Create Trading Files
Create Trading File from Scratch
To create a Trading File from scratch, go to the Trading Files List and click on New.
This will open a Trading File card:
General Tab
Fill in the fields on the General tab:
| Field | Description |
|---|---|
| No. | Specifies the Trading File number, according to the specified number series (defined in Trading Files Setup). |
| Description | Provides a high-level description of the Trading File. |
| Reference | Specifies the Reference No. for the Trading File. |
| Reference 2 | Specifies Reference No. 2 for the Trading File. |
| External Ref. No. | Specifies the External Reference No. for the Trading File. |
| Starting Date | Specifies the starting date for the Trading File. |
| Ending Date | Indicates when the Trading File is intended to expire. |
| Closure Date | Specifies the actual closure date for the Trading File. |
| Driven By | Options are “Purchase” or “Sales”. Driven by sales means the focus is on the customer and sales price, with the purchase cost deducted when applying the target margin. Driven by purchase means the focus is on the vendor and purchase cost, with the sales price calculated when applying the target margin. |
| Source No. | If Driven by is “Sales”, specifies the customer No.; if Driven by is “Purchase”, specifies the vendor No. |
| Source Name | Specifies the customer or vendor name for the Trading File. |
| Quote No. | Specifies the Quote No. that initiated the Trading File. |
| Status | Specifies the status of the Trading File. |
| Trading File Category | Specifies the category for the Trading File. |
Lines Tab
Fill in the fields on the Lines tab:
| Field | Description |
|---|---|
| Item No. | Specifies the Item No. |
| Description | Item description (from the Item card). |
| Variant | Variant for the item (if available) - not visible by default. |
| Unit of Measure | The Base Unit of Measure of the item (from Item card). |
| Quantity | Specifies the quantity for the record. |
| Unit Cost | Specifies the unit cost for the item. When driven by “Purchase”, it is defined manually. When driven by “Sales”, it is calculated as: Unit Cost = Unit Price / (1 + Target Margin%). |
| Unit Cost (LCY) | Cost in LCY (converted on Trading File start date). |
| Cost Currency Code | Represents the currency code applied to the unit cost. The currency factor is defined from the currency rate of the specified currency at the Trading File start date. |
| Unit Price | Price in currency. If driven by “Purchase”, this field is calculated by applying the Budgeted Margin % on top of the unit cost. When driven by “Sales”, it should be manually defined. |
| Unit Price (LCY) | Price in LCY (converted on Trading File start date). |
| Price Currency Code | Represents the currency code applied to the unit price. The currency factor is defined from the currency rate of the specified currency at the Trading File start date. |
| Budgeted Margin % | Specifies the Budgeted Margin % for the record (automatically filled with the value defined in Trading File Setup and can be manually changed). |
| Budgeted Revenue | Calculated field. If driven by “Sales”, then Budgeted Revenue = Price * Quantity. If driven by “Purchase”, then Budgeted Revenue = (Price * Unit Cost) + Budgeted Margin. |
| Budgeted Revenue (LCY) | Budgeted Revenue converted to LCY (converted on Trading File start date). |
| Budgeted Cost | Calculated field. If driven by “Purchase”, then Budgeted Cost = Price * Quantity. If driven by “Sales”, then Budgeted Cost = Budgeted Revenue - Budgeted Margin. |
| Budgeted Cost (LCY) | Budgeted Cost converted to LCY (converted on Trading File start date). |
| Unrealized Revenue (LCY) | Calculated field, summing up all sales lines (outstanding amounts) of related documents. |
| Unrealized Cost (LCY) | Calculated field, summing up all purchase lines (outstanding amounts) of related documents. |
| Realized Revenue (LCY) | Calculated field, summing up all sales lines (line amounts) of related posted sales invoices. |
| Realized Actual Cost (LCY) | Calculated field, summing up all purchase lines (line amounts) of posted purchase invoices. |
| Realized Actual Margin (LCY) | Calculated field - difference between Realized Revenue (LCY) and Realized Cost (LCY). |
| Realized Actual Margin % | Calculated field: (Realized Revenue - Realized Cost) / Realized Cost * 100. |
| Qty on Sales | Specifies the quantity base on sales for the line (excluding Blanket Orders). |
| Sales Qty. Blanket Order | Specifies the sales quantity on Blanket Orders for the line. |
| Purch. Qty. Blanket Order | Specifies the purchase quantity on Blanket Orders for the line. |
| Qty. On Purchase | Specifies the quantity base on purchase for the line (excluding Blanket Orders). |
| Purch. Qty. Received (Base) | Specifies the purchase quantity received (base) for the line. |
| Purch. Qty Invoiced (Base) | Specifies the purchase quantity invoiced (base) for the line. |
| Sales Qty. Shipped (Base) | Specifies the sales quantity shipped (base) for the line. |
| Sales Qty Invoiced (Base) | Specifies the sales quantity invoiced (base) for the line. |
Results Tab
The fields on the Results tab are not editable for users. These are calculated fields, and the values are auto-filled from the line level.
Related Information
Status
Under the Status section, you can change the Trading File status and access the Status Log Entries:
A Trading File can contain several lines, each specifying one item supported by the contract.
For more information, check Trading File Status.
Comments
Comments on a Trading File work similarly to comments on Sales/Purchase Orders. A checkbox field is available on the Trading File Report to decide if comments are printed.
Dimensions
The file manager will define applicable Dimensions/Dimension values for the Trading File. When a Sales/Purchase document is created from a Trading File, the Dimensions/Dimension values will be inherited in the created document.
Dimensions/Dimension values have a dedicated FactBox on the Trading File.
Actions
On a Trading File, you can access several additional pieces of information or execute actions:
- Dimensions with Dimension Values
- Attachments / Using document storage
- Comments
- Report
- Copy Trading File
Create Documents
Under the Process section, you can create Sales or Purchase Documents.
Create Sales Documents
- Sales Blanket Orders
- Sales Orders
- Sales Return Orders
- Sales Credit Memos
- Sales Invoices
Create Purchase Documents
- Purchase Blanket Orders
- Purchase Orders
- Purchase Return Orders
- Purchase Credit Memos
- Purchase Invoices
Update Trading File Attributes
Under the Attributes section, you can update the Trading File Attribute values:
Create Trading File Using Copy Function
You can copy Trading Files from an existing source.
- On the Trading File Header, click on Copy Trading File:
- Select the actions you want to copy:
- Copy Trading File Lines
- Copy Trading File Attributes / Attribute Values
- Copy Trading File Comments
The newly created Trading File will be set with the first status in the sequence.
Dimensions are automatically filled with the Dimensions/Dimension values from the source Trading File and additionally with the Dimension set in Trading File Setup (with the new Trading File No. as a value).
If none of the actions are selected, the system will only create the header of the Trading File.
When all actions are selected, the system will create a new Trading File with the same attributes, lines, and comments.
Example
- A Trading File that is being copied:
- Choose the information to copy and click “OK”:
- A message appears, informing that the Trading File was successfully copied:
- You can open the newly created Trading File:
The dimension value is filled with the Trading File No. as the value of the Dimension defined in Trading File Setup.
