Calculation Templates
In TRASER DMS 365, calculation templates are used to create the actual forecasts in sales calculations. For more information on sales calculations, see the Sales Calculations section.
This chapter is divided into the following sections:
Creating a Calculation Template
This section describes how to create a calculation template. Please proceed as follows to create a calculation template:
Note
Before you can create calculation templates, you must set up a number series for calculation templates. For more information regarding number series, please click here.
- Use the quick search (ALT+Q) to find the Calculation Templates page.
- Click on New in the menu bar.
- A window is displayed in which you have to specify the following information:
| 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 from the drop-down menu the vendor for which you want to create the calculation template. |
| Manufacturer | Select from the drop-down menu the manufacturer of the service item for which you want to create the calculation template. |
| Category | Select from the drop-down menu the category of the service item for which you want to create the calculation template. |
| Subcategory | Select from the drop-down menu the subcategory of the service item for which you want to create a calculation template. |
| Model | Select from the drop-down menu the model of the service item for which you want to create the calculation template. |
| Service Item No. | You can either select a service item here or leave this field empty. |
- Click OK to create the calculation template.
- The calculation template is being created.
- Complete the following information:
| Field | Description |
|---|---|
| No. | This field is filled with a number from the set up number series by the system. |
| Description | Enter a description for the calculation template 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. |
| Vendor Name | Select the vendor for the calculation template. This value is normally already preset with the name of the vendor that you have entered in the window for the calculation template. |
| Location Code | Enter the location code for the calculation template in this field. |
| Service Item No. | In this field, enter a service item number, if you haven’t done so in the previous step. |
| Status | This field is not editable. It shows the status of the calculation template. The following statuses are possible: Open means that the calculation template has not been checked and released. Released means that this calculation template has been released and can be used. |
| Base Code | Use this field to enter the base code. |
| Base Machine Net Price | Use this field to enter the machine net price. |
After you have filled in the header of the calculation template, you can calculate the service item in a Sales Calculation. The calculation template consists of the following basic areas:
| Area | Description |
|---|---|
| Configuration | In this area of the calculation template, you can specify all configurations of the basic machine. The prices are shown in the Forecast Calculation factbox below the Configurations line. Configurations mean equipment packages (work lights, climate control etc.) as well as devices (telematic system). These equipments/configurations have to be deposited for every machine model in the system. You can find more information about this in the chapter Configuration. |
| Purchase Discounts | In this area of the calculation template, you can set up purchase discounts. 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. You can find more information about this in the chapter Purchase Discounts. |
| Sales Discounts | In this area of the calculation template, you can set up sales discounts. 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. You can find more information on this under Purchase Discounts. |
| External Equipment | In this area of the calculation template, the prices for attachments and components are calculated. External equipment means all parts that are not part of the basic machine from the manufacturer. Examples for external equipment may be a bucket (structural engineering) or front hydraulics (agricultural engineering) of a different manufacturer. You can also include necessary works (services) for the attachment of the external equipment in the calculation template. You can find more information about this in the chapter External Equipment. |
| Services | In this area of the calculation template, all work concerning the machine is listed. This includes, among other things, the delivery check in the garage, conversion work (e.g., for external equipment) and final assembly. You can also create standard jobs for these tasks, which are calculated with fixed prices. You can find more information about this in the Services section. |
| Costs | In this area of the calculation template, you can make entries that don’t fit any of the other areas. One possible example may be approval costs or the transport to the company/farmer. You can find more information about this in the chapter Costs. |
- Add the respective entries to the areas to create the calculation template and to use it in a sales calculation.
Configuration
This section describes how to add a configuration of a service item to a calculation template. The following description presupposes that you have already opened a calculation template.
- Switch the view to the Configuration tab. To do so, click on Show > Configuration in the menu bar.
- Navigate to the Configuration FastTab.
- Complete the following information to add configurations to a service item:
| 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 for a agricultural or construction machine into the calculation template. Option – Use this line type for equipment that you want to include in the forecast 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 equipment 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. |
| 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 shows the quantity of the Item or Option. If necessary, you can manually change the quantity. Configuration lines with a positive value are transferred to the Add/Remove Equipment page of the corresponding service item in the Equipment FastTab, lines with a negative value are transferred to the Removed Equipment FastTab. |
| List Price | Enter the list price of the Item or Option. |
| Purchase Price | Enter the purchase price in this field. |
| Line Amount (Purchase Price) | This field shows the line amount of the configuration line. The value is determined from amount × purchase price. |
| Item Charge | Select an item charge from the dropdown list. The default value is taken from the Sales & Receivables Setup. |
| Calculate Discount | Select this checkbox if a discount should be calculated for the configuration line. |
| Discount % (Purchase Price) | This field shows the configuration discount in % (purchase price) and is filled automatically by the system. |
| Category Description | Enter a configuration category description in this field. |
| Show In Purchase Documents | Select this checkbox to show the configuration in purchase documents. |
| Show In Sales Documents | Select this checkbox to show the configuration in sales documents. |
| Comments Exist | This checkbox indicates if there are comments for this line. |
| 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 forecast 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 Add Text Lines in the menu bar of the Configuration FastTab. You can then enter the text that will be added as a general comment line in the text editor. This 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, such as an item or service item line, select a line and click on Manage > Comments in the menu bar of the Configuration FastTab. To edit the comment in the text editor, e.g., if there are multiple comment lines, click on the selection field in the menu bar of the page and then on Add Text Lines. Internal comment lines are not displayed in the lines of the forecast and are also not printed on sales or purchase documents.
Note
If you want any list prices to be displayed in the sales quote, you can activate the Show List Price option for specific lines in this FastTab. The list price will then be added as a comment line when creating a Sales Quote.
Purchase Discounts
This section describes how to add purchase discounts and discount schemes to a calculation template. The following description presupposes that you have already opened a calculation template.
Note
For more information on default purchase discounts and how to define them, click here.
Please proceed as follows to enter the purchase discounts:
- Switch the view to the Purchase Discounts tab. To do so, click on Show > Purchase Discounts in the menu bar.
- To add a discount scheme to the calculation template, select Manage > Select Default Purchase Discount from the menu bar in the Purchase Discounts FastTab.
- The window Default Purchase Discounts is displayed. The list contains all discount schemes that can be used for this service item.
- Select a discount scheme from the list und click OK.
- The default purchase discounts are added to the calculation template.
Note
You can also enter a discount manually. For this, click in the Discount Type column and select the discount from the drop-down list.
You have added one or more purchase discounts to the calculation template. You can find an overview of the accumulated discounts in the Total Discounts field beneath the tab.
Sales Discounts
This section describes how to add sales discounts and discount schemes to a calculation template. The following description presupposes that you have already opened a calculation template.
Note
For more information on default purchase discounts and how to define them, click here.
Please proceed as follows to enter the sales discounts:
- Switch the view to the Sales Discounts by clicking on Show > Sales Discounts in the menu bar.
- To add a discount scheme to the calculation template, select Manage > Select Default Purchase Discount from the menu bar in the Purchase Discounts FastTab.
- The window Default Sales Discounts is displayed. The list contains all discount schemes that can be used for this service item.
- Select a discount scheme from the list und click OK.
- The default sales discounts are added to the forecast tamplate.
Note
You can also enter a discount manually. For this, click in the Discount Type column and select the discount from the drop-down list.
You have added one or more sales discounts to the forecast tamplate. You can find an overview of the accumulated discounts in the Total Discounts field beneath the tab.
External Equipment
This section describes how to add external equipment to a calculation template. External equipment means attachments and components for service items that are not part of the configuration of the service item (machine). The following description presupposes that you have already opened a calculation template.
Please proceed as follows to enter external equipment:
- Switch to the External Equipment page. To do so, click on Show > External Equipment in the menu bar.
- To add external equipment to a calculation template, select the Item, Service Item, or Comment type in the Type column.
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 FastTab. You can then enter the text that will be added as a general comment line in the text editor. This line is transferred to sales and purchase documents and included in printouts. If you want to add an internal remark line that refers to another line, such as an item or service item line, select a line and click on Manage > Comments in the menu bar of the FastTab. To edit the comment in the text editor, e.g., if there are multiple comment lines, click on the selection field in the menu bar of the page and then on Add Text Lines. Internal comment lines are not displayed in the lines of the forecast and are also not printed on sales or purchase documents.
- In the No. column, select the item or service item that you would like to add to the calculation template.
- Complete the following information for the line:
| Column | Description |
|---|---|
| Type | Choose between the values Service Item, Item or Comment for this column. |
| No. | In this column, the number of the item or service item is inserted by the system. |
| Linked to Service | This field shows if the item is linked to a service. You can find more information on how to link an item in a calculation template to a service in the Services section. |
| Description | Here the system specifies the description of the item. |
| Unit Of Measure | Use this field to enter the unit of measure of the item. This field may be filled by the system. |
| Quantity | This field shows the quantity of the item. |
| List Price | This field shows the list price for the item or service item. |
| Discount % | This field shows the discount for the item or service item. |
| Purchase Price | This field shows the purchase price for the item or service item. |
| Line Amount | This field shows the line amount for the external equipment parts. The value is determined from amount × purchase price. |
| Margin % / Surcharge % | Specifies the margin or the surcharge in percent. |
| Margin/Surcharge | Specifies the amount of the margin or surcharge. |
| Calculate Separately | Deactivate this field for external equipment parts to not show the line amount seperately. The line amount is added to the configuration amount. |
| Show In Sales Documents | Activate this check box to show the external equipment parts in sales documents. |
| Comments Exist | This check box indicates if there are comments for this line. |
| Vendor Name | This field shows the vendor of the item. |
- Every added item or service item updates the information Total List Price, Total Costs and Total Calculated Sales Price.
You have added one or more external equipment lines to the calculation template.
Services
This section describes how to add services to a calculation template. Services refer to standard tasks that arise as part of the delivery and sale of the service item.
Note
To add a service to a calculation template, standard service codes have to be set up in the system.
Please proceed as follows to add service lines:
- Switch the view to the Services page. To do so, click on Show > Services in the menu bar.
- To add a service line to the calculation template, click into the Default Project column in the Services FastTab. The picklist of the available standard service codes is displayed.
- Select the standard service code you want to add to the Service FastTab from the list.
Note
If you want to calculate the line amount for this service line at the machine price, deactivate the Calculate Separately option.
You have added a standard service code to the calculation template.
Costs
This section describes how to add additional costs to a calculation template. The following description presupposes that you have already opened a calculation template.
Please proceed as follows to enter other costs:
- Switch the view to the Sales Discounts by clicking on Show > Costs in the menu bar.
- Complete the following information for the line:
| Column | Description |
|---|---|
| Cost Type | Select the type of cost you would like to add to the calculation template. |
| Description | Enter a clear description for the added costs. |
| Amount | Enter the amount of the added costs. |
You have added additional costs to the calculation template. You can now use the calculation template in Sales Calculations. You can also create a purchase order directly from the calculation template. For more information on this, click here.
Creating a Service Item Calculation via a calculation template
This section describes how to create a service item calculation using a calculation template. A service item calculation is a calculation created specifically for one service item, which you can later insert as a forecast in the Sales Calculation. Please proceed as follows to create a service item calculation via a calculation template:
- Use the quick search (ALT+Q) to find the Calculation Templates page.
- Select a calculation template.
- Click on Create Service Item Calculation in the menu bar of the calculation template list.
- A dialog window opens. In the Service Item No. field, enter the number of the service item for which you want to create a service item calculation.
- Confirm the dialog with Yes.
- Another dialog window is displayed. Confirm with Yes to open the service item calculation.
You have successfully created a service item calculation via a calculation template. The details from the calculation template have been transferred to the service item calculation. You can now use this service item calculation in a sales calculation. You’ll find more information on this here.