Salesforce Integration Features

Create and Sync Ordway Quotes in Salesforce

Use Ordway Quotes to create a quote from a Salesforce Opportunity and sync it to Ordway. You can then send the quote to your customer for acceptance and convert it to a subscription after both parties sign. This article explains how to configure Ordway Quotes, create and manage quotes, display Salesforce fields on quote templates, and troubleshoot missing field values.

Contents

• Prerequisites
• Activate Ordway Quotes and Configure Settings
• Import Quote Templates from Ordway
• Create a Quote
• Work with a Quote
• Custom Field Mapping and Troubleshooting for Quote Templates

Prerequisites

Before you begin, ensure that:

• Ordway Quotes is enabled for your organization. Contact Ordway Support to enable this licensed feature.
• An Ordway CPQ admin user is available to activate Ordway Quotes in Salesforce.
• The Salesforce Opportunity from which you want to create the quote already exists.

Activate Ordway Quotes and Configure Settings

Activate Ordway Quotes to allow users to create quotes in Salesforce and synchronize them with Ordway. After activation, configure whether quotes sync automatically between the two systems.

1. In Salesforce, navigate it to Ordway Settings.
   
2. Under Quotes Settings, set Activate Ordway Quotes to Yes. The Activate Ordway Quotes? confirmation message opens.
   
3. Select Yes to confirm the activation.
4. Click Save.
   The additional quote synchronization settings become available.
   

5. Configure the synchronization settings and select Save.

Import Quote Templates from Ordway

Import quote templates from Ordway before creating quotes that use those templates. Use Bulk Sync Jobs to import the templates into Salesforce.

1. Navigate to Bulk Sync Jobs.

2. In the Object list, select Quote Templates.
   
3. Select Sync from Ordway. You can monitor the status of bulk synchronization jobs in Apex Jobs.

Create a Quote

Create a quote from a Salesforce Opportunity to associate it with the relevant Account and Opportunity.

1. In Salesforce, open the Opportunity for which you want to create a quote.
   

2. In the button component bar, select Create Quote. The New Ordway Quote page is displayed. 
   
3. Complete the required fields. Required fields are marked with an asterisk (*):
   • Quote Information: Quote Name, Price Book, Account, Quote Date, Opportunity, Expiry Date, Contract Effective Date, Contract Term, Service Start Date, Renewal Term, and Billing Start Date
   • Signers: Recipient Name and Recipient Email
4. Click Save.
   Result: Salesforce creates the quote with the status Not Synced to Ordway. After the required information is complete, you can synchronize the quote with Ordway.

Work with a Quote

Manage a quote from its record page in Salesforce. The page provides actions for configuring, synchronizing, sending, and converting the quote. A synchronization indicator displays the quote's sync state, such as In Sync.

Before syncing a quote

You can perform the following actions before synchronizing the quote with Ordway:

• Select Template: Select a quote template.
• Add/Edit Plans: Add or edit plans included in the quote.
• Sync to Ordway: Synchronize the quote with Ordway.

After syncing a quote

After the quote is synchronized with Ordway, you can perform the following actions:

• Preview: Preview the quote.
• Activate & Send: Activate the quote and send it to the customer for acceptance.
• Cancel Quote: Cancel the quote before it reaches Accepted status.
• Update from Ordway: Retrieve updates from Ordway.
• View in Ordway: Open the quote in Ordway.

After both parties have signed the quote, select Convert to convert the quote into a subscription in Ordway.

Quote Statuses

The status bar displays the quote's current status. The available statuses are:

• Not Synced to Ordway
• Draft
• Out for Acceptance
• Accepted
• Expired
• Cancelled
• Completed
• Converted

Custom Field Mapping and Troubleshooting for Quote Templates

You can display Salesforce field values, such as a phone number, on an Ordway quote template by mapping the corresponding Salesforce field to Ordway and referencing the Ordway field in the template.

Display Salesforce Contact Fields on a Quote Template

To display a field from a Salesforce Contact:

1. Identify the Salesforce Contact field you want to display.
2. Map the Salesforce Contact field to its corresponding field on the Ordway Contact.
3. Ensure that the Contact data is synchronized between Salesforce and Ordway.
4. Reference the mapped field in the quote template using the supported template syntax.

Display Salesforce Account Fields on a Quote Template

To display a field from a Salesforce Account, such as a billing phone number:

1. Create a custom field on the Ordway Customer record.
2. Configure the field mapping from the Salesforce Account field to the corresponding Ordway Customer field. For example, the Salesforce field might be Billing_Phone_Number__c.
3. Update the quote template to reference the Ordway field. For example, the template expression might be customer.billing_phone_number.

If you also update this data in Ordway and want the changes reflected in Salesforce, configure the reverse field mapping from Ordway to Salesforce.

Troubleshoot Missing Quote Template Fields

A Field Value Does Not Appear on the Quote Template

Problem: A field value from Salesforce does not appear on the generated quote.

Resolution

1. Verify the Salesforce field value. Confirm that the field contains a value on the relevant Salesforce Account or Contact record.
2. Verify the record link. Confirm that the corresponding Ordway Customer or Contact record is linked to Salesforce and that the Salesforce ID is populated in Ordway.
3. Verify the field mapping. If the field was updated in Salesforce, confirm that the mapping is configured correctly.
4. Resynchronize the record. Sync the relevant Contact or Customer from Salesforce to Ordway to transfer the updated field value.
5. Refresh the quote PDF. After synchronization, make a minor update to the quote, such as editing the Notes field, to trigger a PDF refresh if this behavior is supported by your configuration.
6. Check Account field references. If the field belongs to a Salesforce Account, confirm that the mapping targets the corresponding Ordway Customer field and that the quote template references the correct field, such as customer.billing_phone_number.
7. Verify the quote's Contact. If multiple Contacts are associated with the quote, confirm that the intended Contact is linked to the quote and that its required field values have been synchronized.

If the issue persists, contact Ordway Support for assistance with field mapping and integration configuration.