Ordway's Salesforce integration allows you to turn Opportunities within Salesforce to contracts within the Ordway system with just the click of a button. This helps with process efficiency while also minimizing the chance for errors that arise via double keying.

This article highlights various Salesforce features as they relate to Ordway.

Table of Contents

• Opportunities in Salesforce
• Plan Picker
• Update or Remove Selected Plans from Opportunity
• Create Ordway Contract
• Billing and Shipping Contacts
• Sync to Ordway
• Update from Ordway
• Cancel an Active Contract
• Change and Renewal Opportunities
• Object Sync and Scheduler
• Quotes
• Change and Renewal Quotes
• Multi-Entity
• Multi-Currency
• Object Record Deletions

Opportunities in Salesforce

Opportunity Information

In the Opportunity Information section:

Field Ordway Opportunity Type includes three options:

• New Business = A new prospective contract.
• Upsell/Cross-sell = A change to an existing Ordway Contract.
• Renewal = A renewal of an existing Ordway Contract.

See Change and Renewal Opportunities section for more information on creating a Change or Renewal Opportunity.

Ordway Contract allows you to select an already existing Ordway Contract, which links this Opportunity to that Contract as a related field.

Ordway Information

The Ordway Information section has a number of fields. 

Required fields to create a new Ordway Subscription Contract: 

• Ordway Contract Effective Date
• Ordway Service Start Date
• Ordway Billing Start Date

Utilize your own fields to map to these Ordway fields through an automated flow or process builder and/or hide these fields on their layouts if desired as long as these fields have values upon Sync to Ordway.

Ordway Contract Term is required in order for Opportunity Amount and Total Price to be accurately calculated. 

Contact Information

Ordway Billing Contact is a lookup field for existing contacts. After selecting a contact, all other fields are populated by the contact’s source data. These fields are optional.

Plan Picker

Once an Opportunity is created, add Opportunity Products to the Opportunity through the Add Plans view:

The Add Plans view consists of all active Ordway plans. Plan ID and Plan Name can be sorted in ascending or descending order. You can search for and filter products, plans, and charges by name in the search box.

Check the box next to each plan or charge to be added to the Opportunity. Update the Quantity and Discount % as needed.

The Opportunity Product displays as follows:

• Ordway List Price: This is the List Price that is used to calculate Effective Price.
• Ordway Effective Price: The Ordway List Price minus the Discount.
• Ordway Undiscounted Contract Value: The Contact Value over the Contract Term if there were no Discount.
• Ordway Discounted Contract Value: The actual Contract Value over the Contract Term, with Discount applied.
• Ordway Charge ID, Ordway Plan ID, Ordway Product ID: These come from the Plans API.
• Quantity: The Quantity entered by the User.
• Sales Price: This is the Ordway List Price * Number of Periods in the Contract Term. The reason we do this is so that Total Price reflects the correct Amount value. It will only do this calculation if the “Use Ordway Pricing calculation” setting is turned on.

Plan Picker Fields

In addition to Quantity and Discount, the following fields can be directly edited in the Plan Picker (available in v2.7 or later):

• Ordway List Price
• Billing Period
• Included Units
• Unit of Measure

Pricing Tiers for Volume and Tiered Pricing

Available in v2.7 or later, pricing tiers for volume and tiered pricing can be dynamically updated directly within the Plan Picker. A new price tier row can be added and existing price tiers can be deleted. Price amounts and type (i.e. per unit or flat fee) can be changed. All changes to pricing tiers are saved when a plan is added or updated on the Opportunity.

Update or Remove Selected Plans from Opportunity

Once a plan has been added to an Opportunity, it can be removed by clicking on the "Update Plans" button and unchecking the box next to the Plan Name or an individual product. The quantity/discount can also be adjusted within the Plan Picker. Click on "Update Plans" to save the changes.

Create Ordway Contract

An Ordway Contract can be manually created at any stage of an Opportunity. It can also be automatically created when the Opportunity reaches the stage determined in the Ordway package settings.

Click Create Ordway Contract. A success message displays once complete. Close the Success message, and the page refreshes. 

It will then populate the Ordway Contract field with a related object. Clicking on the linked Ordway Contract value opens the Ordway Contract: 

The Ordway Contract name by default will be the same as the Opportunity name. This can be customized.

Billing and Shipping Contacts

Billing and shipping contacts can be designated on the Ordway Contract in the Contact Information section. When the Ordway Contract is synced to Ordway, the Billing Contact and Shipping Contact will be updated on the subscription as well as the Customer record in Ordway.

To mark the shipping contact to be the same as the billing contact, set the “Shipping Contact Same as Billing Contact” checkbox to true.

Note: “Shipping Contact” and “Shipping Contact Same as Billing Contact” fields are available beginning in package version 2.4.2.

Sync to Ordway

Once an Ordway Contract is created in Salesforce, you can sync this data over to Ordway to create a contract in Ordway directly from Salesforce. This can be done automatically or manually.

Automatic

• When syncing to Ordway is set to automatic, the Ordway Contract is synced to Ordway once all required fields have been completed. During the sync process, a new draft subscription contract will be created in the Ordway platform. Once the sync process is completed, the Ordway Contract in Salesforce will contain the Ordway subscription ID.

Manual

• When auto-syncing to Ordway is turned off, click Sync to Ordway when all required fields have been completed. During the sync process, a new draft subscription contract will be created in the Ordway platform. Once the sync process is completed, the Ordway Contract in Salesforce will contain the Ordway subscription ID.

Activate Subscription Contract in Ordway

• Subscription contracts created in the Ordway platform have a status of Draft. When ready to set the contract status to active, click Activate. This step is manual.
• After a contract has been synced to Ordway, when you click Sync to Ordway again, a field comparison modal appears. 

Ordway Contract View:

• This view displays all the fields and values on the Ordway Contract in Salesforce and Ordway. Differences in values are highlighted in red.

Contract Line Item View:

• This view displays all the fields and values in Ordway Contract Line Item(s) in Salesforce and Ordway. Any differences in values would be highlighted in red.

To sync the changes from Salesforce to Ordway, click Confirm.

Update from Ordway

Once a contract has been created in Ordway, if any changes are made to the contract in Ordway, those changes can be synced to the Ordway Contract in Salesforce through the Update from Ordway button. 

This button is only enabled when:

• there is a change to a contract record in Ordway
• if the webhook for Ordway Contracts is enabled (in Ordway > Setup > Integrations > Salesforce)

• if the automatic Update from Ordway setting is set to No.

Note: Contracts created directly in Ordway will automatically trigger an update to Salesforce if the following are true:

• the Customer associated with the contract is linked to Salesforce and has a Salesforce ID.
• The “auto-sync updates from Ordway” is enabled

• The webhook for Contracts is enabled

Salesforce will create a new standalone Ordway Contract record that will not be associated with any Opportunity.

Cancel an Active Contract

Once a contract is active, there is an option to cancel it on the Ordway Contract view. 

To cancel a contract, click Cancel Contract and select the cancellation effective date.

 

Change and Renewal Opportunities

Once an Ordway Contract has been created and set to Active, it is possible to create a change or renewal opportunity associated with the contract.

Note: When lead converting into an Opportunity in Salesforce, the defaults in the package and the picklist defaults are not applied to the Opportunity.

As a result, complete the following: 

• Make sure the Ordway Contract Term/Renewal Term fields in Salesforce default properly or are required before close.
• Verify there is a pricebook assigned before trying to add products from the Plan Picker.

From the Ordway Contact, click Create Change / Renewal Opportunity.

The option to create a change or a renewal opportunity is available:

Change Opportunity:

Users can create a new change opportunity or select any open opportunities that might have already been created.

At the next step, values from the existing Ordway Contract are copied over to the new opportunity form, such as Opportunity Name, Account ID, and other contract details.

The Ordway Opportunity Type will automatically be populated with Upsell/Cross-sell as the value.

Required fields that need to be completed at this step are Close Date and Stage.

Upon clicking on Save & Next, Salesforce navigates to the Plan Picker view where the Plans/Products on the existing Ordway Contract are displayed along with the existing quantity and discount values, if applicable. From this view, update the quantity/discount on existing plans, delete existing plans, and/or add a new plan.

If there are no changes to be made, simply click Add. 

*Update - starting with v2.0, the Plan Picker view will not show up in the flow. To modify plans/products, click Add Plans from the Opportunity.*

Now the Opportunity can be updated at any point and once it reaches Closed/Won Stage (or whichever Opportunity Stage is established in the Settings), the Opportunity updates the existing Ordway Contract. At that point, the Ordway Contract can be synced to Ordway which updates the contract in Ordway.

When there are multiple open opportunities associated with the Ordway Contract, the most recent Opportunity that is set to Closed/Won will be the opportunity that is in sync with the Ordway Contract.

Renewal Opportunity:

Users can create a new renewal opportunity or select any open opportunities that might have already been created.

Note: Renewal Opportunities can only be created when the existing Ordway Contract does not include an Evergreen term.

At the next step, values from the existing Ordway Contract are copied over to the new opportunity form, such as Opportunity Name, Account ID, and other contract details.

The Ordway Opportunity Type is automatically be populated with Renewal as the value. The Contract Effective, Service Start, and Billing Start dates reflect the renewal dates based on the contract term from the existing Ordway Contract.

Example: 

The existing contract has a 3 month term with the service start date of Jan 1, 2020 and end date of March 31, 2020. 

The contract effective date, service start date, and billing start date fields on the Renewal Opportunity form would automatically show as April 1, 2020 - the start of the renewal.

Required fields that need to be completed at this step are Close Date and Stage.

Upon clicking Save & Next, Salesforce navigates to the Plan Picker view where the Plans/Products on the existing Ordway Contract are displayed along with the existing quantity and discount values, if applicable. On this view, update the quantity/discount on existing plans, delete existing plans, and/or add a new plan. 

If there are no changes to be made, simply click Add.

*Update - starting with v2.0, the Plan Picker view will not show up in the flow. To modify plans/products, click Add Plans from the Opportunity.*

Now the Opportunity can be updated at any point and once it reaches Closed/Won Stage (or whichever Opportunity Stage is established in the Settings), the Opportunity updates the existing Ordway Contract. At that point, the Ordway Contract can be synced to Ordway which renews the contract in Ordway.

When there are multiple open opportunities associated with the Ordway Contract, the most recent Opportunity that is set to Closed/Won will be the opportunity that is in sync with the Ordway Contract.

Object Sync and Scheduler

In the Ordway CPQ settings page, the Sync Jobs tab is used to perform an on-demand sync of the following object data from Ordway:

• Products
• Plans
• Accounts
• Contacts
• Subscriptions
• Invoices
• Payments
• Credits
• Refunds
• Usage
• Quote Templates

This functionality is useful for initial setup of the Ordway Connector to import data from Ordway. 

Notes:

• Not selecting a filter will import ALL records for the selected object
• All Customers in Ordway should have Account Salesforce IDs associated with them before importing subscriptions, invoices, payments, refunds, and credits.
• Importing Accounts from Ordway creates new accounts in Salesforce for any Customers in Ordway that do not have Account Salesforce IDs associated with them.
• Importing subscriptions from Ordway creates Ordway Contract records in Salesforce if they do not already exist. These contract records will be associated with the Account on the contract.
  • Beginning with v2.7, an option has been added to include subscription records already linked in Salesforce in the bulk sync. If this option is selected, importing linked subscriptions from Ordway would overwrite existing data on the Ordway Contract records in Salesforce.
• When performing a manual sync, it is important to sync object data in the order in which they are listed in the drop-down to maintain the relationship and link between object records in Salesforce.

Once all data is initially imported, it’s recommended that webhook functionality is enabled for all objects in Ordway. With webhook functionality enabled, new object records and changes to existing records will be automatically updated in Salesforce.

Note: Any time a record is updated in Ordway, Ordway will trigger a webhook to Salesforce if the webhook for the object is enabled. Updates to fields that are not mapped will still trigger a webhook event. However, the webhook request will only include fields that are mapped. Salesforce will update the record based on the values of the mapped fields. Field values that are not mapped will be ignored.

Note: When webhook functionality is turned off, it’s critical that when doing a manual sync, to perform the sync in the order in which the objects are listed in the drop-down so that the relationship between object records is properly linked in Salesforce (Invoices to Contracts, Payments to Invoices, etc).

These objects can be added as related lists on the Account object. In Salesforce navigate to Setup -> Object Manager -> Account -> Page Layouts.

 

Dynamic Object Mapping

By default, Ordway objects are mapped to Ordway objects in Salesforce. However, Ordway objects can also be mapped to other custom objects in Salesforce. The object and field mappings can be configured in the Salesforce settings in Ordway.

 

Schedule a Bulk Sync

Syncing record updates from Ordway to Salesforce can be done on a schedule. To set up a schedule, go to Ordway Settings > Bulk Sync Jobs and then:

1. Select the objects to include in the scheduled job:

2. Specify the last number of days for the sync:

For Subscriptions, there is an option to include records already linked in Salesforce. This is similar to the option presented for Subscriptions for manual sync.

 

3. Once an object and criteria are selected, set the frequency of the scheduled job by selecting day of the week and time and then click Add Job.

4. The job will be added to the Scheduled Apex Jobs section. Click Schedule Job to activate the job. Once scheduled, the job may be aborted by clicking the Abort button.

 

Quotes

Ordway Quotes is a licensed feature that needs to be enabled by Ordway’s customer success team.

Once the feature is enabled to Yes, an Ordway CPQ admin user can activate the feature in the Ordway Settings page in Salesforce and configure Quotes settings:

Once the feature has been activated, Quotes Settings are displayed: 

Automatically sync Ordway Quotes to Ordway

• This option turns on automation of syncing. When set to Yes, creating/changing an Ordway Quote will automatically be synced to Ordway.

Automatically sync Ordway Quotes from Ordway

• This option determines whether changes to quotes in Ordway should be automatically synced back to Salesforce. When set to Yes, any change in Ordway will update quotes in Salesforce. When set to No, users can manually update changes from Ordway to Salesforce.

Import Quote Templates from Ordway

Quote templates should be imported from Ordway via the Bulk Sync Jobs feature.

 

Create a Quote:

After an Opportunity has been created, use the option to create a quote from the Opportunity in the button component bar.

After clicking Create Quote, a new quote form displays:

Once a quote has been created, you can sync the quote to Ordway once all the minimally required fields have been completed.

On the Quote record page, the following options are available:

• Select a Quote Template
• Add Plans
• Sync to Ordway

Once a quote has been synced to Ordway, the following options are available:

• Preview the Quote
• Activate and Send the Quote
• Cancel the Quote prior to “Accepted” status
• Update the Quote from Ordway
• View the Quote in Ordway

Once a quote has been completed (i.e. both parties have signed the quote), it can be converted into a subscription in Ordway.

Button and quote status bars:

Change and Renewal Quotes

To create a quote to change or renew an existing Ordway Contract:

1. From the Ordway Contract record, click “Create Change Opportunity” or “Create Renewal Opportunity” button
2. Once the Opportunity is created, click “Create Quote”
3. The new Quote will automatically update to have the type of “Change” or “Renewal” depending on the Opportunity type
4. When the quote process is completed, click “Convert” to update the existing Ordway Contract.

Multi-Entity

Multi-Entity is a licensed feature that needs to be enabled by Ordway’s customer success team. In order to configure Multi-Entity in Salesforce, the feature must first be enabled in Ordway. 

Permission Sets

• The Ordway CPQ - Multi-Entity permission set must be added to the user to configure multi-entity settings.

Multi-Entity Settings in Salesforce

• Once the setting is enabled in Ordway and the permission set has been assigned to the user, the Ordway Entity Configuration settings tab is available in the Ordway Settings view in Salesforce.

Ordway Entities

• Each entity is defined with a name and ID. The Entity ID must match the Entity ID in Ordway.

Ordway Entity Rules

• One or more rules need to be created to match each entity in Salesforce to an entity in Ordway.

• Entity Rules can be set at the Account or Opportunity level. If there are rules that point to the same entity in Ordway, the order of precedence is as follows:

1. 1. Account 
   2. Rules based on Account object and follow the sequence in which they are ordered
   3. Opportunity
   4. Rules based on Opportunity object and follow the sequence in which they are ordered

 

Multi-Currency

When multi-currency is enabled in Salesforce (Setup > Company Settings > Manage Currencies), the Use Ordway Price setting is disabled and all prices reflect what is in Salesforce.

Mappings

To set a Customer’s base currency in Ordway based on the currency of the Account in Salesforce, update the Customer object mappings in Ordway.

1. Navigate to Setup > Integrations > Salesforce > Settings.

2. On the "Customers" object in the Mapping Salesforce to Ordway section, click on the gear icon under Actions, and then click Map Customers.

Map the Ordway Currency field to the Salesforce Account Currency field. When a subscription contract is synced to Ordway and a new Customer is created, the Customer’s base currency is based on the Currency value at the Account level in Salesforce.

When the currency of subscription contracts is different from the Customer’s base currency, you will need to update the mappings to update the Separate Invoice field to a fixed value. Go to Setup > Integrations > Salesforce Settings. On the "Subscriptions" object in the "Mapping Salesforce to Ordway" section, click on the gear icon under Actions, and then click on "Map Subscriptions."

Next to Separate Invoice, set the toggle to true and then type in the value "true" in the empty text field and click Save.

Object Record Deletions

Beginning in v3.1.0, a new feature, when enabled in the “New Features” tab in Ordway Settings, allows for deletions of records in one system to update in the other. 

Deleting linked records of the following objects in Ordway will delete corresponding records in Salesforce:

• Subscriptions
• Quotes
• Invoices
• Refunds
• Usage

Deleting linked records of the following objects in Salesforce will delete corresponding records in Ordway:

• Subscriptions (“Draft” status only)
• Quotes (“Draft” status only)

Usage

Usage records can be created directly within Salesforce and synced to Ordway

1. Go to Ordway Usage and click New.

2. Fill in the necessary fields.

3. Once a Usage record is created, click Sync to Ordway to create the record in Ordway.

4. Once synced, click View in Ordway to view the Usage record details in Ordway.