How to Create Quote and Confirm Order in Salesforce Partner Community

Introduction

Quotes represent proposed prices for products and services. Quotes can be created from and synced with Projects and emailed to customers. Then, you can convert Quote into an Order and proceed with Order confirmation.

Create a Quote

• Select a Project you want to generate a Quote for and click Create Quote button:
   
  

Settings

In the Opportunity section, you can find the following information:

• Opportunity Name
• Account
• Currency
• ID of the quote that is being prepared
• Quote status (e.g. Draft)
• Proposal Name: a name autogenerated by the system, but you can enter a preferred custom name
• Playbook: Wildix Partners (default value)
• Contact: contact indicated in your Project details 
• DealRoom Publish Name: a name autogenerated by the system, but you can enter a preferred custom name
• Expiration Date: expiration date of the proposal. By default, it is one month from the quote generation, but you can enter a custom date if required.  
• Document Type: it is DealRoom by default.
• DealRoom Template: Wildix (default value)
• Document Template: Proposal V2 (default value)
• Proposal Summary Template: Internal (default value)
  
  

General Questions

• Document language: select language of the document
• Expected Implementation Date: select the date when the project starts (when all licenses get activated, etc.). 
• Billing Frequency: depending on the product chosen (Collaboration, x-bees, or x-hoppers), there are relevant billing frequency options available.
• Commitment: choose if you wish to commit for 3 or 5 years or proceed without commitment.
• Product of interest (read-only field): the product you’ve previously chosen for your project. You can select licenses for the chosen product, as well as devices in the Bundle section.
• Additional Configuration: here you have the following options:
  • CDS: CDS is a part of AI+Data Boost Bundles. Temporarily, to order AI+Data Boost, you need to select CDS, it will be addressed in future releases of SFPC (for more information, check the document AI+Data Boost Bundles Overview, Company Data Storage Flow). 
  • Additional Items: these include PBX, Phones, Headsets, W-AIR, Networking, Conference, Media gateways, Power supplies - anything you would like to add outside of the bundle.
  • Licenses Upgrade: here you can get x-caracal, Wizywebinar, Wizyconf, MS-PhoneSystem license 
  • CLASSOUND: lets to order New DID, Full Porting, Outbound Only, New Free Phone

  • Miscellaneous items: includes such services as Hardware, Software, Installation, Maintenance, Internet Connection

    Note: You can select multiple Additional Configurations if required. Depending on the chosen Additional Configurations, the relevant sections appear on the page.

• Price Multiplier: allows to adjust the recommended End user price. Enter the value by which the prices should be multiplied.
  
  
  

Company Data Storage bundle

In the Company Data Storage (CDS) section, choose the necessary CDS bundle (for more information, check the document Company Data Storage Flow):

License Bundle

In the bundle section, you can choose the activation date and licenses type: 

Once you select a license type, fill out the following fields:

• Number of users

Specify which bundle add-ons are required:

• Phones (Start, WorkForce, Vision, SuperVision, etc.)
• Headsets (DuoLED, MonoLED, DuoLED-BT, MonoLED-BT, etc.)
• W-AIR (WAIR-Basic, WAIR-Office, WAIR-LifeSaver, etc.) 
  
  

To add another bundle, click + (Add) button:

Choose a license and repeat the steps described above. 

Additional Items

Fill out the following fields:

1. Implementation Date: select the activation date for the selected additional items
2. Category: Phones, Headsets, W-AIR, Networking, Conference, Media gateways, or Power supplies
   
   
3. HWaaS or CAPEX: select if you want to order the product as HWaaS or CAPEX
4. Product: select necessary product of the chosen category
5. Quantity: indicate the needed number of items

To add other additional items, just click the + (Add) button and repeat the steps. 

Licenses Upgrade

Here you can get x-caracal, Wizywebinar, Wizyconf, MS-PhoneSystem license once the necessary license requirements are met (otherwise, you will see the relevant notification) 

1. Choose the Activation date
2. x-caracal: choose if you need x-caracal license
3. Wizywebinar (available for PBX with Collaboration licenses): indicate if you need Wizywebinar license. If positive, fill out the below field:
   Wizywebinar Licenses Quantity: enter the preferred number of licenses
4. MS-PhoneSystem: select if MS-PhoneSystem is required. 

CLASSOUND

• Choose Activation Date
  
• CLASSOUND Service: select the service required (Full Porting, Outbound Only, New DID, New Free Phone)

• Depending on service chosen, fill out the necessary fields, e.g. for New DID, fill out region, country, DID range, and quantity. 
  
  

  Note: In case of a New DID service for the following countries, you can choose DID Option (Regular or Mobile DID): UK, Belgium, Denmark, Poland, Sweden, Austria, Brazil, Colombia, Estonia, Finland, France, Ireland, Netherlands.

  
  In case of x-bees, the mobile DIDs support two-way SMS (for more details, check out the guide How to send and receive SMS/ MMS via CLASSOUND). In case of Collaboration, the new mobile DIDs are available for calls only. 

  Note:

  In case the Full Porting option, you can choose:

  1. Preferred Porting Date. Please, take into account that time frame for full porting is: incoming DIDs - 2+ weeks; outgoing DIDs - up to 2 days. In case of Instant Virtual Porting, the time frame for incoming DIDs is up to 2 days. 

  2. Instant Virtual Porting, where you can select if you want to use the option or not (to learn more about the feature, check out the documentation: CLASSOUND Instant Virtual Porting (IVP))

  
  
  

Miscellaneous items

• Select Implementation Date

• In the Item type field, choose the preferred service: Software, Hardware, Maintenance, Installation, Internet Connection. 

  Note: For Software and Hardware options, you also need to fill out the field Name. 

• Description: enter item description
• Type: choose type, Service or Capex
• Unit Partner Price: enter Partner price
• Unit End User Price: enter End User price
• Service or Capex: select type (Service in case it's recurring, e.g. monthly or Capex) 

Tax

See the section Get Tax of this guide for more details. 

Billing Information

Billing information is synced from Account data. 

Licenses Count

Provides an overview of licenses selected within this quote. 

Products Summary 

In the Products Summary section, you can see the list of all items of the quote, including such information: item name, sale price, quantity, stock quantity, commitment discount, cost per item, total cost, description, billing frequency, etc.:

Once you've prepared your quote, you can preview and save it. Preview and save options are available at the top panel:

• Preview DealRoom: click on the Preview DealRoom button at the top:
  
  It opens the preview of the proposal in DealRoom:
  
  

  Notes:

  • The proposal is valid for 1 month, within which it should be signed. 
  • The quote can be signed only after it is saved (signing option not available in draft).

  Here you can view information about Wildix services, see the list of items added to.the proposal, billing information, billing frequency, whether there is commitment or not, as well as terms and conditions.
  
  
  At the end of the document, there is e-Signature section:

  
  
  

  Notes: Signing option is not available until the quote is saved. 

• Preview PDF: after you click the Preview PDF button, PDF file with the draft of the quote is loaded on your device, so that you can view the quote details, terms and conditions, etc.
  
   
  

• When you are ready to save your quote, click Save to draft (1) -> Save & Make Primary (2):
  
  

  Notes:

  • When clicking Save & Make Primary button, the quote is synced with Salesforce. No syncing with Salesforce occurs if you click just Save. 
  • Only a Quote that has been made Primary, can be converted to an Order.
• There is also an option Submit Proposal:
  
  
  
  When you click on it, the quote is saved in the system. 
  On the next window that pops up, you have the following options:
  • Quick publish: get a link to the quote which you can copy and share with customer
  • Compose and publish: provides possibility to send email to the customer with the link to the DealRoom with the quote

View Quotes

The saved quotes appear in the Quotes section of the Project page:

The checkbox in the field Syncing indicates that everything is synced correctly:

To view quote details, you can click on the quote name: 

The quote page opens. Here, you can view details of your quote (e.g. quote name, order start and expiration date, total cost, etc.):

There is section Quote Line Items. Click on it to view the full list of selected items:

The Quote Line Items page opens:

You can also view quites via the View Quotes button on the project page:

You can also use the View Quotes button in the top panel:  

On the page that opens, you can view a table with quotes of the project and quotes details inlcuding status, update date, price, etc.:

If you click on the necessary quote, you get access to the following options to manage the quote: Edit/ View, Duplicate, Share with teammate, Archive, Publish:

Get Tax

After you save and make the Quote primary, open the Quote, proceed to the Tax section and click Get tax: 

On the window that opens, select the tax that displays (you can see quote name, amount of tax, and tax calculation status) and click Done: 

Manage existing Quotes

You can sort Tasks out by clicking on List Views: 

It is also possible to display Quotes as a Kanban board by clicking on Select list display: 

• To open a Quote, click on its Name
   
  

• From the Options Panel, you can create a PDF, stop sync, or send the Quote via email
  
  
  
  

• From the Related Panel, you can view the list of related Products/ Services, add Notes, upload attachments, create Tasks (via Activities section)
  
  

Create an Order from a Quote

1. Proceed to your quote: Project -> Quotes -> click on the quote name:
   
   
   
   

2. At the top of the quote page, click on the status Sent (1) and Mark Status as Complete (2):
   
   
   

3. Then, click on the status Accepted and Mark Status as Complete. After this the status is successfully changed to Accepted:

Once you mark Accepted quote status as Complete, the quote is converted into order and is available on the Order page:

To proceed with the order, you need to confirm the order. Open the order and click Confim Order:

On the screen that pops up you need to:

1) Choose the number of Service Licenses 

2) Enter and validate Master PBX DNS name:

3) Select Master PBX model:

In case of Cloud PBX, you also need to select PBX region:

Choose if you want to create WMS Network:

In case you've activated WMS Network option, fill out Client PBX(s) data (DNS name, type and region):

To add or delete Client PBX, click on the + or - buttons correspondingly:

Once you've filled out the Service License & PBX Configuration screen, click Next.

Then, you can select CAPEX items that should be delivered from Wildix:

On the next screen, you can see the list of items and the Activation Date. The activation date corresponds to the PBX activation date as the earliest license start date.

If you change a licence start date for a later date, it gets automatically applied to all items:

1. Tick off the checkbox Apply for Today to have the today date automatically applied to all items:
   
   

If you want to change start date for some products, click on the date or the Edit button (calendar icon) in front of the selected product:

Also, during order confirmation you can view the availability of items and when they should arrive in Wildix stock:

You need to select when you want to activate the PBX. You have the following options:


a) If the start date is more than 14 days from the order date:

• I need the system up and running, and ready for configuration on the start date.

• I need the system up and running, ready for configuration 14 days before the start date and I commit to keep it for at least 6 months. The start date can not be changed. Two weeks will be free of charge but with MRR gained.

b) If the start date is less than 14 days from the order date:

• I need the system up and running, and ready for configuration on the start date.
• I need the system up and running today and I commit to keep it for at least 6 months. The start date can not be changed. Period till the start date is free of charge but with MRR gained.

You need to select one of the options before you can proceed. Once the necessary option is ticked off, click Next. 

On the next screen, you need to choose Contact whom the order should be shipped to: 

Once you choose the contact, shipping address is filled out automatically from the contact's details. Make sure the address is correct, apply changes if required, and click Confirm Address:

Once completed, click Next.

Click OK on the pop-up screen that appears to confirm the order:

Once order status successfully changed, the first step of the order flow turns green:

Also, on the Order page you can generate PDF file of the Order, by clicking Generate Order PDF:

Confirm Reseller Orders

Resellers cannot approve their orders. Reseller orders need to be approved on the Partner side.

1. To do this, proceed to the Orders tab, find the Reseller order you want to confirm:

2. Open the order and click Confirm:

3. Proceed with the Order confirmation. 

Change Order 

In case you need to make any changes to a confirmed order / active Customer, you need to follow Change Order procedure. For more detailed instructions, check out the documentation Change Order and Fast Change Order Process in SFPC.