How to Create and Link Quotes from Quoting Tool to Renewal Project
Learn about creation of customer quote from vendor quote in a quoting tool like PqW and linking to renewal project
Introduction
After vendor pricing is collected, renewal quotes are generated in a quoting tool such as PqW.
These quotes are linked back to the Renewal Projects, updating PR Console stages from Created → Quoted → Won.
Additionally, Purchase Order (PO) Assignment ensures that vendor PO numbers are mapped correctly, enabling the creation of the next generation of Internal Contracts.
This article describes how to link renewal quotes to the Renewal Projects and assign vendor POs using PqW. If your organization uses a different quoting tool, StrataVAR will customize it to support this process and provide dedicated documentation. Refer to your StrataVAR Training Documentation for the steps that apply to your organization.
Prefer video? Watch the walkthrough here
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Key Terms and Concepts
| Term | Description |
|---|---|
| Renewal |
In the VAR ecosystem, Renewal refers to the process of extending, maintenance contract to continue service coverage for hardware or software. This typically involves reviewing expiring contracts, create asset lists for customers to approve, prepare list of assets/services to be priced, and initiate quoting process for services like: Cisco SmartNet maintenance contracts Managed service subscriptions etc
The renewal process ensures uninterrupted service, and allows for co-terming, identify potential product upgrades, or request for change in service levels. |
| Renewal Engineer (RE) | Processes contract items for renewal after projects are assigned by the Renewal Manager. |
| Renewal Project | A group of Internal Contracts (ICs) for same customer |
| Internal Contract (IC) | Represents customer contracts in the system. |
| Internal Contract (IC) Items | Line items such as SKUs, services, or subscriptions within an Internal Contract |
| Pricing Request | Where REs review contract items and prepare asset lists for pricing. |
| Vendor Quote | Pricing information provided by vendor for renewal items. |
| PqW | The quoting tool that allows you to import vendor quotes and generate structured customer-facing quotes. |
| Customer Quote | A formal renewal proposal created in PqW for customers, based on vendor quotes. |
| Purchase Order (PO) Assignment | Mapping step where vendor PO numbers are assigned to quotes to tie them back to vendor projects and enable next-generation IC creation. |
What's in the Video
| S.No. | Topic | Detail | Timestamp |
| 1 | Introduction | Introduces the video and its focus on helping Renewal Engineers navigate their dashboard to prioritize upcoming renewals. | 00:00 |
| 2 | Key Terms and Concepts |
Defines key terms like Renewal Engineer, Renewal Project, Internal Contract (IC), IC Console, LDoS, and PrW Dashboard. | 00:16 |
| 3 | Table of Content | Provides a preview of the topics that will be covered in this video to help viewers understand the structure of the walkthrough. | 00:48 |
| 4 | Generated Customer Quote from PqW for the renewal opportunity | Mention quote generation in PqW and provides quote overview under the acount for which renewal is being handled | 01:10 |
| 5 | Linking Quotes to Renewal Project | How the quote under account can be linked to on-going renewal project | 01:20 |
| 6 | Tracking customer approval and renewal project status | Changes in PR/ IC and renewal project stages | |
| 7 | PO Assignment | Explain purpose of PO assignment and details of PO assignment functionalities in PrW | 02:00 |
| 8 | Summary and Conclusion | Touch upon the points learned and how this step marks completion of the renewal project | 03:04 |
Watch the Video
Step-By-Step Process of Finalizing Renewal Project
Step 1. Renewal Quotes in PqW (Quoting Tool)
In PqW, you can import vendor quotes into a single customer-facing renewal quote. The tool supports importing quotes in different formats, ensuring all vendor pricing is captured consistently.
The customer-centric quote will automatically generate in PqW, which also gets reflected in PrW.
In the Quotes list in your org, you will see all the quotes generated for all the customers. Select the generated quote mapped to the selected account/customer to view details, and you will be redirected to the Quote detail page.
Step 2. Linking Quotes to Renewal Projects
-
Each customer renewal quote is tied to the Renewal Project. The quote object, created under the customer’s opportunity, connects directly to the renewal project to ensure accurate tracking.
To link the customer quote to renewal project, click on the arrow on the top right Actions toolbar of Quote detail page and select Link/Unlink Renewal Project option from the dropdown. - In the dialog box, you can select the desired Renewal Project from the dropdown listing all renewal projects under that account.
- Click on Link button and the Customer quote will get linked to the selected renewal project.
When you refresh the PR console, the stage will update to Quoted in this case.
Step 3. Tracking Customer Approval
After the quote is linked, the PR Console stage shows Quoted. Once the customer reviews, validates, and approves the quote, change the quote status to Won on the Quote details page. The PR Console then updates the PR stage to Won.
These updates give you visibility into renewal progress, from quote creation through to customer confirmation.
Step 4. Purchase Order Assignment
- Click PO Assignment on the quote detail page. This opens the Purchase Order Assignment window, where you can:
- View line-level details (BoM Line, Quote Item, Part Number, Vendor, etc.).
- Use filters or global search to find specific items.
- Export or refresh the list.
- Most importantly, assign the Vendor PO Number provided by the supplier.
This mapping ensures that contract data retrieved in PrW aligns with the correct vendor and project, making it possible to generate the next set of Internal Contracts accurately.
Summary
In this step, we covered how to:
- Generate renewal quotes in PqW
- Link them to Renewal Projects
- Track stage changes in the PR Console
- Complete PO Assignment to connect quotes with vendor projects and prepare for next-generation ICs
With quotes approved and PO numbers assigned, the renewal process is ready for the next cycle.
What's Next
Completing PO Assignment marks the end of your active work on this renewal cycle. The Vendor PO numbers you assigned let the system generate the next generation of Internal Contracts, which resurface in a future cycle as their coverage nears expiry.
As you prepare for the next cycle, check the Last Day of Support (LDoS) data on your contract items. LDoS identifies items whose support is ending — these can't be renewed as they are, and instead need to be upgraded, replaced, or discontinued. Flagging them early lets you plan those decisions with the customer before coverage lapses, rather than discovering them mid-renewal.
