Large Job Estimate by HC12091104816

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									                                                  Large Job Estimate
        Before we work on a new estimate let’s see how this working database is maintained. Maintain the
        Estimate Database ............................................................................................................................ 1
        Save as Template.............................................................................................................................. 4
        Update Database............................................................................................................................... 5
        Maintain Templates .......................................................................................................................... 9
        Add Job ...........................................................................................................................................11
        Add Items ........................................................................................................................................12
        Searching for text in the description................................................................................................13
        Modify an Item................................................................................................................................14
        Working with Requests for Quotation .............................................................................................16
           Add Job ......................................................................................................................................16
           Add Document ...........................................................................................................................17
           Create RFQ .................................................................................................................................18
           Add Line Items ...........................................................................................................................19
           Add items to the estimate from RFQ line items .........................................................................20
        Templates ........................................................................................................................................21
           Save As Template .......................................................................................................................21
           Add from Templates ...................................................................................................................22
        Request for Quotation or Purchase Order .......................................................................................25
        Schedule Tasks ................................................................................................................................26
        Apply Markups................................................................................................................................29
        Create a Pay Plan ............................................................................................................................30
        Job Specifications............................................................................................................................32
        Job Cost Budget ..............................................................................................................................32
        Create a Quote .................................................................................................................................33
        Save as Budget ................................................................................................................................36




Before we work on a new estimate let’s see how this working database is
maintained. Maintain the Estimate Database
Click on the Estimate Database button and then the Detailed button.




            Contractor’s Office- Large Job Estimating                                                                                                     1
Here, items can be added, modified and deleted. You can also check a group of items and save them as an
assembly. Right click on an item.




As you can see here, database item can be broken down into Labor, Materials, Subs, Equipment and Misc.
Not only is the price you will charge recorded but also your costs in each category. Additionally, you can
link Materials, Subs and Equipment to Inventory items so they are tracked and the Inventory is
automatically updated at the point of sale. This link can be implemented in items in the database as well as
items in the estimate. You can, then, get history on a Week-to-date, Month –to-date and Year-to-date basis.
All that is necessary is that you enter those items into inventory and, in this screen and/or in the database
item maintenance screen, click in the SKU field. This will bring up the inventory from which you can


            Contractor’s Office- Large Job Estimating                                                       2
select the item. The reason you might want to include Subs in your inventory is that you can get that
history and can track the subs an additional way.

Let’s look at the capabilities for maintenance of this database. As with all screens, the buttons in the upper
section of the menu on the left are the direct functions with an effect on individual records.




You can Create an item from scratch, select an item by checking the check box to the left of it and then
Copy and Paste it as a new item or Delete a selected item.

In the case or Create and Paste you will get the following item screen to populate with the proper data.




Then we can make any modifications to the item information and click on the Save button.

The functions that influence the database in a larger way are in the middle of the menu.




Here, we can Update Databases from the Cost Books that come with the system, maintain the Item
Indexes, Save as Template selected items in the database and Print the entire database. Let’s click on the
Update Database button.

Let’s check a couple of items as thought we were creating an Assembly (Template) to be used in estimates
and then click on the Save as Template button.




            Contractor’s Office- Large Job Estimating                                                        3
Save as Template
We are then asked to give the template a name and to click on the Save button.




.




            Contractor’s Office- Large Job Estimating                            4
Update Database




Here, we see the Working Cost Database is the Concrete database and, as we click on the indexes, we can
see the items in each group within that database. If that is not the database we want to use we can click on
the Select All button next to the Working Cost Database and then click on the Delete button.

We can, then, click on the database that fits our process and see the groups within it and the list of items for
each. Let’s click on the Remodeling option.




            Contractor’s Office- Large Job Estimating                                                          5
Here, we can;
     Click on the Select All button and click the Add button to add the entire remodeling database to
          the Working Database.
     Click Index headings like “Plans & Permits” to select that a group of items and the click on The
          Select Group button and then the Add button.
     Check individual items and add them to Working Database.
    Click each of the Index headings to see the items in the group in the Cost Book to see what is included.
Let’s click on the Select All button and then the Add button.




            Contractor’s Office- Large Job Estimating                                                     6
Let’s click on the Exit button now to get back to the Estimate Database.




Then, we see the group of functions that have a bearing on the estimate but are external to it.



            Contractor’s Office- Large Job Estimating                                             7
Here we can Maintain Templates we have created and create new ones from scratch and we can Maintain
Divisions or budget categories for job costing and budget to actual financial reporting.

Click on the Maintain Templates button.




           Contractor’s Office- Large Job Estimating                                             8
Maintain Templates




Notice that there is a template called “Get permit”. Double click on it and you will see it is the line items
we checked before to be saved.




            Contractor’s Office- Large Job Estimating                                                           9
Notice that you can modify the template here to make it exactly what you need. Let’s exit this screen and
exit the Estimate Database screen.

Let’s go to the next contact record to run this session.




Now, let’s click on the Estimates button and then click on the Detail button.

            Contractor’s Office- Large Job Estimating                                                   10
Add Job
Here we have the facility for a line item estimate for large jobs. First click on the Add Job button and type
the job name.




            Contractor’s Office- Large Job Estimating                                                     11
Add Items
Now click on the Add Item option.




Remember when we were updating the estimating working database and we added the Remodeling cost
book? Now we will be working with that database. As we saw then, we can click on the Select All button,
or check the index line to select all items in that index or check individual lines.



           Contractor’s Office- Large Job Estimating                                                12
Searching for text in the description




Notice that I entered the search term of “clean”. When we click on the <enter >key the search for any
record having “clean” in the description will take place.




We will check some of the items in Plans & Permits for a Mother-in-Law suite to be added to a ranch style
house.




            Contractor’s Office- Large Job Estimating                                                   13
Now we will click on the Save button to add these items to the estimate.




Modify an Item
We can right click on any line item to see and modify the components of it. Let’s right click on the
ENGINEERING line item.




            Contractor’s Office- Large Job Estimating                                                  14
We could delete the item or modify this way. Let’s click on the Modify button.




Here we see that it is a Misc. charge and that we do not include the cost. If we want to change that we can
just click in the fields, make the changes and click on the Save button. Let’s show the cost $100.00 of the
permit in this job.

As you saw when we discussed the working database, you can link Materials, Subs and Equipment to
Inventory items just as you could there.




            Contractor’s Office- Large Job Estimating                                                   15
Working with Requests for Quotation
One of the options you have is to create Request for Quotations for a job so that all the subs and vendors
are approached for their bids and the estimate is a compilation of the selected ones of those bids. Let’s add
a job and follow that process.

                                                 Add Job




            Contractor’s Office- Large Job Estimating                                                     16
We can give it a title of “Test RFQ” and then click on the Order Processing button.




                                           Add Document


           Contractor’s Office- Large Job Estimating                                  17
Let’s click on the Add Document button so we can add an RFQ for job 16.


                                            Create RFQ




We will select Request for Quotation and then select job 16. Then we can click on the dropdown for
Vendor/Sub to select the vendor and click on the OK button.




           Contractor’s Office- Large Job Estimating                                                 18
                                            Add Line Items
First, click on the Save button to save the RFQ. Next, click on the Add Line Item button.




Let’s select Text Entry.




Here we can enter the item we want to go out for bid.

If you check the Hours it will become a labor item and, when transferred to the estimate, will generate a
labor item there so, we can check it and enter some text.




            Contractor’s Office- Large Job Estimating                                                       19
Let’s click on the Save button.




Now let’s exit back to the Estimate screen and we will see a new button Create from RFQ.

                        Add items to the estimate from RFQ line items




            Contractor’s Office- Large Job Estimating                                      20
Let’s click on the Create from RFQ button.




You are presented with a list of all the RFQs for that job. If you check any of them and then click on the
Add button, all the line items on all those selected will be imported. You would probably want to update
the line items in the RFQs that are accepted with the prices quoted before importing them into the estimate.

Templates

                                          Save As Template


            Contractor’s Office- Large Job Estimating                                                    21
Let’s make believe we are finished with this estimate and it is the type of job we do often. Let’s save it as a
template so we can use it any time we want. Click on the Save As Template option. We are then asked
what the name of the template is so we type “mother-in-law room” and click on the Save button.




                                         Add from Templates
Now, click on the Add from Templates option.




This is where assemblies are maintained and used. Double click on the mother-in-law assembly and we see
all the items that we saved from the estimate.




            Contractor’s Office- Large Job Estimating                                                       22
Now, let’s right click on that ENGINEERING item.




As you saw when we discussed the working database, you can link Materials, Subs and Equipment to
Inventory items just as you could there.

We can make any changes necessary here and then click on the Save button. Let’s close this window and
click on the Apply to Estimate button so that you see how easy it is.




           Contractor’s Office- Large Job Estimating                                                23
Now, since we don’t really want those items in the estimate, just check them.




We can click on the Delete Checked option and they will be gone.




            Contractor’s Office- Large Job Estimating                           24
Request for Quotation or Purchase Order
Let’s look at the options we have once the estimate is done. In the lower right portion of the screen you see
the 4 options make Request for Quotation, make Purchase Order, Schedule Tasks and make Labor
Ticket/Work Order. The first thing you do in order to use them is check the pertinent items. Then select
the output option. If you are producing the RFQ or PO, the next is to choose the Purchase Items From
company from the list otherwise select the Assign Tasks To from the popup window.




The last step is to click on the OK button.




            Contractor’s Office- Large Job Estimating                                                     25
Let’s exit back to the estimate.

Schedule Tasks




Check the items that will go on the schedule for a particular day and then click on the Schedule the Task
option. Once the calendar is presented, click on a day in which these items are to be assigned. When you
click on that date you will see the screen on which all the existing assignments for all the days in the week
you chose will appear.




Double click on the staff or sub to assign them for these tasks.




            Contractor’s Office- Large Job Estimating                                                      26
You will notice that that person is on the screen in the Assign Tasks To field. Now, we just click on he
OK button.




Assign a date and time for each of these tasks and click on the Save button.

Check the same items because, if they go on the schedule for a particular person or sub they need a Labor
Ticket/Workorder to go with them. This is the piece of paper that will tell the people what they have to do
and when. Click on the Labor Ticket/Workorder option.


            Contractor’s Office- Large Job Estimating                                                      27
Now, let’s click on a day in the week of the 21 st and we get a view of the Job Schedule with assignments.




Here, we see all the other tasks that were previously assigned and who is assigned to the tasks for which we
are producing a Labor Ticket/Work Order. Double click on” JDS “ so the document will be for job 16.




            Contractor’s Office- Large Job Estimating                                                    28
Click on the OK button and the document will be produced.

Let’s add some more items that you might add to a real estimate for removal, walls and a fireplace.




Apply Markups



            Contractor’s Office- Large Job Estimating                                                 29
You can apply a markup to each Labor, Materials, Subs, Miscellaneous and Equipment. They can be
applies on the individual line item or across the job. On the Enter the Task screen each of the cost values
has with it, a field for markup. Here, on the Estimate screen, you can apply a markup to each category for
the entire job. You can also apply a profit margin to the job. Click on the Apply Markups button.

On the Construction Properties screen for the system you will find fields for setting the standard markups
and profit margin you would like to apply to your jobs. If they had been set you would see them on this
screen when you first apply the markups to a job. Since they are not set, the values are zero.




If values appear in the markup and you place a zero in that markup you will be asked if you want to retry
that entry or reset all the prices for that category to their original value




Create a Pay Plan
The items we have selected so far make this job look like a large one where you won’t expect to get paid in
one lump sum and you will need to be supported in your effort along the way by the customer. Click on the
Create PayPlan button.




            Contractor’s Office- Large Job Estimating                                                       30
This screen has pay plans stored as templates. We have constructed 5, 6 and 7 pay templates each having
differing percentages for events such as “contract signing” and a different number of payments to be
expected. This screen allows you to create new templates and modify the existing ones. You are also able
to create a payment plan for the estimate on which you are working. Following this through, you will be
able to create a payment invoice for each of these line items of an invoice with each line item on it.

Let’s double click on “5-pay Smaller Job”. After confirming that selection you see the allocation to the
individual invoice lines.




            Contractor’s Office- Large Job Estimating                                                      31
You can create the invoices or invoice by clicking on the Create Invoice button. Let’s exit this screen.


Job Specifications
Now click on the Job Specifications button. The Job Specifications and the Pay Plan are merged into the
Contract letter when you write that letter to the customer.




Let’s exit here.

Job Cost Budget
Right click on an item.




             Contractor’s Office- Large Job Estimating                                                     32
Notice that each section of the item includes a Budget Code field. By assigning a budget code to each of
these, you allow the system to calculate the budget for you and allow the system to track budget to actual
figures. This also makes your Job Costing more meaningful.

Click in the Budget Code field and you are asked for the division of budget code to assign to this portion of
the item.




Since this item is in the Plans & Permits phase of he job, double click on Plans and Permits then click on
the Save button. Now, let’s click on the Job Budget button.




Create a Quote

The Quotation is the document that goes to the prospective customer. The quotation will include a line for
each phase of the job. Check the line items you want included in the wording of the quotation and then
click on the Create Quote button. If you do not check any lines in a phase, the text for all the lines will be
included. The system will accumulate the totals of each phase and produce a line item for each on the
quotation.




            Contractor’s Office- Large Job Estimating                                                        33
For this part of the demo let’s add some items to the estimate that are in other Phases of the job. The Phase
is indicated by the integer part of the index for each item in the database while each item might have a
decimal portion of the index that indicates the sequence of events in that phase.

First, let’s check the items we want in the text of the quote.




Next we click on the Create Quote button.




            Contractor’s Office- Large Job Estimating                                                     34
If we want to modify a line item we can double click on that line item and the click on the Modify button.




Let’s click on the Print button to print this Quotation.




            Contractor’s Office- Large Job Estimating                                                   35
Save as Budget
The system affords you the capability of determining, normally at the point where you sell the job, when to
save the estimate as a budget for the job. From that point in time you can make all the changes to this
estimate as the actual job progresses. All along the way you have the capability to compare the budget to
actual. If you would like to use this estimate in the future for another, similar job you can save the entire
estimate as an assembly. You would, probably rather save the updated version than the original estimate.


            Contractor’s Office- Large Job Estimating                                                     36
At that point you can jus click on the Save as Assembly option and give that assembly a name. Right now,
let’s click on the Save as Budget button. You will notice that the Report options are now enabled.




           Contractor’s Office- Large Job Estimating                                                 37
You are now able to print the Budget, Actual, a comparison of the all the line items as Budget to Actual and
a report on the Variances Only.




            Contractor’s Office- Large Job Estimating                                                    38

								
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