Updated: 01.10.2025

Calculation Worksheet

This chapter contains all relevant information regarding calculation worksheets. These are used to calculate the price of a service item for machine sales. Both the price of the basic machine as well as configurations, applied purchase discounts, configurations of other vendors, services, and other costs are taken into account, providing a comprehensive overview of the total costs. This chapter is divided into the following sections:

Setting up a Margin for Calculation Worksheets

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Margins page.
  • To create a new margin, click New in the menu bar.
  • Complete the information according to the following table:
Column Description
Manufacturer Code From the dropdown list, select the code of the manufacturer for whose service items you want to set up a margin to be used in calculation worksheets.
Manufacturer Name This field is automatically filled in by the system once you select a Manufacturer Code from the dropdown list.
Category Code Optional Select the code of the service item category for which you want to specify a margin from the dropdown list.
Category Name The category name is automatically added by the system if you select a value for Category Code from the dropdown list.
Subcategory Code Optional Select the code of the service item subcategory for which you want to specify a margin from the dropdown list.
Subcategory Name This field is automatically filled in by the system once you select a Subcategory Code from the dropdown list.
Model Optional Select the code of the service item model for which you want to specify a margin from the dropdown list.
Model Name This field is automatically filled in by the system once you select a Model from the dropdown list.
Minimum Margin % In this column, enter the minimum margin percentage that should be used for the combination of manufacturer, service item category, service item subcategory, and model for calculation worksheets.
Default Margin % In this column, enter the default margin percentage that should used for the combination of manufacturer, service item category, service item subcategory, and model for calculation worksheets.

You have successfully specified a margin for the calculation worksheet. The specified margin and the calculated prices are displayed in the calculation worksheet in the Calculation FastTab.

Creating a Calculation Worksheet

This section describes how to create and configure a calculation worksheet in a 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 for which you want to create and configure a calculation worksheet.
  • Navigate to the Lines FastTab.
  • Click on New > New Calculation Worksheet in the menu bar to create a new calculation worksheet.

Note

To create a calculation worksheet from a calculation worksheet template, click on New > Insert Calculation Worksheet from Template instead. Select the desired calculation worksheet template and confirm your selection with OK. The calculation worksheet is created and filled in based on the data stored in the template.

  • Complete the information according to the following table:
Field Description
In Stock as Optional Select whether the service item should be in stock as a fixed asset or current asset.
Vendor No. Select the vendor for which you want to create the calculation worksheet from the dropdown list.
Manufacturer Select the manufacturer of the service item for which you want to create the calculation worksheet from the dropdown list.
Category Select the category of the service item for which you want to create the calculation worksheet from the dropdown list.
Subcategory Select the subcategory of the service item for which you want to create a calculation worksheet from the dropdown list.
Model Select the model of the service item for which you want to create the calculation worksheet from the dropdown list.
Service Item No. You can either select a service item here or leave this field empty.
  • Confirm your entries with OK. The calculation worksheet is created and opens automatically.
  • Navigate to the General FastTab and fill in the fields 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 calculation worksheet in this field.
Return Type Specify whether you would like to take a machine back from the customer. You can choose between Trade-In, Purchase or Agency Business. If you select trade-in, the system will create a credit memo, whereas if you select purchase the system will create an invoice. This field can still be edited after a sales order has been created.
Vendor Name This field is automatically filled by the system with the name of the previously selected vendor. Click on the selection field to select a different vendor from the dropdown list. This field can still be edited after a sales order has been created.
Purchase Order Type Select the purchase order type for the calculation worksheet. This value is transferred to all purchase orders created using this calculation worksheet. This field can still be edited after a sales order has been created.
Responsibility Center Specify a responsibility center for the calculation worksheet. This value is transferred to all purchase orders created using this calculation worksheet. This field can still be edited after a sales order has been created. You’ll find more information regarding the setup of responsibility centers under Setting up Responsibility Center.
Location Code Enter the location code for the calculation worksheet in this field. This field can still be edited after a sales order has been created.
Manufacturer This field is automatically filled by the system with the previously selected manufacturer.
Category This field is automatically filled by the system with the previously selected service item category.
Subcategory This field is automatically filled by the system with the previously selected service item subcategory.
Model This field is automatically filled by the system with the previously selected service item model.
Calculation Currency This field is filled with the calculation currency code of the manufacturer, but can be changed manually.
Calculation Currency Exchange Rate This field is filled with the currency exchange rate, but can be changed manually.
Service Item No. This field is automatically filled by the system with the previously selected service item number. Click on the selection field to select a different service item from the dropdown list.
Status (Purchase) This field cannot be edited and shows the purchase status of the (service) item. Click in the field to get more information about the (service) item.
Status (Sale) This field cannot be edited and shows the sales status of the (service) item. Click in the field to get more information about the (service) item.
Standard Configuration This field cannot be edited and shows whether a standard configuration has been added.
Status This field cannot be edited and specifies the status of the calculation worksheet. The following statuses are possible: Open means that the calculation worksheet has not yet been checked or released. Released means that this calculation worksheet has been released and can be used.
Base Code Use this field to enter the base code.
Show List Prices Activate this toggle switch if you want list prices to be displayed in sales quotes created from configure price quotes. When activated, any Configuration lines of the Comment or Option type will be automatically converted and displayed as Charge (Item) in the sales quote.
Show calculated Sales Prices Activate this toggle switch if you want calculated sales prices to be shown in sales quotes created from configure price quotes. This means that the Base Machine List Price and any lines of the Option type from the Configuration will be calculated based on the Margins and any Purchase Discounts. The new machine price will be displayed in the Calculated Machine Sales Price field. In the option lines, the new amounts will be displayed in the Calculated Sales Price and Calculated Sales Amount fields. Option lines will be automatically converted when creating sales quotes and displayed as Charge (Item) in the sales quote.
Fix Price allowed Activate this toggle switch if it should be possible to define a fix price for this calculation worksheet. You can find more information on the use of fix prices for configure price quotes here.
Base Machine List Price Use this field to enter the machine net price. This price represents the machine price without any configurations or additional costs.

Tip

You can import data from a calculation worksheet template into an existing calculation worksheet. To do so, open the desired calculation worksheet and click on Home > Copy From Template in the menu bar. In the dialog window, confirm with Yes that the data in the calculation worksheet should be overwritten with the data from the template.

You have successfully completed the basic creation of a calculation worksheet. The following sections describe how to enter additional information regarding configurations, purchase discounts, sales discounts, configurations of other vendors, services, or additional costs in the calculation worksheet.

Configuration

In the Configuration FastTab of the calculation worksheet, you can specify all configurations of the service item. Configurations refer to both equipment packages (e.g., work light package or automatic climate control package) and devices (e.g., telematics system). These configurations have to be deposited for every machine model in the system. Please proceed as follows to add configurations to a calculation worksheet:

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add a configuration.
  • Display the Configurations FastTab by clicking on Configuration in the menu bar.
  • Navigate to the Configurations FastTab.
  • Complete the following information according to the following table to add configurations to a service item:

Note

If you edit the configuration of a service item in the calculation worksheet, the configuration stored on the service item card will be updated automatically.

Column Description
Type Select one of the following options:

Comment – Use this line type to add comments to the configuration.

Item – Use this line type to include configurations as, e.g., a light package consisting of additional working lights into the calculation worksheet.

Option – Use this line type for configurations that you want to include in the calculation worksheet in addition to the basic machine. To import options from an Excel list, click on the selection field in the No. column and then on the selection field in the menu bar. Select Import Options Excel to import configurations via Excel. If you have previously added translations for the options via the Translation action on the Options page, these will be applied when creating or updating the sales quote for customers with the corresponding language code, and the option will be displayed in the quote in the respective language.

Attribute – Use this line type to add attributes to the configuration.
Search Use this field to search item lines based on the entered search term and select a matching line from the results. You can use the prefix # to search specifically within item descriptions.
No. Select the number of the Item, Option, or Comment from the dropdown list.
Description This field shows the description of the Item, Option, or Comment. It is filled automatically by the system, but can be edited manually.
Attribute Value This field displays the attribute value and is filled in automatically by the system.
Unit Of Measure Use this field to enter the unit of measure of the Item or Option. This field may be filled by the system.
Quantity This field displays the quantity of the Item or Option. You can manually change the quantity. Configuration lines with a positive value are transferred to the Add/Unassign Configuration page of the corresponding service item in the Configuration FastTab, lines with a negative value are transferred to the Unassigned Configuration FastTab.
List Price Enter the list price of the Item or Option.
Direct Unit Cost Enter the direct unit cost in this field.
Line Amount (Direct Unit Cost) This field shows the line amount of the configuration line. The value is determined from amount × purchase price.
Item Charges Select an item charge from the dropdown list. The default value is taken from the Sales & Receivables Setup. You can manually select item charges for lines of the Option type from the dropdown list, if a Quantity is specified in the configuration line.
Calculate Discount Select this checkbox if a discount should be calculated for the configuration line. If you want to activate or deactivate this function globally for all configuration lines, click on Toggle on/off > Calc. Disc. in the menu bar of the Configurations FastTab.
Discount % (Direct Unit Cost) This field shows the configuration discount in % (direct unit price) and is filled automatically by the system.
Category Description Enter a configuration category description in this field.
Print Quantity/UOM Select the checkbox if the Quantity or Unit Of Measure should be printed. If you want to activate or deactivate this function globally for all configuration lines, click on Toggle on/off > Print Quantity/UOM in the menu bar of the Configurations FastTab.
Show In Purchase Documents Select this checkbox to show the configuration in purchase documents. If you want to activate or deactivate this function globally for all configuration lines, click on Toggle on/off > Show In Purchase Documents in the menu bar of the Configurations FastTab.
Show In Sales Documents Select this checkbox to show the configuration in sales documents. If you want to activate or deactivate this function globally for all configuration lines, click on Toggle on/off > Show In Sales Documents in the menu bar of the Configurations FastTab.
Comments Exist This checkbox indicates if comments for this line exist.
Show Comment Lines In Sales Documents Select this checkbox to show comment lines in sales documents.
Manufacturer Configuration This checkbox indicates if the current configuration line was created on the basis of a manufacturer configuration. If the checkbox is selected, the respective line cannot be edited. If changes are necessary, you must create a new calculation worksheet with a new configuration.

Tip

If you want to add a line of text that will be added as a general comment line, click on Manage > Add Text Lines in the menu bar of the Configurations FastTab. In the text editor, enter the desired text and confirm your entries with Add Lines. This comment line is transferred to sales and purchase documents and included in printouts. If you want to add an internal comment line that refers to another line, e.g., an item or service item line, select a line and click on Manage > Comments in the menu bar of the FastTab. Fill in the Date, Comment, and Code fields as needed. Internal comment lines are not displayed in the lines of the calculation worksheet and are also not printed on sales or purchase documents. To add further comment lines, click on the selection field, then click on Add Text Lines in the menu bar of the comment overview.

You have successfully added a configuration to the calculation worksheet. You can customize the sort order of configurations in purchase and sales documents by selecting the desired Configuration Sort Order on the Sales & Receivable Setup page in the Configure Price Quote FastTab. Possible options are Category Description and Line Number.

Purchase Discounts

In the Purchase Discounts FastTab of the calculation worksheet, you can add purchase discounts and discount schemes. You can choose between standard discounts and customised discounts which are applied as fixed price discount or percentage discount. The base amount of the used discounts can also be changed. Please proceed as follows to add purchase discounts to a calculation worksheet:

Note

More information on default purchase discounts and their setup can be found here.

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add a purchase discount.
  • Display the Purchase Discounts FastTab by clicking on Purchase Discounts in the menu bar.
  • Navigate to the Purchase Discounts FastTab.
  • To add a discount scheme to the calculation worksheet, click on Select Default Purchase Discount in the menu bar of the FastTab.
  • The Default Purchase Discounts window is displayed. The list contains all discount schemes that can be used for this service item.
  • Select the desired discount scheme and confirm your selection with OK. The default purchase discounts are added to the calculation worksheet.

Tip

You can also enter a discount manually. For this, click in the Discount Type column and select the discount from the dropdown list.

You have successfully added purchase discounts to the calculation worksheet. You can find an overview of the accumulated discounts in the Total Discounts field below the FastTab.

Sales Discounts

In the Sales Discounts FastTab of the calculation worksheet, you can add sales discounts and discount schemes. You can choose between standard discounts and customised discounts which are applied as fixed price discount or percentage discount. The base amount of the used discounts can also be changed. Please proceed as follows to add purchase discounts to a calculation worksheet:

Note

More information on default sales discounts and their setup can be found here.

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add a sales discount.
  • Display the Sales Discounts FastTab by clicking on Sales Discounts in the menu bar.
  • Navigate to the Sales Discounts FastTab.
  • To add a discount scheme to the calculation worksheet, click on Select Default Sales Discount in the menu bar of the FastTab.
  • The Default Sales Discounts window is displayed. The list contains all discount schemes that can be used for this service item.
  • Select the desired discount scheme and confirm your selection with OK. The default sales discounts are added to the calculation worksheet.

Tip

You can also enter a discount manually. For this, click in the Discount Type column and select the discount from the dropdown list.

You have successfully added sales discounts to the calculation worksheet. You can find an overview of the accumulated discounts in the Total Discounts field below the FastTab.

Configuration (Other Vendors)

In the Configuration (Other Vendors) FastTab of the calculation worksheet, you can calculate the prices for attachments and components. Configurations of other vendors refer to attachments and components for service items that are not from the manufacturer of the basic machine, e.g., a bucket (construction machinery) or front hydraulics (agricultural machinery) from another manufacturer. You can also include necessary works (services) for the attachment of the configuration of other vendors in the calculation worksheet. Please proceed as follows to add configurations of other vendors:

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add a configuration of other vendors.
  • Display the Configuration (Other Vendors) FastTab by clicking on Configuration (Other Vendors) in the menu bar.
  • Navigate to the Configuration (Other Vendors) FastTab.
  • Complete the following information according to the following table to add configurations of other vendors to a service item:
Column Description
Type Choose between the values Service Item, Item or Comment for this column.
Search In this column, you can search for Items using the item number or vendor item number.
No. Select the number of the (service) item from the dropdown list.
Vendor Item No. Select here the vendor item number, if needed.
Status (Purchase) This field cannot be edited and shows the purchase status of the (service) item. Click in the field to get more information about the (service) item.
Purchase Order Type Select the purchase order type for the calculation worksheet. This value is transferred to all purchase orders created using this calculation worksheet. This field can still be edited after a sales order has been created.
Responsibility Center Specify a responsibility center for the calculation worksheet. This value is transferred to all purchase orders created using this calculation worksheet. This field can still be edited after a sales order has been created. You’ll find more information regarding the setup of responsibility centers under Setting up Responsibility Center.
Location Code Enter the location code for the calculation worksheet in this field. This field can still be edited after a sales order has been created.
Linked to Service This field shows if the (service) item is linked to a service. More information on this can be found in the Services section.
Line Amount This field specifies the line amount of the configurations of other vendors. The value is determined from amount × purchase price.
Description This field is filled in automatically by the system with the description of the selected (service) item. You can change the description manually.
Unit Of Measure Select the unit of measure of the (service) item from the dropdown list. It may be filled automatically by the system.
Quantity Enter the quantity of the (service) item.
List Price This field shows the list price for the (service) item. You can change its value manually.
Discount % (List Price) Use this field to specify a discount percentage for the (service) item.
Direct Unit Cost This field shows the direct unit cost of the (service) item. You can change its value manually.
Margin % / Surcharge % Specifies the margin or the surcharge in percent. You can change its value manually.
Margin/Surcharge Specifies the amount of the margin or surcharge. You can change its value manually.
Calculate Separately Select this checkbox to display the line amount separately. If the checkbox is cleared, the line amount is added to the configuration amount.
Show In Sales Documents Select this checkbox to show the parts of configurations of other vendors in sales documents.
Comments Exist This checkbox indicates if comments for this line exist.
Vendor Name This field shows the vendor of the (service) item. You can manually select the vendor from the dropdown list.
Line Action You can select the action that should be carried out for the service line in this field. Possible options are Attach and Cap. Service.

Tip

If you want to add a line of text that will be added as a general comment line, click on Manage > Add Text Lines in the menu bar of the Configurations FastTab. In the text editor, enter the desired text and confirm your entries with Add Lines. This comment line is transferred to sales and purchase documents and included in printouts. If you want to add an internal comment line that refers to another line, e.g., an item or option line, select a line and click on Manage > Comments in the menu bar of the FastTab. Fill in the Date, Comment, and Code fields as needed. Internal comment lines are not displayed in the lines of the calculation worksheet and are also not printed on sales or purchase documents. To add further comment lines, click on the selection field, then click on Add Text Lines in the menu bar of the comment overview.

You have successfully added configurations of other vendors to the calculation worksheet. Every added item or service item updates the information Total List Price, Total Costs and Total Calc. Sales Price.

Services

The Services FastTab contains all work which which needs to be carried out in connection with the delivery and sale of the service item. This refers to, e.g., the delivery check in the workshop, conversion works (e.g. for configurations of other vendors) and final assemblies. You can also create standard jobs for these works which are calculated with fixed prices. Please proceed as follows to add services:

Note

To add a service to a calculation worksheet, standard service codes have to be set up in the system. More information on this can be found under Standard Service Codes.

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add a service.
  • Display the Services FastTab by clicking on Services in the menu bar.
  • Navigate to the Services FastTab.
  • Complete the information according to the following table:
Column Description
Standard Service Code Select the desired standard service code from the dropdown list. Other fields may be filled in automatically by the system.
Default Worktime Amount Enter the default worktime amount for the service.
Linked to Configuration (Other Vendors) This field shows whether the service line is linked to any configurations of other vendors.
Responsibility Center Select the responsibility center for the related service order. You’ll find more information regarding the setup of responsibility centers under Setting up Responsibility Center.
Description This field will be filled in automatically by the system with the description of the standard service code. You can change the description manually.
Service Order Type Enter a service order type for the service. This value is transferred to all service orders created using this calculation worksheet. This field can still be edited after a sales order has been created.
Location Code Enter the location code for the service in this field.
Amount (Labor) Use this field to enter the labor costs of the service.
Amount (Parts) Use this field to enter the parts costs of the service.
Total Amount Use this field to enter the total costs of the service.
Service Document Use this field to enter the service document linked to the service.
Calculate Separately Select this checkbox to display the line amount separately. If the checkbox is cleared, the line amount is added to the total amount of the machine.
Show In Sales Documents Select this checkbox to show the parts of configurations of other vendors in sales documents.
Comments Exist This checkbox indicates if comments for this line exist.

You have successfully added a service to the calculation worksheet. With each added service line, the Total Cost Amount (Labor), Total Cost Amount (Parts), and Total Cost Amount fields are automatically updated. To add more lines to the FastTab, click on Manage > New Line in the menu bar. This is still possible after creating a sales order, but only the Responsibility Center, Description, Service Order Type, and Location Code columns can be filled in.

Tip

You can create service orders for necessary services directly from a calculation worksheet. You can find more information about this under Creating a Service Order from a Calculation Worksheet .

Costs

The Costs FastTab of the calculation worksheet contains all entries that do not clearly belong to any of the other areas, e.g., registration or transport costs. Please proceed as follows to enter costs:

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add costs.
  • Display the Costs FastTab by clicking on Costs in the menu bar.
  • Navigate to the Costs FastTab.
  • Complete the information according to the following table:
Column Description
Cost Type Select the cost type from the dropdown list.
Description Enter a significant description for the cost.
Transfer to Purchase Select this checkbox if the cost line should be transferred to purchase documents. This column can still be edited after a sales order has been created.
Base Amount Type Select the base amount type from the dropdown menu.
Amount Enter the amount of the added costs. You can only enter a fixed amount if no base amount type has been selected.
Percentage Enter a percentage for the cost amount. The amount in the FactBox of the calculation worksheet is then calculated using the entered base amount type.
Allocate to Service Item Select the service item to which the cost line should be allocated, from the dropdown list.
Allocate to Trade No. Select the trade number to which the cost line should be allocated, from the dropdown list.
Equipment Line No. Specify the linked equipment line number.

You have successfully added additional costs to the calculation worksheet. The configuration of the machine has been completed. You can now release the calculation worksheet or make further changes, e. g., add standard configurations. To release the calculation worksheet, click on Release in the menu bar. If you want to mark the calculation worksheet as an alternative calculation worksheet, e.g., to provide the customer with several options, click on Alternative in the menu bar. To create a Sales Quote for the machine, just return to the sales calculation worksheet page. Alternative calculation worksheets won't be transferred to the sales quote.

Tip

To display an overview of all configure price quotes, including the corresponding calculation worksheets, use the quick search (ALT+Q) and select the Calculation Worksheets page. The page displays a list of all configure price quotes, including the corresponding calculation worksheets and their current status.

Adding Standard Configuration

This section describes how to add standard configuration to a calculation worksheet. The added standard configuration will be transferred to the corresponding documents as comment lines. Please proceed as follows to add standard configuration:

Note

If you edit the standard configuration of a service item in the calculation worksheet, the standard configuration stored on the service item card will be updated automatically.

  • Use the quick search (ALT+Q) to find the Calculation Worksheets page.
  • Open the calculation worksheet to which you want to add costs.
  • In the menu bar of the calculation worksheet, click on Home > Open Standard Configuration.
  • To add a new standard configuration, click on New in the menu bar and fill in the fields according to the following table:
Column Description
Code Enter a significant code for the standard configuration. If you use the standard configuration in purchase or sales documents, the value of this field will be transferred to the Vendor Item No. field.
Description Enter a significant description for the standard configuration.
Print In Purchase Document Activate the toggle switch if the standard configuration should be listed as a comment line in purchase documents created from calculation worksheets.
Print In Sales Document Activate the toggle switch if the standard configuration should be listed as a comment line in sales documents created from calculation worksheets.

You have successfully added standard configuration to the calculation worksheet. The standard configuration will be shown on the selected documents. Your changes are saved automatically.