Estimating

OBJECTIVE

Estimates are used to provide written conditions and commitments for providing a product and/or service in accordance with a customer's requirements.

This function is used to create two types of estimates:

  • Construction (associated with projects);
  • Distribution (associated with customer orders).

This procedure applies only for construction estimates.

 

Using Security Management in the Access Restrictions tab, you can restrict access to the various tabs and options of the Estimating module.

 

 

Warning: Data updates for the various items and options related to Estimating is performed as follows:

  • When opening an estimate template OR starting an estimate from an estimate template:
    • assemblies are updated with the Definie Assemblies;
    • resources are updated with the Resource Management;
    • items are updated with the Table of resources by item/quotation type, then with the Catalogue Management.
  • To update the assembly data, refer to the Definie Assemblies document.

 

PREREQUISITE

 

Summary

To view a specific section, click one of the following links:

 

Estimate Selection Window

This window is used to:

  • create a new estimate, template or assembly
  • open an existing estimate, template or assembly
  • search for an existing estimate, template or assembly
  • quickly view estimates based on their status
  • export information from estimates to an Excel file (right mouse button/Transfer to Excel).

 

Icons

Icons of the Selection window

Icon

Title

Description

New (F5)

Creates a new Estimate, Template or Assembly.

Accept (F12)

Opens the estimate selected in the current list.

Delete (CTRL+F5)

Deletes the estimate selected in the current list.

Print (CTRL+P)

Generates estimate lists.

For more information, refer to the List Generator help topic.

Display the first record

(CTRL+F3)

Displays the first estimate in the list.

Display the previous record (F3)

Displays the previous estimate.

Display the next record (F4)

Displays the next estimate.

Display the last record (CTRL-F4)

Displays the last estimate in the list.

Display Entered Estimates

Displays estimates with A - Contemplated status.

NOTE: If additional statuses are created in the Estimate Status Codes Table, maestro* displays the estimates with a status represented by the codes A to F inclusively.

Display Proposed Estimates

Displays estimates with G – Proposed status.

NOTE: If additional statuses are created in the Estimate Status Codes Table, maestro* displays the estimates with a status represented by the codes G to K inclusively.

Display Refused Estimates

Displays estimates with L - Refused status.

NOTE: If additional statuses are created in the Estimate Status Codes Table, maestro* displays the estimates with a status represented by the codes L to O inclusively.

Display Accepted Estimates

Displays estimates with P - Accepted status.

NOTE: If additional statuses are created in the Estimate Status Codes Table, maestro* displays the estimates with a status represented by the codes P to U inclusively.

Display Transferred Estimates

Displays estimates with V - Transferred status. This status is automatically assigned by maestro* if an estimate was transferred using the Final Transfer option.

NOTE: If additional statuses are created in the Estimate Status Codes Table, maestro* displays the estimates with a status represented by the codes V to Z inclusively.

Display Dispatched Estimates

Displays estimates with 3 - Dispatched status.

Display Completed Estimates

Displays estimates with a 4 - Completed status.

Show Template Estimates

Displays only estimates with a 2 - Template status.

Display Assemblies

Displays only estimates with a 1- Assemblies status.

All Estimates

Displays all estimates in a single list, regardless of their status, including estimate templates and assemblies.

Configuration

Gives access to the next 2 options, useful for big estimates:

  • Load the estimate in the background: if checked, the system will load openitems first, allowing the user to start working before the estimate has finished loading completely;
  • Start each quotation in a separate environment: if checked, the system opens each estimate in a new window, keeping the estimate selection window open and accessible independently. This makes it possible to open more than one estimate a time.

 

Access an Estimate

Requirement

Actions

Open an estimate

Double-click on an estimate

or

Select an estimate and click the Accept icon (F12)

or

Select a line and press the F12 key on the keyboard.

NOTE: When the window opens, maestro* displays by default estimates with the Contemplated status.

Create a new estimate

Click the New (F5) icon.

Create a new assembly

Refer to the help topic under Define Assemblies

Create an estimate template

Refer to the help topic under Define Templates.

 

Estimate Window

This window is divided into two sections as illustrated below:

 

Upper Section of the Esimate Window

This section contains the basic menus, icons for various estimate options and general information on the estimate.

 

The Tabs Configuration option in the View menu lets you display/hide tabs as required.

Right-clicking on tab titles offers the same functionality.
Icons of the Estimate window

Click here to Closeddisplay Estimate window icons.

Icon

Icon Name

Used to

Contact

Access Contact Group Management to create contact groups related to the current project.

Send Quotation

Send the estimate to the customer by email.

For more information, refer to the Sending a quotation help topic.

Send Request for Quote to Suppliers

Sending a price request to suppliers.

For more information, refer to the Sending a price request to suppliers help topic.

Send Request for Quote to Subcontractors

Send a price request to the subcontractors.

For more information, refer to the Sending a price request to subcontractors help topic.

Pivotal View

Analyze the estimate using dynamic vector-based analysis.

Catalogue Inquiry

Consult the inventory sheet for the item selected in the Detail or Local Catalogue tab.

NOTE: Using this icon allows the estimator, among other things, to quickly confirm whether the part used is the right one.

Takeoff Quantity

Import the takeoff quantities in order to save the variables without the quantities.

NOTE: Only available for maestro* 3.05.

Validate quotation

Activate estimate validation.

Use the dropdown menu to the right of the icon to access the Display the result of the validation in a pivot table to display errors found during validation.

For more information, refer to the Validating a quotation help topic.

Calculate Estimate with Recent Modifications (F9)

Refresh the amounts or other information in the estimate with source data.

This icon can be clicked if automatic calculation is not enabled.

Clicking the calculator updates only the data that has changed since the last calculation. The small arrow on this icon provides access to the following four options:

Recalculate the Entire Estimate(CTRL+F9)

Recalculates all amounts on the estimate.

Get Updated Prices

Updates only the costs of items and resources on the estimate with source data (Catalogue Management, Resource Management, and Table of resources by item/quotation type).

Get Updated Table Information

Updates the costs, units, type and description of items and resources on the estimate with source data (Catalogue Management, Resource Management, and Table of resources by item/quotation type).

Automatically calculate the estimate after each modification

Recalculates the amounts on the estimate automatically. Selected by default if the Always calculate the costs automatically box is checked in the Miscellaneous tab of the Configuration icon on the estimate.

NOTE : The Update assemblies and labour ratios option is only available in an estimate template. It updates all resource ratios attached to items with data from the Table of resources by item/quotation type. If there is no match with the Table of resources by item/quotation type, maestro* displays information from Catalogue Management.

TIP: For greater performance if you work on a very large estimate for instance, you can always deselect this option so that the calculation is not automatically performed each time a modification is made.

Quotation Transfer

Transfer the information from the estimate to other maestro* modules.

For more information, refer to the Processing the response help topic.

Configuration

Configure the behaviour of the application in the estimate.

NOTE: These settings are saved by user, except for the Validation tab, which applies to all users in the company.

For more information, refer to the Configuring the quotation help topic.

 

Padlock

Ensure that the estimate cannot be modified by another user simultaneously. The estimate can, however, be viewed by others.

Displayed only if the Record Blocking option is set to Manual.

NOTE: This setting must be activated via the General Settings > General section > Record Blocking option.

Lock the selling amount

The selling amount has been locked

 

Lock the Selling amount of the estimate.

When the padlock is locked, any changes to the estimate (quantities, cost, etc.) will only affect the Profit amount upwards or downwards, as the case may be. It will be impossible to change the Selling amount without unlocking the padlock.

You can unlock the padlock if the status of the estimate is not Accepted.

Access Path
 

maestro* > Projects > Estimating > Processing > Estimating
Fields

Complete the information related to the estimate:

Field

Description

Description

Summary description to identify the estimate.

Available when searching the Estimate Selection window.

Estimate Number

Number of the estimate.

NOTE: If an estimate type has been entered and automatic numbering was specified, the system assigns a number to the estimate when it is saved.

Status

Status of the estimate. ClosedThe basic statuses are:

NOTE: New statuses can be created in the Estimate Status Codes Table.

Cost

Total cost amount of the estimate, excluding Administration, Profit, and Adjusment amounts if entered in the Closing tab.

It represents the sum of the costs for levels of the Detail tab.

Maestro* adds the Estimated Cost amount of the level to the Cost amount of the estimate when there are no other costs in the level (i.e. items).

As soon as there is one element with a quantity and a unit cost price, the system no longer takes into account the Estimated Cost amount, which becomes informative only.

Administration

Displays the final administration amount according to the information in the Closing tab.

Calculation performed:

Administration = Cost * Administration%

Profit

Displays the profit amount according to the information in the Closing tab.

Calculation performed if the Profit Calculation Mode is set to Markup in the Information tab:

Profit = Cost * (1 + Administration%) * Profit%

Calculation performed if the Profit Calculation Mode is set to Profit in the Information tab:

Profit = Selling – Cost – Administration

Profit % = (Selling – (Cost*(1+Administration%)))/Selling

Adjustment

Amount added to or subtracted from the profit in the calculation of the estimate Selling amount.

NOTE: The adjustment may represent a discount as well as a strategic upward adjustment.

Selling

Selling amount (without taxes) including Administration, Profit, and Adjustment amounts.

Calculation performed if the Profit Calculation Mode is set to Markup in the Information tab:

Selling = Cost * (1 + Administration%) * (1 + Profit%)

Calculation performed if the Profit Calculation Mode is set to Profit in the Information tab:

Selling = (Cost + (Cost * Administration%))/(1 - Profit%)

The padlock icon can be locked/unlocked manually unless the estimate is saved with the Accepted status.

  • When the padlock is unlocked, the tooltip displays Lock the selling amount when the user positions the mouse cursor over the icon.
  • When the padlock is locked, the tooltip displays The selling amount has been locked. When the padlock is locked, nothing can be modified in the Closing tab, and only the estimate Cost amount can be modified.

Gross Margin % (C)

Percentage representing the gross margin between the Selling amount and Cost amount, in relation to the Cost amount.

Calculation performed:

Gross Margin % (C) = (Selling – Cost) / Cost * 100 %

Gross Margin % (S)

Percentage representing the gross margin between the Selling amount and Cost amount, in relation to the Selling amount.

Calculation performed:

Gross Margin % (S) =  (Selling – Cost) / Selling * 100 %

Icon indicating that the Selling amount is locked and which allows it to be unlocked, if the estimate status is not Accepted.

 

Lower Section of the Estimate Window

Tabs

The lower section contains the various tabs for the estimate. They are essential for preparing an estimate, sending it to the customer and transferring it.

Fifteen tabs are listed in this section; the most important are shown in bold type:

 

The table presents the tabs in the order they are displayed by default in maestro*. When opening the Construction Estimate window, the Detail tab is displayed always first.

You can display, hide and/or change the order of tabs by clicking the right mouse button on the tab name, or by using the Tab Configuration option in the View menu. These settings are stored by user.

To make this document easier to read, links have been added to access sections that require additional explanation.

 

Tab

Description

Detail

List of the elements in an estimate.

Detailed Help Topic - Detail tab

Information

Includes the general information on an estimate, such as customer contact information, methods for calculating costs, selling prices and profit, etc. The tab is divided into eight sections:

Detailed Help Topic - Information tab

Resources

Summary of all resources in the Detail tab AND with a quantity oher than zero.

Detailed Help Topic - Resources tab

Variables

Used to create variables that will be available in the Quantity column of all items of the Detail tab for calculations.

Refer to the How To Creating Variables and Program Calculation Formulas.

Calculation Sheet

This tab makes it possible to integrate an Excel file in which can be found, for example, quantity takeoff statements, price lists, conversion factors lists, supplier or subcontractor price comparison tables, etc.

The data of the Calculation Sheet is available to supply the calculations in the Quantity column of all elements under the Detail tab.

Detailed Help Topic - Calculation Sheet tab

Local Catalogue

Lists the catalogue items of the estimate, by product (item) or by product type.

This tab is useful for:

  • quickly viewing a list of all the items in the estimate
  • entering discounts per item
  • setting costs or selling prices that have been guaranteed
  • determining whether maestro* will use the cost or selling price
  • entering replacement items
  • adjusting prices or amounts
  • adding comments
  • defining or changing suppliers

Product sub-tab

Lists items used in the Detail tab, as well as items created locally by the user.

NOTE: Items deleted in the Detail tab are not deleted in this tab. To delete items from the Local Catalogue tab/Product sub-tab that are no longer in the Detail tab, the Delete elements that are no longer in the "Detail" tab option is available by right-clicking in the Local Catalogue tab/Product sub-tab.

Product Type sub-tab

Lets you quickly apply the same discounted unit cost price OR the same discount percentage to several items at once.

Detailed Help Topic - Local Catalogue tab

Items Transfer

Used to create lots of items and define for each of them the level of detail and transfer destination (resources per project, requisition, stock order from catalogue).

Subcontractors

Summary of all subcontractors in the Detail tab, whether selected or not, and whether they have a quantity or not. This tab lets you:

  • quickly see a full list of all subcontractors in the estimate
  • quickly analyze all prices received
  • quickly change the selection of subcontractors (Supplier column)
  • quickly change the selection of a subcontractor,
  • quickly enter negotiated prices (Revised Cost column)

Detailed Help Topic - Subcontractors tab

Additional Fields

Used to create additional fields for entering information about the estimate and for which no fields in the estimate contain this information.

Quotation Proposals

Information about submitting the estimate, for information purposes.

This information does not affect the estimate and is not transferred, but can be printed on customized forms or put into an analysis table created from the List Generator.

Plans and Addendas

Information on plans and addendas used to produce the estimate (budget), for information purposes.

This information does not affect the estimate and is not transferred, but can be printed on customized forms or put into an analysis table created from the List Generator.

When the tab is completed, it lets you:

  • display an updated list of plans and specifications consulted during the estimate process and see the last addendum number consulted
  • see the number of addenda consulted during the estimate

Project Activities

Includes project structure activities to create the budget when transferring the estimate.

Detailed Help Topic - Project Activities tab

Closing

This tab finalizes the estimate. It is part of the closing phase of the estimate and consists of:

  • applying an amount for administration fees and/or profit
  • rounding or distributing the amounts in the estimate

Billing Schedule

Enables information to be structured for presentation to the customer in a different format to that of the estimate/budget (Detail tab).

Customers

Summary of customers to which the current estimate is sent. This tab is used when the estimate is to be sent to multiple customers.

It makes it possible to:

  • create a list of all customers to whom the estimate will be sent
  • create a list of all potential customers to whom a certain type of estimate can be sent (if completed in an estimate template, for example)
  • send a different price to each customer

Detailed Help Topic - Customers tab

 

Table of Keyboard Shortcuts

The following table describes some of the keyboard shortcuts available.

Key

Function

CTRL + S

Adds an empty subcontractor line to the end of the list of subcontractors at the current level.

CTRL + I

Adds an empty item to the end of the list at the current level.

CTRL + R

Adds an empty resource line to the end of the list at the current level.

CTRL + E

Adds an empty equipment resource line to the end of the list at the current level.

CTRL + L

Adds an empty labour resources line to the end of the list at the current level.

CTRL + M

Adds an empty assembly line to the end of the list at the current level.

CTRL + C

Copy a line so it can be pasted elsewhere later.

CTRL + V

Paste a copied or cut line.

CTRL + X

Cut a line to paste it elsewhere (move).

CTRL + Z

Cancel the last action.

CTRL + F6 or

Delete

Delete one or more lines.

CTRL + Y

Redo the last action that was canceled.

 

Last modification: September 19, 2024