How to Split a Quote into Multiple Orders in Salesforce Revenue Cloud

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How to Split a Quote into Multiple Orders in Salesforce Revenue Cloud

In today’s business environment, automation is key to improving efficiency and streamlining processes. One of the powerful features offered by Salesforce Revenue Cloud is the ability to split a quote into multiple orders, which can significantly enhance your sales operations. This capability is particularly valuable for organizations dealing with complex product mixes, varying billing schedules, or subscription-based offerings. Let’s dive into how to effectively utilize this functionality.

Creating a Customized Order Creation Flow

Next, you’ll need to set up a flow that allows you to create orders from quotes with your specific splitting logic.

In Setup, search for Flows in the Quick Find box.
Click New Flow to create a new autolaunched flow or screen flow, depending on your requirements.
Name your flow descriptively (for example, Create Orders By Product Type or Split Orders By Billing Frequency).
Build your flow logic to handle the quote-to-order conversion with splitting criteria. Your flow should:

Accept the Quote ID as an input variable
Query the Quote and related Quote Lines
Apply your splitting logic based on your business requirements
Create multiple Order records with their associated Order Products

Once configured, click Save and then Activate to make the flow available.
Copy the API name of your newly activated flow.
Return to Revenue Cloud Settings and paste the API name in the Advanced Order Creation from Quote field.

Configuring Your Flow Logic

When customizing your flow, you’ll need to define the splitting criteria that align with your business processes. Common approaches include:

Field-based grouping: Group quote lines by a specific field such as Product Family, Billing Frequency, Subscription Type, or a custom field
Decision elements: Use flow decision nodes to route different product types to separate order creation paths
Collection processing: Loop through quote lines and assign them to different order collections based on your criteria
Dynamic assignment: Allow users to select grouping options at runtime through screen flows

The key is to ensure that your flow maintains data integrity by properly mapping quote line fields to order product fields and preserving important relationships such as contract references, pricing information, and quote line groupings. Consider using the standard SBQQQuoteLinec fields and relationships when building your logic to ensure compatibility with Revenue Cloud’s data model.

Testing the Quote Splitting Functionality

Now that you’ve set up your flow, it’s time to test it with a quote. Create or select a test quote that contains a variety of products, which may include:

One-time purchase products
Evergreen (perpetual) subscription products
Term-based products with specified start and end dates
Products with different billing frequencies
Products with different product families or types

When viewing the quote record, click on the Create Order or Order button (button name may vary based on your configuration). Depending on your flow design, you may see options such as:

Create as a single order
Create orders by product groups
Create orders by a specific field (such as product type, billing frequency, or custom grouping field)

Select your preferred splitting option and configure any additional parameters such as order start dates, end dates, or order status. Once you’ve made your selections, click Finish or Create Orders to generate the orders.

The system will then create multiple order records based on your splitting criteria, each containing the appropriate quote lines and maintaining proper relationships with the original quote. Verify that all Quote Lines have been converted to Order Products across the multiple orders and that no data has been lost in the conversion.

Best Practices and Use Cases

The quote-to-multiple-orders capability is particularly useful in several scenarios:

Mixed Product Types: Separating one-time products from subscription products for different fulfillment workflows
Billing Frequency Variations: Creating separate orders for monthly, quarterly, and annual billing cycles to align with different billing processes
Department or Cost Center Allocation: Splitting orders by internal business units for easier accounting and budget tracking
Fulfillment Timing: Separating immediate shipments from back-ordered or future-dated products to streamline warehouse operations
Geographic Distribution: Creating separate orders for different shipping locations or regional fulfillment centers
Contract Management: Isolating products that require different contract terms, renewal schedules, or approval processes
Partner Channel Distribution: Separating orders that will be fulfilled by different partner organizations or resellers

Additional Considerations

When implementing quote splitting functionality, keep these technical considerations in mind:

Order Activation: Determine whether orders should be automatically activated or require manual review and approval before being sent to downstream systems
Pricing Preservation: Ensure that negotiated prices, discounts, and special terms are correctly carried over to all resulting orders without recalculation
Tax Calculation: Verify that tax calculations are accurate across split orders, especially when products have different tax treatments or ship to different jurisdictions
Quote Status: Consider how the Quote status should be updated after order creation and whether the Quote should remain open or be marked as ordered
Integration Impact: Consider how splitting quotes affects downstream systems such as ERP, billing platforms, or fulfillment systems, and ensure your integration logic can handle the one-to-many relationship
Reporting Requirements: Update your reports and dashboards to accommodate the one-to-many relationship between quotes and orders, ensuring visibility across all related orders
Order Naming Conventions: Implement consistent naming conventions for split orders to maintain traceability back to the source quote
User Permissions: Verify that users have the necessary permissions to create orders and that your flow respects sharing rules and field-level security
Performance: For quotes with large numbers of quote lines, test your flow’s performance and consider implementing bulkification best practices to handle bulk operations efficiently

Conclusion

The process of splitting a quote into multiple orders in Salesforce Revenue Cloud is a powerful automation tool that requires thoughtful configuration and testing. This feature enhances your ability to handle complex sales scenarios, streamlines order management, and provides greater flexibility in how you structure your revenue processes. By leveraging the advanced order creation functionality and customizable flows, your business can achieve better organization and efficiency when managing quotes and orders.

If you have questions or need assistance in implementing these features or optimizing your Revenue Cloud configuration, reach out to SOLVD.cloud to see how we can help streamline your business automation and maximize your Salesforce investment.

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