.7.4 Usage of the UCID in a Note.......................................................................... 47

4.8 Delete a Revenue item from an Opportunity .......................................................... 47 4.9 Delete a Sales Team member from an Opportunity................................................ 48 4.10 Delete a Contact from an Opportunity.................................................................... 49

5 Appendix A: Data fields Descriptions ........................................................................... 51 6 Appendix B: FAQs ........................................................................................................ 54 7 Appendix C: Support Resources.................................................................................... 60


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1 Overview This guide describes the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel, which enables the Business Partner to synchronize opportunity data with IBM Global Partner Portal (GPP) with minimal cost and setup. The integration relies on office productivity tools rather than heavy centralized servers. Business Partners may continue to use their current operations, processes and tools. The IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel is a Free, Fast and Flexible offering from IBM to support the exchange of Opportunity Management data between the Business Partner Excel spreadsheet and the IBM Global Partner Portal (GPP) system. Following an initial data mapping using the Add-In, the Business Partner may send opportunity data to IBM or receive opportunity data from IBM into the Excel Spreadsheet. – The Business Partner incorporates the Add-in in its regular business spreadsheets and maps data (i.e. defining names for cells, rows or columns that fit its own spreadsheet layout) – The Business Partner accesses a specific “IBM” dropdown Excel menu to exchange business data both ways with IBM in a secured method – The Add-in provides automatic notification of updates to the IBM List of Values (brands, sales stages. - i.e. for the benefit of data timeliness and accuracy -) along with menu options to initiate the update

– The Add-in provides automatic notification of updates to the Add-in itself along with menu options to initiate the update

2 Add-In Setup

2.1 System Requirements Microsoft(r) Windows(r) 2000 or Microsoft® Windows® XP Operating system SP2; Microsoft® Excel® spreadsheet software XP (2002), 2003 or 2007; An Internet connection Microsoft core XML services


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2.2 Install the Add-in The Add-in file – IBM-OM.xla is provided during the boarding processes as part of the overall IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel deployment engagement for a Business Partner.

Excel 2007 users may find

http://peltiertech.com/WordPress/installing-an-add-in-in-excel-2007/ helpful as a guide to get to the Add-In window.

For Excel 2003 and lower versions, to install the Add-in – copy the provided file, IBM-OM.xla, with the xla extension into the default folder C:\Documents and Settings\<username>\Application Data\Microsoft\AddIns. This will allow the Add-In to automatically load, or alternatively it may be copied to any other folder chosen. This Add-in expands the Business Partner spreadsheet with functionality to securely exchange opportunity data with IBM.

The Add-In can be activated by clicking on the Tools menu, and then clicking Add-Ins

For all supported Excel versions, if the xla file was stored in a user specific directory other than the default folder, then it must be added to the list by navigating to the file and selecting the file using the Browse button:


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Click OK.

When the Add-In is selected, a new “IBM” dropdown menu will be available in the top menu bar and a floating tool bar appears which can also be used to access the Add-in functions. Click on the IBM menu:


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2.3 Set Password a. If the GPP Opportunity Focal Point already has an IBM ID, please proceed to step 3. b. A generic email for your company is recommended, or using the focal point email

address, register for a password at: http://www.ibm.com/us/en/

Click on Register and fill in the form (2 steps) to register an ID

(Click on Change to change language)


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c. Update your Add-in options with the new password.

a. From the MS Excel menu, select IBM > Options

“A” is the focal point email address and User Name for the Add-in

“B” is the password for the Add-in


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2.4 Options Menu

2.4.1 Set Options Click IBM menu, then Click Options menu

b. From the Options window, select the IBM Gateway credentials tab.

c. Enter your User name (email address) and password in the appropriate fields then click OK


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General Tab: The fields are as defined below: Time difference with GMT: to set up the correct time (upper left box). Pay attention to Summer time or daylight saving periods Maximum network wait time in seconds: after this period (in case the network communication seems to hang), the user is asked via a dialog box whether to continue or to stop Interval in days for update check: number of days between two automatic checks for a new version (1 is the default) Message format: B2B Client if you are using the E2open B2B Client (with its inbox and outbox directories) or B2B Direct/iebx if you are connected to IBM via web services Header rows for opportunity lists: for lists of opportunities, it indicates how many of the top rows include the header. For example, if the value is 1, then the first row will be ignored by the Add-in as a header row (1 is the default). Similarly, if the value is 3, then the first 3 rows will be ignored by the Add-in as header rows. Language: user selectable Enable receive filter: if checked then when initiating receiving opportunities a popup with filter options such as only having the Add-in process the new opportunities for accept/reject will be presented. If the box is unchecked, then the Add-in will process and display new opportunities and opportunity updates. In either case, the Add-in retrieves all messages from IBM for the Business Partner into the archive, and then only enters into the worksheet those messages which meet the filter criteria. Read from archive: refresh and reception actions are performed from the specified Message archive directory


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Message archive directory: A valid directory is required. It can be a network directory on the user work station or a UNC (Universal Naming Convention) path. Inbound and outbound transactions with IBM are saved in this directory. There is also an IBM-OM.mdb file, which is the memory of the Add-In for Excel. Do not remove this file-check that it is backed up or on a shared drive. IBM Gateway Credentials Tab: User name and Password: Defined by the user and verified in Set Password. The ID and password must be set in IBM.com registration before entering it in the Add-In Options. Network Path: For web services (EIMS choice) the network path is defined with an https URL representing the web services port which is unique per environment, i.e., test or production. For the E2open B2B Client (RN choice) the network path is either a network directory on the user work station or a UNC (Universal Naming Convention) path, protected or not by a user code and a password. Inbox and outbox directories (in write mode) are expected in this path. Proxy Server: If the users Internet Browser Options are set to use a proxy server, the Address, Port, User Name and Password in the Addin Options can be set by right clicking on white space of the IBM Gateway Credentials tab and selecting Proxy Server. BP Identifiers Tab: BP Name: Must match the BP name from GPP registered partners. BP GW ID (DUNS): Should be the same Gateway ID defined for the registered partner in GPP. CEID: The IBM BP CEID defined in GPP registered partner information. BP SalesRep email: it is used to filter opportunities based on the sales team. The tool checks whether the sales team addresses include the one specified here. For BP Opty Focals who are accessing all opportunities for their firm enter the common email address tail, for example [email protected]. This will only allow you to work with opportunities assigned to this person. If you are working with optys for many sales reps, you will want to put *@partnercompany.com* in this field. The following two Options Tabs can be displayed by double clicking on the BP Identifiers tab. Maintenance Tab: Delete Opty in Pending Acceptance: This button will delete any oppties in Pending Acceptance Status from the local IBM-OM.mdb database. Delete Error Messages: This button will remove error messages that exist in the local IBM-OM.mdb database. Delete Opty Using GPP Number: This button will remove one opty or a list of oppties (comma separated) from the IBM-OM.mdb, but keep all the related opty xml files in the archive directory. Compact: This button will compact the IBM-OM.mdb database to recover disk space.


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History Log: This button will load the spreadsheet with history records from the archive directory of an opty. Admin Tab: Maximum Message Read Count: Determines the number of messages received before asking the user to continue or stop processing. Repeat Header Data When Receiving: From within a list spreadsheet, opty header data is repeated on each line where the opty is located (helpful to build pivot table) Add BP# to BODID: Add the BP Opportunity Number field contents to the BODID. Preserve Cell Formula: When the Add-in writes data in a cell, if the cell contains a formula, it doesn't overwrite it. Validate XML: Turn XML schema validation on and off. Confirm: Displays a message box before any communication (send or receive) is made with the IBM gateway. Fix Account Quote: Sends the account structure in a way to get quote accepted by GPP. DB Name: Define the file name and path (if located outside of the default archive directory) of the local access database. OLE DB Provider: Allow the user to change the OLE DB provider to any other one and provide any other parameters to fit their needs. e.g. Allow the Add-in to use a database server instead of the IBM-OM.mdb. Combined Refresh & Receive: Merge the Refresh & Receive menu items and function into one menu item. Show Maintenance: Maintenance Tab is displayed by default when checked. Skip XML Sync: Prevent any messages sent to the IBM gateway. Receive is still allowed. Messages Pop-up: Display message box. Useful when the BP is integrating the tool into another application. Lock Options: Disallow changing options. This is used by any BP having a centralized distribution of the Add-in XLA file, to guarantee the user doesn't change anything to the setup.

2.4.2 Save Options The options are saved in the Add-In. Therefore, when the Add-in is updated the options will not automatically be there. In order to make a backup of the Options for future loading, Click IBM menu Click Check for Updates


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Click Export Settings

An “Export Settings As” popup displays from which to navigate to the directory to save the settings and leave the default file name or overwrite it with a name of choice:


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2.4.3 Reload Saved Options To reload saved options, for example, after the Add-In has been updated: Click IBM menu, then Click Check for Updates,


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Click Import Settings

An “Import Settings As” popup displays from which to navigate to the directory where settings were saved and locate and select the file:


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2.5 Map opportunity data

2.5.1 Opportunity Layouts The IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel can handle the layout of opportunities in a worksheet in several formats, be it one opportunity per row, one opportunity per column, or one opportunity per worksheet. How the opportunity is situated on the worksheet will effect how the mapping is done, but the mapping itself is the same process across all layouts.

2.5.2 Map Out a Field In order for the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel to know where to get the data, you have to tell it where to find it on the worksheet. However IBM provides a previously mapped spreadsheet and this step is not necessary unless you want to create your own spreadsheet mapping or enhance the existing template. To map out the fields in the Add-in, take the following steps.


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1. Open the mapping screen by going to ‘IBM’ Named cell Maps.

2. In the mapping dialog box, select the cell name from the list that you want to map out. Note that the white box in the bottom right corner defines the field and states if it is a required field to map.


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3. Select the first cell of the column/row that will contain the data that you are mapping.

If the worksheet is an opportunity per row, then select the first cell of the column that will contain the data.

4. Once you select the cell, the cell range definition will appear in the ‘Refers to:’ text box at the bottom of the mapping dialog box.

5. Click the Define button and the cell range definition will be assigned to the cell name list in the RefersTo column.

6. Move on to the next field to map, and continue the steps until all mapping is complete.


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2.5.3 Save the Mapping When all mapping is complete, select a save option.

a. Save into Workbook: this option will save all the mapping data to the workbook. Doing this will allow the end-user to have different mappings between workbooks.

b. Save into Add-In: selecting this will save the mapping data to the add-in and not the workbook. This will ensure that the mapping stays with any workbook that is open.

Select Ok to save the mapping data and close the mapping dialog box.

2.5.4 Layouts Each layout (row/column/sheet) differs slightly in how you will map it. These differences are shown below.

2.5.4.1 Opportunity Per Row When mapping fields for a worksheet that has the opportunity going across the row, you will select the first cell for each column. For example, if you are mapping out the IBM.OPTY.DESCRIPTION field, and your worksheet has that information contained in column F, then your cell range definition for that mapping will be the first cell of that column, or cell F1.


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2.5.4.2 Opportunity Per Column If your worksheet has the data for an opportunity contained in a column, then the IBM.OPTY.DESCRIPTION field for all opportunities will be contained in a single row. In this case you would map out the cell in that row, or cell A6.

2.5.4.3 Opportunity Per Worksheet A partner can create their workbook so that each worksheet contains only one opportunity. In this case, each cell map name will be mapped out to the actual cell that will contain the data, and not the field label or header. In the example below, to map out the BODID value you would select cell C2, where the data is actually going to be contained.

2.5.5 List Values


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When dealing with items that have a 0/1-to-many relationship, the Add-in needs to be told how these are configured in the worksheet. This is done using the ‘list’ values in the named cell mapping dialog screen. The ‘list’ values are identified by an ‘*’ in the list column, as seen below with the IBM.OPTY.BPNUMBER field.

When a line item could be listed multiple times within a worksheet, the add-in needs to be told how to recognize this fact. Nodes that could be listed more than once would be the Account Contact, Revenue, Sales Team, and Notes. In the case of the Opportunity Per Row and Opportunity Per Column layouts, the opportunity itself is the node that can be listed multiple times in a worksheet. In order for the IBM Global Partner Portal Opportunity Management B2B Add-In for Microsoft Excel to know that the node is a list and continues beyond the first record, at least one cell needs to be identified as the list (or key) column.

2.5.5.1 Lists in Opportunity Per Row Layout Since in this case, the opportunity itself is a repeating node, the sub-nodes such as revenue and sales team that repeat do not need to be mapped out as a list. They will inherit the list property through the mapping of the opportunity as a list.


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To tell the add-in that the opportunities will repeat across rows, we have to select one data value at an opportunity level that is capable of being identified as a list value. It is suggested that the IBM.OPTY.BP.NUMBER cell be used, as this is one value that will always be populated in the partner’s worksheet. To map the cell out as a list value, take the following steps:

1. In the named cell mappings dialog box, select the cell name that you want to map as a list. Only cell names with the ‘*’ in the list column can be identified as a list.

2. Now, select the column that will contain the values. The entire column needs to be selected, not just the first cell in the column. Do this by clicking the header of the column that contains the alpha designator. In the example below, the ‘A’ header is selected.


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3. The cell range definition should be in the Refers To: text box, as seen below. Click the Define button to have the range definition mapped to the cell name.

4. The cell name should now reflect the new mapping, and the ‘*’ in the List column should be a ‘Y’ to indicate that that cell name has been identified as a list value.


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2.5.5.2 Lists in Opportunity Per Column Layout The mapping for the Opportunity Per Column layout is the same as the Opportunity Per Row layout, except for selecting an entire row as the list, rather than the column. The cell range definition should look similar the screen shot below.

2.5.5.3 Lists in Opportunity Per Worksheet Layout With this layout, the opportunity is listed only once in the worksheet, so it is not necessary to identify a list value at the opportunity level. The sub-nodes (revenue, sales team, contact,


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and notes), on the other hand, can still have multiple records and need to have a cell value within those nodes identified as a list. Each node should have at least one cell value identified as a list/key value.

In the example above, the revenue line items were placed below the opportunity level data. IBM.OPTY.REVENUE.LINENBR was flagged as the list value for the revenue node. The mapping was established by selecting the range of cells in column A, cells 37 – 51, allowing for 15 revenue line items. You could extend this range for as far as Excel has rows. The remaining revenue fields will be mapped out the same as a regular field, by defining the range as being the first cell of the first data line for each perspective column. The Add-in will now know where to look for the revenue data, and because of the list mapping, will know that the line items can repeat down by rows. For the case where the Revenue Line Number has the entire column or row to itself, the whole row or column can be selected for the IBM.OPTY.REVENUE.LINENBR list mapping, and then a maximum number of Revenue items does not have to be predetermined:


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2.6 Add-in updates If an update to the Add-in is available, then when you open Excel, a popup will announce it and then navigate to IBM-Check Updates to bring up the Check for Updates window. Your Options settings will not automatically transfer to the updated Add-in so be sure to Save Options before proceeding with installing the Add-In. A new IBM-OM.xla file will be provided by IBM. Replace the current IBM-OM.xla file with the new one provided. After the add-in update is installed, you may -Reload Saved Options

2.7 Load IBM List of Values

2.7.1 Load the latest List of Values For some data elements, IBM requires the Business Partner to provide values belonging to an IBM standard list which may be updated monthly by IBM, known as the List of Values. To load the current List of Values first click on the IBM menu and then on the Check for updates and Select the Code set tab. Then Click the Update Now button.


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2.7.2 Copy to spreadsheets After the List of Values is loaded, the Add-In has an option to copy them to Workbooks on drives on your system. The List of Values will be added in a Worksheet, IBM_OPTYLIST. The receiving Workbooks must not be open. Click the IBM menu and Copy code set…


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In the Select one or more workbooks to be loaded with opportunity code sets window navigate to the desired directory path, select one or more Workbooks where the code sets will be added and Click Open:

3 Exchange Opportunity Data with IBM

3.1 Send Opportunity data to IBM After the Options are set and the data mapping has been executed, the mapped opportunity data is sent to GPP, by clicking on the IBM menu and then Selecting Sync GPP Opty as shown below:


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3.2 Receive Opportunity Data from IBM

3.2.1 Refresh Opportunities

1. To receive updates only for opportunities already in the worksheet, select ‘IBM’ Refresh GPP Opty.

2. Once the Add-in is done updating your worksheet with new messages, it will return you to your worksheet to view the changes

Note: The Add-in will download ALL messages from IBM. All messages are downloaded and maintained in the archive folder. Refresh prevents the Add-in from adding additional opportunities to the worksheet.


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3.2.2 Receive New/Updated Opportunities

1. To receive new opportunities and opportunity updates from IBM for opportunities not in the current worksheet, select ‘IBM’ Receive new GPP Opty.

2. If you have the receive filter option turned on, you will get the following dialog presenting you with several filter options. Make your selections and click ‘Ok’ to continue. Explanations of the filter options follow. Note: setting the filters will not keep the Add-in from downloading ALL messages from IBM. All messages are downloaded and maintained in the archive folder. Filters prevent the Add-in from placing all records in the worksheet.


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a. Receive only pending acceptance opty: turn this flag on if you want the Add-in to enter only opportunities that require acceptance (Opportunity will be in a ‘pending acceptance’ status).

b. Receive opty updated since: entering a date will keep the Add-in from process opty messages with an update date prior to the date given.

c. Receive closed opty: selecting this option will tell the Add-in that you want to receive updates for opportunities that have already been closed.

d. Receive opty not yet in the sheet: this will allow you to include opportunities that are not in the worksheet already. Turned on and it will create new records in the worksheet for opportunities that are not in the spreadsheet yet. Close opportunities are excluded. Turn it off and the Add-in will not create new records for opportunities not in the spreadsheet.

e. Save as default: check this flag to have your changes set as the default settings the next time you synchronize with IBM.

3. Once the Add-in is done updating your worksheet with new messages, it will

return you to your worksheet to view the changes.


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4 Data Cookbook

4.1 Send a new opportunity to GPP When the IBM Opportunity number, IBM.OPTY.IBM.NUMBER in the Named Cells Mapped menu, is blank, that flags the opportunity as a new opportunity to be created.

4.2 Send an update to an opportunity that is in GPP When the IBM Opportunity number, IBM.OPTY.IBM.NUMBER in the Named Cells Mapped menu, is populated, that flags the data as an update to an existing opportunity.


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4.3 Accept or Reject an Opportunity from IBM An opportunity in Pending Acceptance status may be accepted or rejected by including a valid status value from the IBM List of Values, in the cell mapped from IBM.OPTY.ACCEPT.STATUS.

A resend of the opportunity accept/reject may be forced by mapping IBM.OPTY.ACCEPTREJECT to a cell with a ‘Y’ in it.


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4.4 Add a Revenue item to an Opportunity

4.4.1 Opportunity per row or column Repeat the list flag value for each Revenue item, and for the opportunity each Revenue item must have a unique revenue line number. In the following graphic, the list flag is the Business Partner Opportunity number. The first opportunity has 4 revenue items and the second opportunity has 3 revenue items:


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4.4.2 Opportunity per worksheet

In the example above, the revenue line items were placed below the opportunity level data. IBM.OPTY.REVENUE.LINENBR was flagged as the list value for the revenue node. The mapping was established by selecting the range of cells in column A, cells 37 – 51, allowing for 14 revenue line items. You could extend this range for as far as Excel has rows. The remaining revenue fields will be mapped out the same as a regular field, by defining the range as being the first cell of the first data line for each perspective column. The Add-in will now know where to look for the revenue data, and because of the list mapping, will know that the line items can repeat down by rows. For an opportunity each revenue line number must be unique. For the case where the Revenue Line Number has the entire column or row to itself, the whole row or column can be selected for the IBM.OPTY.REVENUE.LINENBR list mapping, and then a maximum number of Revenue items does not have to be predetermined:


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4.4.3 Alternate method for up to 5 Revenue items If there are a maximum of 5 revenue items, then the data elements can be discretely mapped from IBM.OPTY.REVENUE1.xxx, IBM.OPTY.REVENUE2.xxx, IBM.OPTY.REVENUE3.xxx,

IBM.OPTY.REVENUE4.xxx, and IBM.OPTY.REVENUE5.xxx,

to individual cells in the worksheet. The IBM.OPTY.REVENUEn.LINENBR values must each be unique within one opportunity.


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The following shows the mapping of the IBM.OPTY.REVENUE3 entities, each an individual cell map from line 4 of the worksheet. Similarly, IBM.OPTY.REVENUE1 entities would all be mapped to line 2, IBM.OPTY.REVENUE2 entities would all be mapped to line 3, and IBM.OPTY.REVENUE4 entities would all be mapped to line 4 cells:

4.5 Add a Sales Team member to an Opportunity

4.5.1 Opportunity per row or column Repeat the list flag value for each Sales Team member, and for the opportunity each Sales Team Email must be unique. In the following graphic, the list flag is the Business Partner Opportunity number. The first opportunity has 4 Sales Team members and the second opportunity has 3 Sales Team members:


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In the example above, the Sales Team members were placed below the opportunity level data. IBM.OPTY.SALES1.EMAIL was flagged as the list value for the Sales Team node. The mapping was established by selecting the range of cells in column A, cells 37 – 51, allowing for 14 Sales Team members. You could extend this range for as far as Excel has rows. The remaining revenue fields will be mapped out the same as a regular field, by defining the range as being the first cell of the first data line for each perspective column. The Add-in will now know where to look for the Sales Team data, and because of the list mapping, will know that the line items can repeat down by rows. For an opportunity each Sales Team member email must be unique.


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For the case where the Sales Team email has the entire column or row to itself, the whole row or column can be selected for the IBM.OPTY.SALES1.EMAIL list mapping, and then a maximum number of Sales Team members does not have to be predetermined:

4.5.3 Alternate method for up to 5 Sales Team Members If there are a maximum of 5 Sales Team members, then the data elements can be discretely mapped from IBM.OPTY.SALES1.xxx, IBM.OPTY.SALES2.xxx, IBM.OPTY.SALES3.xxx,

IBM.OPTY.SALES4.xxx, and IBM.OPTY.SALES5.xxx,


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to individual cells in the worksheet. The IBM.OPTY.SALESn.EMAIL values must each be unique within one opportunity. The following shows the mapping of the IBM.OPTY.SALES3 entities, each an individual cell map from line 4 of the worksheet. Similarly, IBM.OPTY.SALES1 entities would all be mapped to line 2, IBM.OPTY.SALES2 entities would all be mapped to line 3, and IBM.OPTY.SALES4 entities would all be mapped to line 4 cells:

4.6 Add a Contact to an Opportunity

4.6.1 Opportunity per row or column Repeat the list flag value for each Contact, and for the opportunity each Contact Family Name must be unique. In the following graphic, the list flag is the Business Partner Opportunity number. The first opportunity has 4 Contacts and the second opportunity has 3 Contacts:


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In the example above, the Contacts were placed below the opportunity level data. IBM.OPTY.CONTACT1.FAMILYNAME was flagged as the list value for the Contacts node. The mapping was established by selecting the range of cells in column A, cells 37 – 51, allowing for 14 Contacts. You could extend this range for as far as Excel has rows. The remaining Contact fields will be mapped out the same as a regular field, by defining the range as being the first cell of the first data line for each perspective column. The Add-in will now know where to look for the Contact data, and because of the list mapping, will know that the line items can repeat down by rows. For an opportunity each Contact Family name must be unique.


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For the case where the Contact Family name has the entire column or row to itself, the whole row or column can be selected for the IBM.OPTY.CONTACT1.FAMILYNAME list mapping, and then a maximum number of Contacts does not have to be predetermined:

4.6.3 Alternate method for up to 3 Contacts If there are a maximum of 3 Contacts, then the data elements can be discretely mapped from IBM.OPTY.CONTACT1.xxx, IBM.OPTY.CONTACT2.xxx,

and IBM.OPTY.CONTACT3.xxx,

to individual cells in the worksheet. The IBM.OPTY.CONTACTn.FAMILYNAME values must each be unique within one opportunity. The following shows the mapping of the IBM.OPTY.CONTACT3 entities, each an individual cell map from line 4 of the worksheet. Similarly, IBM.OPTY.CONTACT1 entities would all be mapped to line 2, and IBM.OPTY.CONTACT2 entities would all be mapped to line 3 cells:


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4.7 Add a Note to an Opportunity

4.7.1 Opportunity per row or column Repeat the list flag value for each Note, and for the opportunity each Note text must be unique. In the following graphic, the list flag is the Business Partner Opportunity number. The first opportunity has 4 Notes and the second opportunity has 3 Notes:


In the example above, the Notes were placed below the opportunity level data. IBM.OPTY.NOTE1.TEXT was flagged as the list value for the Notes node. The mapping was established by selecting the range of cells in column A, cells 37 – 51, allowing for 14 Notes. You could extend this range for as far as Excel has rows. The remaining Notes fields


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will be mapped out the same as a regular field, by defining the range as being the first cell of the first data line for each perspective column. The Add-in will now know where to look for the Notes data, and because of the list mapping, will know that the line items can repeat down by rows. For an opportunity each Note text must be unique. For the case where the Note text has the entire column or row to itself, the whole row or column can be selected for the IBM.OPTY.NOTE1.TEXT list mapping, and then a maximum number of Notes does not have to be predetermined:

4.7.3 Alternate method for up to 5 Notes If there are a maximum of 5 Notes, then the data elements can be discretely mapped from IBM.OPTY.NOTE1.xxx, IBM.OPTY.NOTE2.xxx, IBM.OPTY.NOTE3.xxx, IBM.OPTY.NOTE4.xxx,

and IBM.OPTY.NOTE5.xxx,

to individual cells in the worksheet. The IBM.OPTY.NOTEn.TEXT values must each be unique within one opportunity. The following shows the mapping of the IBM.OPTY.NOTE3 entities, each an individual cell map from line 4 of the worksheet. Similarly, IBM.OPTY.NOTE1 entities would all be mapped to line 2, IBM.OPTY.NOTE2 entities would all be mapped to line 3 cells, and if there were 4 or 5 notes then IBM.OPTY.NOTE4 entities would all be mapped to line 5 cells and IBM.OPTY.NOTE5 entities would all be mapped to line 6 cells:


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4.7.4 Usage of the UCID in a Note The UCID, or Unique Control ID, can be used within a note to associate an opportunity to the co-marketing tracking number associated with an application and claim of a marketing activity. When the UCID is used in a note, there is a job that runs nightly to search for UCIDs in a note and when it finds a valid UCID the GPP fields for UCID and associated Opportunity Source are updated. These fields are not updated until the day after the UCID is entered in a note. Notes can not be deleted or edited in an opportunity. However, additional UCIDs can be added or the Source ID can be deleted from an opportunity within the spreadsheet assuming the IBM.OPTY.SOURCE1.DELETE, IBM.OPTY.SOURCE1.ID and IBM.OPTY.SOURCE1.ISPRIMARY fields are mapped.

4.8 Delete a Revenue item from an Opportunity For the Revenue item you want to delete, map IBM.OPTY.REVENUEn.DELETE and have the value set to Y to delete. For example, the following has a one opportunity per worksheet layout with a list mapping on the Revenue line number and of the 3 revenue items in it, only the second revenue item is being deleted, signified by a Y in the delete field:


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4.9 Delete a Sales Team member from an Opportunity For the Sales Team member you want to delete, map IBM.OPTY.SALESTEAMn.DELETE and have the value set to Y to delete. The following example of an Opportunity per row mapping demonstrates deletion of the second of three Sales Team members on the opportunity. Note that the Primary on the Sales Team may not be deleted


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4.10 Delete a Contact from an Opportunity For the Contact you want to delete, map IBM.OPTY.CONTACTn.DELETE and have the value set to Y to delete.


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The following example illustrates deletion of the second of three Contacts for the opportunity when each Contact field has been explicitly mapped using the alternate method:


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5 Appendix A: Data fields Descriptions Cell name Required (R) Description Required

Mapping (RM)

Oppurtunity Level Data IBM.OPTY.ACCEPT.STATUS RM Identifies the accept status of the opportunity IBM.OPTY.ACCEPTREJECT RM IBM.OPTY.BODID RM Unique key identifying the message IBM.OPTY.BP.NUMBER BP source opportunity number IBM.OPTY.CLOSEREASON RM When closing the opportunity, a close reason

must be provided. Acceptable close reasons codes are provided by IBM.

IBM.OPTY.CLOSEREASONID IBM.OPTY.COMARKETING IBM.OPTY.COMARKETING.DELETE IBM.OPTY.CREATETIME Opportunity creation timestamp IBM.OPTY.CURRENCY R Code identifying the country currency type being

used in the Total Amount field. Acceptable Currency codes are provided as a list by IBM.

IBM.OPTY.DECISIONDATE R The anticipated date that a decision will be made by the customer regarding the opportunity.

IBM.OPTY.DEPARTMENTNAME IBM.OPTY.DESCRIPTION R Opportunity description (max 200 chars) [required] IBM.OPTY.GPPPRIVATE R IBM.OPTY.IBM.ISU.CODE Industry Solution Code. Acceptable codes are

provided as a list by IBM. IBM.OPTY.IBM.NUMBER RM IBM opportunity number IBM.OPTY.RESTRICTED R Restrict access to opportunity data while it is in

the GPP system IBM.OPTY.SALESSTAGE Indicates the stage that the opportunity is

currently in. Acceptable Sales Stage codes are provided as a list by IBM.

IBM.OPTY.SOURCEID R IBM.OPTY.TOTALAMOUNT Total Amount of the opportunity for all revenue

items. IBM.OPTY.UPDATETIME The date that the opportunity record was last

modified. IBM.OPTY.WINPROBABILITY R Current probability that the opportunity will be

won. IBM.OPTY.ACCOUNT.ADDRESS1 R Account street address [required] IBM.OPTY.ACCOUNT.ALTERNATENAME Alternate account name IBM.OPTY.ACCOUNT.CITY R Account city [required] IBM.OPTY.ACCOUNT.COUNTRY R Account country (iso code) [required] IBM.OPTY.ACCOUNT.DUNS Account D&B number


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IBM.OPTY.ACCOUNT.FAX Main Fax Number IBM.OPTY.ACCOUNT.IBMNBR IBM Customer Number IBM.OPTY.ACCOUNT.LANGUAGE ISO639-2 language code of account IBM.OPTY.ACCOUNT.NAME R Account legal name IBM.OPTY.ACCOUNT.NAME.JPN Name of the account in native language IBM.OPTY.ACCOUNT.PHONE Main Phone Number IBM.OPTY.ACCOUNT.STATE Account state in country IBM.OPTY.ACCOUNT.ZIP Account postal code IBM.OPTY.CONTACT1.ALTFAMILYNAME Alternate Last Name IBM.OPTY.CONTACT1.ALTGIVENNAME Alternate First Name IBM.OPTY.CONTACT1.DELETE IBM.OPTY.CONTACT1.EMAIL E-mail address of the contact IBM.OPTY.CONTACT1.FAMILYNAME R Last name of the primary contact [required] IBM.OPTY.CONTACT1.FAX Fax number of the primary contact IBM.OPTY.CONTACT1.GIVENNAME R First name of the primary contact [required] IBM.OPTY.CONTACT1.JOBTITLE Job description for the primary contact IBM.OPTY.CONTACT1.LANGUAGE R ISO639-2 language code of the primary contact

[required] IBM.OPTY.CONTACT1.MIDDLENAME Middle name for the primary contact. IBM.OPTY.CONTACT1.PHONE R Phone number for the primary contact IBM.OPTY.CONTACT1.SALUTATION Salutation to be used with the primary contact,

such as Dr. or Mr. A list of acceptable values is provided by IBM.

REVENUE Line Item Level IBM.OPTY.REVENUE1.AMOUNT Amount for the revenue item (Price*Qty) IBM.OPTY.REVENUE1.BILLDATE R Anticipated decision date for the revenue item IBM.OPTY.REVENUE1.BRAND IBM Level 20 code from the IBM Global Branding

Table. The table will be provided by IBM. IBM.OPTY.REVENUE1.BRANDID IBM.OPTY.REVENUE1.CREATETIME Date/Time stamp for the creation of the revenue

line item. IBM.OPTY.REVENUE1.CURRENCY R Code identifying the country currency type being

used in the Amount field. Acceptable Currency codes are provided as a list by IBM.

IBM.OPTY.REVENUE1.DELETE IBM.OPTY.REVENUE1.FAMILY R IBM.OPTY.REVENUE1.FAMILYID IBM.OPTY.REVENUE1.LINENBR R Sequence number for the particular item. IBM.OPTY.REVENUE1.NOTE Text note for the revenue item IBM.OPTY.REVENUE1.PROBABILITY R Current probability that the revenue item will be

won. IBM.OPTY.REVENUE1.QUANTITY R Quantity of the brand being sold


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IBM.OPTY.REVENUE1.TYPE Code identifying the revenue type. List of acceptable codes will be provided by IBM.

IBM.OPTY.REVENUE1.TYPEID IBM.OPTY.REVENUE1.UPDATETIME Date/Time that the revenue item was last

modified. SALES Team Line Item Level IBM.OPTY.SALES1.DELETE IBM.OPTY.SALES1.EMAIL R E-Mail address for the sales team member IBM.OPTY.SALES1.FAMILYNAME R Last Name of the sales team member IBM.OPTY.SALES1.GIVENNAME R First Name of the sales team member IBM.OPTY.SALES1.ISPRIMARY R Flag that identifies the sales team member as the

primary for the opportunity. IBM.OPTY.SALES1.JOBTITLE R Job title for the sales team member IBM.OPTY.SALES1.NAMECORP IBM.OPTY.SALES1.ROLE The role of the sales team member on the

opportunity. Acceptable role codes will be provided by IBM.

Misc. Items IBM.OPTY.ERROR.MSG RM Error message. This field is used if the return

message is an acknowledgment/error message being returned after an opportunity submission.

IBM.OPTY.MSG.DATETIME RM Date and time stamp for the error message. Notes Line Items IBM.OPTY.NOTE1.AUTHOR Author of the Note IBM.OPTY.NOTE1.DATE Date of the Note IBM.OPTY.NOTE1.ID IBM.OPTY.NOTE1.TEXT Content of the Note IBM.OPTY.NOTE1.TYPE


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6 Appendix B: FAQs 1. I am getting a timeout error, what could be the problem? If you are running in the test environment then the account information you are using is probably wrong. GPP is case sensitive on account name and address and there is probably a mismatch. You need to make sure all your data is consistent with the data within the GPP T1 Staging environment. 2. My settings are being cleared when I update the Addin. Every time you update the addin the settings will be cleared. Once you set up your settings, export settings from the Check For Updates window. Every time you update the Addin you can import your settings and be ready to go. 3. The BP wants to include data that they will not be sharing with IBM in the B2B Add-In spreadsheet. How can they do it? The spreadsheet can be customized with any additional rows/columns. As long as the cell is not mapped via the IBM-Named Cells Map menu, then it will not be sent to IBM. 4. Can I delete the archive directory which is specified in the IBM-Options? The archive directory contains an IBM-OM.mdb file as well as all the transactions both to and from IBM. The IBM-OM.mdb file must NOT be deleted, since it maintains a history and reference. The .xml and .txt files, which contain the transactions, may be deleted when their usefulness has passed. 5. How does the Add-In handle multiple revenue, sales team and contact line items when the opportunity is contained across a row? A given opportunity can span multiple rows. It will span as many rows as it needs to accommodate the amount of multiple line items within the opportunity. If an opportunity contains two revenue line items, the the opportunity will span 2 rows in the worksheet. It is important in this case that whatever field has been identified as the key/list value, be filled across all rows for a given opportunity. For example, if the partner opportunity number is the key field, it must be filled in for each row that the opportunity covers or the Add-In will not know that the rows are for one opportunity.


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6. Is a contact required when sending an opportunity to IBM? No, a contact is not a required element to be sent, and it is not required to map the contact fields. 7. If a partner sends updates for opportunities that have not changed, is there logic on IBM's side to check and see if there are any changes compared to the data that is already in the GPP system? This stems from the fact that the Add-In sends in files for every opportunity within the worksheet, even if there have not been any changes made. This is not an issue. The GPP system compares the data sent to what is contained in the database, and only updates those fields that are different. 8. Are the sales team records for IBM team members or the Business Partner team members? The sales team records can contain both, and even sales team members from other Business Partners. The primary sales team member will likely be from the owning partner's organization. The sales team members must have positions in GPP. 9. Is there an agreement/contract that has to be signed in order to send messages through the Gateway? No. The contracts and agreements that are signed in order to use GPP cover the communication of opportunity data through the B2B Gateway. 10. Will the contact information sent to IBM be protected from distribution to other sales teams internal to IBM and IBM's other partners? Yes. Information gathered from the opportunity data is for forecasting purposes, and is not available to IBM sales team members or other external IBM partners. 11. Will the password being sent as part of the posting transaction be encrypted for protection? Yes, the password is encrypted. In fact, the entire transaction is encrypted based on the HTTPS standard protocols. 12. When I select Sync GPP Opty in the Add-In, I get a popup "GPP opportunity has been submitted(0)". Why aren't my opportunities being sent?


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There are a few filtering mechanisms which can be checked. a. One is the BP Sales Rep Email on the Options screen. The pattern here must be found in the sales team email field in the spreadsheet for the opportunity to be sent. b. Also check the Named Cells Map, for a cell with a Y under the list column. Then see if the corresponding cells in the spreadsheet are populated. List key cells must be populated. c. Commonly the list key will be either the BP Opty Number or the IBM Opty Number. If you are sending IBM new opportunities, then the BP Opty Number field will likely be populated and should be the list field. d. If the Named Cells Map is a column in which you have no data, then another column that will always have data needs to be chosen 13. The Addin seems to be uninstalling itself. The user should try not to let Excel copy the Add-In into his/her user's profile. The location of the Add-In can be found by clicking on the About menu. So the user should go in the Excel options, remove the Add-In, move it to a local directory on the computer and reinstall the Addin again. The issue is that the network Administrator may have or have not set some rights in the Add-Ins profile directory, so when the profile resync, it gets overwritten by the server default profile. I have reviewed the settings. Does the company's proxy require a User ID and password? If not, then I do not see any issues with the settings. As a troubleshooting step, I would verify their Internet Explorer Proxy Settings. I'm using Internet Explorer 8 and have attached some screen shots below of how to examine their IE proxy settings: 14. Connection error received when trying to Receive New Opty. It’s possible that there are proxy settings on Internet Explorer that needs to be transferred to the Addin settings. From Internet Explorer, go to Internet Options (Tools --> Internet Options):


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Next click "Settings" in the above screen capture


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Next click "Advanced" in the above screen capture.


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If your proxy settings are blank, stop here. If you have proxy settings in the screen above then register the Internet Explorer Proxy settings into the B2B Add-in. From the spreadsheet, click IBM, Options.

Complete the proxy settings


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7 Appendix C: Support Resources GPP Help Desk Monday through Friday, 8:00 a.m. to 8:00 p.m. Eastern Call PartnerWorld Contact Services 800-426-9990 Ask to be connected to the GPP Help Desk GPP Support Page http://www.ibm.com/partnerworld/mem/sell/sel_gpp_home.html

GPP Online Help http://sc4.ihost.com/gpp/3_0/dev/olh/enu/bp/gpp_pp.htm

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