Creating Resources and Templates
This chapter describes how you can set up resource templates in TRASER DMS 365 and how to create resources with or without a resource template. Resources can refer to employees or machines and can be added to documents to post labor and working hours to them. They can also be used for billing purposes for costs and fixed prices. This chapter is divided into the following sections:
- Creating Resource Templates
- Creating Resources With Resource Templates
- Creating Resources Without Resource Templates
Creating Resource Templates
In TRASER DMS 365, you can create and use resource templates. This facilitates and standardizes the creation of new resources, as certain fields are automatically filled in by the system based on the template. To create a resource template, please proceed as follows:
- Use the quick search (ALT+Q) to find the Resource Templates page.
- Click on New in the menu bar.
- Fill in the fields of the resource template according to the following table:
| FastTab | Option | Description |
|---|---|---|
| General | Code | Enter a fault resource template code here. |
| Description | Enter a description for the resource template. | |
| Type | Specify whether the resource template shall be used for a Person or a Machine. | |
| Base Unit | Select the base unit to be used for the resource template, e.g., STD (hour) for people or KM (kilometer) for machines. | |
| Resource Group No. | Select a resource group number here. | |
| Use Time Sheet | Activate this toggle switch if resources created with this template shall use a time sheet to record time allocated to various tasks. | |
| Time Sheet Owner User ID | If the Use Time Sheet toggle switch is activated, enter here the name of the owner of the time sheet. | |
| Time Sheet Approver User ID | If the Use Time Sheet toggle switch is activated, enter here the name of the approver of the time sheet. | |
| Fix Price allowed | Activate the toggle switch if a fixed price shall be allowed in sales and service documents by default. You can change this manually per document. | |
| Invoicing | Purchase Price | Enter the purchase price of a unit of the resource. |
| Gen. Product Posting Group | Enter the product type of the resource to link transactions for this resource to the corresponding G/L account according to the posting matrix setup. | |
| VAT Prod. Posting Group | Enter the VAT details of the resource to link transactions for this resource to the corresponding G/L account according to the VAT posting setup. | |
| Default Deferral Template | Select the default template that shall determine how to defer revenues and expenses to the periods when they occurred. | |
| Calculation Entry Type | Select a calculation entry type for the resource template. |
You have successfully created a resource template. Your changes are saved automatically. You can edit resource templates later by selecting the desired template on the Resource Templates page and clicking on Manage > Edit in the menu bar.
Creating Resources With Resource Templates
To create a new resource using a resource template, please proceed as follows:
- Use the quick search (ALT+Q) to find the Resources page.
- Click on New > New in the menu bar to create a new resource.
- To apply a resource template, click on Home > Apply Template in the menu bar of the resource card.
- Select the desired resource template.
- Confirm the dialog window with Yes if fields that have already been filled in shall be overwritten with the values from the resource template. Click on No to retain the already entered values.
- Fill in the remaining fields of the resource card as needed. More information on this can be found in the Creating Resources Without Resource Templates section.
Tip
You can also apply resource templates to resources that have already been created. To do so, open the desired resource card, then click on Home > Apply Template in the menu bar and confirm the dialog window with Yes.
You have successfully created a resource using a resource template. Your changes are saved automatically.
Creating Resources Without Resource Templates
To create a new resource without using a resource template, please proceed as follows:
- Use the quick search (ALT+Q) to find the Resources page.
- Click on New > New in the menu bar to create a new resource.
- Fill in the fields of the resource card according to the following table:
Note
To set up resources for rental, please follow the instructions in the Resources chapter of TRASER Rental 365.
| FastTab | Option | Description |
|---|---|---|
| General | No. | Select the number of the specified number series. |
| Name | Enter a specific description for the resource. | |
| Calculation Type | Specify whether the resource shall be used as a Recurring Revenue or Fixed Revenue. | |
| Type | Specify whether the resource is a Person or a Machine. | |
| Base Unit | Select the base unit to be used for the resource, e.g., STD (hour) for people or KM (kilometer) for machines. | |
| Resource Group No. | Select the resource group that this resource shall be assigned to. | |
| Blocked | If you activate this toggle switch, the related data record will be blocked from being posted in transactions. | |
| Last Date Modified | This field is automatically filled in by the system and specifies the date on which the resource card was last modified. | |
| Use Time Sheet | Activate this toggle switch if a resource uses a time sheet to record time allocated to various tasks. | |
| Time Sheet Owner User ID | If the Use Time Sheet toggle switch is activated, enter here the name of the owner of the time sheet. | |
| Time Sheet Approver User ID | If the Use Time Sheet toggle switch is activated, enter here the name of the approver of the time sheet. | |
| Fix Price allowed | Activate the toggle switch if a fixed price shall be allowed in sales and service documents by default. You can change this manually per document. | |
| Deductible Amount | Activate this toggle switch if the resource shall be used for deductible amounts. | |
| Charge Resource | Activate this toggle switch if the resource shall be used as a charge resource. | |
| Freight Charge | Activate this toggle switch if the resource shall be used for freight charge calculation. | |
| Relevant for Service | Activate this toggle switch if the resource shall be displayed in the TRASER Mobile Service 365 app. | |
| Search Itemcategoryfilter | You can enter a filter value in this field to only synchronize items of a specific category on the app. | |
| Invoicing | Purchase Price | Enter the purchase price of a unit of the resource. |
| Indirect Costs % | Enter the percentage of the last purchase price of the resource from which indirect costs arise, e.g., freight charges associated with the purchase of the resource. | |
| Unit Cost | Enter the unit cost of the resource on the line. | |
| Price/Profit Calculation | Specify the relationship between the Unit Cost, Unit Price, and Profit % fields associated with this resource. Profit=Price-Cost is selected by default. | |
| Profit % | Specify the profit margin at which you want to sell the resource. You can enter a profit percentage manually or have it entered according to the Price/Profit Calculation field. | |
| Unit Price | Enter the price of a unit of the resource. You can enter a price manually or have it entered according to the Price/Profit Calculation field. | |
| Gen. Product Posting Group | Enter the product type of the resource to link transactions for this resource to the corresponding G/L account according to the posting matrix setup. | |
| VAT Prod. Posting Group | Enter the VAT details of the resource to link transactions for this resource to the corresponding G/L account according to the VAT posting setup. | |
| Default Deferral Template | Select the default template that shall determine how to defer revenues and expenses to the periods when they occurred. | |
| Automat. Ext. Texts | Activate this toggle switch if an Extended Text Header shall be added automatically on sales or purchase documents for this resource. | |
| IC Partner Purch. G/L Acc. No. | Enter the intercompany g/l account number in your partner's company that the amount for this resource shall be posted to. | |
| No Payment Discount | Activate this toggle switch if the payment discount shall not be applied to this resource when it is used in documents. | |
| Non-capitalizable | Activate this toggle switch if the resource shall not be considered in any revaluations of service item because of capitalized service. | |
| Calculation Entry Type | Select a calculation entry type for the resource. | |
| Personal Data | In this FastTab, you can store additional information about the resource, e.g., address, education, or employment date of a person, or location, serial number, or commissioning date of a machine. | |
| Dimensions | In this FastTab, you can specify up to two global dimension codes. For more information on this, go to Dimension Setup. |
You have successfully set up a new resource. Your changes are saved automatically.