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User Guide

  • Updated

The Foxway Quote Portal is an online platform that enables partners to:

  • Generate price quotes for business customers.

  • Arrange shipping of goods to Foxway.

  • Receive final reports and pricing for processed goods.

This article provides an overview of the workflow, terminology, and key functions in the Quote Portal.

Workflow Overview

  1. Register company in Quote Portal

  2. Create a price quote in the portal.

  3. Send the quote to the customer and confirm pricing.

  4. Arrange shipping (3 available options) and provide labels to the customer.

  5. If any device locks are identified by Foxway, update the customer and mark the status in the tool.

  6. Receive the report from Foxway.

  7. Adjust the customer report based on Foxway’s final testing results.

  8. Customer invoices the Partner.

  9. Partner invoices Foxway.

Key Terminology

  • Company – Business customer requesting price offer from the Partner. 
  • Deal – materialized quote. Initial price offer that has been accepted by the Company and moved to Deal stage in Quote Portal. Based on deal information (devices received), final report shall be generated
  • Draft – a preliminary work-in-progress version of quote, not ready to be sent to customer. There is no expiration time and prices are refreshed each time draft is opened.  
  •  Locked device– device tied to cloud (iCloud, Knox etc) or MDM account. If not unlocked, device gets reported as 0 value. 
  • Partner – Foxway’s partner using Quote Portal tool for generating price offers to their customers (Companies).  
  • Quote – price offer to Company generated by Foxway’s partner in Quote Portal. Partner can adjust their margin while registering the quote. 
  • Quote Portal – online platform enabling Foxway partners to generate price offers to their business customers. 
  • Report – final assessment document which provides overview of quoted items and list of devices received by Foxway with overview of actual conditions and values. Partner shall invoice Foxway based on the value proviced in the report. 

Companies Management

  • Companies section provides an overview of customers registered by the Partner. 
  • Each Company registration should include contact address(es) and Company’s contact person details.
  • Partner can add additional comment to each Company (free text).
  • Filled contact information can later be used for arranging shipments from the Company. 
  • In case of multiple locations, different pickup addresses can be assigned to one Company. 
  • Company’s contact person can receive email notifications from Foxway, depending on the agreement with the Partner. 
  • Company details can be updated at any time. Companies are by default Active upon creation but can also be deactivated or deleted if not longer relevant.

Creating a Quote

For registering a new price quote, the following information needs to be filled:

  • Quote name (Free text for identification)
  • Company (Choose from preregistered Companies or add new)
  • Contact person (Use the one assigned to the Company or overwrite)

  • Devices information (devices models, conditions, quantity, partner margin per line)

     

  • Quote draft can be saved in order to make changes or add items to the quote later. 
  • Saved drafts can be accessed from Quotes tab in Quotes and Deals section. Please note that Quote in draft phase is not yet a subject of price commitment from Foxway. 
  • If the price-list changes, prices will be refreshed if the Quote is in Draft phase.
  • After finalising the draft, Quote should be Confirmed and .pdf file with Customer price offer can be exported. 
  • Please note that at this stage Quote contents and details cannot be adjusted. If needed, Quote can be duplicated and then revised, but please note, the prices will refresh.
  • Company should accept the price offer within Quote validity period meaning that Quote needs to be converted to Deal in the portal. 
  • Quote expires, if not converted to Deal within agreed period. 
  • Expired quotes may also be duplicated (in this case, prices will be refreshed) to issue new price offers to the customer using previously registered models/conditions information.
  • Quotes with less than 3 days of validity will automatically appear in the Expiring quotes section of the Quote Portal Dashboard

Shipping Options

After converting a Quote to a Deal, create a shipment. Three options are available:

  1. Box Shipping

    • Foxway arranges pickup.

    • Shipping labels are generated automatically in the portal, shipping information taken from the information provided in the portal.

    • Pickup possible earliest next business day.

    • Labels can be accessed from Shipment overview section under individual Deal view.

    • For certain carriers, the end customer must arrange final pickup details through the carrier link located in the Quote Portal's left-hand menu.

  2. Pallet Shipping

    • Foxway arranges pickup of pallet(s) from the Company’s location.

    • For 10+ boxes.

    • Labels sent by Foxway logistics via email.

    • Partner must provide number and dimension of pallets and preferred time for pickup in registration form.

    • Pickup arranged within 2 business days.

  3. Own Delivery

    • Partner/Customer arranges transport.

    • Tracking numbers must be entered into the portal.

    • Packages should be marked with Deal ID or Quote name.

Important:

  • When arranging the shipment, please ensure that the estimated delivery date is considered, regardless of the chosen shipping method. This is essential to guarantee timely delivery to Foxway and to uphold the quoted pricing commitments 

  • Quotes without shipping information will be populated in Dashboard Missing shipping info section for quick access

Quotes and Deals

  • Quotes Tab – 
    - Gives an overview of Quotes that have not yet materialised – either in draft status, or waiting to be converted to Deal. 
    - Expired quotes (not converted to deals within agreed period) are also shown in this section. 
    - Once price offer approval is received from the Company, Quote should be converted to Deal. 
    - Quotes may be filtered based on Quote name, Customer, creation/expiration date and status. 
    - In the Quote view, Quotes can be converted to Deals by opening the Quote->Create Deal (if not expired) or deleted. 

  • Deals Tab – 
    - Gives an overview of materialised Quotes (Deals) which have been approved by the customer and confirmed in the Portal. 
    - Deals can be filtered based on deal status, Company, creation date and shipping information. 
    - Each deal includes a summary of tracking numbers linked to its respective shipment.

Deal View

Deal view is available after converting Quote to Deal and can be accessed from Quotes and Deals -> Deals -> Select deal. 

Individual deal view provides overview of quoted items (initial quote), devices processed by Foxway (All deal devices) and locked units identified by Foxway (Locked devices).

  • Linked Quote – Tab provies overview of all quoted items together with partner and customer prices and margin percentage. 

  • All Deal Devices – All deal devices tab will show a list of devices processed by Foxway once all devices have been proessed and locked units handling has been completed. 

  • Locked Devices – Locked devices list gets populated with devices that are identified as locked. Please note that once all locked devices have been identified, deal status will change to Processing - Locked. 

After all devices from the quote have been received and lock handling completed, Partner will be able to download final report from All deal devices tab.

Individual deal view also features an option to arrange shipping of the goods (Create Shipment –> 3 options). After shipment has been arranged and information filled, details can be viewed in Shipment overview section.

Statuses explained 

Quotes and Deals receive status updates whenever moved to the next stage.

  • Draft – Quote in draft phase, can still be modified. Quote is not subject of price commitment yet.
  • Quote created – Quote has been confirmed in the portal and is ready to be sent to the Company for approval. 
  • Deal created – Quote has been approved by the Company and needs to be shipped to Foxway. Foxway honours the price until Estimated delivery date.
  • In transit – Goods have been collected according to tracking number.
  • Deal delivered – Goods received at Foxway warehouse/hub.
  • Processing – Processing of the devices from the Deal has started.
  • Processing – locked – All locked devices from the Deal have been identified.
  • Processed – All deal devices have been processed and lock handling finalized. Automatic report is generated at this stage.
  • Invoicing – Partner has issued an invoice and Foxway’s finance team has approved the document.

Locked Device Handling

  • Locked devices section provides overview of all Locked devices across different Deals and Companies. 
  • Locked devices can be filtered by Deal ID, Quote name, status and last lock related actions. 
  • Locked devices section is populated whenever locked device is identified.
  • Locked units overview is also available per Deal – each deal has a separate tab with a list of locked units (if any identified). 
  • When Foxway has identified all locked devices from the Deal, Deal status gets updated to Processing - Locked.
  • After testing, Foxway will identify devices that are MDM/Cloud locked and these will be populated in Locked devices section under deal. 
  • Company should be contacted by the Partner to unlock the assets remotely.
  • Once confirmation regarding unlocking has been received, assets in Locked devices list should be ticked and actioned as Declare unlocked. 
  • Please note that information regarding locked units should be submitted into portal within established lock handling timeframe. Foxway will then verify the actual status of the devices.
  • In case the assets can’t be unlocked, they should be actioned as Process as locked (price for locked units will be 0). 
  • If no action is added after agreed lock handling timeframe, Foxway will not re-evaluate the devices and devices will be reported as locked.
  • Locked units status change can be actioned in both, general Locked devices section and also in Locked devices tab in individual Deal view..

Dashboard

The Dashboard provides a quick overview of items needing Partner action:

  • Drafts – Partner can save quote drafts and return to filling details/adding items later. In this phase, Quote is not yet a subject of price commitment and prices will refresh when opening saved Draft.
  • Expiring quotes – Overview of quotes waiting for customer confirmation and converting to deal in the portal. Please keep in mind quote expiration is set to 7 days.
  • Missing shipping info – Overview of materialized quotes (deals) that are missing pickup request information (boxes or pallets pickup) or tracking numbers in case of own delivery option.
  • Locked deals – Overview of deals that need to receive input regarding locked units.
  • Shipment not arrived – Deal not arrived to Foxway within x days from shipping information filled.

Reporting

  • Goods are processed by Foxway within agreed timeframe (Reporting date) from receive date. 
  • After deal has been processed by Foxway and lock handling finalized (Deal progressed to Processed status), final report in excel format can be downloaded from All deal devices tab. 
  • Final report provides the information of initially registered items and quoted pricing as well as list of devices received by Foxway and final pricing. 
  • If received items match condition specified in the quote and shipment arrived to Foxway within requested time period (before Estimated delivery date). 
  • Foxway will commit to quoted price. In case of condition discrepancies, reductions will apply.
  • Based on the final report, Partner shall invoice Foxway. The invoice should reference the Deal ID as listed in the report.

Invoicing:

  • Customer invoices Partner.

  • Partner invoices Foxway based on the final report.

  • Invoice must include the Deal ID.