Working with Item Creation Records

Item creation records store information about items that may be created when users submit a configuration.

To work with item creation records, follow these steps:

1. Enter the information about the new item. For more information, see Entering Information about the New Item.

2. Set up the rule for the item creation record. For more information, see Setting Up the Item Creation Record Rule.

3. Define how to handle existing items. For more information, see Handling Existing Items.

4. Set values for item fields. For more information, see Setting Values for Item Fields.

5. Set the price for items that require it. For more information, see Setting Pricing.

6. Save the item creation record.

7. (Optional) Add components to any item types that require them. For more information, see Adding Components to Items.

New items are created in batches to optimize performance. If you want to create a limited number of items one at a time, go to the options record at CPQ > Configurator > Settings. Under the Submit subtab, check the Create items one by one box and click Save. After submitting the configuration, the progress bar on the product interface will update as each item is created.

To copy or delete item creation records, see Working with Product Building Blocks.

Entering Information about the New Item

On the item creation record, you can either manually enter information about the new item to be created or copy information of an existing item. For more information, see Entering Information about the New Item Manually and Entering Information by Copying an Existing Item.

Entering Information about the New Item Manually

To create a new item required by a configuration, select an item type on the item creation record, assign a name or number to the new item, and provide a sequence number. The sequence number determines the order in which items will be created when users submit the configuration.

Items with a lower sequence number are created before items with a higher sequence number. For example, an item related to an item creation record with sequence number 1 will be created before an item related to an item creation record with sequence number 2.

Components for assemblies, groups, kit/packages, and items part of subscription plans must have a lower sequence number than their parent item to be created first. If you enter the sequence numbers incorrectly, their order is automatically rearranged to create child items before their parent items.

If you want to use the new item in the configuration, you must specify the answer where to store its internal ID. The answer must be an input box text field, and you must create it before setting up the item creation record. Then, you can include the question and answer codes in a resolve expression like {Q/A} to obtain the internal ID. For example, you can use the resolve expression in NetSuite CPQ Configurator functions or to add the new item internal ID to transaction fields using mapping records. For more information, see Input Box Questions and Obtaining Answer Data with Resolve Expressions.

To enter information about the new item manually:

1. On the Item Creation subtab, click New CPQC Item Creation.

2. Enter a descriptive name for the item creation record.

3. Provide a sequence number.

   You can enter a negative or positive number, for example, -2 or 5.

4. Select the item type.

   The available item types depend on your account.

5. Provide the item name or number you want to assign to the new item.

   Note:

   You can also obtain the item name or number from answers users select on the product interface by using resolve expressions. For example, you could enter {A/1} as a resolve expression. Question and answer codes are used to retrieve the corresponding answer value.

6. In the Answer for Item ID field, select the answer that will store the internal ID of the new item.

   Answers are presented as a combination of question and answer codes.

Entering Information by Copying an Existing Item

With item creation records, you can create an item required by the configuration by copying information from an existing item. The existing item is called a template item and works as the base for the newly created item. Using template item data, you can set only the fields that you want to change instead of manually entering data for every item field.

On the item creation record, you can either select the item you want to copy or obtain the item name or number from a user selection on the product interface using resolve expressions. Then, add a suffix to the name or number of the copied item to make it unique, or assign a new name or number.

To copy an existing item:

1. On the Item Creation subtab, click New CPQC Item Creation.

2. Enter a descriptive name for the item creation record.

3. Provide a sequence number.

   You can enter a negative or positive number. For example, -2 or 5.

4. To identify the item you want to copy, two options are available:

   • In the Template Item field, select an existing item.

   • In the Resolve Template Item Name/Number field, enter a resolve expression to obtain the item name or number from answers users select on the product interface.

     Use question and answer codes separated by a forward slash and enclosed in curly braces. For example, {A/1}. NetSuite CPQ Configurator finds the item name or number using question and answer codes.You can also combine resolve expressions with additional characters to generate the final item name or number, for example, {A/1}-XXX-{B/2}-XX.

5. To create a unique identifier for the new item, two options are available:

   • In the Item Name/Number Suffix field, add a suffix to the existing item name or number.

   • In the Item Name/Number field, enter a new name or number.

6. In the Answer for Item ID field, select the answer that will store the internal ID of the new item.

   Answers are presented as a combination of question and answer codes.

Setting Up the Item Creation Record Rule

After entering the information for the new item, set up the item creation rule to determine whether the new item will be created.

When users submit the configuration, the new item is created only if the item creation rule matches the answers users selected on the product interface. If the new item will be used as a material or additional item, the rule for the linked material or additional item records must also match the answers selected by users.

To set up the rule, go to the Rule subtab on the item creation record.

In the Rule field, provide the condition that determines whether the new item will be created.

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.

Handling Existing Items

When creating a new item, the item name or number you choose may already be assigned to another item. During the item creation record setup, you can define how to proceed when finding an existing item when submitting a configuration.

If an item with the same name or number exists, you have three options in the Existing Item Handling field:

• Do not create a new item – Doesn't create a new item if the same name or number exists. This is the default option.

• Update the existing item – Updates the existing item with the new information from the item creation record.

• Create the item with a new name/number – Creates the new item by automatically adding a five-digit suffix to the name or number of the existing item. A hyphen precedes the suffix.

  Note:

  For example, if the item name or number is AB, the new item will be AB-00001. If this item name or number exists, the new unique identifier will be AB-00002, then AB-00003, and so on.

Setting Values for Item Fields

After entering the basic information, you can provide additional details on the item creation record to set item fields for the new item to be created. If you choose to update an existing item or use a template item, only the fields included on the item creation record will be updated.

You can set item fields under the Item Fields subtab on the item creation record. The available fields depend on the item type you selected. Basic required fields are automatically displayed and can't be removed. Based on the fields you set, the system dynamically determines the additional required fields, the fields to be dimmed, and the fields to be filled in with default values.

Note:

Take into account the following:

• Sublists for item records can't be set or edited, except for those sublists specifically mentioned in this Creating Items Required by the Configuration help topic.

• You must fill in all required fields, unless you use a template item.

To set field values on an item creation record:

1. On the item creation record, go to the Item Fields subtab.

2. Click the Select Fields subtab.

3. Click Add Field.

4. In the Field Name column, select a field from the dropdown list.

5. 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 the fields as they appear on the corresponding item record. For example, you may see a 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. Otherwise, you may experience issues when setting other fields.

6. Repeat steps 3 – 5 for each field you want to set.

Setting Pricing

If price is available for the item type you selected, you can set the price for the new item on the item creation record. For more information about pricing in NetSuite, see Setting Up Item Pricing.

If you use multiple prices and currencies, NetSuite CPQ Configurator automatically recognizes and mirrors the price levels and currencies in your account. On the item creation record, you can set the base price and alternate price levels in multiple currencies for the item that will be created or updated. For more information about multiple prices and currencies in NetSuite, see Using Multiple Prices or Currencies and Using Multiple Pricing.

NetSuite CPQ Configurator also supports the NetSuite Quantity Pricing feature and lets you apply different prices depending on the number of items you sell. For more information, see Using Quantity Pricing.

After creating the item, the price amounts, quantities, and currencies you entered in the item creation record are reflected in the price matrix on the Sales/Pricing subtab of the new item record.

To set pricing information:

1. Go to the Pricing subtab.

2. If you use quantity pricing, enter the required quantity for each quantity-based price break in the Qty fields.

3. Click the currency subtab for which you want to set prices.

4. Enter a value for the base price under the Qty 0 column.

   If you use quantity pricing, also enter a base price for each quantity-based price break under the remaining Qty columns.

5. If you use multiple pricing, enter values for each alternate price level under the Qty 0 column.

   If you use quantity pricing, fill in the alternate prices for each quantity-based price break under the remaining Qty columns.

6. Repeat steps 4 – 6 for each available currency.

7. Click Save.

After providing pricing information, you have completed the setup for the item creation record.

Adding Components to Items

When working with assemblies, groups, or kit/packages on an item creation record, you can add components to the new items to be created. If you create an assembly with advanced BOM, the components are added to the BOM revision record of the newly created item. For more information about these item types, see Groups, Assemblies, and Kit/Packages.

Note:

The item type or template item type must be an assembly, item group, or kit/package on the item creation record.

As a component, you can choose:

• An item from NetSuite

• An item creation record

• A material from the product

Note:

Components must be active items and match the subsidiary of the parent item.

An item is active when the Inactive box isn't checked. This option is under the System Information subtab on the item record.

If you have multiple materials, you can add all active materials as components of the configurable item. To do this, check the Add all materials as components box on the item creation record. Materials become active when users select answers that match their rule on the product interface. You can find active materials under the Materials option in the Audit menu on the product interface.

To add components to an item:

1. On the Item Creation subtab, click Edit next to the item creation record you want to modify.

2. If you work with assemblies with advanced BOM, check the Bill of materials box to view the Components subtab.

3. Click the Components subtab.

   If you want to use only items from NetSuite as components, you can select the items directly in the sublist. Then, enter a quantity and a sequence number, and click Add. Repeat these steps for each component and click Save.

4. To add product materials or item creation records as components, click the New CPQC ITCR Component button.

   If you don't see this button, save the item creation record first.

5. Provide a quantity for this component.

6. Enter a sequence number to determine the order of this component compared to the rest of the components.

7. To specify the component, three options are available:

   • In the Item field, select an item from NetSuite.

   • In the Material field, select a material from the product.

     In this field, you can also choose a material linked to an item creation record.

   • In the Item Creation Record field, select an item creation record to create the component when users submit the configuration.

8. Click Save.

Related Topics

• Creating Items Required by the Configuration
• Assigning Item Creation Records to Materials, Additional Items, or Products
• Working with Assemblies on Item Creation Records

General Notices