Setting Transaction Body and Line Fields Based on Configuration Data

With NetSuite CPQ Configurator, you can automatically set transaction fields based on users' choices and save time when working with eligible transactions. For more information about eligible transactions, see Selecting Eligible Transactions.

If you've previously created custom fields to store configuration data, you can also copy this data to transactions. Other NetSuite capabilities can use this additional configuration data, for example, to create reports, launch workflows, or create documents.

Let's say your business includes a desk as a configurable item. You can add information about the wood type to the transaction, generate a report to see the type customers prefer, and increase its stock. For more information about creating custom transaction fields, see Creating Custom Transaction Body Fields and Creating Custom Transaction Line Fields.

You can set transaction body and line fields on eligible transactions using mapping records. Mapping records store information about the fields to be set, such as the transactions to which the fields belong, the field values, and the rule that determines whether the fields will be set after users submit the configuration. A mapping record becomes active if its rule matches the answers users selected on the product interface.

Each mapping record has a sequence number that determines the order in which the fields will be set on transactions or create the work order. Mapping records with a lower sequence number are applied before those with a higher sequence number, regardless of whether they set body or line fields. Consequently, a mapping record may overwrite values set by a previous mapping record.

You have available a mapping record for each transaction field type:

Body field mapping record – Sets transaction body fields.
Line field mapping record (formerly called component field mapping record) – Sets transaction line fields.

You can set transaction line fields for the main configured item and additional items. Additionally, you can set line fields for materials and fields for routing steps when added as components and operation tasks to work orders. After creating mapping records, you must assign them to these resources to set fields on transactions. For more information, see Setting Line Fields for Main Items and Additional Items and Setting Fields for Materials and Routing Steps.

Note:

Install NetSuite CPQ Manufacturing to apply mapping records to work orders, materials, and routing steps. For more information, see Installing NetSuite CPQ SuiteApps and Creating Work Orders for Configured Items.

You can set fields for multiple transaction types in a single mapping record. If a field is shared across transaction types, the same value is applied to all the selected transaction types.To set different values for the same field on different transaction types, create a mapping record for each transaction.

Don't use mapping records to edit:

Transaction fields automatically set by NetSuite CPQ Configurator, such as the item name, quantity, and rate.
Custom fields used by NetSuite CPQ Configurator to work properly. For more information, see Maintaining Enabled Specific Custom Transaction Body and Line Fields.

Note:

Previously, transaction line fields could be set using these fields:

Order Column Mapping (additional item record).
WO Column Mapping (material record).

If you want to switch from these fields to mapping records, move the field information to mapping records and leave these fields blank. After clearing these fields, they will become hidden.

To create a transaction body or line field mapping record:

In NetSuite go to CPQ > Configurator > Product Maintenance.
Edit the product for which you want to create a mapping record.
Go to the Data Mapping subtab.
Depending on the type of mapping record you want to create, click the related button:
- To create a body field mapping record, click New CPQC Body Field Mapping.
- To create a line field mapping record, click New CPQC Line Field Mapping.
Note:
The steps for creating body and line field mapping records are similar, but line field mapping records include a few additional options.
Provide a descriptive name for the mapping record.
Provide a sequence number to determine the order in which the mapping record is applied.

You can enter a negative or positive number, for example, -2 or 5.
Select the transaction types to which you want to apply the mapping record.

The available fields depend on the selected transaction type.
To apply a line field mapping record to all additional items in the product, check the Apply to all additional items box.

These mapping records will be displayed in the Common Line Field Mapping Records field on additional item records.
To set fields for work orders on a line field mapping record:
- In the Work Order Target field, select one of these options:
  - Component – Sets line fields for the component associated with the material.
  - Operation Task – Sets fields for the operation task associated with the routing step.
- To apply a line field mapping record to all materials in the product, check the Apply to all materials box.
  
  These mapping records will be displayed in the Common Line Field Mapping Records field on material records.
- To apply a line field mapping record to all routing steps in the product, check the Apply to all routing steps box.
  
  These mapping records will be displayed in the Common Line Field Mapping Records field on routing step records.
In the Rule field, provide the condition that determines whether body or line fields will be set on transactions using mapping records.

Enter question and answer codes separated by a forward slash, for example, A/1. Use operators to combine multiple conditions, for example, A/1&B/2. For more information, see Activating or Hiding Building Blocks with Rules.
On the Transaction Body Fields or Transaction Line Fields subtab, click Add Field to set values for transaction body or line fields.
In the Field Name column, select the field you want to set.
To provide a value for the field, two options are available:
- In the Select Value column, perform the required task for the field, such as selecting an option, entering a value, or checking a box.
  
  This column shows fields as they appear on the corresponding transaction. For example, you may see dropdown list, click the dropdown arrow, and select an option.
- In the Value column, enter a resolve expression, for example, {A/1}. For more information, see Obtaining Answer Data with Resolve Expressions.
  
  Note:
  When using resolve expressions, the field value can't be predicted. To dynamically determine related fields, you must also set or select a placeholder value in the Placeholder Value column. Stepping this step may cause issues when setting other fields.
Repeat steps 11 – 13 to set values for as many fields as required.
Click Save.

Setting Line Fields for Main Items and Additional Items

If you want to set transaction line fields for the main configured item or an additional item, you need to assign the mapping records you previously created to the product or the additional item. To set line fields for the main configured item, edit the product record and select the mapping records in the Line Field Mapping Records field. The main configured item is represented by the base item. For more information about base items, see Assigning Base Items to Products.

When setting line fields for additional items, you can apply mapping records to all additional items for a product or only to specific ones. To apply mapping records to a specific additional item, edit the additional item record and select the mapping records in the Line Field Mapping Records field. For more information about linking an additional item to mapping records, see Setting Transaction Line Fields for Additional Items.

On the additional item record, you can also view the shared mapping records in the Common Line Field Mapping Records field. These mapping records have the Apply to all additional items box checked.

After users submit the configuration, the associated mapping records set field values for the main configured item or the additional item line included in the transaction.

Setting Fields for Materials and Routing Steps

If you want to set fields for a material or a routing step when it's added as a component or operation task to a work order, assign the mapping records you've previously created to the material or routing step. You can apply mapping records to all materials or routing steps in a product or only to specific ones. When users create a work order, mapping records set:

Line fields for the component associated with the material.
Fields for the operation task associated with the routing step.

For more information about work orders for configured items, see Creating Work Orders for Configured Items.

On the material or the routing step records, you can view the shared mapping records in the Common Line Field Mapping Records field. These mapping records have one of these boxes checked:

Apply to all materials.
Apply to all routing steps.

To apply mapping records to a specific material or routing step, assign the mapping records to the material or the routing step using the Line Field Mapping Records field. For more information about materials and routing steps, see Defining Materials for the Configurable Item and Defining Routing Steps to Build the Configurable Item.

To create a transaction body or line field mapping record:

Setting Line Fields for Main Items and Additional Items

Setting Fields for Materials and Routing Steps

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