Calculation Review

The calculation review summarizes the revenues and costs of a project or business. Thus, the calculation review is a simultaneous calculation. This chapter covers everything you need to know about the calculation review. It has been divided into the following sections:

Accessing the Calculation Review
Assigning Lines to a Service Item
Manually Registering Costs and Revenues for the Calculation Review
Approving Calculation Review
Exporting Calculation Review

Accessing the Calculation Review

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

Use the quick search (ALT+Q) to find the page Service Items.
A list containing all service items is displayed.
Open a service item card.
Click Item > Calculation Review in the menu bar.
The calculation review for the selected item will be displayed.

Note

You can also access the calculation review of a service item via the Calc. Review List. Use the quick search (ALT+Q) in TRASER DMS 365 to find said page and then click on Calculation Review.

The calculation review page is divided into three tabs. The following sections describe these tabs in greater detail.

‘Service Item’ tab

This tab shows detailled information regarding the selected service item. Via the Date Filter you can select a date for the calculation review.

‘Details’ tab

This tab shows the values of the calculation review. The following table shows the values than can be viewed in the calculation review:

Category	Value
Purchase Current Asset	Expected Unit Cost, Estimated Cost, Act. Standard Cost, Components
Fixed Asset	Act. Standard Cost (Asset), Components, Purchase Price Sum
Costs/Discounts	Purchase Discounts, Purchase Fright, Purchase Charges, Additional Costs, External Services, Rental Purchase, Calc. Subsidies, Other Revenues, Expected Purch. Cash Discount, Purchase Cash Discount, 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
Rental	External Rental Revenue, Counted Rental Income, Internal Rental Revenue, Unit Cost Sum for Commission
Sales Current Asset	Exp. Sales Price Sales Price, Rental with Sales Option
Fixed Asset	Act. Sales Price (FA), Rental with Sales Option
Costs/Discounts	Sales Discounts, Sales Freight, Sales Charges
Payment	Expected Sales Cash Discount, Sales Cash Discount

‘Sums’ tab

This tab shows the sums.

Assigning Lines to a Service Item

This section describes how to assign lines to a service item in documents. You can assign item lines, resource lines as well as item charge lines to a service item. The bookings of these lines will then be taken into account for the calculation review. At present, you can assign lines to service items in the following documents:

Area	Document Type
Service	Service Shipment, Service Invoice, Service Credit Memo
Purchasing	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 assign lines to a service item in documents, please proceed as follows:

Note

This example describes how to assign a line to a service item on a purchase order. However, the process works analogously for the documents listed above.

Use the quick search (ALT+Q) to find the page Purchase Orders.
A list containing all purchase orders is displayed.
Either create a new purchase order or open an existing purchase order with the status open.
The purchase order card is displayed.
Navigate to the Lines tab.
Add a line of the type Item, Resource or Charge (Item) and fill in all relevant fields.
Navigate to the Allocate to Service Item No..
Enter the number of the service item you would like to assign the line to.
Navigate to the Allocate to Trade No..
Enter the trade number of the service item. If the service item has only one trade number, this field will be filled in by the system.
Navigate to the Allocate to Calculation Entry Type.
Select the entry type for the booking of the line. For more information on calculation entry types, click here.
You can now release and book the document.

When the document has been released and posted, the value of the item, resource or charge line will be 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 to a service item in TRASER DMS 365. These costs and revenues will then be taken into account for the calculation review. This functionality proves valuable in scenarios where you want to add costs to a service item after a document has already been posted. Please proceed as follows:

Use the quick search (ALT+Q) to find the page Service Items.
A list containing all service items is displayed.
Open the service item you would like to manually register costs for:
In the menu bar, click on Related > Other > Allocated Costs/Revenues.
The page Allocated Costs/Revenues is displayed.
To add costs to the service item, click Add in the menu bar.
A new dialog window opens.
Fill in the following information:

Field	Description
Service Item No.	This field will be filled out by the system with the number of the selected service item.
Trade No.	This field will be filled out by the system with the trade number of the selected service item.
Effective Date	Enter the effective date for the added costs.
Calculation Entry Type	Choose the type of costs you would like to add. You can find more information on calculation entry types here.
Description	Enter a clear description for the added costs.
Sales Unit Price	Enter the amount of the costs.
Quantity	Enter the quantity.
Amount	This field will be filled out by the system.

Now, click on Add to add the costs.
The page Allocated Costs/Revenues will display a new line for the added costs. The status of the line should be Not Registered.
Select the line and click on Register in the menu bar.
A dialog window will be displayed.
Click Yes to confirm the dialog window.
The line will be registered. The status of the line will change to Registered.

The registered costs should now be listed on the calculation review page of the selected service item. To check if this is the case, please proceed as follows:

Close the page Allocated Costs/Revenues to return to the service item card.
Click Item > Calculation Review in the menu bar.
The calculation review for the selected item will be displayed.
Navigate to the Details tab.
The registered costs will be listed here. The place where the costs will be shown depends on the type of cost you have registered. For example, if you have registered costs of the type Additional Costs, the amount will be shown under Costs/Discounts in the Additional Costs field.
Click on the number to open the drilldown menu for the value.
The registered costs will be displayed in the Allocated Costs/Revenues tab.

You have successfully added and registered costs for the calculation review.

Approving Calculation Review

To approve the calculation review, please proceed as follows:

Use the quick search (ALT+Q) to find the page Service Items.
Open the service item card for the item that you would like to approve the calculation review for.
Click Item > Calculation Review in the menu bar.
The calculation review for the selected item is displayed.
In the menu bar, click on Approve.

The calculation review has been approved. Now, you can view the approved calculation sums via the Approval Log action in the menu bar.

Note

You can also access the calculation review of a service item via the Calc. Review List. Use the quick search (ALT+Q) to find said page and then click on Calculation Review.

Exporting Calculation Review

You have the option of exporting the calculation review as an Excel file. Please proceed as follows:

Use the quick search (ALT+Q) to find the page Service Items.
A list containing all service items is displayed.
Open a service item card.
Click Item > Calculation Review in the menu bar.
The calculation review for the selected item will be displayed.
Click on Approval Log in the menu bar.
The page Approved Calc. Review Sums is displayed.
Click on Export Calculation Review in the menu bar.
An Excel file with the calculation review is downloaded to your computer.

You have successfully downloaded the calculation review.