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This page offers information on the default Offer Statuses that govern the state of each offer in BSS. Also, you can find a guide on how you can add a new Offer Status, as well as manage them during the offer submission to the customer.

Explaining the Default Offer Statuses

Under BSS Setup > Sales > Offers > Offer Status is where the default Offer Statuses exist but also where new Offer Statuses can be created. These statuses dictate the various stages of an offer. For our platform to run correctly having a basic functionality, the following Offer Statuses and conditions should always exist by default in an organization as best practice.

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Default Offer Statuses

  1. SubmittedIn Progress: This order offer status is utilized by both systems when the order is considered as submitted yet not executed. There can be only one status with the combination “Type” In progress and “Storefront Type” Viewable that is mandatory & active. No deletion offer is created but not yet submitted to the customer. The status “Type” is In progress and that status must be active. Deletion or deactivation is possible.
    Accepted

  2. Submitted: This order offer status is utilized by both systems for the successful checkout to automatically invoice the products, begin the provisioning of the services, and change the order status. There can be only one status with the combination “Type” Automatic Execute and “Storefront Type” Submitted that is mandatory & active. No deletion when the offer is submitted to the customer but not yet accepted or lost. The status “Type” is In progress and that status must also be active. Deletion or deactivation is possible.

  3. LostAccepted: This order offer status is utilized by both systems when either a BSS or a Storefront user proceeds with the cancellation of an order. There can for the acceptance of the offer by the customer. There should be only one status with the combination “Type” Cancelled and “Storefront Type” Viewable for the status of a Cancelled order to be correct. This status is mandatory & active. No deletion Accepted and that status must also be active. Deletion or deactivation is possible.
    Suspended

  4. Lost: This offer status is only applicable to Standard Resellers. There can utilized for the refusal of the offer by the customer. There should be only one status with the combination “Type” In progress and “Storefront Type” Pending approval for standard resellers and it is mandatory and active Canceled and that status must also be active. Deletion or deactivation is possible.

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Please note that all the statuses explained above are the names provided inside the “Description” column and can be different in your organization since they are editable.

The columns composing the Offer Status list are the following:

  • No. : This column displays the number of each Order Offer Status. In cases, where there are two or more similar statuses, then the number acts as a priority number between them.

  • Description: This column displays the name/description of an Order Offer Status that is the one being displayed next to the “Status” field of each order offer in BSS. The “Description” is a text field where you can type in the exact word(s) that you wish to display as a “Status”.

  • Type: This column displays the available types of statuses in a drop-down menu fashion. Each selected “Type” option works in tandem with the “Storefront Type“ options and what it does essentially is that it keeps a specific stage of the ordering process, whereas the “Storefront Type“ dictates what happens during that specific stageoffering process.

  • Color: This column allows you to change the color of the displayed Status text in BSS and is based on an extended RGB color palette that appears upon clicking on it.

  • Active: This column contains a checkbox for each Order Offer Status so that you can select which status you wish to have enabled and which to have disabled. Please note here that the seven default (systemic) Order Statuses offer statuses that are displayed in the screenshot above, cannot should not be disabled, since they are the bare minimum.

Moreover, you may need to have more statuses than the default ones, analyzed above. Let’s see how you can add new Order Offer Statuses in the following section.

Creating New Offer Statuses

Other than the bare minimum statuses explained above, new order offer statuses can be introduced inside this list. The reason for doing so is when you wish to have better control over, for example, certain cancellation reasons such as “canceled due to customer denial”, “canceled due to credit control failure““offer pending for changes”, “lost due to competition counteroffer“, etc.

To create a new Order Offer Status and add it to the list, you must first provide a number under the No column and then you provide a descriptive name, under the Description column.

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Afterwards, from the columns Type and Storefront Type, you can specify the combination offer type that suits your needs, by choosing one the available option from each onethat resembles the situation.

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Then, you can choose to either click on the Active checkbox to activate the new order offer status upon its creation or leave it as-is if you wish to activate the new order offer status later.

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Lastly, after you have completed the creation of your new Order Statusoffer status, you must always click the + icon to add this status to the list.

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Besides, after you finish with your edits, you must always save your changes by clicking the Save button from the page’s main menu.

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Please note that to provide the newly added (custom) cancellation order canceled offer status based on your defined “Description”, you need to edit the order offer in the BSS portal and select from the available status options, your “Description“, for example, Canceled - Denial Lost due to competition counteroffer.

Offer Statuses Manual

Changes

Change in BSS

The three main points for Order Statuses that are analyzed via the following examples areSince Offer Statuses do not change automatically, the responsible BSS user that creates an offer, needs to also change manually the statuses of the offer whenever an action occurs, from the offer’s creation until the offer’s acceptance or rejection from the customer and everything in between. This means that, for example:

  1. During the creation of an order offer in BSS, the status of the order offer is by default set to “SubmittedIn Progress“ by the system. However, the status, during the order’s creation can be changed by the user before saving it.

  2. During the successful execution of an order in BSSsubmission of the offer to the customer, the status of the order is automatically set offer must manually be changed to “Executed“ by the system.

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  1. Submitted“ by the BSS user. This is achieved by clicking on the Edit button of the offer and then selecting from the Status drop-down menu the option “Submitted”.

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  2. The same logic applies to all the following stages of an offer (be that it is accepted or rejected by the customer), as well as to all custom offer statuses that you may have created. Every status change of the offers is done manually.

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What Happens After an Offer’s Submittion Submission to the Customer

  • After the successful execution of an order, some button functionalities are removed. From the “Quick Add” button located under the Products tab, the options are all deactivated. Also the “Update” button is deactivated. However, although most options have also been deactivated from the Actions button, the “Export to” option is available.

  • If an order is executed and you click on the “Edit” button, you can witness that its status is locked and no changes can be made.

  • If an executed order/sub-order is copied, then the status of the copied order/sub-order will be “Submitted” since it is essentially a new order/sub-order with a different codean offer is submitted to the customer, the offer can either become accepted by the customer or rejected. once the responsible BSS user who created the offer, has the customers answer in written form, they have to manually change the offer status to depict the customers answer.

    • In the case where the customer has accepted the offer and signed it, then the BSS user can change the offer status to “Accepted” and then convert the offer to an actual order.

    • In the case where the customer has rejected the offer, then the BSS user can change the offer status to “Lost” and dismiss that offer.

You can check the following pages for more information on creating, viewing, adding order items, and executing the newly created order.

➡️ Creation of an Offer

➡️ Viewing an Offer

➡️ Adding Items in an Offer

➡️ Execution of Convert an Offer to an Order

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