Updated: 11.04.2024

Calculation Worksheet Templates

This chapter contains all relevant information regarding calculation worksheet templates. In TRASER DMS 365, these are used to create the actual calculation worksheet in a configure price quote. More information on configure price quotes can be found in the Configure Price Quote chapter. This chapter is divided into the following sections:

Creating 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. More information on this can be found in the Setting up a Number Series for Calculation Worksheet Templates section.

  • Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
  • Click on New in the menu bar.
  • 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 template from the dropdown list.
Manufacturer Select the manufacturer of the service item for which you want to create the calculation worksheet template from the dropdown list.
Category Select the category of the service item for which you want to create the calculation worksheet template from the dropdown list.
Subcategory Select the subcategory of the service item for which you want to create a calculation worksheet template from the dropdown list.
Model Select the model of the service item for which you want to create the calculation worksheet template 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 template 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 template in this field.
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.
Purchase Order Type Select the purchase order type for the calculation worksheet template. This value is transferred to all purchase orders created using this calculation worksheet template. This field can still be edited after a sales order has been created.
Responsibility Center Specify a responsibility center for the calculation worksheet template. This value is transferred to all purchase orders created using this calculation worksheet template. 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 template in this field. This field can still be edited after a sales order has been created.
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.
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.
Base Code Use this field to enter the base code.
Base Machine Net Price Use this field to enter the machine net price.

You have successfully completed the basic creation of a calculation worksheet template. The following sections descripe how to enter additional information regarding configurations, purchase discounts, sales discounts, configurations of other vendors, services, or additional costs in the calculation worksheet template. You can then use the calculation worksheet template in configure price quotes. You can also create a purchase order directly from the calculation worksheet template. For more information on this, click here.

Configuration

In the Configuration FastTab of the calculation worksheet template, you can specify all configurations of the basic machine. The prices are shown in the Calculation Worksheet Calculation factbox under Configurations. 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 template:

  • Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
  • Open the calculation worksheet template to which you want to add a configuration.
  • Display the Configuration FastTab by clicking on Configuration in the menu bar.
  • Navigate to the Configuration FastTab.
  • Complete the following information according to the following table 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 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 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 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 % (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.
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 Manage > Add Text Lines in the menu bar of the Configuration 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 Configuration 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 template.

Purchase Discounts

In the Purchase Discounts FastTab of the calculation worksheet template, 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 template:

Note

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

  • Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
  • Open the calculation worksheet template 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 template, 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 template.

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 template. 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 template, 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 sales discounts to a calculation worksheet template:

Note

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

  • Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
  • Open the calculation worksheet template 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 template, 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 tamplate.

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 template. 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 template, 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 template. Please proceed as follows to add configurations of other vendors:

  • Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
  • Open the calculation worksheet template 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.
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 template. This value is transferred to all purchase orders created using this calculation worksheet template. This field can still be edited after a sales order has been created.
Responsibility Center Specify a responsibility center for the calculation worksheet template. This value is transferred to all purchase orders created using this calculation worksheet template. 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 template 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 % 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 Configuration (Other Vendors) 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 configurations of other vendors to the calculation worksheet template. 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 template, 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 Worksheet Templates page.
  • Open the calculation worksheet template 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
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 template. With each added service line, the Total Cost Amount (Labor), Total Cost Amount (Parts), and Total Cost Amount fields are automatically updated.

Costs

The Costs FastTab of the calculation worksheet template 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 Worksheet Templates page.
  • Open the calculation worksheet template 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.
Base Amount Type Select the base amount type from the dropdown menu.
Amount Enter the amount of the added costs.
Percentage Enter a percentage for the cost amount.
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 template.

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 the desired calculation worksheet template.
  • Click on Create Service Item Calculation Worksheet in the menu bar of the calculation worksheet template list.
  • Enter the number of the service item for which you want to create a service item calculation worksheet in the Service Item No. field. The other fields are filled automatically by the system.
  • Confirm your entries with OK. The service item calculation worksheet is created.
  • Confirm the dialog window with Yes to open the service item calculation worksheet.

You have successfully created a purchase order via a calculation worksheet template. You can now access this service item calculation worksheet via the Service Item Calculation Worksheets page and use it in a configure price quote. You’ll find more information on this here.