Introduction 

StrataVAR Partner Quoting Workspace (PqW) lets you import vendor sales orders directly into your quotes. This reduces manual data entry and ensures that your quotes reflect the latest confirmed order details from vendors or distributors.

Using the Import Sales Order function, you can:

• Pull in line items, quantities, and prices from a vendor sales order
• Align your PqW quote with what the vendor will actually ship and invoice
• Reduce errors compared to manually re‑typing order lines

This article explains how to import a vendor sales order, what information you need, and what happens after the import.

Why Import Vendor Sales Orders?

Importing vendor sales orders helps you:

• Stay aligned with the vendor: Ensure quantities, SKUs, and prices match the vendor’s confirmed order.
• Reduce manual work and errors: Avoid re‑keying dozens or hundreds of lines into PqW.
• Support reconciliation and downstream processes: Use the imported order data to verify fulfillment, invoicing, and margin.

Typical use cases:

• After a distributor or vendor confirms an order, you want your PqW quote to mirror that sales order.
• You need to reconcile an existing quote with the actual ordered quantities and prices.
• You are managing large deals where manual updates would be risky and time‑consuming.

Prerequisites

Before you import a vendor sales order, make sure:

• You have a PqW quote or opportunity ready
• You know which quote the vendor sales order should be imported into.
• Your org’s integrations are configured
• API Profiles and credentials for the vendor or distributor are set up (for example, via API Profile Management).
• Any required PqW Global/UI configuration is completed.
• You have the vendor sales order details
  • At minimum: Sales Order Number (or a similar unique ID)
  • Sometimes: Vendor / Distributor, Account, Region, or other filters if the UI requires them.
• You have access permissions
• You are allowed to:
  • View and edit the target PqW quote
  • Use the Import Sales Order function (if restricted by permission sets or profiles).
  • If you don’t see the Import option or get a permissions error, contact your StrataVAR/PqW admin.

Where to Import Vendor Sales Orders

You typically start from:

• A Quote in PqW, on: The quote header page, or The Quote Grid / Line Items page

Depending on your configuration, the action might appear as:

• A button on the quote header (e.g. Import Sales Order)
• A menu item in a dropdown (e.g. More Actions → Import Sales Order)
• A button above the quote lines grid

The exact label may vary slightly, but it will contain something like “Import Sales Order”.

Step‑by‑Step: Import a Vendor Sales Order

Step 1 – Open the target quote

• Log in to Salesforce / PqW.
• Navigate to the Opportunity and then to the Quote you want to update with the vendor sales order data.

• Open the Quote record.

• Make sure you are on the quote that should receive the sales order lines.

Step 2 – Launch the Import Sales Order function

On the quote:

• Locate the Import Sales Order action: Button/More Actions
• Click Import Sales Order.

• A dedicated tab opens, asking for details of the vendor sales order you want to import.

Step 3 – Enter vendor sales order details

In the Import Sales Order window, enter the required information. Account details are prefilled depending on the quote, opportunity and account. Typical fields include:

• Sales Order Source (Vendor / Distributor): Choose which vendor or distributor issued the sales order (for example, Cisco, Ingram, TD Synnex). This tells PqW which connector / API profile to use.

• Order Type: Some implementations use Region, Source, or Order Type filters to find the right order.

• Sales Order or Vendor PO Number: Enter the exact sales order number or ID as provided by the vendor.

Once you’ve filled in the required fields, click on import button to proceed.

Step 4 – Select the sales order and lines to import

After searching, PqW will:

• Query the vendor’s API or imported data source.
• Show matching Sales Order(s) and their line items.

You may see:

• A list of matching sales orders identified by: Sales Order Number, Vendor / Distributor, Order Date, Status
• Once you select a sales order, a list of its line items, including: SKU / Part Number, Description, Quantity, Unit Price / Total Price

Choose what to import:

• Select the Sales Order. If more than one is found, select the correct one.
• Select line items. By default, all lines may be selected.

You can usually:

• Deselect lines you don’t want to bring into the quote, or
• Keep all lines selected if you want a full import.
• Confirm your selections and click Import or Next.

Step 5 – Map or confirm mapping (if prompted)

In some implementations, there may be a mapping step where you:

• Confirm how vendor fields map to PqW quote fields (for example, which field is Quantity, which is List Price).
• Confirm or adjust: Currency, Price type (List vs Net), Any special flags (e.g. one‑time vs recurring)

If this step appears:

• Review the mappings.
• Adjust only if you understand your integration mapping rules.
• Click Import / Finish to proceed.

Step 6 – Apply the import to the quote

PqW will now:

• Create or update quote lines based on the selected sales order lines.
• Bring over:
  • SKU / Product / Item
  • Quantities
  • Unit prices / Extended prices (depending on integration)
  • Other metadata where applicable (e.g. vendor reference IDs, order numbers)

When the process completes:

• You are returned to the Quote (or quote line items grid).
• The imported lines appear in the quote.

What Happens After the Import

Once the vendor sales order is imported:

• The quote now reflects the vendor’s confirmed order:
• Quantities are aligned with what the vendor will fulfill.
• Prices may reflect ordered prices (subject to your integration design).

PqW recalculates:

• Line‑level totals
• Overall quote totals
• Margins (based on your cost/sell configuration)

Additional references are often stored such as Sales Order Number, Vendor identifiers, PO references etc.

You can then:

• Review and, if needed, adjust lines (subject to your approval rules).
• Use the quote for: Internal approvals, Customer proposals, Reconciliation with vendor invoicing.

Common Checks After Import

After importing a vendor sales order, it’s good practice tom verify Sales Order Number and vendor name on the quote. Check:

• Key quantities and high‑value lines
• Unit prices and extended prices
• Overall margin % (if visible and relevant).

Ensure there are no duplicates. If the quote already had lines from another BoM/import, confirm how the integration handles merging or appending.

If something looks wrong, you can:

• Remove incorrectly imported lines (if allowed).
• Re‑run the import with the correct sales order or filters.
• Contact your admin if imports consistently fail or look mismapped.

Troubleshooting

Import button not visible

• You may not have access to the Import Sales Order function, or it may not be enabled for your org.
• Contact your StrataVAR/PqW admin.

“No sales order found”

• Check:
  • The vendor/distributor selection is correct.
  • The Sales Order Number is exactly as provided by the vendor (no extra spaces or typos).
• If the vendor’s API or integration is down, try again later or contact your admin.

Lines imported but prices look wrong

• Your integration may be:
  • Pulling Net instead of List prices, or vice versa.
  • Converting currency differently.
• Confirm expected behaviour with your admin or integration owner.

Unexpected or missing lines

• Ensure the sales order used is the correct one.
• Check if certain line types (e.g. services, fees, credits) are excluded by your integration rules.

Conclusion

Importing vendor sales orders into PqW lets you keep your quotes in sync with real, confirmed vendor orders while reducing manual work and errors.

To import:

• Open the target quote.
• Click Import Sales Order.
• Enter vendor and Sales Order Number details.
• Select the correct order and lines.
• Import and review the resulting quote lines.