Calculation Worksheet Templates

In TRASER DMS 365, calculation worksheet templates are used to create the actual calculation worksheet in sales calculation worksheet. For more information on sales calculation worksheets , see the Sales Calculation Worksheets section.

This chapter is divided into the following sections:

Creating a calculation worksheet template
Creating a Service Item Calculation Worksheet via a Calculation Worksheet Template

Creating a Calculation Worksheet Template

This section describes how to create a calculation worksheet template. Please proceed as follows to create a calculation worksheet template:

Note

Before you can create calculation worksheet templates, you must set up a number series for calculation worksheet templates. For more information regarding number series, please click here.

Use the quick search (ALT+Q) to find the Calculation Worksheet 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 dropdown menu the vendor for which you want to create the calculation worksheet template.
Manufacturer	Select from the dropdown menu the manufacturer of the service item for which you want to create the calculation worksheet template.
Category	Select from the dropdown menu the category of the service item for which you want to create the calculation worksheet template.
Subcategory	Select from the dropdown menu the subcategory of the service item for which you want to create a calculation worksheet template.
Model	Select from the dropdown menu the model of the service item for which you want to create the calculation worksheet template.
Service Item No.	You can either select a service item here or leave this field empty.

Click OK to create the calculation worksheet template.
The calculation worksheet 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 worksheet 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 worksheet template. This value is normally already preset with the name of the vendor that you have entered in the window for the calculation worksheet template.
Location Code	Enter the location code for the calculation worksheet 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 worksheet template. The following statuses are possible: Open means that the calculation worksheet template has not been checked and released. Released means that this calculation worksheet 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 worksheet template, you can calculate the service item in a Sales Calculation Worksheet. The calculation worksheet template consist of the following basic areas:

Area	Description
Configuration	In this part of the calculation worksheet template, you can specify all configurations of the basic machine. The prices are shown in the Calculation Worksheet Calculation factbox below the Configurations line. Configurations mean equipment packages (work lights, climate control etc.) as well as devices (telematic system). These 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 worksheet 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 worksheet 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.
Configuration (Other Vendors)	In the Configuration (Other Vendors) area, the prices for attachments and components are calculated. Configurations of other vendors mean all parts that are not part of the basic machine from the manufacturer. Examples for configurations of other vendors 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 configurations of other vendors in the calculation worksheet template. You can find more information about this in the chapter Configuration (Other Vendors).
Services	Below the Services area, all works concerning the machine are listed. This refers to, among other things, 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. You can find more information about this in the chapter Services.
Costs	In this area of the calculation worksheet 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 worksheet template and to use it in a sales calculation worksheet.

Configuration

This section describes how to add a configuration of a service item to a calculation worksheet template. The following description presupposes that you have already opened a calculation worksheet 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 worksheet template. 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.
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/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.
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 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 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, e.g., 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 calculation worksheet 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 worksheet template. The following description presupposes that you have already opened a calculation worksheet 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 worksheet 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 worksheet template.

Note

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 added one or more purchase discounts to the calculation worksheet 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 worksheet template. The following description presupposes that you have already opened a calculation worksheet 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 worksheet template, select Manage > Select Default Purchase Discount from the menu bar in the Purchase Discounts FastTab.
The Default Sales Discounts window 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 calculation worksheet tamplate.

Note

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 added one or more sales discounts to the calculation worksheet tamplate. You can find an overview of the accumulated discounts in the Total Discounts field beneath the tab.

Configuration (Other Vendors)

This section describes how to add configurations of other vendors to a calculation worksheet template. Configurations of other vendors mean 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 worksheet template.
Please proceed as follows to enter configurations of other vendors:

Switch to the Configuration (Other Vendors) page. To do so, click on Show > Configuration (Other Vendors) in the menu bar.
To add configurations of other vendors to a calculation worksheet 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 calculation worksheet 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 worksheet 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 worksheet template to a service n 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 parts of configurations of other vendors. 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 parts of configurations of other vendors to not show the line amount separately. 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 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 lines for configurations of other vendors to the calculation worksheet template.

Services

This section describes how to add services to a calculation worksheet template. Services mean standard tasks which result as part of the delivery and selling of the service item.

Note

To add a service to a calculation worksheet template, standard service codes have to be set up in the system.

Please proceed as follows to add services:

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 worksheet 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 Services 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 worksheet template.

Costs

This section describes how to add additional costs to a calculation worksheet template. The following description presupposes that you have already opened a calculation worksheet 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 worksheet 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 worksheet template. You can now use the calculation worksheet template in Sales Calculation Worksheets. You can also create a purchase order directly from the calculation worksheet template. For more information on this, click here.

Creating a Service Item Calculation Worksheet via a Calculation Worksheet Template

This section describes how to create a service item calculation worksheet using a calculation worksheet template. A service item calculation worksheet is a calculation created specifically for one service item, which you can later insert as a calculation worksheet in the Configure Price Quote. Please proceed as follows to create a service item calculation worksheet via a calculation worksheet template:

Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
Select a calculation worksheet template.
Click on Create Service Item Calculation Worksheet in the menu bar of the calculation worksheet 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 worksheet.
Confirm the dialog with Yes.
Another dialog window is displayed. Confirm with Yes to open the service item calculation worksheet.

You have successfully created a purchase order via a calculation worksheet template. The details from the calculation worksheet template have been transferred to the service item calculation worksheet. You can now use this service item calculation worksheet in a configure price quote. You’ll find more information on this here.