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Pre-Order Quotes

Purpose: Quoting allows you to create a pre-order for a customer listing the items the customer wishes to order and the estimated order totals should the customer agree to place the order. The system does not reserve inventory or perform background async updates for the quote until it is converted to an order. Optionally, the system assigns an expiration date to a quote, indicating how long the estimated quote is valid before it expires.

Why create quotes? You may wish to create quotes for high-priced items or items whose price is negotiable, such as furniture or recreational vehicles.

What’s Required on a Quote?

To complete a quote, you must define the customer requesting the quote, the merchandise included in the quote, and a delivery address for the merchandise.

Entering a quote is like entering a standard order:

  • You enter and verify customer and quote information within Order Entry between the Customer Information and Review steps.
  • You add items to the quote at the Add Items to the Order step as for a standard order. The system uses standard pricing logic to determine the price of each item on a quote and whether the quote is eligible for any discounts or promotions. For more information on repricing logic, see Order Repricing, Premiums, Discounts, and Promotions in the Technical Guide.
  • At the Add Payment step, quotes can be created with (required) or without (optional) payment information depending on the Pay Method Required flag setting in Work with Order Types (WOTY).
  • When you accept the quote, you can select to email a Quote Confirmation and print a Quote form for the customer, listing the items on the quote and the estimated order totals.

In addition, you can receive quotes through the Generic Order Interface (Order API); see Creating a Quote through the Order API.

For more information see the Order Administration Web Services Guide on My Oracle Support (ID 2953017.1).

How are Quotes Different from Orders?

Unlike standard orders:

  • Because the system does not reserve items on quotes, adding an item to a quote does not guarantee that the item will be available when the customer is ready to order. When you convert a quote to an order, the system reserves inventory, listing the items on the quote that are not available because they are on backorder or are soldout.
  • You can have only one ship to customer on a quote, and all the items on a quote must ship to the same address.
  • The price of each item on a quote is not guaranteed unless you enter a price override reason code in the Price Override Reason for Quotes (K75) system control value. The system assigns this price override reason code to each order line that does not already have a price override reason code defined when you accept the quote.
  • The freight charges on a quote are not guaranteed unless you select the Override Freight on Quote Conversion (K76) system control value. The system applies the freight and additional freight charges on a quote as a freight override when you accept the quote.
  • You cannot express bill any items on a quote.
  • You cannot apply a pre-paid pay type to a quote.
  • You cannot apply a quote the order is a Pickup order
  • The system does not reduce inventory or update demand until you convert a quote to an order.
  • The system does not perform any credit or fraud checking until you convert a quote to an order.

Setting Up

Pre-Order Quote Types: See Pre-Order Quote Order Type for using the Work with Order Types (WOTY) to create an order type that represents pre-order quote orders. You can create one or more pre-order quote order types. When you create a pre-order quote order type, you must indicate the following: Quote, Expiration Days, and Pay Method Required.

Quote Confirmation Email Template: Use the Working with E-Mail Notification Templates (WEMT) menu option to create an email template that the system uses when generating a Quote Confirmation email.

Outbound email API: Order Administration generates a generic outbound XML message, rather than an actual email, for quote confirmations if the XML only? flag for the quote confirmation template is selected and the Quote Confirmation Email Program (K74) system control value is not blank.

Price Override Reason for Quotes: Use the Establishing Price Override Reason Codes (WPOR) menu option to create a price override reason to apply to items that are added to a pre-order quote. Applying this price override reason code prevents the system from applying a new price to the item when you maintain the quote or convert the quote to a regular order.

Once you have created the price override reason code, enter the code in the Price Override Reason for Quotes (K75) system control value.

Cancel Reason for Quotes: Optionally, use the Establishing Cancel Reason Codes (WCNR) menu option to create a cancel reason to apply to quotes that you cancel. 

For more information:

Pre-Order Quote Options

This topic describes how to create a pre-order for a customer listing the items the customer wishes to order and the order totals should the customer agree to place the order. It covers the following functions:

Provide a Quote

Quote type orders are created within Order Entry. The Origin value can be changed from non-quote to quote type between the Customer Information and Review steps if:

  • There is a single ship-to in the order. An error message is displayed if you try to switch to a quote origin type with more than one ship-to in the order.

  • There are no lines with a negative quantity present in the quote. An error message is displayed if you try to switch to a quote origin type with one or more lines with negative quantity.

  • There are no lines reserved, express bill and it is not a pickup order.

To change Origin type to Quote:

  1. Select Order Settings.

  2. Select Quote from the drop-down list within Origin and select OK.

If selected at the Customer Information step, continue the order entry process: Add Items to the Order and Select Shipping Option and Enter Other Order Information steps.

At the Review Order and Verify Order Information step, the Order Information panel shows the Origin type as Quote.

Pricing: Lines in a quote are repriced during Review/Refresh. Any additional Source, Offer code based discounts, Order Administration Amount Discounts and Promotions are also applied to the quote at this time.

You can Check Inventory for an Item/SKU for the items on the quote. Clicking on Check Item Availability from the More Options menu (illustrates options icon (horizontal 3 dots)) in the Items panel for an order line, the system always looks at Order Administration for information and not Order Orchestration.

Payment: At the Add Payment step, quotes can be created with (required) or without (optional) payment information depending on the Pay Method Required flag setting in Work with Order Types (WOTY).

  • If the Pay Method Required flag is selected, payment is required for quotes. The Submit Order button is only enabled when a valid payment such as through EFTConnect or an external payment service (WASV) credit card type or Gift Card is made. Cash/check type payments are not valid payment types for quotes. You can add a cash/check pay type when the quote is converted to a regular order.

    Upon Submit Order, for a credit card payment method, $0 validation is performed to obtain a card token. Authorization is performed when a quote is converted to an order regardless of the setting of On-Line Authorizations (B89) or Authorize Full Amount during Order Entry (G99) system control values. If authorization is declined, the order is not submitted.

  • If the Pay Method Required flag is not selected, payment is optional for quotes. The Submit Order button is enabled without adding a valid payment. Upon Submit Order, $0 validation is performed to obtain a card token. Authorization is performed when a quote is converted to an order. If authorization is declined, the order is still created.

Upon clicking Submit Order, a confirmation email is sent or the XML if the CWEMailOut message (if XML only? flag is selected for Quote Confirmation Email in WEMT) is generated if:

  • The status of the order is Quote.

  • A valid Sold-To email id exists for the Customer Sold-To.

  • Quote Confirmation Email Program (K74) system control value is set to QUOCONF

A record is written in Order Activity when a quote confirmation email/XML message has been sent to the customer. Lines are not reserved with quote type orders and inventory is not reduced.

Holds: You may want to assign a User Hold Reason to the quote order because of additional order messages or personalization as these were not provided at the time of the quote. When the quote is converted to an order, it will be put on hold to stop further processing to enable additional information to be provided.

A quote can be saved even when a hold code is associated to the order. It does not go into Hold status but does retain the User Hold Reason whilst in Quote status. The User Hold Reason can be modified through Edit Additional Order Details in Order Summary for Quotes only.

Convert a Quote

The system does not reserve inventory for order lines on a quote. The system performs inventory reservation when the quote is converted to an order. Quotes can be converted to an order by changing the Origin/ order type setting within Additional Order Details Panel in Order Summary.

A quote can still be converted to an order, even if the cancellation date has been passed. When a quote is converted to an order, the system removes the cancellation date at the header and detail and determines if the order line(s) can be reserved. 

Delete an Order Line from a Quote

An individual item line for a Quote order type can be deleted through Order Summary. See Delete an Order Line from a Quote Order for more information. If all lines on the quote are deleted, an error message is displayed when Unlock Order is clicked. However, the order remains as in Quote status. Either cancel the quote (ship-to) or add items to the quote.

Cancel a Quote

Within the Ship-To Information panel, the Cancel Date may be shown. The Cancel Date is calculated at the ship-to level and order line level. It is the order date plus the number of Expiration Days as set in Work with Order Types (WOTY). Cancel date is not visible if the Expiration Days field does not have a value. The quote can be canceled in Order Summary. See Cancel an Order in Quote Status for more information.

Entering Customer Memberships in Quote Entry

You can create a standard customer membership in quote entry. The system performs the same updates as it would when you create a customer membership in regular order entry; however, the system creates the customer membership in an inactive status. The customer membership will remain inactive until you convert the quote to an order.

Assigning an Expiration Date to a Quote

The Expiration Days field for the order type on the quote indicates the number of days a pre-order quote is valid before it expires.

When you accept a pre-order quote in order entry or order summary, the system updates the Cancel Date for the quote based on the quotes arrival date and the expiration days. The system removes the cancel date when you convert the quote to an order.

The system uses the following calculations to assign a cancel date to a quote at the ship-to level and order line level:

  • If the Delayed Arrival Date and Order Date are both entered, and they are not same:

    Cancel Date = Delayed Arrival date + Order type Expiration days

  • If the Delayed Arrival Date is modified in Order Summary and the previous value is cleared:

    Cancel Date = New delayed arrival date + Order type Expiration days from Work with Order Types (WOTY)

  • If the previously calculated/manually entered value is not cleared, then the Cancel Date will not be recalculated after changing the Arrival Date.

  • The Cancel Date is blank if the Expiration Days field does not have a value for the order type in Work with Order Types (WOTY) and has not been overridden as well. When an entry is made in Work with Order Types (WOTY) and the order is maintained, upon clicking Unlock Order, the Cancel Date is re-calculated.

  • If the Origin is changed and it has a different or no Expiration Days value in Work with Order Types (WOTY), the Cancel Date is re-calculated.

The system stores the quote expiration date in the Cancel Date field in the Order Header table and Order Detail table.

Example: If the arrival date for a quote is 05/29/24 and the expiration days defined for the quote order type is 30, the system updates the Cancel date for the quote to 06/28/24.

If you change the order type on a quote: If you change the order type on a quote to another order type whose Quote field is selected, the system recalculates the cancel date for the ship-to level only, based on the number defined in the Expiration Days field for the new order type upon clicking Unlock Order in Order Summary.

  1. Ship-To level: Previous Ship-To level Cancel Date is replaced, automatically, regardless of if it is a calculated or overridden value.

  2. Line level:

    1. Existing lines: Line level Cancel Date retains the previous value, until it is cleared. Once it is cleared or made blank, the blank value is displayed.

    2. Newly added lines: The Cancel Date is the same as the new/recalculated Ship-To level Cancel Date.

For more information:

Pre-Order Quote Fields

Origin. Quote type origins (order type) from Work with Order Types (WOTY) are displayed and available for selection.

For more information: