Override Engine Setup

Introduction

The Override Engine can update the price or cost of quote items, ticket items, and/or invoice items based on criteria. You can also configure the Override Engine to update fields other than those for prices/costs.

When a price/cost override applies to an item, the item’s price/cost changes automatically and you can’t change it manually.

An Override Configuration defines the rules that determine whether an Override should apply.

Override configurations are defined in the Admin Portal.

See Override Configurations guidelines for things to keep in mind.

An Override defines the value to use when an Override Configuration applies.

Override values are defined in the Overrides tab in Back Office.

You can apply overrides for:

Prerequisites

To setup and use the Override Engine, you need to:

Have these user licenses Have these permissions Complete these tasks
and review these topics
before continuing
  • FX CPQ minimum permissions

  • System permissions:

    • Customize Application

    • Manage Profiles and Permission Sets

    • View Setup and Configuration

Guidelines

This section offers guidelines for Override Configurations, Overriding values with null values and Overrides.

Override Configurations

Records Updated by Overrides

To control the records updated by overrides, use the Applies to SObject field.

You can apply overrides to quote items, ticket items, or invoice items.

Fields Updated by Overrides

To override a field, enter the field(s) in Override Fields.

Enter the API name of the field(s) to which overrides apply.

When entering the field API names, separate each value by a comma.

The field(s) you enter must exist on the Override object and the relevant item object.

Enter FX5__Price__c to apply overrides to the Price field on ticket items.

If you want to define your own overrides, you can use custom fields.

Custom fields for override criteria must have the same API name on both the Override and item object(s).

Override Criteria

The Filter Clause field contains the criteria that triggers overrides if a record meets the criteria.

You can set up overrides for any quote item, ticket item, or invoice item field.

The Override Criteria maps fields on the Override object to fields on the object to which overrides apply.

Consider the following example:

FX5__CustomerAccount__c==$FX5__CustomerAccount__c
  • The first field is the Customer Account field on the Override object.

  • The second field is the Customer Account field on the object to which overrides apply.

  • You must separate the fields with a $ sign.

To require items to match an override in all of the specified fields, use the && function.

(FX5__Catalog_Item__c==$FX5__Catalog_Item__c) && (FX5__CustomerAccount__c==$FX5__CustomerAccount__c)
AND is also supported, but && is preferred. Lower case letters in the operator, such as and, are not supported.

To require items match an override in any of the specified fields, use the || function .

(FX5__Catalog_Item__c==null || FX5__Catalog_Item__c==$FX5__Catalog_Item__c) && (FX5__CustomerAccount__c==null || FX5__CustomerAccount__c==$FX5__CustomerAccount__c)
Use || instead of OR (although it is supported). Lower case letters in the operator, such as or, are not supported.

Handling Multiple Overrides

You can apply multiple overrides to an item. To handle this, you must add logic to decide which override to use.

Complete the following fields to handle multiple overrides:

Field Description

Sort Clause

Enter the sort order of applicable overrides.

  • Enter FX5__Price__c DESC to sort overrides in descending order (highest to lowest) by price

  • Enter FX5__Catalog_Item__c, FX5__CustomerAccount__c to sort overrides in order by catalog item and then customer account

AVG
MAX
MIN
SUM

Enter AVG to use the average of all applicable overrides
Enter MAX to use highest applicable override.
Enter MIN to use the lowest applicable override.
Enter SUM to use the total for all applicable overrides.

Limit

Enter the number of overrides to consider.

  • If you enter "1", only the first applicable override will be considered.

  • If you enter "5", the first five applicable overrides will be considered.

InAggregation

Select if you enter AVG, MAX, MIN, or SUM after a field in the Sort Clause

Overriding values with null values

Select the Apply Null checkbox to override field values in items with null values.

Use the checkbox in situations where you want to clear the value entered in a field when an item meets certain criteria.

Overrides

You can specify the criteria for an override or override a date range.

Override Criteria

You can set up overrides for any quote item, ticket item, or invoice item field. The Override Criteria maps fields on the Override object to fields on the relevant item object(s).

In this example:

FX5__CustomerAccount__c==$FX5__CustomerAccount__c

This override criteria maps the Customer field on the Override object to the Customer field on ticket items.

You can use the Catalog Item, Customer, and Office fields in override criteria right away.

These fields are managed fields on the Override, Quote Item, Ticket Item, and Invoice Item objects.

You can also use custom fields for override criteria as long as they have the same API name on both the Override and item object(s).

If you want to define your own overrides, use custom fields.

Date Ranges

You can make overrides apply within a specific date range.

To set a date range for overrides, enter dates in the Effective Date and Expiration Date fields.

The Quote or Ticket’s Date field must be

  • Greater than or equal to the Override’s Effective Date and

  • Less than or equal to the Override’s Expiration Date.

Considerations

When a price/cost override applies to an item, the item’s price/cost stays locked and you can’t change it manually.

When you add a new price/cost override:

  • The override won’t apply to items added before that date.

  • The override will apply to items added after that date.

When you update a price/cost override:

  • The previous version of the override will apply to items added before that date.

  • The new version of the override will apply to items added after that date.

Price Overrides

When using price overrides, these examples show adding price overrides based on a customer and adding price overrides based on quantity.

Example 1: Adding Based on Customer

Scenario

In this example, we will add price overrides based on the customer.

Once we set up the overrides:

Setup Instructions

  1. Access FieldFX Back Office.

  2. Switch to Salesforce Classic.

  3. Add an override configuration:

    1. Open the Override Configs tab.

    2. Click New.

    3. Complete the following:

      Name

      Enter "Price Override by Customer"

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Override Fields

      Enter FX5__Price__c

      This entry maps the Price field on overrides to the Price field on quote items and ticket items.

      Override Type

      Select "Price"

      Filter Clause

      Enter the following:

      FX5__CustomerAccount__c==$FX5__CustomerAccount__c && FX5__Catalog_Item__c==$FX5__Catalog_Item__c

      This entry ensures that overrides apply to quote items and ticket items with a matching customer.

      Active

      Select the checkbox.

      Limit

      enter 1.

      Sort Clause

      Enter FX5__CustomerAccount__c.

      This entry sorts matching items by customer.

    4. Click Save.

  4. Add overrides for each customer:

    1. Open the Overrides tab.

    2. Click New.

    3. Complete the following:

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Customer

      Select a customer.

      Catalog Item

      Select the catalog item for which to apply the override

      The override applies to all quote items and ticket items linked to the catalog item through a price book item.

      Override Type

      Select "Price".

      Price

      Enter the price to charge the customer.

      (Optional)
      Effective Date

      Enter the date when the override should start being used.

      (Optional)
      Expiration Date

      Enter the date when the override should stop being used.

      An override that does not have an Expiration Date always applies unless its Override Config is deactivated.

    4. Click Save & New.

    5. Repeat these steps for other customers.

  5. Apply the override configuration to price book items:

    1. Open the Price Book Items tab

    2. Open a price book item for a catalog item to which overrides apply.

    3. Click Edit.

    4. In Override Price Method, select "Price Override by Customer".

    5. Click Save.

    6. Repeat these steps for other price books.

Example 2: Adding Based on Quantity

Scenario

In this example, we will add price overrides based on a quantity. More specifically, the price override will be based on well depth.

Once we set up the overrides:

Setup Instructions

  1. Access FieldFX Back Office.

  2. Switch to Salesforce Classic.

  3. If not already created in your Org, create the following custom fields:

    Object Custom Fields

    Ticket__c*

    WellDepth__c

    Ticket_Item__c

    TicketWellDepth__c - use the following formula:

    FX5__Ticket__r.WellDepth__c

    Overrider__c

    MinDepth__c
    MaxDepth__c

  4. If not already included, ensure the following fields are included on the specified page layouts:

    Page Layout Fields

    Override Configs

    IsAggregation
    Sort Clause
    Limit

    Overrides

    MinDepth
    MaxDepth
    Price

    Price Book Item

    Override Price Method

    Override Configs

    IsAggregation
    Sort Clause
    Limit

    Overrides

    MinDepth
    MaxDepth
    Price

    Price Book Item

    Override Price Method

  5. Add an override configuration:

    1. Open the Override Configs tab.

    2. Click New.

    3. Complete the following entries:

      Field Enter or Select

      Name

      Price Override by Well Depth

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Override Fields

      FX5__Price__c

      Override Type

      Select "Price" to map the Price field on overrides to the Price field on quote items and ticket items.

      Filter Clause

      Enter the following formula in Filter Clause:

      FX5__CustomerAccount__c==$FX5__CustomerAccount__c && FX5__Catalog_Item__c==$FX5__Catalog_Item__c

      Limit

      1

      Sort Clause

      WellDepth__c to sort matching items by well depth.

    4. Click Save.

      Screenshot of the setups for the Override Config for Example 2
      Figure 1. Override Config settings for well depth override example
  6. Add the overrides:

    1. Open the Overrides tab.

    2. Click New.

    3. In Applies to SObject, add "Ticket" and "Quote" to Chosen.

    4. Create three overrides and enter the values for the fields shown:

      MinDepth MaxDepth Price Action

      Override1

      50

      500

      100

      Click Save & New

      Override2

      500

      599

      200

      Click Save & New

      Override3

      600

      699

      300

      Click Save.

Screenshot of setups for well depth override
Figure 2. Entries in the setup screen for well depth override
  1. Edit Price Book Item Detail.

  2. Select "Price Override by Well Depth" in Override Price Method.

  3. Click Save.

    Screenshot of a price book item detail showing the override selected
    Figure 3. Price book item detail showing the override selected

Cost Overrides

You can add a cost override. This example shows adding cost overrides based on a location.

Example 1: Adding Based on Location

Scenario

In this example, we will add cost overrides based on the office.

Once we set up the overrides:

Setup Instructions

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. Add an override configuration:

    1. Open the Override Configs tab.

    2. Click New.

    3. Complete the following:

      Field Entry Action

      Name

      Enter Cost Override by Office

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Override Fields

      Enter FX5__Cost__c

      This entry maps the Cost field on overrides to the Cost field on quote items and ticket items.

      Override Type

      Select Cost

      Filter Clause

      Enter the following

      FX5__Office__c==$FX5__Office__c &&
      FX5__Catalog_Item__c==$FX5__Catalog_Item__c
      This entry ensures that overrides apply to quote items and ticket items with a matching office.

      Limit

      Enter "1"

      Sort Clause

      Enter "FX5\__Office__c"

      This entry sorts matching items by office.

      Click Save

  4. Add overrides for each office:

    1. Open the Overrides tab

    2. Click New

    3. Complete the following:

      Field Entry Action

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Office

      Select an office.

      Catalog Item

      Select the catalog item for which to apply the override.

      The override applies to all quote items and ticket items linked to the catalog item through a price book item.

      Override Type

      Select "Cost".

      Cost

      Enter the cost for the office

      Click Save & New.

    4. Select IsActive.

    5. (Optional) Set the date range in which to apply the override

    6. Repeat these steps for other offices as needed.

  5. Apply the override configuration to price book items:

    1. Open the Price Book Items tab.

    2. Open a price book item for a catalog item to which overrides apply.

    3. Click Edit.

    4. In Override Cost Method, select "Cost Override by Office".

    5. Click Save.

    6. Repeat these steps for other price book items as needed.

Price & Cost Overrides

Example 1: Adding Based on Treatment Facility

Scenario

In this example, we will add price and cost overrides based on the treatment facility.

Once we set up the overrides:

Setup Instructions

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. Add a Treatment Facility (Treatment_Facility__c) picklist to the following objects:

    • Quote Item

    • Ticket Item

    • Override

  4. Add an override configuration:

    1. Open the Override Configs tab.

    2. Click New.

    3. Complete the following:

      Field Entry

      Name

      Enter "Price & Cost Overrides by Treatment Facility"

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen

      Override Fields

      Enter FX5__Cost__c, FX5\__Price__c

      This entry maps the Cost and Price fields on overrides to the Cost and Price fields on quote items and ticket items.

      Override Type

      Select "Price"

      Filter Clause

      Enter the following:

      (Treatment_Facility__c==$Treatment_Facility__c) &&
      (FX5__Catalog_Item__c==null (pipe) (pipe)
      FX5__Catalog_Item__c==$FX5__Catalog_Item__c)
      Replace (pipe) with the pipe character.

      This entry ensures that overrides apply to items with a matching treatment facility.

      The advanced logic for catalog items in this example ensures that items with a matching treatment facility can have a matching catalog item or a null value entered for their catalog item.

      Limit

      Enter "1"

      Sort Clause

      Enter Treatment_Facility__c, FX5__Catalog_Item__c NULLS LAST

      This entry sorts matching items so that those with a matching treatment facility and catalog item are listed first.
      1. Click Save

  5. Add overrides for each treatment facility:

    1. Open the Overrides tab.

    2. Click New.

    3. Complete the following:

      Field Entry Action

      Applies to SObject

      Add "Ticket" and "Quote" to Chosen.

      Treatment Facility

      select a treatment facility.

      Catalog Item

      Select the catalog item for which to apply the override.

      The override applies to all quote items and ticket items linked to the catalog item through a price book item.

      Override Type

      Select "Price".

      Price

      enter the price to charge for using the treatment facility

      Cost

      enter the cost for using the treatment facility

    4. Select IsActive

    5. (Optional) Set the date range in which to apply the override

    6. Click Save & New

    7. Repeat the above steps for other treatment facilities

  6. Apply the override configuration to price book items:

    1. Open the Price Book Items tab.

    2. Open a price book item for a catalog item to which overrides apply.

    3. Click Edit.

    4. In Override Price Method, select "Price & Cost Overrides by Treatment Facility".

    5. Click Save.

    6. Repeat the above steps for other price book items as needed.