Clawback Deals - Negative Deals

Please note that the below is a generic option on how to implement clawbacks. For help one-on-one with a Xactly Express expert, it is recommended to work with Xactly's Professional Services team. Xactly Support does not build or out plan configuration.

To clawback deals using Salesforce where the clawback information is on a single object, there are two options. One option is to:

Create the new fields that are for clawbacks only in Salesforce. These can be added to the Opportunity object. You can create a new section for these fields to help separate them.
Create a new mapping in Express that is for clawbacks only.

The second would be to have the deals imported into Express, but in the credit rule have it multiplied by a negative 1 so the credit amount is negative. The benefit of doing the first option is it allows a deal to be imported twice into Express, once through each mapping. If using the second option, the deal can only be imported once.

With either option, it is recommended to add three fields onto your object in Salesforce:

Clawback Amount (if using -1, this field will be built into the mapping instead of Salesforce)
Clawback checkbox (this will indicate in the import criteria that it is a clawback)
Clawback Deal Date or Clawback Close Date (If using -1 and not creating a new mapping, this will be the same as the Deal Date and does not need to be added)

*All other details such as Opportunity Name will be used in the mapping and do not have to be duplicated on the Opportunity object.

To set up the clawback in credits by using a negative 1:

Go to Setup > Define Deal Attributes
Select the mapping you would like to update
Click “Add Row”
Data Type: Currency or Number

NOTE: If selecting currency, the field will be subject to different currency rates. If the field is a number field it will not be viewed as having a currency exchange rate.

Field Name: in the drop-down menu select “-- Formula Field --”
Data Field: select the field the reps typically get credit on (e.g. Amount)
Numeric Value: - 1
Save

Express Field Name: if you have already added the field name into the "View All Fields" section (i.e. it is showing under the drop-down menu when you click on "New Field"), select the name from the drop-down menu. If this is a new field name, then click the pencil icon to type in a new field name.

NOTE: Creating this new field will take up one of your data type fields. Please see below for the data type limitations.

Once the new field has been created you will want to import deals to update the field onto all deals. To do this go to Results > Import Data > Import Deals.
Next, you will want to set the plans so they only look to clawbacks when “Clawback = True”. To do this go to Plans > Edit Plan > Define Credits
In section E select “Apply split percentages (this will increase or decrease the credit amount)” > Edit Rule
Click “Add Qualifier”. This will be just for the Clawbacks.
Name the new Qualifier (e.g. Clawbacks)
Set the criteria to be “Clawback = True” > Save/Close
Click the fx button > under row A click “Data Field” then select “Clawback” > Save/Close.

If you would like to bring in a deal twice, as Express is designed to only bring in a deal once per mapping, you will need to do the following:

Go to Setup > Define Deal Attributes
On the bottom left side of the screen, it will have a "New Mapping" button.
From there you want to select the Opportunity object, which is where you are going to start your mapping.

Once you create the new mapping, you will want to do the following:

Go to Express > Setup > Define Deal Attributes
Select new mapping
Click "Add Row". You will be adding all the fields needed for the mapping. If the same fields as used in the original mapping, you will still need to add the fields into the new mapping. Each mapping functions individually.
Under "Data Type", column 1, select "Date", for example
Under "Field Name", column 2, search for "Close Date". This list that shows initially in the drop-down menu is all the text fields on the Opportunity object.

If the field is housed on a parent object, you will want to click "Lookup Field" > search for the parent object name and click the link with the double arrows found on the right side of the screen (i.e "Opportunity >>") > search for the field name.

NOTE: When selecting deal Id, please refer to the following:

Mapping to Opportunity: look for the field name "Opportunity"

Mapping to Product: look for field name "Line Item"

Mapping to Custom Field: look for field name "Record"

Under "Express Field Name" if you have already added the field name into the "View All Fields" section (i.e. it is showing under the drop-down menu when you click on "New Field"), select the name from the drop-down menu. If this is a new field name, then click the pencil icon to type in a new field name.

NOTE: Deal Date, Salesperson, or Deal Id field names cannot be changed as they are standard with every mapping. This is as designed.

Click both green checkmarks to save the field name. One next to the Express Field Name and the other next to Options.
Click the floppy disk icon to save the entire page. This will take a minute or so to refresh.

*Under Deal Attributes fields there is a fixed number of fields you can add within Express:

Currency: 10 custom “Currency” fields

Date: 6 (5 custom “Date” fields, 1 Standard "DealDate")

Decimal: 10 custom “Number” fields

User: 5 (4 custom “Profile” fields, 1 standard "Salesperson")

Text: 26 (25 custom “String” fields, 1 Standard "Deal Id")

Checkbox: 5 custom checkbox fields (listed as “Boolean”)

Each mapping will have to have a different combination of unique fields. Typically, only deal Id is the only unique Id. To make both mappings use the same Opportunity Id or Deal Id, but pull a deal in twice, once for revenue sales and once for clawback, you will want to add in a Constant Value called "Import Source". This makes it so the combination of deal Id and Import Source make up the unique Id. If each mapping has the same deal Id, but the Import Source is different, than the combination of the two is different and the deal will pull in twice. To do this:
Go to Setup > Define Deal Attribute
Go to View All Fields**
Click "Add Row"

Data Type: Text

Express Field Name: Import Source

Unique Field: check to make true

Select the mapping you use for the reps plan
Click "Add Row"

Data Type: Text

Field Name (Column 3): in the drop-down menu select "Constant Value" > where it says "Constant" change to the mapping name. For example, "Clawback" (do not add in quotation marks)

Express Field Name: select the pencil icon and type "Import Source"

Save

**Skip #2 - #3 if the "Import Source" field name has already been created.

Once you create a new mapping you will want to update the plans and/or import criteria.

Plans: If the deal functions the same way regular positive deals (i.e. timeframe and payment frequencies are the same), then you do not need to touch the plans. If the payout structure is different you will need to create separate credit and/or payment rules. To help separate the clawbacks from the regular fields, use "Import Source = Clawback" (without quotations) as criteria to help filter out the clawbacks.
Import Criteria: To make sure you only import clawback deals using the new clawback mapping and not in the original Opportunity mapping, you will need to update the import criteria:
Go to Results > Import Criteria
Click the toggle for Salesforce
Select the mapping from the drop-down menu in the first section.
Check the box "Use Advanced Filter Criteria to Trigger Import"
Click "Add more criteria"
In the drop-down menu select the Clawback checkbox you created in Salesforce.
If the mapping starts at a child object (i.e. Opportunity Split), but the field created is on the parent object, look for the name of the parent object with two arrows to look up to the parent object: Opportunity >>
Make the criteria say "Clawback = True". In the original mapping, you can add the criteria into Import Data that says "Clawback = False" so the deals do not import twice.

NOTE: To save any changes in Import Criteria you will have to run "Import Deals"