What to delete vs. not delete

Problem

The default installation of SAP CPQ comes with some of SAP CPQ’s configured features and capabilities. Some of these configured features acts as a guideline to know what to do when you're first setting up your installation of SAP CPQ. Therefore, it’s important to know what field(s) needs to be deleted, not deleted, or modified based on your business requirements.

Solutions

Bulk Deletion

The Bulk Deletion administrative section allows users to safely and easily delete other user’s, their quotes, or their customers. This is a good way to clean up the system database by deleting old users, along with their quotes and customers.. To access Bulk Deletion, choose the link from under the Quotes admin menu, this displays the Bulk Deletion page. First, select the button. This opens up the delete Customers page.

Product deletion can only happen if a product is not used in any quotes. This means that existing quotes that contains such products needs to be deleted first before deleting the products. The best way to delete all exiting quotes in the system is through Bulk Deletion

Delete Customer(s)

The Delete customer(s) section allows deleting a user’s customers or global customers. To delete a user’s local customers, select their name from the drop down list. To delete global customers, choose Global Customers from the drop down. Next, check the customers you would like to delete then click the Delete button. Before deleting other user’s account, it is important that to delete that user’s customers first.

Delete user(s) and or their cart(s)

Before user deletes other user’s account, it is important that user delete that user’s customers first. Users cannot be deleted if they are the administrator of a company, an approval parent, managing parent, ordering parent, or have customers associated with their account. Do not delete user “John Smith” because this allows any Webcom support to log in, to troubleshoot/resolve any problems encountered.

The Delete user(s) and/or their cart(s) section allow deleting a user’s account or a user’s quotes, or both. Check the users in which you would like to delete. The left checkbox will delete the user’s account from the system, while the right checkbox will the delete only that user’s quotes.

Deleting the user’s account will automatically delete that user’s quotes as well. However, deleting a user’s quotes, though, will keep the user’s account intact (undeleted).

Since all exiting quotes in the system has been deleted through Bulk Deletion. Now, you can go ahead to delete existing products in the system.

Product Catalog Administration

Delete Product(s)

Existing product(s) can be deleted from the system in two ways, either manually (only one at a time) or through product Import (bulk) by setting the delete column to 1 and then import back into the system.

Option 1. Manual Deletion (one at a time)
Navigate through CPQ Setup→Products Catalog →Products. This opens the products page where all product are listed, simply click the icon to delete product(s).

Option 2. Deletion through Product Import

The Product Import administrative section can be accessed under the Products admin menu (Setup→Products→Product Import). From this page, user can download the template for importing new products, export existing products to this template, or upload and import new products. You can also access this functionality from Products page (Setup→Products→Products) where all products are listed. Here, user can export listed products, export all products that match entered criteria, or just go to the Product Import page.

Download the template. To delete existing product(s), on the spreadsheet, you will need to create a new column Delete for each product and set the value to 1 (Flag that gives system order to delete the product. Product deletion can only happen if product is not used in any quotes.)

Once having entries for all the products that need to be deleted, save the file and then go into the Product Import admin section. Click the Browse button in the Step 4 section of the page. Choose the modified template and click Import. During an import, the system checks the file to ensure that it does not have any invalid entries. If the import process does take more than a few seconds, system will also display import progress real-time (it will show the number of loaded products). Each record is defined as each product entry in the spreadsheet. Errors will be given if required fields are not entered for a product. The system processes the entire spreadsheet and returns the status. For more details on product import, see chapter on Product Import

Delete Categories

Categories are used to logically segment products. Once created, products or sub-categories can be added to them. Categories, when displayed to the user, can include an image, a description, and can be visible only to users with the correct rights. Navigating through Setup →Products Catalog → Products will open up the Categories Administration screen. After Categories have been created, they can be modified, deleted or made inactive.

A product can only be deleted from the system if it exists in one category. In addition, you will not be able to delete a product if existing quotes are using the product.

Simply click the button to edit any existing Category. This opens up the Categories page. For more details, see chapter on Categories

Delete Attribute(s)

The Attribute administration section allows managing all attributes that exist in the system. To access this section select the Attributes link under the Products Catalog admin menu. This displays the Attributes Administration page as shown on the right screen. Simply click the button to delete attributes (one at a time).

Note: an attribute cannot be deleted if it’s been used in a product.
To check if an attribute is in use, simply click the button to edit the attribute. This opens the attribute definition page.

Click on to see if the attribute is been used in a product. This opens a pop-up window that shows list of products where the attribute, “ItemQuanitiy” is not been used.

For more details on attributes(see the chapter on Creating Attributes and Attribute Import).

Delete Product Type(s)

Each product created in the system will be assigned one Product Type. Navigate through Setup → Products Catalog →Product Types. This opens up the page where you can either delete or edit existing product type or simply add a new product type by clicking the Add New button.
Click the or to edit or delete any existing product type.

For more details on product types(see chapter on Product Types)

Delete Custom Table(s)

The Custom table administration can be accessed from Setup→ Product Catalog → Custom Tables.

Simply click to delete any existing table from the system.

For more details on Custom tables(see chapter on Custom Tables)

Pricing/Calculations Administration

Delete Pricebook(s)

Pricebooks can be assessed from Setup → Pricing/Calculations → Pricebooks. This opens the price definition page as shown below.

Simply click to delete existing pricebooks from the system.

For more details on pricebooks, see chapter on Pricebooks

Quotes Administration

Delete Document Generation template(s)

These are template used to create printable quote as a Word or Excel document using SAP CPQ quote template tags that the system renders for the user. The format and style of the resulting printable quote is entirely based on how the word document template is laid out, including fonts, colors, and images. Document Generation template can be assessed from Setup → Quotes → Document Generation template. This opens the Document Generation template definition page.

Section template cannot be deleted if it’s used as a multi-section template in the output template. Therefore first, delete the output templates before deleting the section templates

Simply click to delete existing templates from the system.

Delete Manage Content Document(s)

The Manage content document administration allows additional content documents which can be used as included files in quote templates. Manage content document can be accessed from Setup → Quotes→ Manage Contents Document.

Simply click to delete any existing content documents from the system.

Workflow/Approval Administration

Delete Approval Rules(s)

Approval Rule is a SAP CPQ functionality that enables administrator to force users to obey a set of rules when operating with theirs quotes. For instance, administrator can define approval rules for discount or total amount limit to items on a quote. To delete existing approval rules from the system, navigate through Setup→Workflow/Approval→Approval Rules, this opens the Approval Rules page

Simply click to delete existing Approval Rules from the system.

Approval Rules List

For more details, see chapter on Approval Rules

Delete Email List(s)

Creating an email list is the first step in creating notifications. Notifications allow custom emails to be sent to any user with the option of an attachment included. Email lists determine which users receive the email notifications. Email Lists administration can be accessed from Setup→Workflow/Approval→Email Lists.

Simply click to delete existing email list(s) from the system.

What not to Delete

The default installation of SAP CPQ comes with defined fields to illustrate SAP CPQ’s features and capabilities. It’s recommended not to delete the following fields in SAP CPQ because some of these are standard templates that you can customize for your company’s needs.

Do not delete Statuses

The Statuses link under Workflow/Approval provides information about an order or quotation status to users. Examples of common statuses are Open, Order Placed and Shipped. Additional Status Definitions can be added. For quotation tracking, Open Quoted, Closed Quote, Converted to Order, could be added.

Do not delete Notifications

To manage Notifications, click the Notifications link under the Workflow/Approval drop down menu.

Do not delete User "John Smith"

This allows any Webcom support to log in, to troubleshoot/resolve any problems encountered.

Do not delete User Types

User Types is a powerful feature that controls how a user interacts with the system. Products, Reports, Workflow Actions, and more can have permissions set according to user types. This allows users to be easily divided so that privileges can be provided or denied. Adding a new user type is easy by selecting the User Types link under the Users admin menu.

Do not delete Workflow

The relationships between statuses and actions are specified through the Workflow Actions section of the administration. This section can be accessed by clicking on the Workflow Actions link under Workflow/Approval admin menu. The default view of the Workflow Actions section is the Table View. This displays the workflow in a grid pattern. The workflow templates can be customized for your company’s needs.

Do not delete Product Configuration Templates

Product Configuration Templates allow users a lot of flexibility in customizing the layout of the configuration screen. Product Configuration Templates administration can be accessed by selecting the Product Configuration Templates link under the UI Design drop down.

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