Introduction

Once subscription data has been validated and Pricing Requests have been shared with vendors, the next step in the renewal workflow is to receive the vendor quote and link it to the Subscription Renewal Project in PrW.

This ensures that customer-facing quotes are built with accurate vendor pricing, and the project moves smoothly toward completion and PO Assignment.

Previous Step: Preparing Subscription Data for Vendor Pricing
 

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See next: How to proceed with PO Assignment for approved renewal project quotes

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

Table of Contents

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1. Accessing Vendor Quote Data

After sharing the Pricing Request with the vendor, the vendor responds with a formal quote that includes pricing, terms, license quantities, and renewal period details.

You will use this vendor quote to create the customer-facing quote inside PqW.

Before linking the quote to the renewal project:

• Open PqW or any quoting tool that you use
• Create a new customer-facing quote using the vendor-provided pricing.
• Save the quote.

Only after the PqW Quote is created can it be linked to the Renewal Project inside PrW.

2. Overview of the Renewal Project Console (Layout Breakdown)

When you navigate to the Renewal Engineer > Subscription – Console, and select the Renewal Project tab, the layout contains:

A. Filters Section

You can filter using the filter bar on selected fields on top or on individual columns such as

• Assignee
• Project Stage
• Account
• Vendor
• Expiration Date
• Next TF Date
• Auto Renew

A Reset Filter button appears when filters are active that you can use to remove applied filters and go back to default view.

B. Grouping & Row Expansion

Projects are grouped by Project Stage and Renewal Project name.

Each group can be expanded/collapsed using the arrow icon.

Within each grouping, you can see:

• Stage (Overdue / In Progress / Assigned)
• Renewal Project Name
• Quote
• Vendor
• Subscription Reference ID
• Expiration Date
• Total List Price / Total Cost

C. Hyperlinks

These redirect you to detailed records:

D. Actions Section (Top Right)

• Add Quote to Renewal Project
• Unassign Quote
• Refresh

3. Linking Vendor Quotes to Renewal Projects

Step 1: Select the Renewal Project Row

Tick the checkbox beside the relevant subscription renewal record.

Step 2: Click “Add Quote to Renewal Project”

A pop-up appears showing:

• Subscription details
• Current project details
• A dropdown to select the correct PqW Quote

Step 3: Choose the Appropriate Customer-Facing Quote

From the dropdown:

• Select the PQW quote created using vendor pricing
• Click Save
• The quote is now linked.

What happens next?

The Quote column updates with the linked quote ID.

The Renewal Engineer and Renewal Manager can now review aligned pricing.

4. Removing or Re-Linking Quotes (Unassign Quote)

If a quote is incorrect or mapped to the wrong project:

• Select the record.
• Click Unassign Quote.
• The quote link is removed.

You can now re-link the correct quote using Add Quote to Renewal Project.

This prevents wrong pricing or wrong customer associations.

5. Reviewing Quote-Level Pricing and Terms

Once the quote is linked:

• Customers review the quote externally (outside PrW).
• Renewal Engineer tracks approval.

After approval, manually update the PQW quote status to:

→ Quote Status = Won

Once the quote is marked as Won:

PrW automatically updates the Renewal Project Stage to Complete.

All linked subscriptions move to the final PO Assignment phase.

5. Summary and What’s Next

After the quote becomes Won:

Renewal Engineer performs Vendor PO Assignment.

This ensures:

• Each renewal item is mapped to the correct vendor
• Renewal cycle is aligned for the next subscription term
• Data is ready for procurement and backend processing

Related Tutorials

• How to Prepare and Share Subscription Data for Vendor Pricing
• How to assign Purchase Order to Approved Quote