Reason Code Capture for Pricing Overrides FAQ in Xvantage for Associates

Summary:

The Reason Code feature requires Associates to provide a justification when manually changing a product's price, cost, or margin within a CRM quote. When an associate overrides a system-generated price or cost, a pop-up prompts them to select a reason code from a configurable list. The selected reason can be applied to one line item or all lines in the quote.

Note:

Reason codes are only required when a user manually changes pricing or cost values. Automatically imported prices from systems such as GDE, APIs, or bid imports do not trigger the requirement unless the associate modifies them.

Table of Contents:

Table of Contents:

1. How can the Customer benefit from this pricing feature?

2. How can the Associate best utilize this pricing feature?

3. What are the key rules when triggering reason codes?

Question 1: How can the Customer benefit from this pricing feature?

Answer:

• More consistent pricing decisions - Pricing variances become traceable and standardized.

• Faster resolution of pricing questions - Sales and compliance teams can understand why a price was adjusted.  

• Improved governance - Organizations can ensure pricing decisions align with approved business practices.

Question 2: How can the Associate best utilize this pricing feature?

Answer:

• Better compliance - The system prevents incomplete quotes from being saved or activated without the required justification.

• Improved audit trail - Associates can easily see:

  • Original price/cost;

  • New price/cost;

  • Reason for adjustment

• Increased transparency - Associates can clearly document why pricing or costs were adjusted.

• Faster bulk processing - A single reason code can be applied across multiple quote lines, reducing manual effort.

Question 3: What are the key rules when triggering reason codes?

Answer:

Reason Codes are triggered when:

1. Price is manually changed

2. Cost is manually changed

3. Margin is manually changed

4. Product Calculator changes values

5. Bulk upload changes values

Reason Codes are NOT triggered when:

1. Pricing comes directly from GDE

2. Pricing is imported through APIs

3. Bid prices are imported and remain unchanged

4. System-generated prices remain untouched

Important:

1. The reason code requirement only occurs when a user manually changes the value.

2. There is no minimum threshold of change that requires a reason. And at this time, margin floors are not excused from providing a reason.