How to Prepare and Share Subscription Data for Vendor Pricing
Learn how Renewal engineer procced for vendor pricing and quote generation for managed subscriptions
Introduction
Once customer validation is complete, the next step in the subscription renewal workflow is preparing the confirmed subscription data for vendor pricing. As a Renewal Engineer, you will export the finalized quantities and terms from PrW into the Price Request template and then share this file with vendor teams for pricing review.
This article explains how to export subscription data for pricing requests and outlines how this information is typically shared with vendor partners for quotation.
Understanding Price Request Preparation in PrW
Before a Pricing Request can be raised, you must ensure that customer-validated subscription quantities, terms, and renewal dates are correctly captured in PrW.
You will use the Export for Pricing Request option in the Managed Subscription or Asset List console to generate a structured file that vendor teams can use to prepare renewal pricing.
This export includes product identifiers, usage terms, quantities, and any required metadata that vendors typically expect for processing a renewal quote.
Key Terms and Concepts
| Term | Definition |
|---|---|
| Renewals |
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 | Executes renewals by preparing asset lists, coordinating pricing, and generating quotes. |
| Managed Subscriptions | Internal representation of a vendor contract, used for managing customer-facing renewals. |
| Managed Subscription Console | The console where subscriptions are reviewed, updated and exported for validation and pricing |
| Price Request Template | A validated list of subscription items (products, quantities, renewal dates) generated after reviewing and updating Managed Subscriptions based on customer feedback and share with vendor for pricing of subscription items. |
Table of Contents
| No. | Topic | Detail | Timestamp |
| 1 | Introduction | Understanding MS console and process of customer validation | 00:00 |
| 2 | Key Terms and Concepts |
Defines key terms like Renewal Engineer, Managed Subscription etc | 00:20 |
| 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. | 00:58 |
| 4 | Reviewing MS Console and details | Viewing SKU-level details, hierarchy, and term metadata, filters etc | 01:10 |
| 5 | Export Action in MS console | Downloading a clean asset list template for customer review of upcoming subscriptions | 02:25 |
| 6 | Handling Subscription Data post customer review | Updating details in PrW based on customer inputs | 03:00 |
| 7 | Summary and what's next | How to focus data for specific accounts or timelines using filters | 03:30 |
Watch the Video
1. Reviewing Validated Subscription Data
Before exporting for pricing:
Ensure that subscription quantities, SKU details, term dates, and renewal periods are updated based on customer feedback.
Confirm that any discontinued SKUs or quantity corrections have been handled in the Managed Subscription or Asset List console.
Check the renewal dates, co-term alignment, and metadata such as vendor product IDs if applicable.
This ensures the output file sent to vendors contains accurate, ready-to-price data.
2. Exporting Subscription Data in Price Request Format
PrW provides an Export MS action that extracts clean, structured data optimized for vendor pricing workflows in Price request template.
What the export includes
The Price Request template typically contains:
- SKU / Product ID
- Item description
- Subscription type
- Validated quantity
- Renewal start and end dates
- Any vendor-required mapping fields
- Customer or project identifiers (if applicable)
The export ensures consistency across all vendor price requests.
3. Sharing the Price Request Template with Vendors
Once exported, the file is shared externally with assigned vendor teams.
Although processes may vary by organization or vendor, the typical steps are:
Attach the exported spreadsheet to your vendor communication channel such as mail and provide necessary project context such as:
- Customer name
- Renewal window
- Required turnaround time
Vendors review this file and prepare pricing or quote responses accordingly.
4. Reviewing Vendor Response
After vendors return their pricing or markup files:
Compare vendor-provided pricing against your exported data.
Verify SKU mapping, quantities, and renewal dates.
Note any discrepancies or clarification needed before linking the vendor quote in PrW.
Update your renewal project workflow as required.
This completes the pricing preparation stage before quotes are created or attached inside PrW.
5. Summary and What’s Next
In this article, you learned how to:
- Verify validated subscription data
- Export subscription information in the Price Request format
- Share the template with vendors
- Review vendor responses and prepare for the next steps
Next Step:
Move to Vendor Quote Processing, where you will learn how to upload or link vendor quotes within PqW and align them to renewal projects.
Related Tutorials
In this article
- Introduction
- Understanding Price Request Preparation in PrW
- Key Terms and Concepts
- Table of Contents
- Watch the Video
- 1. Reviewing Validated Subscription Data
- 2. Exporting Subscription Data in Price Request Format
- 3. Sharing the Price Request Template with Vendors
- 4. Reviewing Vendor Response
- 5. Summary and What’s Next
- Related Tutorials
