GAEB Interface and Calculation#
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#
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.
|Unit Price Fraction||Field to enable/disable unit price breakdown.|
|GAEB Format||Specifies the standard GAEB format for import and export.|
|Map Manufacturer Item No.||If the switch is set, it is checked whether the item number in the GAEB file corresponds to a vendor item number in the system.|
|Change Prod. Order Status when released||If the indicator is set the system will change the Prod. Order Status of each Production Order related to a GAEB Position to the Value set in the following field "Prod Order Status" after the GAEB Quote has been confirmed.|
|Prod. Order Status||The Status the Prod. Order will change to if "Change Prod. Order Status" is set.|
|Transfer Longtext in Documents||Transfer Longtext in Sales Documents|
|Transfer to Sales Quote||Defines the way Groups are transferred to the Sales Quote. If the value is set to Bundle only the prices of the highest level Groups will be printed. Otherwise all lines will have prices.|
|Heading Line in Sales Quote||Sets wether a Heading Line with the Project Description should be created.|
|Default Quantity||Default Quantity|
|Automatic BOM List Calculation||Activate automatic calculation of items with BOM List for first Level.|
|Default OZ Mask||Defines a Default OZ Mask for manual Calculations.|
|Automatic Position Numbering||If Activated the lines will be automatic numbered when OZ Mask is filled and the Calculation Page is closed.|
|Lock Level||Defines the Level of locks. If more user calculate one Calculation "Lines" should be used, to prevent overwriting.|
|Calculation Base||Defines wether the Production Order or the GAEB BOM Structure should be used.|
|Hours Workday||Hours per Workday|
|Incomplete Check||Set this Indicator to add an manual check for lines if changes are made.|
|Reveal Surcharges||If the identifier is set, the surcharges will be shown during export.|
|Default Surcharge||Default value for the Surcharge (%) field when the line type is Item and no other surcharge is set up.|
|Standard Surcharge 2||Default value for the "Surcharge 2 (%)" field if the line type is Item and no other surcharge is set up.|
|Surcharge 2 (%) Base||Basis for the calculation of surcharge 2 (%)|
|Default Surcharge (Res.)||Default value for the Surcharge (%) field when the row type is Resource and no other surcharge is set up.|
|Default Surcharge 2 (Res.)||Default value for the "Surcharge 2 (%)" field if the line type is Resource and no other surcharge is set up.|
The number series for the GAEB documents are stored on the "Number series" info tab.
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.
|Style position||Specifies color and style for items in the project spreadsheet.|
|Style note||Specifies color and style for notes in the project spreadsheet.|
|Style group||Specifies color and style for groups in the project spreadsheet.|
|Style alternative||Specifies color and style for alternative items in the project spreadsheet.|
|Style Incomplete||Specifies color and style for incomplete items in the project spreadsheet.|
|Style locked||Specifies color and style for locked items in the project spreadsheet.|
Functions in the ribbon#
The function call restores the default setup.
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.
|Unit of Measure||Unit from the tender.|
|Descriptionfilter||This filter searches the description of a GAEB line when the lines are imported.|
|Type||Type, which should be filled in the GAEB documents, if the assignment achieves a hit. (Combination of the GAEB unit and the description filter).|
|Item Copy Template||Item number to be filled in the GAEB documents if the assignment results in a hit. (Combination of the GAEB unit and the description filter).|
|Resource/Resource Group||Resource group/resource to be filled in the GAEB documents if the assignment gets a hit. (Combination of the GAEB unit and the description filter).|
|G/L Account||G/L account to be filled in the GAEB documents, if the assignment gets a hit. (Combination of the GAEB unit and the description filter).|
|Item Import||Specifies how to proceed with the item from the Item Template field. If the value is set to Use, the item will simply be used. If Copy is selected, the item will be copied with the number series from the "Number series" field. There is an option to lock the items after copying to prevent them from being used in planning or orders until they are released.|
|No. Series||Number Series for the copied items if the "Item Import" field is equal to "Copy".|
At this point you can create a spreadsheet for each user. This is especially useful for later editing of the calculation.
|Journal Template Name||Specifies the name of the journal.|
|Description||Specifies the description of the journal.|
|User ID||Specifies the user for whom the journal is intende.|
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:
- Customer price group
- GAEB Setup
The fields are explained in more detail below:
|Type 2||Here you can specify the type of element to which you want to assign the surcharge.|
|No.||Here you can enter the number of the group or record to which you want to apply the surcharge. The selection depends on the type chosen in the previous field.|
|Description 2||Description of the group or record.|
|Surcharge (%)||Default value of the surcharge (%)|
|Surcharge 2 (%)||Default value of surcharge 2 (%)|
|Starting Date||Date from which the surcharge is applicable.|
|Ending Date||Date by which the surcharge is levied.|
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.
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.
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:
On this info tab you will be presented with general information such as the description and closing date of the Bidding.
|Description||Specifies the description of the calculation.|
|Description Project||Specifies the description of the associated project.|
|Related Project No.||Specifies the project number of the associated project.|
|related Quote||Specifies the number of the most recent quote created from this calculation.|
|related Order||Indicates the number of the latest sales order created from this calculation.|
|Sell-to Customer No.||Specifies the customer number of the customer for which the calculation was created.|
|Salesperson Code||Indicates the salesperson in charge.|
|Purchase Quotes||Indicates the number of purchasing requests for this RFP. Clicking on the number takes you to the view of purchasing requests.|
|Purchase Orders||Indicates the number of purchase orders for this RFx. Clicking the number takes you to the purchase order view.|
|Document Date||Indicates the date of the alert.|
|Quote Valid Until Date||Indicates the date until when the offer is valid.|
|Locked by||Indicates who is currently working on the calculation. If the value is not empty or corresponds to the own ID, no changes can be made.|
|VAT||Specifies the value added tax of the calculation.|
|VAT Bus. Posting Group||Specifies the VAT business posting group for the sales quotation.|
|Import Filename||Specifies the filename of the imported file.|
|Surcharge (%)||Indicates the percentage surcharge (discount) for this RFP.|
|Surcharge||Indicates the amount of the award (discount) for this tender.|
On the "Lines" info tab, the positions of the Bidding are displayed in hierarchical order.
|Position No.||Specifies the position number resulting from the definition of the OZ mask.|
|Quantity||Indicates the required or the offered quantity of the item.|
|Type||Indicates whether the row contains a resource, resource group or item.|
|Item No.||Specifies the number of the resource group, resource or item depending on the "Type" field.|
|Description||Specifies the description of the resource group, resource or item.|
|Unit Cost||Indicates the cost price per unit of the line.|
|Surcharge (%)||Specifies the percentage surcharge for the line.|
|Unit Cost increased by Surcharge (%)||Indicates the cost price increased by the percentage markup.|
|Surcharge 2 (%)||Specifies the second percentage surcharge. The basis of the surcharge can be set up in the GAEB Einrichtung.|
|Einstandspreis (inkl. Zuschl. 2)||Indicates the cost price increased by the surcharge (%) and surcharge 2 (%).|
|Line Amount||Indicates the price offered for all units.|
|Text||Specifies the description of the line depending on the line type.|
|Surcharge/Discount||Specifies the absolute surcharge. Cannot be used with surcharge (%) and surcharge 2 (%).|
|Linetype||Indicates what type of line it is.|
|Buy-from Vendor No.||Specifies the vendor for a possible purchase request.|
In the Totals area, the totals of the calculation are displayed as follows:
|Subtotal||Specifies the total without taking into account the surcharges.|
|Surcharges||Specifies the sum of the surcharges ("Surcharge (%)" and "Surcharge 2 (%)").|
|Sum Surcharges/Discounts||Indicates the sum of the Deduction/Surcharge field.|
|Total Sum||Indicates the total amount including surcharges.|
|Total Sum (excl. Alt.)||Indicates the total amount without alternatives.|
|Surcharge (%)||Indicates the percentage surcharge/discount for this RFP.|
|Surcharge||Indicates the amount of the award/discount for this RFP.|
|Total Sum (incl. Bidding. Surch.)||Indicates the total amount incl. tender surcharge/discount.|
|VAT||sales tax for this tender.sales tax for this tender.|
On the "Description" info tab, the long texts of the individual bidding items are displayed.
GAEB specific information is displayed on this info tab.
|Version||Specifies whether the short or long version should be used.|
|Placing No. of Purch.||Indicates the number of the award of the contracting authority.|
|DV No. Purch.||Specifies the DV number of the orderer.|
|Bidding No. Purch.||Indicates the bidder number of the contracting authority.|
|Placing No. Cust||Indicates the number of the contractor's award.|
|DV No. Cust||Specifies the DV number of the contractor.|
|Bidding Date||Indicates the date of the alert.|
|Offer Date||Specifies the date of the offer.|
|Offer Time||Indicates the time of the offer.|
|Acceptance Ending Date||Indicates the deadline by which feedback on the offer must be provided.|
|Description Purchaser||Specifies the name or company of the client.|
|Description Bidder||Specifies the name or company of the contractor.|
|Skip Price Check||If the identifier is set, lines can be offered without line amount.|
|OZ Mask||The OZ mask specifies how the positions and groups are to be numbered.|
|Position Item||Specifies the position of the material portion.|
|Position Wage||Specifies the position of the wage share.|
|Currency Code||Specifies the currency of the alert.|
|Description Currency||Specifies the description of the currency.|
|Cashback (%)||Specifies the percentage discount.|
|Terms of Payment (days)||Specifies the payment terms in days to discount.|
|Payment Date||Specifies the date by which the payment must be made to receive the discount.|
|Type of Days||Specifies whether the payment term is weekdays, calendar days, or working days.|
|Specifies the length of the respective layer.|
|Position||Specifies the length of the position plane.|
|Indexing||Specifies whether indexing is used.|
|Indexing Length||Specifies the length of the indexing.|
|Here you can define which unit price parts are used and in which order.|
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.
With this function call you can archive the calculation manually.
You can use the function to unlock the cost estimate. For more information, see "Lock".
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.
Here you can confirm the offer manually. For more information on this topic, see "Confirming a sales offer".
Within a quotation, you can use this to open the "Project costing sheet". For more information, see "Projekt Kalkulationsbuchblatt“.
Creates a copy of the selected calculation.
Ribbon > Actions > GAEB Interfaces#
Export Excel Overview#
Exports an overview of the current calculation.
Imports a quote for the current RFx.
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".
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#
Creates a sales quote for supplements.
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#
Displays the contract pretexts from the service directory.
Here you can view the original tenders.
Please note that it is not possible to edit the RFP from this view.
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.
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".
Opens the current sales offer.
Opens the sales offer to the most recent supplement.
Open Order Confirmation#
Opens the associated order confirmation(s).
Opens the related offers.
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.
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.
A prerequisite for this functionality is that a calculation journal has been created for each user in the GAEB setup.
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.
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.
On the right side of the map you will see additional 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.
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.
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.
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.
This infobox presents unit costs, unit costs including the first overhead, and unit costs including the second overhead, broken down by resources and materials.
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.
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.
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.
If you want to use production orders, select "Prod. Order" as the "Calculation Base" in the GAEB setup.
Please note that if this setting is selected, the steps in the following section can only be performed by a Microsoft Dynamics 365 Business Central Premium user.
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.
Please note that closing the book sheet will not transfer the prices and changes to the higher level.
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.
No premium user is required for this procedure. Without the setting "GAEB Calc. BOM" the steps in the following section cannot be performed.
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 Central 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 Central 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.
Please note that closing the book sheet will not transfer the prices and changes to the higher level.