Autodesk New Buying Experience update
We have put this information together to cover some updates to Autodesk’s New Buying Experience (NBE) and collated the answer some of the most asked questions for your easy reference.
If you have any questions or require further information, please contact your NTI Diatec Account manager or in one of the following ways:
Website: https://ntidiatec.com/
Email: autodesk@diatec.ie
Tel: (01) 8530661
Clarification of roles in New Buying Experience
In the NBE there are several roles that are new or renamed, these are:
The Contract manager is now called the Purchaser. The purchaser role has historically been called the contract manager. They are the Primary Admin for the account. They can approve quotes, pay invoices, manage and assign products etc. Purchasers can re-assign the primary admin role to another person in the organization but will retain their purchaser responsibilities.
If a Secondary payer purchases an order, they become Purchaser (Contract Manager) and Primary Admin. This can be switched back to the original Purchaser (Contract Manager) in the Autodesk Account by either party or contact NTI Diatec for help with this.
The Secondary payer (they will need an Autodesk account) can accept quotes and pay invoices. For instruction on setting this up see later section.
Purchasers (Contract Manger) can add up to five payers to handle transactions when using the pay-by-invoice payment method. See Payment section for information about assigning and adding payers.
The Secondary admins can assign and manage products, users, teams, and groups. They oversee user access to downloads, training, and usage. There are both primary and secondary admins. Primary admins can assign secondary admins.
Alternate Payer: individual, a group (public or private), or a financial institution that makes funds available to a person or business
Purchasing your quote:
Your partner will generate your quote, and you can access through your Autodesk account.
Your partner will generate your quote, and you can access through the email received.
- After requesting a quote from your partner, you will receive an email notification containing the quote. It contains the quote number, expiration date, and total price, including applicable discounts.
- Quotes can be sent to anyone in the company and up to five additional contacts.
- Accept the quote and select Buy in the email to purchase.
VAT
Please check your quotation contains your correct VAT number. If it is incorrect, please let us know so we can get it corrected, before you accept the quote. Autodesk will not accept an order in the VAT number is incorrect.
If you are VAT exempt, please send us your proof and we will liaise with Autodesk to get the updated on your account. Again, please do this prior to accepting any quote as Autodesk will not change it once issued.
Information you may be asked when processing your quote
1. Payer email address – the email address set up in your Autodesk account (finance email set up in your Autodesk account) ref adding secondary buyer
2. Add your CSN number – can be found on your invoice
3. Add the contract /purchaser email address of the contract manager
4. Subtotal – cost without the vat excluding currency symbol e.g. 3460.00
Vendor Onboarding
If your organisation has a vendor onboarding process and you haven’t yet set Autodesk up as vendor. Here is a link to the bank details etc. that you may need: https://www.autodesk.com/buying/terms-payments#vendor
If you have a vendor set-up form that you need support with, please contact Monica McNevin MMcNevin@diatec.ie for support.
Credit limit
As standard as soon as you have an Autodesk account set-up there is an automatic €100000 credit limit. If you require a higher limit, please contact NTI Diatec and we can work with you to have this increased.
Add PO to invoice
Many of our customers require their Purchase Order to be quoted on their Invoice. It is important to note that this cannot be done after accepting the quote, the screenshot below shows where you can do this during the accepting the quote process:
If you need to email your PO to Autodesk, you can send it here: PO.reception.do.not.reply@autodesk.com.
Please note, this mailbox is unmonitored and will return the following automatic message:
"Thank you for contacting Autodesk and sending us your Purchase Order.
If you are using our online cart experience, please also upload your Purchase Order at order placement in the designated PO field (please see here for guidance).
Referencing Invoice No. when paying
It is important to reference the Autodesk invoice no. you are paying when transferring the money, this ensures that the money is attached to that invoice and access to your products isn’t interrupted. Without taking this step you transferred funds may sit in your Autodesk account, and not used to settle the outstanding invoice.
If you have not received your invoice or cannot locate your invoice
Autodesk Account Basics | Billing and Orders | Print Invoices
Adding your Accounts/Finance email (Secondary Payer)
Customers can use the following steps to manage their Payer contacts from their Autodesk account.
1. A current Payer should go to one of the following pages in their Autodesk account and click Manage payers.
2. Invoices and Credit Memos under the Payer Number (Account CSN)
3. Subscription Details (clicking into subscription from Subscriptions and Contracts page) under the Pay by Invoice details in the Payment section (if they are also the Purchaser)
4. Subscription Details (clicking into subscription from Subscriptions and Contracts page) under the Pay by Invoice details in the Payment section (if they are also the Purchaser)
5. A side panel to Manage payers will appear with current payers listed.
6. Click Add another payer (optional) to add another payer contact.
7. If there are already five payer contacts, there will not be an option to add another. You should remove at least one contact to add another.
8. After clicking, they can enter the email address of the new Payer to be added and click Save.
9. If there is more than one Payer listed, they will also see the option to Delete payers (there must always be at least one payer).
10. Clicking Delete will ask them to confirm and inform them that the payer will receive an email notification about the deletion.
You can save up to five payer emails for each invoice. See Instructions (US Site). These payers receive invoices and notifications and are responsible for payment.
Things to note when adding a new payer detail:
· Payer could be a procurement department, the company's finance department, etc.
· Payers hold financial responsibility for settling the invoice.
· Payer receives invoices and invoice payment emails and can view and pay invoices from their Autodesk account.
· Payer does not manage subscriptions, users, or assignments unless the payer is the purchaser.
· Purchaser is the role of the person who transacts the order and is responsible for managing the subscription regarding orders and renewals.
Auto-renew off to avoid automatically billing
To avoid having all your existing Autodesk subscription automatically renewed each year, and being sent an invoice without an opportunity to review your needs for the upcoming year you can switch this feature off, as in the NBE after the first renewal this will automatically be set to ‘ON’:
Turn off automatic renewal
- Sign in to your account.
- In Billing and Orders > Subscriptions and Contracts, select a product to open the subscription details.
- Scroll down to the Renewal Details section and click Turn Off for the Auto-Renew setting.
- Follow the instructions to complete the change.
Turn off auto-renewal for multiple subscriptions
You can turn auto-renewal off for up to 100 subscriptions at once with the bulk auto-renewal feature.
- Sign in to your Autodesk account.
- Under Billings and Orders > Subscriptions and Contracts, use search or filter to generate a selected list of subscriptions.
- From the Actions menu, select Manage Auto-Renew.
- Choose to turn auto-renew off.
- Turn off auto-renew for all chosen subscriptions by selecting the checkbox at the top of the list.
- Select Continue and follow the on-screen instructions.
Switch-off and Dunning (debt recovery) process
The following illustration shows the Autodesk shut off process, this begins after the last day of your subscription expires.
Once your Autodesk invoice is issued the payment terms are strictly 30 days net, failure to pay within that period will trigger Autodesk’s debt recovery process. Triggering this will result in you losing the ability to pay by invoice for any Autodesk products. You will need to pay upfront for any future purchases.
Check details before accepting quote – invoices cannot be changed
It is important to check all the details in the quote such as Name, address, Vat number etc. once Autodesk invoices are issued, they cannot be changed retrospectively. If you spot any issues, please let us know straight away and we will get the details corrected BEFORE you accept the quote.
Cancellation of licences
If you incorrectly accept a quote, you can follow the instructions below to cancel these with Autodesk (we cannot do this for you).
Go to https://knowledge.autodesk.com/contact-support
And proceed from there.
Methods of Payments
Do not make a payment before receiving the Autodesk invoice, if you pay without getting the invoice or without assigning t to the invoice, you can follow the below to assign the payment:
Instructions for allocating payments to invoices
1. Sign in to your Autodesk Account.
2. Click on "Billing and Orders" and then select "Subscriptions and Contracts."
3. In the subscription list, select the product to open the subscription details.
4. If there is a "Manage" button, follow the "Change Renewal by Order Number" steps.
5. Scroll down to the "Renewal Details" section and click "Turn Off" for the Auto-Renew setting.
6. Follow the instructions to complete the change.
Payment methods that Autodesk will accept are:
· Credit Card (or Revolut)
· Direct Debit (BIC and IBAN)
· Pay by Invoice* (only available for email addresses with a corporate domain name)
· Bank transfer
*See section: Adding your Accounts/Finance email (Secondary Payer) for details on setting this up.
