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Calculation Review

The calculation review summarizes the revenues and costs of a service item (or machine) accrued over the course of a business transaction or project, making it a running calculation. This chapter covers everything you need to know about the calculation review. It is divided into the following sections:

Accessing the Calculation Review

To open the calculation review of a service item, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item whose calculation review you want to access.
  • Click Service Item > Calculation Review in the menu bar.

Note

You can also open the calculation review for a service item via the Calc. Review List. To do so, use the quick search (ALT+Q) to find the Calc. Review List page, select the desired line, then click Calculation Review in the menu bar.

You have successfully accessed the calculation review for a service item. The calculation review overview page is divided into four FastTabs. The following sections describe each FastTab in more detail.

'Overview' FastTab

This FastTab lets you compare the calculation review of a service item directly with the associated calculation worksheet, regardless of whether the calculations have already been approved. At the same time, you can view provisions that have already been posted, and prepare and post new provisions here. To compare a calculation review with a calculation worksheet, proceed as follows:

  • In the calculation review, in the Service Item FastTab, select the calculation worksheet you want to compare the calculation review with in the Calc. Worksheet No. field. Only calculation worksheets of the same service item are available for selection.

The Overview FastTab now provides the following fields.

Field Description
Line Type Shows the type of the service item line.
Calc. Worksheet Shows the corresponding value from the selected calculation worksheet.
Calc. Review without Provisions Shows the corresponding value from the current calculation review without provisions.
Posted Provision Amount Shows the total of the provisions already posted for this line.
Provision to Post Enter the amount you want to post as a provision for this line here. For more information on posting provisions in the calculation review, see Provisions in Calculation Review.
Provision to Resolve Enter the amount you want to post as a provision resolution for this line here. For more information on resolving provisions in the calculation review, see Provisions in Calculation Review.
Posting Description Enter a significant description for the posting here.
Calc. Review after Posting Shows the calculation review taking into account the posted provision amount as well as the values from the Provision to Post and Provision to Resolve fields.
Calculation Difference Shows the difference between the calculation worksheet and the calculation review.

'Service Item' FastTab

This FastTab shows the Status of the calculation review as well as detailed information for identifying the service item, e.g., the service item number and serial number, manufacturer, and model. In the Trade No. field, you can select the desired trade number of a service item to display the corresponding calculation review. In the Date Filter field, you can specify the date for which the values in the calculation review are calculated. Both dates and date formulas are possible, e.g., 15.01.2025 for January 15th 2025 or D15 for the upcoming 15th of a month.

'Details' FastTab

This FastTab shows the following values of the calculation review:

Category Value
Purchase
Inventoriable Expected Unit Cost, Estimated Cost, Expected Additional Cost, Expected Discount, Act. Standard Cost, Configuration
Fixed Asset Act. Standard Cost (FA), Configuration (FA), Purchase Price Sum
Costs/Discounts Purchase Discounts, Purchase Freight, Purchase Charges, Additional Costs, External Services
Rental Cost Rent Cost, Subsidies, Subsidy Costs, Other Revenues, Expected Purch. Cash Discount, Purchase Cash Discount, Devaluation, Capitalized Service, Unit Cost Sum
Service Exp. Internal Labor, Exp. Internal Parts, Exp. Internal Additional Costs, Exp. Internal Services, Act. Internal Labor, Act. Internal Additional Parts, Act. Internal Additional Cost, Act. Internal Services, Internal Services, Unit Cost Sum incl. Service
Financing Calc. Interests, Leasing, Financing (Repayment etc.), Calculated Unit Cost Sum
Provisions Provision Purchase, Provision Purchase Discount, Provision Configuration, Provision Service, Provision Other Costs, Unit Cost Sum incl. Provisions
Rental Rent Revenue, Counted Rent Income, Internal Rent Revenue, Unit Cost Sum for Commission
Sales
Inventoriable Exp. Sales Price, Act. Sales Price, Rent Revenue (Sales Current Asset), Configuration
Fixed Asset Act. Sales Price (FA), Rent Revenue (Sales Fixed Asset)
Costs/Discounts Sales Discounts, Sales Freight, Sales Charges
Payment Expected Sales Cash Discount, Sales Cash Discount

You can view details for a value by clicking the corresponding amount.

'Sums' FastTab

This FastTab shows the following sums of the calculation review:

  • Calculated Unit Cost
  • Calculated Sales Amount
  • Absolute Contribution Margin
  • Contribution Margin Percentage
  • Calculated Unit Cost

Allocating Document Lines to a Service Item

This section describes how to allocate document lines to a service item. You can, e.g., allocate item lines, resource lines, and item charge lines to a service item. The amounts of the posted lines are then transferred to the calculation review. You can allocate document lines from the following documents to a service item:

Area Document Type
Service Service Shipment, Service Invoice, Service Credit Memo
Purchase Purchase Order, Purchase Invoice, Purchase Credit Memo, Return Shipment
Sales Sales Invoice, Sales Shipment, Sales Credit Memo, Return Receipt
Accounting FA Journal, General Journal, Item Journal

To allocate document lines to a service item, proceed as follows:

Note

The following example uses a purchase order to describe the process. However, the process works analogously for all documents listed above.

  • Use the quick search (ALT+Q) to find the Purchase Orders page.
  • Open a purchase order with the Status Open, or create a new purchase order.
  • Navigate to the Lines FastTab.
  • Add a line of the type Item, Resource, or Charge (Item) and fill in all required fields.
  • In the Allocate to Service Item No. field, enter the number of the service item to which you want to allocate the line.
  • In the Allocate to Trade No. field, enter the trade number of the service item. If the service item has only one trade number, this field is filled in automatically by the system.
  • In the Allocate to Calculation Entry Type field, select the entry type to which the line should be posted. More information on calculation entry types can be found under Calculation Entry Types.

You have successfully allocated document lines to a service item. Once the document has been released and posted, the value of the item, resource, or charge line is listed on the calculation review.

Manually Registering Costs and Revenues for the Calculation Review

This section describes how to manually add and register costs and revenues for a service item in our ERP solution so that they are listed on the calculation review. This is useful, e.g., if costs were not recorded when posting a document and need to be subsequently added to the calculation review. Proceed as follows to manually register costs for the calculation review:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item for which you want to manually register costs.
  • Click Related > History > Other > Allocated Costs/Revenues in the menu bar.
  • Click Add in the menu bar to add new costs to the service item.
  • Fill in the fields according to the information in the table below:
Field Description
Service Item No. This field is filled in automatically by the system with the corresponding service item number.
Trade No. Enter the trade number of the service item. If the service item has only one trade number, this field is filled in automatically by the system.
Effective Date Enter an effective date for the added costs here.
Calculation Entry Type Select the type of costs you want to add here. More information on calculation entry types can be found under Calculation Entry Types.
Description Enter a significant description for the added costs here.
Sales Unit Price Enter the price of the costs here.
Quantity Enter the quantity here.
Amount This field is filled in automatically by the system with the calculated amount.
  • Click Add to add the costs.
  • A new line for the added costs is created on the Allocated Costs/Revenues page. The status of the line should be Not Registered.
  • Select the line and click Register in the menu bar.
  • Confirm the dialog window with Yes to register the cost line.

The status of the line is set to Registered and the added, registered costs are shown on the calculation review of the respective service item. To check this, proceed as follows:

  • Close the Allocated Costs/Revenues page to return to the service item card.
  • Click Service Item > Calculation Review in the menu bar.
  • Navigate to the Details FastTab in the calculation review. Depending on the selected Calculation Entry Type, the registered costs are allocated and shown under the corresponding value, e. g. Additional Costs as Additional Costs in the Costs/Discounts category.
  • Click the amount to view details for the corresponding value.
  • Navigate to the Allocated Costs/Revenues FastTab to check the cost line.

You have successfully manually registered and checked costs for the calculation review.

Approving Calculation Review

To approve a calculation review, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item whose calculation review you want to approve.
  • Click Service Item > Calculation Review in the menu bar.
  • Click Approve in the menu bar of the calculation review.

You have successfully approved a calculation review. You can then view the approved calculation sums via the Approval Log action in the menu bar.

Tip

You can also access and approve the calculation review for one or more service items via the calculation review list. To do this, open the Calc. Review List page via the quick search (ALT+Q) and select the desired calculation review. You can also select multiple calculation reviews at the same time using multi-selection (CTRL + LEFT-CLICK). To approve the calculation review(s), click Approve Calc. Review in the menu bar.

Exporting Calculation Review

You can export calculation reviews and open them as an Excel file. Proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item whose calculation review you want to view and export.
  • Click Service Item > Calculation Review in the menu bar.
  • Click Approval Log in the menu bar of the calculation review.
  • The Approved Calc. Review Sums page is displayed.
  • Select the desired line(s) and click Export Calculation Review in the menu bar.

You have successfully exported a calculation review. An Excel file with the calculation review is downloaded to your device.

Accessing Calculation Comparison

In our ERP solution, you can compare the calculation review of a service item with the calculation worksheet. Proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item for which you want to access the calculation comparison.
  • Click Service Item > Calculation Review in the menu bar.
  • Click Approval Log in the menu bar of the calculation review.
  • The Approved Calc. Review Sums page is displayed.
  • Click Calculation Comparison in the menu bar.

You have successfully accessed the calculation comparison. This provides an overview of the differences between the calculation review and the calculation worksheet.