Configure Price Quote
This chapter contains all relevant information regarding configure price quotes. In TRASER DMS 365, a configure price quote is used to calculate one or more service items for sale to a customer. The machines for the configure price quote 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 configure price quote must include at least one calculation worksheet. This chapter is divided into the following sections:
- Creating Configure Price Quotes
- Changing Configure Price Quote Versions
- Releasing Configure Price Quotes
- Closing Configure Price Quotes
- Deleting Configure Price Quotes
- Archiving Configure Price Quotes
- Defining a Fix Price for a Configure Price Quote
- Resetting the Configure Price Quote Status
- Creating Configure Price Quotes via Service Item Cards
Creating Configure Price Quotes
This section describes how to create a new configure price quote. Configure price quotes can consist of one or more calculation worksheets with different calculations. Please proceed as follows to create a new configure price quote:
Note
Before you can create configure price quotes, 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 Quotes 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 configure price quote in this field. |
| Customer No. | Select the customer number for which you want to create a configure price quote 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 configure price quote 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 configure price quote. The starting value is 1. The version number is incremented when you create a new version of the configure price quote. |
| Sales Order Type | Select the sales order type for the configure price quote. This value is transferred to all sales quotes and orders that are created via this configure price quote. |
| Responsibility Center | Specify a responsibility center for the configure price quote. This value is transferred to all sales quotes and orders that are created via this configure price quote. You’ll find more information regarding the setup of responsibility centers under Setting up Responsibility Center. |
| Configure Price Quote Status | This field specifies whether the configure price quote 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 configure price quote. Click in the field to open an overview of the configure price quote versions. |
| Active | The status of this toggle switch specifies if the configure price quote is active. Only one configure price quote version can be active at a time. If multiple versions of a configure price quote exist, activate the toggle switch of the desired version. |
| Calculation Status | This field specifies the status of the related calculation worksheet. |
| Date | This field will be filled in automatically by the system with the creation date of the configure price quote. You can change the date manually. |
| Valid Until | In the Valid Until field, enter the date until which the configure price quote will be valid. If you do not enter a value, the configure price quote will be valid indefinitely. |
| Salesperson | Select the salesperson for the configure price quote from the dropdown list. |
| Person In Charge | Select the person in charge for the configure price quote 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 configure price quote. More information on how to set up and process over-allowance can be found under Over-Allowance. |
| Sales Price incl. VAT | Activate the toggle switch if the sales price including VAT should be displayed in the configure price quote. 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 configure price quote. 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 configure price quote. More information on fix prices can be found under Fix Prices. |
| Sales Currency | Select the sales currency code for the configure price quote 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 configure price quote is linked to an opportunity. How to link an opportinity to a configure price quote is described under Linking Opportunities to Configure Price Quotes. |
- Navigate to the Lines FastTab.
- To add a calculation worksheet to the configure price quote, click on New and select one of the following options:
| Option | Description |
|---|---|
| New Calculation Worksheet | Creates a new calculation worksheet for this configure price quote. 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 configure price quote 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. |
- Repeat the previous step as needed to add additional calculation worksheets to the configure price quote.
- 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 configure price quote, the value of this field is transferred automatically to the sales quote.
Tip
You can also create a configure price quote directly via the Customer Card. To do so, open the desired Customer Card and click on New Document > Configure Price Quote. 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 configure price quotes. To do so, activate the Display Notes (Calculation) toggle switch for the respective user on the User Setup Card.
You have successfully created a configure price quote. You can now release the configure price quote and create a sales quote for it.
Changing Configure Price Quote Versions
This section describes how to change the version of a configure price quote. This is useful, if you want to make changes to a configure price quote, but want to retain the original values. Please proceed as follows to create a new configure price quote version:
- Use the quick search (ALT+Q) to find the Configure Price Quotes page.
- Open the configure price quote 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 configure price quote to Active.
- Confirm another dialog window with Yes, if you want to open the new version of the configure price quote.
- Make the desired changes in the newly created version of the configure price quote. Your changes are saved automatically.
You have successfully changed the version of a configure price quote. To open an overview of the configure price quote versions, click into the Number Of Versions field in the General FastTab of the configure price quote. You can delete configure price quote versions by selecting the desired version in the overview and clicking on Manage > Delete in the menu bar.
Releasing Configure Price Quotes
This section describes how to release a configure price quote. To do so, please proceed as follows:
Note
Once the configure price quote has been released, no further changes can be made. To re-enable editing the configure price quote, you must reset the configure price quote status.
- Use the quick search (ALT+Q) to find the Configure Price Quotes page.
- Open the configure price quote you want to release.
- To release the configure price quote for the next processing stage, click on Release > Release in the menu bar.
You have successfully released a configure price quote. The Configure Price Quote Status is set to In Progress.
Closing Configure Price Quotes
This section describes how to close a configure price quote, 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 Quotes page.
- Open the configure price quote you want to close.
- To close the configure price quote, click on Release > Close Configure Price Quote in the menu bar.
You have successfully closed a configure price quote. The status of the configure price quote is set to Lost and the configure price quote may be archived, depending on your settings.
Deleting Configure Price Quotes
This section describes how to delete a configure price quote. To do so, please proceed as follows:
Note
To delete a configure price quote, 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 Configure Price Quote Status section.
- Use the quick search (ALT+Q) to find the Configure Price Quotes page.
- Select the configure price quote you want to delete.
- Click on Manage > Delete in the menu bar.
- Confirm the dialog window with Yes.
You have successfully deleted a configure price quote. The configure price quote may be archived, depending on your settings.
Archiving Configure Price Quotes
This section describes how to specify the conditions for archiving configure price quotes 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 Configure Price Quote 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 configure price quote status is set to Lost, or the configure price quote is deleted. Confirm the dialog window with Yes to archive the configure price quote. |
| Ask | If you select this option, a dialog window opens when a sales quote is created or updated, or the configure price quote status is set to Won. Confirm the dialog window with Yes to archive the configure price quote. |
| Always | If you select this option, the configure price quote is automatically archived when a sales quote is created or updated, or the configure price quote status is set to Won. |
You have successfully archived a configure price quote and can access it from the Archived Configure Price Quotes page from now on.
Defining a Fix Price for a Configure Price Quote
This section describes how to define a fix price for a configure price quote. To do so, the configure price quote must be released. Please proceed as follows to define a fix price:
Note
Fix prices are only applied to calculation worksheets in the configure price quote where the Fix Price allowed toggle switch is activated.
- Use the quick search (ALT+Q) to find the Configure Price Quotes page.
- Open the configure price quote you would like to define a fix price for.
- Click on Fix Price in the menu bar.
- Enter a fix price for the configure price quote 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 configure price quote. If you now create a Sales Quote for this configure price quote, this fix price will be transferred to the quote as the Total Excl. VAT.
Resetting the Configure Price Quote Status
This section describes how to reset the status of an active configure price quote. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Configure Price Quotes page.
- Open the configure price quote whose status you want to reset.
- Click on Release > Reopen in the menu bar to reset the status of the configure price quote to Open.
Note
The status of the calculation worksheets in a configure price quote must be reset manually. To do so, open the relevant calculation worksheet in the Lines FastTab of the configure price quote, then click on Reopen in the menu bar of the calculation worksheet.
You have successfully reset the status of an active configure price quote.
Creating Configure Price Quotes via Service Item Cards
This section describes how to create a configure price quote 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 configure price quote.
- Click on New > New Configure Price Quote in the menu bar of the service item card.
- In the following window, select the customer for the configure price quote 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 configure price quote is created.
You have successfully created a configure price quote via the service item card.