GAEB Interface and Calculation#

Overview#

With the app "GAEB Interface & Calculation" you can optimize the participation in a tender by importing the received GAEB files for the preparation of the offer into your Business Central at the push of a button. You can then easily make the created offer available to your customer again in GAEB format.

The app offers you the following advantages:

• Simple and clear quotation costing in the planning book sheet
• One-click creation of inquiries, quotations and orders from the planning ledger sheet
• Continuous presentation of the contribution margin and the project success during costing
• Maximum time savings through data import and export at the click of a mouse
• No transmission errors due to elimination of manual entries
• Accurate and simple costing including overhead, overhead and profit margins
• Clear version management of tenders and offers

Introduction GAEB Interface & Calculation#

GAEB Interface & Calculation | KUMAVISION App from KUMAVISION on Vimeo.

Link to Microsoft App Source "KUMAVISION GAEB Interface and Calculation"

GAEB Setup#

In order to be able to use the functionalities of the app "GAEB Interface & Calculation", some settings on the GAEB Setup Card are required in advance. In the following, the setup options of the fields are explained in more detail.

General#

Surcharges#

No. Series#

The number series for the GAEB documents are stored on the "Number series" info tab.

Archive#

On the "Archiving" information tab, the descriptions for the archiving reason are stored in the "Archiving reason" field in case of the respective document archiving.

Colors Calculation#

Functions in the ribbon#

Default Setup#

The function call restores the default setup.

Unit Mapping#

To avoid having to select items for each row individually, the "Unit Mapping" function is available in the ribbon.

The "Unit of Measure" and "Descriptionfilter" fields can be used individually or in combination. If you create a row without a filter, it will always be used as long as no other row matches the unit mapping settings.

Calc. Journals#

At this point you can create a spreadsheet for each user. This is especially useful for later editing of the calculation.

Calculation Surcharges#

To make your work easier, there are several places in the system where you can assign a default overhead for the "Overhead" and "Overhead 2" fields.

This can be done at three different levels, which equally represents the hierarchy for determination:

• Customers
• Customer price group
• GAEB Setup

The fields are explained in more detail below:

Unit price share#

In the table "Unit price share" the unit price shares can be defined. These can then be stored in various master data. In addition, it is defined in the calculation into which unit price shares are to be divided. If unit price shares are defined, the calculated offer price is split into the shares based on the assigned unit price shares of the master data.

Process#

Import Bidding#

To import an Bidding, first call up the "Calculations" via the user search.

Via the menu item "New" > "Import Bidding" or "Import GAEB XML Bidding" you have the possibility to perform the import. After a successful import, the Bidding will be opened immediately and you can start with the calculation.

Quotation costing#

By calling up the "Calculations" you can easily carry out the offer calculations. To do this, select the desired offer via the Calculations overview.

The offer itself is divided into the following info tabs:

General#

On this info tab you will be presented with general information such as the description and closing date of the Bidding.

Lines#

On the "Lines" info tab, the positions of the Bidding are displayed in hierarchical order.

In the Totals area, the totals of the calculation are displayed as follows:

Description#

On the "Description" info tab, the long texts of the individual bidding items are displayed.

GAEB#

GAEB specific information is displayed on this info tab.

Dimensions info tab#

On the "Dimensions" info tab, the associated dimensions are displayed.

Ribbon > Actions > Quote#

Price Comparison List#

Opens a listing to compare all offers for this RFP.

Archive Calculation#

With this function call you can archive the calculation manually.

Unlock Calculation#

You can use the function to unlock the cost estimate. For more information, see "Lock".

Restore#

With the function call you can restore an older version of the calculation.

Reset Active Journals#

With this function call you can reset the active book sheets.

Confirm Quote#

Here you can confirm the offer manually. For more information on this topic, see "Confirming a sales offer".

Calculation#

Within a quotation, you can use this to open the "Project costing sheet". For more information, see "Projekt Kalkulationsbuchblatt“.

Copy Calculation#

Creates a copy of the selected calculation.

Ribbon > Actions > GAEB Interfaces#

Export Excel Overview#

Exports an overview of the current calculation.

Import Quote(s)#

Imports a quote for the current RFx.

Import Quote#

Here you can enter an offer manually.

Export Quote / Export XML Quote#

With "Export quotation" or "XML export quotation", you can export the quotation to GAEB90 format or GAEB-XML format. For more information, see "Export quotation costing".

Export Bidding#

Exports the current alert.

Import Order Confirmation / Import XML Order Confirmation#

If an order confirmation is available in GAEB format, it can be imported with the function. For more information, see "Confirmation of a sales quotation".

Transfer to Sales Quote#

You can use the function to transfer the cost estimate to a conventional sales quotation. For more information, see "Transfer to a sales quotation".

Transfer to Purchase Quote#

Transfers selected lines into a purchase request.

Ribbon > Actions > Expenditures#

Create Expenditures#

Creates a sales quote for supplements.

Confirm Expenditures#

Confirms the offer of sale for supplements.

Ribbon > Actions > Print#

Print Group Summary#

Prints an overview of the LV groups with prices.

Print Sales Quote#

Prints the current sales offer.

Ribbon > Related > Dimensions#

Displays the dimensions for the current calculation.

Ribbon > Related > Information#

Contract Information#

Displays the contract pretexts from the service directory.

Orig. Bidding#

Here you can view the original tenders.

Open Unit Price Fraction Matrix#

Using the "Unit price share matrix" view, you can view and manually adjust the breakdown of unit prices.

Document Extendet Text#

Here you can define document texts for the press proof.

Versions#

Via the versions you get to the overview with all archived versions that are linked to this RFx. You can use this, for example, to restore an archived sales quotation. For more information, see "Archiving and versioning".

Open Quote#

Opens the current sales offer.

Open Expenditures#

Opens the sales offer to the most recent supplement.

Open Order Confirmation#

Opens the associated order confirmation(s).

related Quotes#

Opens the related offers.

Price Sheet#

The price sheets for the calculation can be called up here. New price sheets can be created, updated or edited. A wizzard supports you when creating a new price sheet. If required, the wizzard can also be used to calculate the surcharges applicable to the calculation. In addition, you can print out the price sheets as form sheets 221 or 223.

Job Calculation Journal#

Within a quotation, the "Job Calculation Journal" can be opened. To do this, select the menu item "Actions" > "Quote" > "Calculation" via the menu ribbon.

Lock#

To prevent data from being overwritten, you can set various locks in the "GAEB Setup".

If the lock is set at user level, the quote will be locked by the user who opens the calculation. The quote can only be unlocked by the same user by executing the "Unlock Line(s)" function in the ribbon.

On the other hand, if the lock is set up at row level, multiple users can edit a calculation at the same time without overwriting each other's input. As soon as a user creates a new row or edits an existing row in the book sheet, the "Locked by" field is automatically filled with his user ID.

Selected rows can also be locked manually using the "Lock row(s)" function. Likewise, the "Unlock row(s)" function can be used to unlock them again.

If it is necessary to unlock rows by a user who, for example, is absent and cannot perform this function, the "Force Unlock Row(s)" function is available. Make sure that you use this function carefully, as this can lead to data loss.

Color representation#

The opened job calculation journal displays the items according to the bidding. In the GAEB Setup, different colors can be assigned to the different lines to improve their display.

Infoboxes#

On the right side of the map you will see additional information:

Add. Information
. This infobox shows the total duration of the required resource for the selected row. It also shows the average unit cost of the resource and the last date it was used.

Job Evaluation
This infobox displays the unit cost, the unit cost including the first overhead, and the unit cost including the second overhead, broken down by resource and material.

Description#

You can add notes (hints) before and after each line by using the "Insert Note" function. The "Description" info box displays the long and/or short texts as well as the notes (hints) for each line.

Additional information#

This infobox displays the total duration of the required resource for the selected row. In addition, the average unit cost of the resource and the last date of use are displayed.

Job evaluation#

This infobox presents unit costs, unit costs including the first overhead, and unit costs including the second overhead, broken down by resources and materials.

Prices#

To obtain a price, you can fill the items with items from the Business Central master data or with dummy items (items without inventory value) and enter the unit costs and up to 2 overhead rates. In addition, you can enter fixed costs, which are then independent of the quantities in the lines.

Surcharges#

If the offer contains a position with a "free quantity", it is possible to adjust the quantity. In all other cases, the quantity values are not editable. The "Distribute surcharge" function allows you to change or set the surcharges for several or all lines.

Select Distribution type="Set" on the request page of the report if you want to overwrite the old overhead value with the overhead in the Value field. Select "Change" to increase or - in case of a negative value - decrease the current overhead in the rows by the value from the Value field.

You can use the overhead field to specify whether this should affect the first or second overhead.

Notes#

The Show/Hide Hints action can be used to show or hide the notes in order to reduce the number of displayed lines and get a clear overview of the calculation.

Multilevel calculation#

Production BOM#

If you want to use production orders, select "Prod. Order" as the "Calculation Base" in the GAEB setup.

If the item has been setup as a production item, you can set up a background structure for costing to get a more detailed overview of the costs. To do this, select the "Unfold Bill of Materials" call to open a new journal. It shows the items from the bill of materials that are linked to the current item, as well as the routing from the master data.

In this view you can select the "Insert row" function to add new rows or the "Delete" function to delete existing rows. The purpose of the book sheet is to specify the cost of the offer item in more detail.

If the journal also contains a production item, you can use the "Unfold BOM" function again to go one level deeper. This allows you to define any number of levels.

Closing the sheet takes you one level higher again.

Run the "Transfer prices" function to transfer the prices and changes to the higher level.

Also in this book sheet you can distribute the surcharges as described in the previous section. The data maintained in this book sheet will not be included in an export, as it is only internal information that will be used for detailed costing and, if desired, for demand planning.

GAEB Calc. BOM#

If you do not use the production orders from the calculation, select in the "GAEB Setup" the "GAEB Calc. BOM" as calculation basis.

Manage GAEB Calc. BOM#

On the item card you can create a new BOM with the call "GAEB BOM" or, if a BOM is already assigned to the item, edit an existing BOM.

To enable editing of the BOM, its status must be "Open". If this is not the case, you can use the "Reset status" function to reset the status to "Open". When you have finished editing the BOM, change its status to "Release BOM" to make it available again. When the BOM is no longer needed, you can archive it using the "Close BOM" function.

Use GAEB BOM#

If the item has a GAEB BOM, you can build a background structure for costing to get a more accurate overview of the costs. Select the "Unfold BOM" function to open a new journal. It shows the items from the BOM that are associated with the item, as well as the resources and resource groups from the master data. In this view, you can select the "Insert row" function to add new rows or the "Delete" function to delete existing rows.

The purpose of the journal is to specify the cost of the bid item in more detail. By selecting the work to be performed and the material to be used, and adding overhead (if applicable), planning can be done at a more detailed level.

If the journal also contains an item with a GAEB BOM, you can use the "Unfold BOM" function again to go one level deeper. This allows you to define any number of levels.

Closing the sheet takes you one level higher again.

Execute the "Transfer prices" function to transfer the prices and changes to the higher level.

Also in this journal you can distribute the surcharges as described in the previous section. The data maintained in this book sheet will not be included in an export, as it is only internal information that will be used for detailed costing and, if desired, for demand planning.

Export quotation costing#

To export a quotation, you must first open the map that belongs to the quotation. To do this, call up the "Calculations" via the user search and open the desired card.

Via the menu item "Actions" > "GAEB Interface" > "Export Quote" or "Export XML Quote" in the menu ribbon, you can export the offer into the GAEB90 format or into the GAEB XML format.

Manual quotation calculation#

To create a manual calculation, call up the "Calculations" via the user search. You can create a new calculation manually via "New" > "Create Calculation".

After you have created the manual price calculation, the calculation journal opens automatically. In this journal you can insert new lines with the functions "Insert line before" and "Insert line after".

You can define the line accordingly via the "Line type" field. To avoid manual numbering, execute the "Perform position numbering" function in the menu ribbon.

You can export the offer via the "Actions" > "Export" > "Export Quote" menu item in the ribbon.

Transferred into a sales offer#

To submit the calculation or the created quotation not only in GAEB format, but in a conventional commercial format, select the menu item "GAEB Interfaces" > "Transfer to Sales Quote" in the ribbon on the quotation card. The quotation lines will now be transferred to a Microsoft Dynamics 365 Business Central¹ standard quotation.

Confirmation of an offer for sale#

There are two ways to confirm a sales offer. The first variant is used when the sales offer has been confirmed by phone or in writing and there is no order confirmation in GAEB format. To confirm the offer, open it and select the "Import Order Confirmation" function.

If the offer was confirmed by an order confirmation in GAEB format, call up the "Order confirmation" via the user search and execute the "Imported order confirmation" function via the menu ribbon.

Regardless of the variant used, the ordered lines are transferred to a Microsoft Dynamics 365 Business Central¹ standard sales order. From the sales order, you can control its execution.

Archiving and versioning#

Sales offers are archived in the following cases:

• When preparing an offer for sale
• When confirming the offer
• When confirming an addition
• Manual according to choice
• When restoring a previous offer

Under GAEB Settings, you can enter a code in the Archiving reason field that specifies the reason for archiving.

There are two ways to restore an archived sales quote.

Recovery from the offer:#

In the RFx, you can select the "Related" > "Information" > "Versions" function. This opens an overview with all archived versions associated with this RFx.

To restore a previous version, select the "Restore Calculation" function. During this process, the current version is archived.

Recovery from the archive:#

Call up the GAEB → Arch. Quotations via the user search. For this overview the same function "Restore calculation" is available.

What happens after the free trial#

What happens after the free trial? from KUMAVISION on Vimeo.