Define Templates

OBJECTIVE

The Define Templates option is used to prevent duplicate entries of the same information when creating a new estimate. Templates contain the same fields as Estimating.

 

PREREQUISITEs

• Estimate Status Codes Table
• Define Estimate Types
• Customer Management
• Supplier Management
• Catalogue Management
• Resource Management
• Define Modules
• Project Management

 

steps

1. Basic Estimate Information
2. Creating a Template for a Construction Estimate
3. Creating a Template for a Distribution Estimate

 

Basic Estimate Information

This information is taken from saved estimates. The information is completed automatically when a new estimate is saved.

 

Field	Description
Counter	Counter to identify the estimate.
Estimate Number	Number of the estimate.
Project Number	Project number identified in the estimate.
Description	Summary description to identify the estimate.
Status	Status of the selected estimate.
Date Submitted	Does not apply because this date is not registered for a template.
Date Limit	Does not apply because this date is not registered for a template.
Time Limit	Does not apply because this time is not registered for a template.

 

Creating a Template for a Construction Estimate

1. Click on New Entry.
2. Click on the Construction Estimate tab.
3. Keep the Transaction Type as Template.
4. Select an Estimate Type and Project Template according to the specific requirements for the template.

You can select the estimate type and project template after creating the estimate.

5. Click on Lock.

Lock mode ensures that no other user can modify the estimate at the same time. The estimate can be consulted by other users, but it cannot be modified. This icon is only displayed if the Record Blocking option is set to Manual. The lock mode is configured in Configuration, General, Record Blocking.

6. Enter the required information:

The Define Estimate Types function is used to define entry options for the Estimate Number field and identifies forms by estimate type.

Field	Description
Description	Description of the template. NOTE: This description is available when searching the Estimate Selection grid.
Estimate Number	Template number.
Status	Template status. NOTE: The default status of a template is Template and this cannot be changed.

This information is provided for information purposes:

Cost Amount	Cost amount of the estimate.
Total amount	Total amount of the estimate. NOTE: This amount is calculated based on the amounts entered in the Detail tab and in the Summary section of the Closing tab.
Profitability	Profitability percentage calculated for the estimate. NOTE: Productivity is calculated using the profit calculation method selected in the Closing tab.
Profit	Amount of profit calculated.

7. Enter the required information in the Detail tab: These icons are used to create an estimate document that contains costs by division, section, module, resource and item.

All estimates must include at least one division and one section. The right mouse button provides access to a number of functions based on the position of your cursor in the estimate.

 

Icon	Description
	Used to add, remove or insert a division in the estimate.
	Used to add, remove or insert a section in a division. NOTE: A section must be part of a division. The inverse is not possible.
	Used to add or remove an item from Catalogue Management or from the Catalogue tab of the estimate.
	Used to add or remove a sub-contractor from Supplier Management.
	Used to add or remove a resource from Resource Management. NOTE: Adding a Resource linked to an Item lets you use the scenarios set up in Resource Management.
	Used to add or remove a module from Define Modules. NOTE: A module is a reusable unit that represents the production of a certain unit of measure as defined for a job. NOTE: The quantity of elements required to create the module is calculated based on this unit (for example, a module for creating an 8-foot wall could have linear feet as the unit). A module is actually a mini estimate that can be reused in estimates.

These icons are used to navigate through the estimate and to present the information in the most appropriate manner for the user.

8. Enter the required information in the Information tab:

Detailed Description	Engineer Number	Architect
Other Reference	Contact	Estimator
Salesperson	Estimate Type	Unit Price Source
Priority	Tender Close Date	Tender Close Time
Date Submitted	Quotation Valid Until	Project #
Project Template	Project Type	Department
Customer	Revenue Activity	Revenue Group
Modification Date	Date Accepted	Due Date

The Modification Date is entered automatically whenever the template is saved.

9. Enter the required information in the Variables tab:

You can adjust variables that are populated by calculations. Variables save values and can be used anywhere in the Quantity fields by double clicking on the field and selecting the variable to be used.

 

Field	Description
Name	Used to name the variable.
Value	Quantity entered manually or from a worksheet based on the cell entered in the Calculation Sheet column.
Formula	Calculates a value based on functions supported in VBScript language. NOTE: Available operators include: + addition - subtraction * multiplication ^ power / floating division \ integer division mod modulus - remainder of a division < less than <= less than or equal to > greater than >= greater than or equal to <> not equal to Notlogical not and logical and or logical or xorlogical xor eqv equality imp implication & concatenation Mathematical: Abs(nbr) return absolute value Atn(nbr) return arc tangent Cos(nbr) return cosinus Exp(nbr) return power Int(nbr) return integer Fix(nbr) return integer Log(nbr) return naperien log Sqr(nbr) return square root Tan(nbr) return tangent Sgn(nbr) return sign Round(expr,[numdecimalplaces]) return rounding Sin(nbr) return sinus Other: IF(Expr, true portion, false portion): Displays 'true portion' or 'false portion' based on the result of 'Expr' Unit(nbr,integer): Displays a multiple of 'integer' based on 'nbr' SUM: Calculates a quantity based on a 'SUM' formula. SUM{<variable to be added>, <division>, <section>, <module>, <item type> ,<filter>} <variable to be added>: variables in the sum. Possible values include: QTY, COSTAMOUNT, UP, SELLAMOUNT <division>: divisions to be browsed. Possible values include: CURRENT (default), ALL, a division code. <section>: sections to be browsed. Possible values include: CURRENT (default), ALL, a section code. <module>: modules to be browsed. Possible values include: CURRENT, ALL (default), a module number. <item type>: types of items to be included. Possible values include: M, S, R. All combinations are possible. None of the values equal all the values. <filter>: filters to be applied: Possible values include: UNIT, ACTIVITY, GROUP, CODE, QTY, COSTAMOUNT, UP, SELLAMOUNT and must be written between <>. Possible operators include: =, >, <, NOT, AND, OR, /, \, *, +, -. Parentheses are also allowed. The value must be between quotation marks ("value") if the filter is not numeric (UNIT, ACTIVITY, GROUP, CODE). Below are some examples: SUM{UP,ALL,ALL,ALL,M,UNIT= "foot"} SUM:{QTY} SUM{QTY,CUrRENT,CURRENT,ALL,MR,UP < 25} SUM{COSTAMOUNT,CURRENT,ALL,ALL,,ACTIVITY="01100"} SUM{SELLAMOUNT,01000,01100,ALL,S,SELLAMOUNT<1000} SUM{QTY,CURRENT,CURRENT,CURRENT,M} SUM {QTY,ALL,ALL,ALL,MS,(<UNIT>="u" or <UNIT>="un.") and NOT(<ACTIVITY>="400")} SUM{QTY,ALL,ALL,ALL,MS,<ACTIVITY>="400" and (<SELLAMOUNT> - <COSTAMOUNT> > 1000}
Calculation Sheet	Identifies the cell used for the calculation. NOTE: If only the cell is specified, the system displays 1 by default, followed by the cell number (for example, 1:C1). This tells the system that the identified cell is from the 1st Excel sheet. If the reference is in another sheet than the 1st, the worksheet must be identified (for example, Test:C1).
Unit	Identifies the unit of measure for the variable.
Description	Used to enter a more detailed description of the variable for information purposes.

1. Enter the required information in the Calculation Sheet tab: This tab provides access to all Excel functions.

This tab is optional.

 

These icons are used to modify, open or import an existing Excel worksheet and create links to fields in the Detail tab of the estimate.

1. The Catalogue tab enables two functions:
   • The first creates a catalogue of products specific to the estimate based on products created in Catalogue Management or on new items that are not in the catalogue. The items can be created individually or in batches. These items are displayed in the Catalogue tab of the template when an item is selected.
   • The second displays a summary of parts selected in the Detail tab of the estimate and lets the user quickly see the parts used.
2. Product tab:

Catalogue Item	Code	Description
Price	% Disc	Discount Price
Unit	Quantity Used	Amount
Description	Replacement Item	Supplier
Comments

 

Field	Description
Fix Price	Tells the system that the buyer has negotiated the price and that it must not be changed. NOTE: Even if the Recalculate the Entire Estimate, Get Update Prices or Get Updated Table Information functions are used, the system does not assign products for which the Fix Price column is checked.
Excel Cell Price	Price from a cell in the Calculation Sheet tab.

 

Field	Description
	Used to create specific items for the estimate (local catalogue).
	Used to create a batch of items in the Batches of Items section.
	Used to add items to a batch.

If the price of the batch is entered, the system recalculates the unit price for each of the items based on the quantity and unit price relationship on the batch price (weighting) to define the new unit price.

1. Product Type tab:

Code	Description	Price
% Disc	Discount Price	Quantity Used
Amount	Fix Price	Supplier
Comment

1. Enter the required information in the Resources tab: This tab lets you view the list of resources available for the estimate.

If resources are selected in the estimate, they are displayed automatically in the Resources tab.

 

Code	Description	Cost
Unit	Adjustment	Quantity Used

Field	Description
Excel Cell Price	Price from a cell in the Calculation Sheet tab.
Set Cost	Tells the system that the buyer has negotiated the price and that it must not be changed. NOTE: Even if the Recalculate the Entire Estimate, Get Updated Prices, Get Updated Table Information functions are used, the system does not assign products for which the Fix Price column is checked.

1. Enter the required information in the Customers tab: This tab is used to identify and consult the list of customers to which the estimate has been sent.

Customer	Customer Name	Contact
Contact Name	Email	Fax
Telephone	Comment

 

Field	Description
Selected	Identifies the customer that accepted the estimate. NOTE: If the box is checked, the customer information is displayed automatically in the Information tab.

1. Enter the required information in the Quotation Proposals tab: This tab is used to save and consult estimate submission information.

Person	Date	Time
Location	Comment

1. Enter the required information in the Plans and Addendas: This tab is used to save and consult information related to plans and addendas used to create the estimate.

Number

Date

Comment

1. Consult the information in the Activities tab: This tab provides a detailed view by activity according to the project template selected.

The checkbox is used to select activities that affect the budget.

1. Consulting the information in the Closing tab: This tab provides an overview of the contents of the estimate. It is also used to determine a percentage for administration expenses and the percentage of profit to be applied to the estimate or to enter other costs in the estimate, such as permits, insurance, and others, which are not in the Detail tab.

The percentage of profit can be set manually or by selecting from a menu. Many methods for calculating profit are also available: Quotation, Basic Group, Group, Division, etc.

1. Click Save.

You can save estimates automatically by activating this function with the Configuration icon.

 

Creating a Template for a Distribution Estimate

1. Click on New Entry.
2. Click on the Distribution Estimate tab.
3. Keep the Transaction Type as Template.
4. Select a Estimate Type according to the specific requirements of the newly created estimate.
5. Enter the required information:

The Define Estimate Types function is used to define entry options for the Estimate Number field.

 

Field	Description
Description	Description of the template. NOTE: This description is available when searching the Estimate Selection grid.
Estimate Number	Template number.
Status	Template status. NOTE: The default status of a template is Template and this cannot be changed.

This information is available for information purposes:

Total amount

Total amount of the estimate. NOTE: This amount is calculated based on the amounts entered in the Detail tab and in the Summary section of the Closing tab.

1. Enter the required information in the Detail tab:

If the product has an inventory code, all information for this is retrieved from Catalogue Management.

Field	Description
Inventory Code	Inventory code of the product.
Description	Description associated with the product. NOTE: The description can be changed manually.
Unit	Product unit.
Charact.	Characteristic of the product defined in the catalogue.
Identification	Identification of the product.
Activity	Expense activity from the catalogue.
Qty Ord. Invt.	Required quantity based on the inventory unit.
Inv. Unit	Unit of measure associated with the inventory quantity.
Qty Ord. Cust.	Required quantity based on the customer unit.
Cust. Unit	Unit of measure associated with the quantity for the customer.
U.P. Invt	Unit price based on the inventory unit.
U.P. Customer	Unit price based on the customer unit.
Disc %	Percentage discount applicable to the price.
Amount	Amount for the product line.
Tx	Tax applicable to the sale of the product.
Tx	Tax applicable to the sale of the product.
Cost Price	Cost calculated based on the quantity and unit price.

2. Enter the required information in the Other Information tab:

1. Customer section:

Field	Description
Customer Code	Customer code from Customer Management.
Address No.	Customer's address number. NOTE: Different addresses can be created for a given customer using the Define Customer Addresses option.

2. Delivery section:

Field	Description
Location	Location for the work. Alternate Used to create a temporary address. Contact Makes it possible to use an address associated with a contact in Contact Management. Customer Use the same address as that for the customer. Project Uses the project address entered in Project Management.
Specification	Used to specify additional information for the Location field. NOTE: If Alternate is selected in the Location field, a temporary address can be created.

3. Others section:

Field	Description
Contact	Customer's contact for the estimate.
Project	Project number.
Customer P.O.	Customer order number.
Order Date	Date of the estimate.
Date Limit	Date limit for submission of estimate.
Time Limit	Time limit for submission of the estimate.
Price List	Price list from Price List Management.
Other Reference	Reference number for the estimate.
Estimate Type	Type of estimate selected when opening it.
Estimator	Estimator's code. NOTE: The code is from Security Management.
Salesperson	Salesperson associated with the customer in Customer Management.
Attention of	Name of the person to whom the estimate is submitted.
Customer Project	Name of the customer's project.
Cust. Project Description	Description of the customer's project.
Priority	Processing priority from Define Priorities.
Delv.	Planned delivery date.
Quotation Valid Until	Validity date of submitted prices.
Date Submitted	Date on which the estimate is submitted.
Date Accepted	Date on which the estimate is accepted by the customer.
Due Date	Internal due date.
Modification Date	Date of the last time the estimate was saved.

3. Enter the required information in the Detailed Description tab: This tab is used to enter a detailed description that is printed on the Print Quotation Details report by default. You can also insert the detailed description variable on the forms.
4. Enter the required information in the Calculation Sheet tab: This tab provides access to all Excel functions.

This tab is optional.

 

These icons are used to modify, open or import an existing Excel worksheet.

5. Enter the required information in the Customers tab: This tab is used to save and consult the list of customers to which the estimate has been sent.

Customer	Customer name	Contact
Contact name	Email	Fax
Telephone	Comment

 

Field	Description
Selected	Identifies the customer that accepted the estimate. NOTE: If the box is checked, the customer information is displayed automatically in the Information tab.

6. Enter the required information in the Quotation Proposals tab: This tab is used to save and consult estimate submission information.

Person	Date	Time
Location	Comment

7. Enter the required information in the Plans and Addendas tab: This tab is used to save and consult information related to plans and addendas used to create the estimate.

Number

Date

Comment

8. Click Save.

 

See also

• Define Customer Addresses
• Contact Management
• Maintain Price Lists
• Security Management
• Define Priorities
• Customer Inquiry
• Customer Order
• Configuration
• General Settings