Updated: 11.04.2024

Sales Calculation

In TRASER DMS 365, a sales calculation is used to calculate one or more machines for a customer. The machines that are used for the sales calculation are added via so called Forecasts or Forecast Templates. A sales calculation must include at least one forecast. In this forecast, prices are totaled, discounts are calculated, machines are accepted as payment, and costs for transport, accessory assemblies, commissions, and more are determined. We recommend creating a separate forecast for each machine.

This chapter is divided into the following sections:

Creating a new Sales Calculation

This section describes how to create a new sales calculation. Sales calculations can consist of one or more forecasts with different calculations. Please proceed as follows to create a new sales calculation:

Note

Before you can create sales calculations, you must set up a number series for sales calculations. For more information on setting up number series, click here.

  • Use the quick search (ALT+Q) to find the page Sales Calculations.
  • Click New in the menu bar.
  • On the sales calculation card, enter a description for the sales calculation into the Description field in the General FastTab.
  • The information in the No., Number Of Versions, Status and Date fields will be added automatically. The values in the Version No. and Number Of Versions fields will be updated from 0 to 1.
  • Select the Customer No. from the drop-down list for the customer you want to create a sales calculation for. The Customer Name field will be filled in automatically. If you would like to create a sales calculation for an unknown person without selecting a customer, simply leave the fields Customer No. and Customer Name empty.
  • In the Contact No. field, enter the number of the contact. The Contact Name field will be filled in automatically.
  • In the Sales Order Type field, enter a sales oder type for the sales calculation. This value is transferred to all sales quotes and sales orders created from this sales calculation.
  • In the Responsibility Center field, enter a responsibility center for the sales calculation. This value is transferred to all sales quotes and sales orders created from this sales calculation. For more information regarding the setup of responsibility centers, please click here.
  • In the Valid Until field, enter the date until which the sales calculation will be valid. If no date is entered, the sales calculation will remain valid indefinitely.
  • In the Salesperson field, enter the salesperson for the sales calculation.
  • In the Person In Charge field, enter the person in charge for the sales calculation.
  • To add a Forecast to a sales calculation, click New in the Lines FastTab.
  • The following options are available:
Option Explanation
New Forecast Creates a new forecast for this sales calculation. If you select this option, the page Select Service Item - 1 will be displayed. To create a new machine configuration, fill in the fields Vendor No., Manufacturer, Category, Sub-Category, Series Code as well as Model. To create a forecast for an existing machine, fill in the fields In Stock As as well as Service Item No. Once you have filled in the applicable fields, the forecast card will be displayed where you can set up the Forecast.
Duplicate Forecast Creates a new forecast based on an existing one within this sales calculation. This option is ideal for adding two machines with similar or identical configurations to a sales calculation, or for purchasing multiple machines of the same type. If you select this option, the previously selected forecast will be added to the Lines for a second time. Click on the Forecast No. in the Lines FastTab to open the forecast card where you can set up the Forecast.
Insert Forecast from Template Creates a new forecast on the basis of a forecast template for this sales calculation. You can find more information about forecast templates in the Forecast Templates chapter. If you select this option, the page Forecast Templates will be displayed where you can choose a forecast template. The selected forecast template will be added to the Lines FastTab. Click on the Forecast No. in the Lines FastTab to open the forecast card where you can set up the Forecast.
Copy Forecast Copies a forecast on the basis of an already existing forecast. If you select this option, the page Copy Forecast will be displayed where you can select an existing forecast you would like to copy into the sales calculation. Click on the Forecast No. in the Lines FastTab to open the forecast card where you can set up the Forecast.
Insert Service Item Calculation Inserts a calculation that was created specifically for one service item. If you select this option, the Service Item Calculations page opens, where you can select an existing service item calculation that you would like to copy into the sales calculation. For more information on creating service item calculations, click here.

You have successfully created a new sales calculation. Once you have set up the Forecast you can create a Sales Quote for the sales calculation. Before sending a quote from the sales calculation to the customer/contact, the sales calculation should be released by a responsible person. You will find more information on this in the following section.

Tip

You can also create a sales calculation directly via the customer card. To do so, click on New Document > Sales Calculation in the menu bar of the Customer card. In this case, the fields Customer No. and Customer Name are automatically filled in with the information from the customer card.

Releasing/Closing a Sales Calculation

This section describes how to release or close a sales calculation. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Sales Calculations.
  • Open the sales calculation that you would like to release/close.
  • Click **Release  > Release in the menu bar to release the sales calculation for the next processing stage. Once the sales calculation has been released, no more changes can be made unless the Sales Calculation Status is reset.
  • If you would like to close the sales calculation instead, for example if no sales process has been conducted, click Release > Close Sales Calculation in the menu bar. The sales calculation is closed and the status of the sales calculation is set to Lost.

You have successfully released or closed a sales calculation. The next section describes how to define a fix price for a sales calculation.

Defining a Fix Price for a Sales Calculation

After releasing a sales calculation, you have the option of defining a fix price, similar to a package price, for one or more forecasts Forecasts. Please proceed as follows:

Note

The fix price defined here is only applied to the respective forecasts in the sales calculation that have the Fix Price allowed toggle switch activated. For more information on activating this toggle switch, click here.

  • Use the quick search (ALT+Q) to find the page Sales Calculations.
  • Open the sales calculation you would like to define a fix price for.
  • Select Fix Price from the menu bar.
  • In the Total Sales Price enter a fix price for the sales calculation. The original price is displayed in front of the field. Once you enter a total sales price, the Difference field will automatically populate with the difference between the original price and the total sales price.
  • Click Calculate Fix Price in the menu bar.

You have successfully defined a fix price for one or more forecasts in a sales calculation. If you now create a Sales Quote for this sales calculation, this fix price will be transferred to the quote as the Total Excl. VAT. The next section describes how to reset the sales calculation status.

Resetting the Sales Calculation Status

This section describes how to reset the status of a sales calculation. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Sales Calculations.
  • Click on the sales calculation that you would like to reset the status for.
  • The sales calculation is displayed.
  • To reset the status of the sales calculation to Open, click on Release > Reset Status in the menu bar.

You have successfully reset the status of a sales calculation. The next section describes how to delete a sales calculation.

Deleting a Sales Calculation

This section describes how to delete a sales calculation. To delete a sales calculation, the status of all versions of the sales calculation must either be Open or they have to be reset first. For more information on how to reset the status of a sales calculation, please read section Resetting the Sales Calculation Status.

Please proceed as follows to delete a sales calculation:

  • Use the quick search (ALT+Q) to find the page Sales Calculations.
  • Open the sales calculation that you would like to delete.
  • The active version of the sales calculation is displayed.
  • Click on the recycle bin icon in the upper section of the screen.

Note

To be able to delete a sales calculation, all versions of this sales calculation must have the status Open. You can find the number of versions for the sales calculation in the Number Of Versions field in the General FastTab.

You have successfully deleted a sales calculation.

Creating a new Sales Calculation via the Service Item Card

This section describes how to create a sales calculation via a service item card. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Items.
  • Open the service item you would like to create a sales calculation for.
  • In the menu bar of the service item card, click on New > New Sales Calculation.
  • A dialog window is displayed. Select the vendor as well as the customer for the new sales calculation.
  • Confirm your selection with OK.
  • If a forecast already exists for the service item, an additional dialog window will be displayed. You can then choose whether to use the existing forecast for the new sales calculation. Click Yes to apply the current forecast, or No to create a new sales calculation. The equipment lines of the service item are integrated into the forecast differently depending on their status: Lines with the status Built-In or no status are added as comment lines in the Configuration FastTab, except for option lines, which are always transferred as options. Lines with the status Assigned are carried over as external equipment lines with their original type, unless they are fixed assets. In that case, they are transferred as comment lines.
  • Another dialog window is displayed. Conform this dialog window with Yes to open the new sales calculation for the service item.
  • The sales calculation is displayed. Depending on the settings, it contains either a new or an existing forecast.

You have successfully created a sales calculation via a service item card.