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Configure/Price/Quote (CPQ)

This chapter contains all relevant information regarding CPQs. In our ERP solution, a CPQ is used to calculate one or more service items for sale to a customer. The machines for the CPQ are entered via calculation worksheets or calculation worksheet templates , in which prices and discounts, trade-ins, and other costs for transport, configuration services, commissions, etc. are calculated. A CPQ must include at least one calculation worksheet. This chapter is divided into the following sections:

Creating CPQs

This section describes how to create a new CPQ. CPQs can consist of one or more calculation worksheets with different calculations. Please proceed as follows to create a new CPQ:

Note

Before you can create CPQs, you must set up a number series for them. More information on this can be found under here.

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Click on New in the menu bar.
  • Fill in the fields in the General FastTab according to the following table:
Field Description
No. This field is automatically filled by the system with a number from the set up number series.
Description Enter a significant description for the CPQ in this field.
Customer No. Select the customer number for which you want to create a CPQ from the dropdown list.
Customer Name Once you select a Customer No., this field will be filled in automatically.
Contact No. Select the number of the contact for the CPQ from the dropdown list.
Contact Name Once you enter a Contact No., this field will be filled in automatically.
Version No. This field will be filled in automatically by the system with the current version number of the CPQ. The starting value is 1. The version number is incremented when you create a new version of the CPQ.
Sales Order Type Select the sales order type for the CPQ. This value is transferred to all sales quotes and orders that are created via this CPQ.
Responsibility Center Specify a responsibility center for the CPQ. This value is transferred to all sales quotes and orders that are created via this CPQ. You’ll find more information regarding the setup of responsibility centers under Setting up Responsibility Center.
CPQ Status This field specifies whether the CPQ is In Progress, Won, or Lost.
Number of Versions This field will be filled in automatically by the system with the number of versions of the CPQ. Click in the field to open an overview of the CPQ versions.
Active The status of this toggle switch specifies if the CPQ is active. Only one CPQ version can be active at a time. If multiple versions of a CPQ exist, activate the toggle switch of the desired version.
Calculation Status This field specifies the status of the related calculation worksheet.
Related Activities This field specifies whether all service orders, returns/trade-ins, and purchase orders from the included calculation worksheets have been completed or whether open orders still exist. You’ll find information on the status of the respective calculation worksheet in the Service Activities, Return Status, and Status (Purchase) fields in the Lines FastTab.
Date This field will be filled in automatically by the system with the creation date of the CPQ. You can change the date manually.
Valid Until In the Valid Until field, enter the date until which the CPQ will be valid. If you do not enter a value, the CPQ will be valid indefinitely.
Salesperson Select the salesperson for the CPQ from the dropdown list.
Person In Charge Select the person in charge for the CPQ from the dropdown list.
Over-Allowance Type This field specifies the default over-allowance type selected on the Sales & Receivables Setup page. You can manually change the selected over-allowance type, but this may affect the system behavior during posting routines related to this CPQ. Please note that the over-allowance type selected in this field applies to the entire CPQ and all calculation worksheets it contains. More information on how to set up and process over-allowance can be found under Over-Allowance.
Over-Allowance Post Pending This field specifies if pending over-allowance postings exist. Click into the field to open an overview of pending over-allowance postings. More information on this can be found in the Over-Allowance Posting Overview section.
Sales Price incl. VAT Activate the toggle switch if the sales price including VAT should be displayed in the CPQ. If the toggle switch is activated, the VAT Bus. Posting Group field is displayed.
VAT Bus. Posting Group This field specifies the corresponding VAT Business Posting Group in the CPQ. It is only displayed, if the Sales Price incl. VAT toggle switch is activated.
Fix Price Calculated The status of this toggle switch specifies if a fix price has been calculated for the CPQ. More information on fix prices can be found under Fix Prices.
Sales Currency Select the sales currency code for the CPQ from the dropdown list.
Sales Currency Exchange Rate This field is automatically filled with the currency exchange rate of the selected Sales Currency, but can be changed manually.
Opportunity No. This field specifies whether the CPQ is linked to an opportunity. How to link an opportinity to a CPQ is described under Linking Opportunities to CPQs.
  • Navigate to the Lines FastTab.
  • To add a calculation worksheet to the CPQ, click on New and select one of the following options:
Option Description
New Calculation Worksheet Creates a new calculation worksheet for this CPQ. If you select this option, follow the instructions in the Creating a Calculation Worksheet section.
Duplicate Calculation Worksheet Creates a duplicate of the selected calculation worksheet that already exists in this CPQ as a new line. Select this option if you, e.g., want to sell multiple machines with similar/identical configuration. Click on the Calculation Worksheet No. of the duplicate and follow the instructions in the Creating a Calculation Worksheet section to edit the calculation worksheet.
Insert Calculation Worksheet from Template Creates a calculation worksheet from a calculation worksheet template. If you select this option, the Calculation Worksheet Templates page opens. Select the desired calculation worksheet template and confirm your selection with OK. The selected calculation worksheet template will be added as a new line. Click on the Calculation Worksheet No. and follow the instructions in the Creating a Calculation Worksheet section to edit the calculation worksheet. You can find more information about calculation worksheet templates under Calculation Worksheet Templates.
Copy Calculation Worksheet Copies a calculation worksheet from an archived calculation worksheet. If you select this option, first confirm the dialog window with Yes. Then select the calculation worksheet you want to copy and confirm your selection with OK. The copied calculation worksheet template will be added as a new line. Click on the Calculation Worksheet No. and follow the instructions in the Creating a Calculation Worksheet section to edit the calculation worksheet.
Insert Service Item Calculation Worksheet Imports a calculation worksheet that was created for a specific service item. If you select this option, the Service Item Calculation Worksheet page opens. Select the desired service item calculation worksheet and confirm your selection with OK. The selected calculation worksheet will be added as a new line. Click on the Calculation Worksheet No. and follow the instructions in the Creating a Calculation Worksheet section to edit the calculation worksheet. More information on service item calculation worksheets can be found here.

Tip

The Service Activities, Return Status, and Status (Purchase) fields in the Lines FastTab provide an overview of the respective status of the corresponding calculation worksheet:

  • The Service Activities field specifies whether open service orders still exist in the calculation worksheet or whether all service orders have been completed.
  • The Return Status field specifies whether open returns/trade-ins still exist in the calculation worksheet or whether all returns/trade-ins have been completed.
  • The Status (Purchase) field specifies whether open purchase orders still exist in the calculation worksheet or whether all required items are in stock, i.e., all purchase orders have been completed.
  • Repeat the previous step as needed to add additional calculation worksheets to the CPQ.
  • Navigate to the Billing FastTab and select the desired bill-to customer in the Bill-to field. The customer specified in the General FastTab is selected as the bill-to customer by default. If you create a sales quote from the CPQ, the value of this field is transferred automatically to the sales quote.

Tip

You can also create a CPQ directly via the Customer Card. To do so, open the desired Customer Card and click on Actions > New Document > Other > CPQ. The Customer No. and Customer Name fields are automatically filled with the information from the customer card.
You can also display Master Data Notes in CPQs. To do so, activate the Display Notes (Calculation) toggle switch for the respective user on the User Setup Card.

You have successfully created a CPQ. You can now release the CPQ and create a sales quote for it.

Changing CPQ Versions

This section describes how to change the version of a CPQ. This is useful, if you want to make changes to a CPQ, but want to retain the original values. Please proceed as follows to create a new CPQ version:

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Open the CPQ for which you want to create a new version.
  • In the menu bar, click on Actions > Other > Create New Version to create a new version.
  • Confirm the dialog window with Yes, if you want to set the new version of the CPQ to Active.
  • Confirm another dialog window with Yes, if you want to open the new version of the CPQ.
  • Make the desired changes in the newly created version of the CPQ. Your changes are saved automatically.

You have successfully changed the version of a CPQ. To open an overview of the CPQ versions, click into the Number Of Versions field in the General FastTab of the CPQ. You can delete CPQ versions by selecting the desired version in the overview and clicking on Manage > Delete in the menu bar.

Releasing CPQs

This section describes how to release a CPQ. To do so, please proceed as follows:

Note

Once the CPQ has been released, no further changes can be made. To re-enable editing the CPQ, you must reset the CPQ status.

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Open the CPQ you want to release.
  • To release the CPQ for the next processing stage, click on Release > Release in the menu bar.

You have successfully released a CPQ. The CPQ Status is set to In Progress.

Closing CPQs

This section describes how to close a CPQ, e.g., because no sale was made. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Open the CPQ you want to close.
  • To close the CPQ, click on Release > Close CPQ in the menu bar.

You have successfully closed a CPQ. The status of the CPQ is set to Lost and the CPQ may be deleted or archived, depending on your settings.

Deleting CPQs

This section describes how to manually delete a CPQ. To do so, please proceed as follows:

Note

To delete a CPQ, the status of all its versions must either be Open or be reset first. How to reset the status is described in the Resetting the CPQ Status section.

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Select the CPQ you want to delete.
  • Click on Manage > Delete in the menu bar.
  • Confirm the dialog window with Yes.

You have successfully manually deleted a CPQ. The CPQ may be archived, depending on your settings.

Archiving CPQs

This section describes how to specify the conditions for archiving CPQs on the Sales & Receivables Setup page. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
  • Navigate to the CPQ FastTab.
  • Select one of the following options in the Archive Calculation Options field:
Option Description
Never If you select this option, no automatic archiving will occur. Instead, a dialog window opens when the corresponding sales order is posted, the CPQ status is set to Lost, or the CPQ is deleted. Confirm the dialog window with Yes to archive the CPQ.
Ask If you select this option, a dialog window opens when a sales quote is created or updated, or the CPQ status is set to Won. Confirm the dialog window with Yes to archive the CPQ.
Always If you select this option, the CPQ is automatically archived when a sales quote is created or updated, or the CPQ status is set to Won.

You have successfully archived a CPQ and can access it from the Archived Configure/Price/Quotes List page from now on.

Defining a Fix Price for CPQs

This section describes how to define a fix price for a CPQ. To do so, the CPQ must be released. Please proceed as follows to define a fix price:

Note

Fix prices are only applied to calculation worksheets in the CPQ where the Fix Price allowed toggle switch is activated.

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Open the CPQ for which you would like to define a fix price.
  • Click on Fix Price in the menu bar.
  • Enter a fix price for the CPQ in the Total Sales Price field. The original price is displayed in front of the field. Once you enter a Total Sales Price, the Difference field will automatically be filled with the difference between the original total amount and the Total Sales Price.
  • Click Calculate Fix Price in the menu bar.

Tip

To delete a fix price, click on Fix Price in the menu bar, then click on Remove Fix Price in the menu bar of the following window.

You have successfully defined the fix price of a CPQ. If you now create a Sales Quote for this CPQ, this fix price will be transferred to the quote as the Total Excl. VAT.

Resetting the CPQ Status

This section describes how to reset the status of an active CPQ. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Configure/Price/Quote List page.
  • Open the CPQ whose status you want to reset.
  • Click on Release > Reopen in the menu bar to reset the status of the CPQ to Open.

Note

The status of the calculation worksheets in a CPQ must be reset manually. To do so, open the relevant calculation worksheet in the Lines FastTab of the CPQ, then click on Reopen in the menu bar of the calculation worksheet.

You have successfully reset the status of an active CPQ.

Creating CPQs via Service Item Cards

This section describes how to create a CPQ via the service item card. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item for which you want to create a CPQ.
  • Click on Actions > New Document > CPQ in the menu bar of the service item card.
  • In the following window, select the customer for the CPQ in the Selected Customer No. field.
  • The Selected Vendor No. field is automatically filled by the system with the corresponding vendor. You can enter the desired vendor number manually, if needed.
  • Confirm your entries with OK. The CPQ is created.

You have successfully created a CPQ via the service item card.