Manual TERMS 9.0 English

Condensed Manual
TERMS
COMMERCIAL DETAILS
... A service from the IPAS Hotline - Edition: 06/2014
MTU
Friedrichshafen
IPAS Condensed TERMS Manual

Quote or Order Processing - Commercial
Page: 2
Contents
WHAT IS TERMS? ............................................................................................................... 3
... BEFORE STARTING ....................................................................................................... 3
2.1
Opening a TERMS object ........................................................................................................... 3
2.2
Processing basics ...................................................................................................................... 4
2.3
External / In-house texts ............................................................................................................ 4
PROCESSING IN DETAIL ................................................................................................... 5
3.1
Proposal register ........................................................................................................................ 5
3.1.1
3.1.2
3.1.3
3.2
Heading / Sub-quote / Final part register(s).............................................................................. 8
3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
Layout work - Text relocation ...................................................................................................................... 5

Holding back text from printing .................................................................................................................... 6
Printing a proposal ...................................................................................................................................... 6
Edit - Module choice (selecting text) ....................................................................................................... 9

Edit - Parameter .................................................................................................................................... 10
Modifying text ............................................................................................................................................ 11
Entering text .............................................................................................................................................. 13
Changing language ................................................................................................................................... 14
Translating text .......................................................................................................................................... 14
Translating parameters ............................................................................................................................. 16
GENERAL FUNCTIONS .................................................................................................... 17
4.1
Printing a register sheet .......................................................................................................... 17
4.2
Updating.................................................................................................................................... 17
4.3
Extras - Settings ....................................................................................................................... 17
ORDER PROCESSING IN TERMS .................................................................................... 18
Feel free to contact our Hotline +49(7541) 903777 (MTU-F) or +1 (248) 560 8727 (MTU America)
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1 What is TERMS?
The TERMS module has two main objectives:
1.
2.
Definition of the commercial conditions for a quote/order.

Creation of a communication (quote proposal/order confirmation) for the customer.
Both tasks can be carried out simultaneously by selecting or processing commercial modules. The
definition of the commercial conditions means that the order notification is prepared already at the quote
phase because the corresponding text blocks are transferred to the order object. These commercial texts
are not only for the creation of a communication to the customer but for in-house communication
regarding the order notification.
2 ... before starting

2.1 Opening a TERMS object
Call up TERMS by clicking on the
TERMS symbol in the IPAS Start
App or change to TERMS with
Programs menu from another IPAS
module
In TERMS
To select the correct TERMS-object

the "(TERMS) open" window
appears
TERMS object in quote level
Mark and open with "OK"

or a double-click
NOTE:
or "File/Open"
The TERMS object is opened at the quote level. (In contrast to the CONFIG and CALC
objects which are opened at the sub-quote level).
This is because at the sub-quote level only the text modules for the technical scope are
saved, not for the salutation and complimentary close.
The previously processed IPAS object always occupies

this interface to the project folder. A TERMS object can
also be opened from another project to be processed by
selecting the asterisk in the project number field
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2.2 Processing basics

The quote proposal is a combination of text modules saved in different data objects.
At the quote level the general texts (salutation, introduction, final part, ) for the beginning and end of a
letter are saved in a data object.
At the sub-quote level the data relating to the product (warranty, terms of payment, etc.), are saved.
The quote proposal consists of text modules and parameters. The standard text modules already exist
and most of the parameters have a default value or are given one automatically from other IPAS
modules (e.g. power output from CONFIG, price from CALC,).
If the TERMS object is processed in the project wizard the Close&Go button
leads directly to the
next task the Document Manager that allows you to print all the documents that were generated during
the quoting process. TERMS is automatically saved and the correct project will be opened in the
DocMan.
2.3 External / In-house texts

The commercial data for a quote or order are defined in TERMS. This takes place using CS modules
(CS = Commercial Scope) which combine external and in-house text modules.
The external text modules contain the text for the commercial letter, i.e. they describe the commercial
conditions and present it in the quote to the customer.
The in-house text modules contain the text for the order notification. Their display contains the inhouse information, i.e. the information required by the in-house departments for incoming orders.
Many CS modules have parameters which apply to internal and in-house texts. This guarantees that the
values appearing in the order notification are identical with those negotiated with the customer.
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3 Processing in Detail
3.1 Proposal register
The Proposal (or for an order Order confirmation) is only a summary of the other registers and offers
only layout change possibilities and no content processing. The contents are processed in the individual
registers.
3.1.1 Layout work - Text relocation

The text-module sequence can be changed here if it does not
agree with those required for the customer quote.
Marked lines can be relocated with Edit - Lines up/down.
The same can be done using the arrow buttons in the toolbar:
To reverse the changes, select Standard sequence.
Important: Only marked text can be relocated!
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3.1.2 Holding back text from printing

If a text should not appear in the quote, it can be held back manually with a mouse click by replacing the
green checkmark in the "Print column" with a red one:
Print column
= Module held back from printing

This is done when, for example, a quote consists of multiple sub-quotes and a standard module appears
repeatedly. The texts are needed at the sub-quote level because the in-house text for each sub-quote is
later transferred into the order notification. For the customer, it is sufficient if the text is printed out once,
it can then be blanked out for the further sub-quotes.
3.1.3 Printing a proposal

Printing is only possible when all data are completely available. In practice, this means the command is
active only when the parameters, translations, etc. have been entered.
Text marked = incomplete
Print commands not active

As soon as all necessary entries have been made, the commands Page preview and Print proposal
(or Print order confirmation) become active. It is recommended that the document be first generated
with Page preview in case any layout corrections have to be made.
The standard text-processing program MS Word is called up and a document containing all text modules
is generated.
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The text can now not be changed because all changes have been made directly in the modules. In
WORD view, only page breaks are made or deleted to improve the layout in case a break occurs in a
text block that should remain whole.
Special symbols for the IPAS functions are
available in WORD.
A page break is
inserted here so that
heading and text stay
together.
NOTE:
Page breaks occur where the cursor is placed.
(The printout can take a couple of minutes because all modules and their parameters have to be converted
to WORD documents).
In the case of an order, a special feature allows a

checkbox to show that the order confirmation has already
been printed.
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3.2 Heading / Sub-quote / Final part register(s)
The actual text processing takes place in these registers. All the registers have the same functionality,
the only difference is in their content.
The commercial conditions are defined in the "Sub-quote" register sheet. There are always as many
"Sub-quote (1 - n) register sheets as sub-quotes within the quote.
The Heading and Final part register sheets contain the text modules that are not important for the
definition of the commercial terms and conditions, such as salutation or complimentary close.
The Status of the current modules can be seen from the first three columns:
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The columns have the following meaning:
= Inserted Module
= Translation is missing
= Incomplete
Parameter value is missing
Before a quote / order confirmation can be printed, the Translation and Incomplete columns for all
modules must have green checkmarks.
3.2.1 Edit - Module choice (selecting text)

Each TERMS object already contains the application-related standard text modules when the quote /
sub-quote is created.
The dialog for selecting the text modules is called up with Edit - Module choice. The left-hand window
shows the text according to categories which is available for the application. The right-hand window
shows the text already selected or pre-entered. The lower window shows the marked module in the
selected setting (in-house/external) plus its complete text.
In order to select/deselect text, the
module is first marked and then
selected or deselected with the
right/left arrow buttons. A double-click
has the same function. An already
selected text can be relocated upwards
or downwards using the up/down arrow
buttons (right-hand scroll bar).
Within the mandatory categories, the
final module cannot be deselected, i.e.
another module has to be selected
before the non-required module can be
deselected. This guarantees that a
statement is always made regarding
the main quote elements.
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A click on the
button displays a table of all the text modules in the marked category plus
their full text. The categorys Available or Already selected modules will be displayed depending on
whether the mark was previously in the left or right window.
Select a module either with a double-click or by marking and clicking the "OK" button. Multiple modules
can be selected/deselected with Ctrl + left mouse button.
TIP: all the Edit commands can be called up also with the right mouse button.
3.2.2 Edit - Parameter

The text-module data are partly displayed by parameters, i.e. a text, depending on parameter selection,
can display different contents. In TERMS the automatic parameters and the manual parameters are
differentiated. The automatic parameters draw their values from other modules; power, for example, from
CONFIG and price from CALC. In the "Parameters" dialog, only the manual parameters appear because
only these may be modified.
The parameter values can be entered or modified with the following dialog by double-clicking on the
marked cell or with Edit - Parameter:
The modules containing manual parameters appear in the left window, "CS modules"
(CS = Commercial Scope).
The parameters (plus their standard values) of the marked module appear in the right window
"Parameter". The full text with parameters, depending on either the in-house or external setting, appear
in the lower window. The parameters are distinguished by curly brackets, making them more visible also
in the register-sheet view.
In the parameter values there are some value lists from which selections can be made. These values
can also be edited by a double-click on their cell, i.e. any value can be entered. The only limitation; the
entry must be compatible with the format of this parameter, e.g. a date field cannot be overwritten with
letters.
A parameter with the note, Free text, can have a length of maximum 60 characters. A new text module
must be entered for longer text.
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3.2.3 Modifying text

If, using the dialog Edit - Module choice" in the selectable texts, no suitable text but a similar text is
available, then this can be modified.
A change to the external/in-house text, without changing the text-structure assignment, is understood
under "Modify". This means the category does not change and any possible parameters are not deleted.
The basis for the translation already exists in a modified text because the "Original text" exists as
translation basis.
Another feature of "Modify" is the entering of in-house text.
To activate "Modify", call up the dialog by marking the line of the corresponding CS module and doubleclick on the line heading or, with "Edit - Modify" (the menu command Modify" is active only when a line
is marked):
If the correct text has been called up, it can now be modified by double-clicking on a text field (External
text or In-house text) to call up MS WORD.
NOTE:
IPAS texts are always processed in WORD.

(Entering, changing, translation).
WORD can also be called up with the

whether an external or in-house text is to be processed.
or
buttons, depending on
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Text changes are always in the application language, i.e. if the program is in German then the German
text is always first entered or changed.
If the data language is set for a foreign language (other than the application language), the following
automatically appears:
This means that a text change in the foreign language is first made in German then in the translation.
The first column shows any need for translation of in-house text.
When entering an in-house text, a category must always be assigned so that, in case of an order, the
transfer of the in-house text to NOTE will be to the correct location in the order notification.
After selecting a category, the
button is active. It can also be used to close the dialog.
In-house text can be marked and removed with
If a CS module is modified, it is automatically given a Mod tag with the description so that it is
recognisable as being modified.
A text modification can later be reversed at any time with
The CS module then appears with its original content, i.e. changes to the external text and
additional/changed in-house texts are deleted.
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3.2.4 Entering text

If, in the selectable texts, no suitable text is found with dialog "Edit - Structure", then a new CS module
can be inserted with "Edit - Insert".
The Ins- tag appears automatically in front of the CS module title and also appears in the Status
column.
= Inserted Module
A description and category are now required for the module so that it can be correctly located in the
structure.
Double-clicking on a text field (External text or In-house text) calls up MS WORD in order to enter
text.
WORD can also be called up with the
whether an external or in-house text is to be entered.
or
buttons, depending on
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A category must also be given when entering an in-house text so that, in the case of an order, the
transfer of the in-house text to NOTE will be to the correct location in the order notification
After selecting a category, the
In-house text can be marked and removed with
button is active to close the dialog.

.
The external text of a CS module is always the lead text and, therefore, a module with only in-house text
must also have an external text field, even if it contains nothing. This means that, in such a case, the text
field external text must be activated and, without a WORD entry being made, returned to TERMS. Only
then is the OK button active, i.e. after an empty external text has been entered.
3.2.5 Changing language

The data language can be changed with Extras - Language if the quote is to be printed in a foreign
language.
Most of the standard text and parameters selected from the value lists are already in your translation.
Only inserts and modified text still have to be translated.
3.2.6 Translating text

After changing the data language with "Extras - Language"; the text with missing translations are marked
in colour and shown as follows:
= Translation is missing
Printing is only possible when all text has been translated. Therefore the required dialog must be called
up.
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Call up the following dialog with either "Edit - translate" or double-click on the marked cell ("Translation"
is active only when a text cell is marked):
Text Modification
Translation of the standard text

as suggestion
The text in the upper window is always the master text, i.e. the text in which a change was made or the
first language to be entered. Nothing can be changed in this text field.
The foreign language description for the module can be entered in the field CS module.
The language required for the translation can be selected in the combobox field Language.
The lower text field is for entering the translation. As for all other IPAS text, WORD must first be called
up with either a double-click on the text field or the
button.
If the text to be translated is a modified standard module, then the modules standard translation is
already present. It will be only matched up according to the changes in the modified version by
overwriting the presented text.
The parameters used in the standard module remain in the modification and also the translation.
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For an inserted module, the text inserted in the master language is offered as help, this will also be
overwritten with the foreign language version.
After leaving WORD, and if the translation is finished, the completed code must be given so that the
module mark is removed.
The letter can be printed out in the proposal register only after all modules have been translated.
3.2.7 Translating parameters

The parameters must first be translated if a module with manually entered parameter values is to appear
in a foreign language. The text with missing parameter translations is marked in colour. The following
dialog is called up with either a double-click on the corresponding cell or Edit - Translate parameters:
In this dialog the value in the required language can be entered for each alphanumeric parameter.
Master language is always that in which a parameter was first entered or changed. The quote can only
be printed out when all parameter values have been entered in the foreign language.
No translation is required for parameters with value lists because these terms usually exist in all
selectable languages.
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4 General Functions
4.1 Printing a register sheet
The currently active register is printed out in table form with "Print register sheet".
This table is for in-house purposes and not for the customer. Only those columns are printed out which
are currently active ("Filter - In-house / External")
NOTE:
If the columns have been set too wide, the document will be printed out in landscape format.
4.2 Updating
If, with a TERMS object open, data from other modules have been changed (ADMIN /
CONFIG / CALC), then a check for any updates is carried out before printing.
A warning is given if, since the opening, changes in other objects have been made (updating is always
carried out automatically when opening).
In order to avoid working with out-of-date
information from other modules, updating should
be carried out at this point. All parameters for the
TERMS object are updated with Extras Update.
NOTE:
If, for example, a customer change has been

made in ADMIN, the changed object first has
to be saved before the parameters can be
updated in TERMS.
4.3 Extras - Settings

With Extras - Settings ...
... the maximum line height in the worksheet can be

changed. This has the effect that, with a low setting, a
module may not be displayed with its complete text content but more modules are able to be shown in a
screen page.
If a high setting is given (e.g. 150), long texts with their complete contents are shown but fewer modules
shown in a screen page.
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5 Order processing in TERMS

Quote processing is described in detail in this document. Order processing is very similar, the
differences are listed below.
An order in TERMS:
The order confirmation is drawn up (identical to quote level processing).
The commercial section of the order notification is processed (at sub-quote level).
When the order is created in ADMIN, all text modules for quote / sub-quote are copied into TERMS
objects Customer order and Sub-order.
The standard order texts are integrated into the structure. In addition, a conversion table converts the
quote texts into the corresponding order texts.
Example:
In the dialog "Edit - Module choice" (see 3.2.1), the left window of possible texts shows only those valid
for selection together with an order.
Processing is otherwise the same as for the quote phase.
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The user can manually set a code, Order confirmation printed, after the printout. If this code appears it
can be seen that processing is completed and the communication sent to the customer. Further
processing is now only allowed using a supplement to the order notification.
Manual checkmark
The in-house texts are processed/added to for the order notification (IPAS module NOTE).
Each in-house text is controlled by the text category and sent to its correct place in the order notification.
ATTENTION:
The in-house texts are also changed if the language for the order confirmation has been
changed. If a new in-house text is entered it will be saved in that language.
At MTU-F the German text is needed for order processing, so please inform your
colleague at MTU-F about inserted in-house texts with missing translations.
Changes to the CS modules for an order are only possible if a supplement has been opened. This
guarantees that changes for the customer are also communicated in-house. Without an open
supplement the following message appears:

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Condensed Manual

... A service from the IPAS Hotline - Edition: 06/2014

IPAS Condensed TERMS Manual

WHAT IS TERMS? ............................................................................................................... 3

... BEFORE STARTING ....................................................................................................... 3

Opening a TERMS object ........................................................................................................... 3

Processing basics ...................................................................................................................... 4

External / In-house texts ............................................................................................................ 4

PROCESSING IN DETAIL ................................................................................................... 5

Proposal register ........................................................................................................................ 5

Heading / Sub-quote / Final part register(s).............................................................................. 8

Layout work - Text relocation ...................................................................................................................... 5

Edit - Module choice (selecting text) ....................................................................................................... 9

GENERAL FUNCTIONS .................................................................................................... 17

Printing a register sheet .......................................................................................................... 17

Extras - Settings ....................................................................................................................... 17

ORDER PROCESSING IN TERMS .................................................................................... 18

IPAS Condensed TERMS Manual

Definition of the commercial conditions for a quote/order.

2 ... before starting

To select the correct TERMS-object

TERMS object in quote level

Mark and open with "OK"

The previously processed IPAS object always occupies

IPAS Condensed TERMS Manual

2.2 Processing basics

2.3 External / In-house texts

IPAS Condensed TERMS Manual

3.1.1 Layout work - Text relocation

IPAS Condensed TERMS Manual

3.1.2 Holding back text from printing

= Module held back from printing

3.1.3 Printing a proposal

Text marked = incomplete

Print commands not active

IPAS Condensed TERMS Manual

Page breaks occur where the cursor is placed.

In the case of an order, a special feature allows a

IPAS Condensed TERMS Manual

3.2 Heading / Sub-quote / Final part register(s)

IPAS Condensed TERMS Manual

The columns have the following meaning:

3.2.1 Edit - Module choice (selecting text)

IPAS Condensed TERMS Manual

3.2.2 Edit - Parameter

IPAS Condensed TERMS Manual

3.2.3 Modifying text

IPAS texts are always processed in WORD.

WORD can also be called up with the

IPAS Condensed TERMS Manual

Quote or Order Processing - Commercial

button is active. It can also be used to close the dialog.

In-house text can be marked and removed with

A text modification can later be reversed at any time with

IPAS Condensed TERMS Manual

Quote or Order Processing - Commercial

3.2.4 Entering text

IPAS Condensed TERMS Manual

button is active to close the dialog.

3.2.5 Changing language

3.2.6 Translating text

IPAS Condensed TERMS Manual

Translation of the standard text

IPAS Condensed TERMS Manual