Working with GAEB item lists and regular item lists

With FUTURA Smart, you can carry out requests using both regular item lists and GAEB item lists.

For your request process, it is important how the item list was originally created. Among other things, this determines whether suppliers can import and export GAEB files.

There are two types of item lists

Regular item list

A regular item list is created, for example, by:

• Manual entry

• Importing an Excel file

• Copying an existing item list

These item lists can also be structured hierarchically and contain a structured outline. However, they are not GAEB item lists.

GAEB item list

A GAEB item list is created exclusively by importing a GAEB file (e.g. X83). From this point on, FUTURA Smart treats the entire item list as a GAEB-compliant item list. All GAEB-specific information, such as the item numbers, is retained and managed automatically by the system.

Working with a GAEB item list

After importing a GAEB file, you can continue editing the item list.

For example, you can:

• Add items

• Delete items

• Move items

• Modify texts

FUTURA Smart automatically ensures that the GAEB structure is retained.

If items are inserted or removed, the system adjusts the item numbers accordingly. As a result, the item list remains GAEB-compliant even after your changes.

The item numbers of the item list are displayed in the Number column.

What happens with regular item lists?

Regular item lists do not have a GAEB structure. Even if they are hierarchically structured and visually resemble an item list, they are technically not GAEB item lists.

Therefore, FUTURA Smart uses general terms such as:

• Number

• Item number

• No.

GAEB-specific terms such as ordinal number are not used in this context.

Impact on your suppliers

Whether your suppliers can work with GAEB depends on how your item list was created.

If you're starting with a GAEB file, you'll start by importing a GAEB file (e.g. X83), and then you'll be importing...

• the RFQ remains GAEB-compliant,

• suppliers can export the GAEB file,

• process their quotations in a GAEB program and

• then import it back into FUTURA Smart as an X84 quotation file.

Create the item list manually or import it from Excel,

• suppliers can of course process the RFQ,

• Pricing items directly in FUTURA Smart or

• work with Excel.

Validations and Notes

For GAEB item lists, FUTURA Smart automatically checks compliance with the GAEB requirements. However, the system deliberately uses the generic terminology item number. These GAEB-specific validations are not performed for regular item lists.

Summary