Configure Price Quote
In TRASER DMS 365, a configure price quote is used to calculate one or more machines for a customer. The machines that are used for the configure price quote are added via so called calculation worksheets or calculation worksheet templates. A configure price quote must include at least one calculation worksheet. In this calculation worksheet, 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 calculation worksheet for each machine.
This chapter is divided into the following sections:
- Creating a new Configure Price Quote
- Releasing/Closing a Configure Price Quote
- Defining a Fix Price for a Configure Price Quote
- Resetting the Configure Price Quote Status
- Deleting a Configure Price Quote
- Creating a new Configure Price Quote via the Service Item Card
Creating a new Configure Price Quote
This section describes how to create a new configure price quote. Configure price quotes can consist of one or more calculation worksheets with different calculations. Please proceed as follows to create a new configure price quote:
Note
Before you can create configure price quotes, you must set up a number series for configure price quotes. For more information on setting up number series, click here.
- Use the quick search (ALT+Q) to find the page Configure Price Quotes.
- Click New in the menu bar.
- On the configure price quote card, enter a description for the configure price quote 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 configure price quote for. The Customer Name field will be filled in automatically. If you would like to create a configure price quote 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 configure price quote. This value is transferred to all sales quotes and sales orders created from this configure price quote.
- In the Responsibility Center field, enter a responsibility center for the configure price quote. This value is transferred to all sales quotes and sales orders created from this configure price quote. For more information regarding the setup of responsibility centers, please click here.
- In the Valid Until field, enter the date until which the configure price quote will be valid. If no date is entered, the configure price quote will remain valid indefinitely.
- In the Salesperson field, enter the salesperson for the configure price quote.
- In the Person In Charge field, enter the person in charge for the configure price quote.
- The Opportunity No. field shows whether the configure price quote is linked to an opportunity. If you would like to link your configure price quote to an opportunity, click on Link to Opportunity in the menu bar. Then select the desired opportunity and confirm the window with OK. The corresponding number is then automatically transferred to the field. The same function is also optionally available via the opportunity card. To do this, open the Opportunities page using the quick search (Alt + Q). Open the desired opportunity and click on Related > Opportunity > Link to Configure Price Quote in the menu bar.
- Navigate to the Billing FastTab and select the customer in the Bill-to field to specify the recipient of the invoice. If you later create a sales quote from the configure price quote or a sales order from the quote, this information will automatically be transferred to the new quote or order.
- To add a Calculation Worksheet to a configure price quote, click New in the Lines FastTab.
- The following options are available:
| Option | Explanation |
|---|---|
| New Calculation Worksheet | Creates a new calculation worksheet for this configure price quote. 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 calculation worksheet 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 calculation worksheet will be displayed where you can set up the Calculation Worksheet. |
| Duplicate Calculation Worksheet | Creates a new calculation worksheet based on an existing one within this configure price quote. This option is ideal for adding two machines with similar or identical configurations to a configure price quote, or for purchasing multiple machines of the same type. If you select this option, the previously selected calculation worksheet will be added to the Lines for a second time. Click on the Calculation Worksheet No. in the Lines FastTab to open the calculation worksheet where you can set up the Calculation Worksheet. |
| Insert Calculation Worksheet from Template | Creates a new calculation worksheet on the basis of a calculation worksheet template for this configure price quote. You can find more information about calculation worksheet templates in the Calculation Worksheet Templates chapter. If you select this option, the page Calculation Worksheet Templates will be displayed where you can choose a calculation worksheet template. The selected calculation worksheet template will be added to the Lines FastTab. Click on the Calculation Worksheet No. in the Lines FastTab to open the calculation worksheet where you can set up the Calculation Worksheet. |
| Copy Calculation Worksheet | Copies a calculation worksheet on the basis of an already existing calculation worksheet. If you select this option, the page Copy Calculation Worksheet will be displayed where you can select an existing calculation worksheet you would like to copy into the configure price quote. Click on the Calculation Worksheet No. in the Lines FastTab to open the calculation worksheet where you can set up the Calculation Worksheet. |
| Insert Service Item Calculation Worksheet | Inserts a calculation that was created specifically for one service item. If you select this option, the Service Item Calculation Worksheets page opens, where you can select an existing service item calculation worksheet that you would like to copy into the configure price quote. For more information on creating service item calculation worksheets, click here. |
You have successfully created a new configure price quote. Once you have set up the Calculation Worksheet you can create a Sales Quote for the configure price quote. Before sending a quote from the configure price quote to the customer/contact, the configure price quote should be released by a responsible person. You will find more information on this in the following section.
Tip
You can also create a configure price quote directly via the customer card. To do so, click on New Document > Configure Price Quote 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. Furthermore, you can display Master Data Notes in configure price quotes. For more information on how to set this up, click here.
Releasing/Closing a Configure Price Quote
This section describes how to release or close a configure price quote. Please proceed as follows:
- Use the quick search (ALT+Q) to find the page Configure Price Quotes.
- Open the configure price quote that you would like to release/close.
- Click Release > Release in the menu bar to release the configure price quote for the next processing stage. Once the configure price quote has been released, no more changes can be made unless the Configure Price Quote Status is reset.
- If you would like to close the configure price quote instead, for example if no sales process has been conducted, click Release > Close Configure Price Quote in the menu bar. The configure price quote is closed and the status of the configure price quote is set to Lost.
You have successfully released or closed a configure price quote. The next section describes how to define a fix price for a configure price quote.
Tip
You can configure whether a configure price quote should be archived in the Sales & Receivables Setup. To do this, open the Sales & Receivables Setup page via the quick search (ALT + Q) and navigate to the Configure Price Quote FastTab. Then, in the Archive Calculation Option field, you can choose from the following three options:
Never – If you select this option, archiving does not occur automatically. Archiving will only take place when the related sales order is posted, the status of the configure price quote is set to Lost or the calculation is deleted. In these cases, a dialog window will be displayed, allowing you to manually initiate the archiving process.
Ask – If you select this option, a dialog window will be displyed when a quote is created or updated or when the status is changed to Won, allowing you to initiate archiving.
Always – If you select this option, the configure price quote is archived automatically whenever a quote is created or updated or when the status is set to Won. Archived configure price quotes can be accessed via the Archived Configure Price Quotes page using the quick search (ALT + Q).
Defining a Fix Price for a Configure Price Quote
After releasing a configure price quote, you have the option of defining a fix price, similar to a package price, for one or more calculation worksheets Calculation Worksheets. Please proceed as follows:
Note
The fix price defined here is only applied to the respective calculation worksheets in the configure price quote 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 Configure Price Quotes.
- Open the configure price quote 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 configure price quote. 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 calculation worksheets in a configure price quote. If you now create a Sales Quote for this configure price quote, this fix price will be transferred to the quote as the Total Excl. VAT. The next section describes how to reset the configure price quote status.
Resetting the Configure Price Quote Status
This section describes how to reset the status of a configure price quote. Please proceed as follows:
- Use the quick search (ALT+Q) to find the page Configure Price Quotes.
- Click on the configure price quote that you would like to reset the status for.
- The configure price quote is displayed.
- To reset the status of the configure price quote to Open, click on Release > Reset Status in the menu bar.
You have successfully reset the status of a configure price quote. The next section describes how to delete a configure price quote.
Deleting a Configure Price Quote
This section describes how to delete a configure price quote. To delete a configure price quote, the status of all versions of the configure price quote must either be Open or they have to be reset first. For more information on how to reset the status of a configure price quote, please read section Resetting the Configure Price Quote Status.
Please proceed as follows to delete a configure price quote:
- Use the quick search (ALT+Q) to find the page Configure Price Quotes.
- Open the configure price quote that you would like to delete.
- The active version of the configure price quote is displayed.
- Click on the recycle bin icon in the upper section of the screen.
Note
To be able to delete a configure price quote, all versions of this configure price quote must have the status Open. You can find the number of versions for the configure price quote in the Number Of Versions field in the General FastTab.
You have successfully deleted a configure price quote.
Creating a new Configure Price Quote via the Service Item Card
This section describes how to create a configure price quote 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 configure price quote for.
- In the menu bar of the service item card, click on New > New Configure Price Quote.
- A dialog window is displayed. Select the vendor as well as the customer for the new configure price quote.
- Confirm your selection with OK.
- If a calculation worksheet already exists for the service item, an additional dialog window will be displayed. You can then choose whether to use the existing calculation worksheet for the new configure price quote. Click Yes to apply the current calculation worksheet, or No to create a new configure price quote. The configuration lines of the service item are integrated into the calculation worksheet 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 configuration 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 configure price quote for the service item.
- The configure price quote is displayed. Depending on the settings, it contains either a new or an existing calculation worksheet.
You have successfully created a configure price quote via a service item card.