Define Assemblies

Objective

The Define Assemblies function is used to create a set of elements (items, resources, subcontractors, sub-assemblies) that represent a portion of work that may be reused in other estimates.

For example, an assembly can be created to:

build an 8-foot high wall
repave a road
install or replace a roof
install electrical wiring
install flooring
installing plumbing, etc.

The update of the various elements data and options related to the assemblies is carried out as follows:

When opening an assembly:

resources are updated with the Resource Management;
items are updated firstly with the Table of Resource by Item/Estimate Type, then with the Catalogue Management.

The Configuration panel is where you specify the frequency for automatic backups to be performed by maestro* in minutes.

prerequisites

Icons

Define Assemblies Icons

3.05 Icon	Title	Used to
	Générateur de rapport
	Documents	Open the Document Management option.
	Contact	Open the Contact Management option.
	Inventory Inquiry	Open the Catalogue Inquiry option.
	Resource	Open the Maintenance of JcSouRes File option.
	Takeoff	Import the takeoff in order to save the variables without the quantities.
	Recalculate Table	By default, this button recalculate the estimation (F9). When clicking on the drop-down control, costs, tables, and resources related to the items can also be updated.
	Add Item from Catalog	Add an item from the catalogue from Catalogue Management or the Local Catalogue.
	Add Subcontractor	Add a subcontractor from Supplier Management or Contact Management.
	Add Labour Resource	Add a Labour or Other resource type from Resource Management.
	Add Equipment Resource	Add an Equipment or Other resource type from Resource Management.
	Add Assembly	Add an assembly from Define Assemblies option. NOTE Sub-assembly details are not displayed in the Define Assemblies. Details are only displayed when used. If a sub-assembly contains variables, they are also not displayed in the Define Assemblies option.
	Collapse Tree	Reduce the level of detail for the assembly.
	Expand Tree	Expand the level of detail for the assembly.
	Close Current Line	Reduce the level of detail for the current line.
	Open Current Line	Expand the level of detail for the current line.
	Move this field down	Move the selected line down.
	Move this field up	Move the selected line up.

Only icons specific to this window are defined in the table above.

Steps

maestro* > Projects > Estimating > Processing > Define Assemblies

Creating an assembly

Choose the method for creating the assembly from the following table:

Method

Description

Create an assembly in Define Assemblies option

Click on New icon.

Click the Construction Estimate tab or the Distribution Estimate tab.

NOTE: This step is required if the Customer Orders module is installed.

Select Assembly in the transaction type field, then click Accept.

NOTE: An assembly can be created using the Estimating option by clicking the New icon.

Create a copy of an existing assembly

Select an assembly.

Click Accept icon. The assembly is displayed on the screen.

From the File menu, select the Create a new assembly from this one option. A copy of the assembly is available.

Enter a code in the Assembly field.

Make the necessary changes and Save.

Import an assembly from an Excel file

Used to import multiple new assemblies or modify existing ones.

Refer to the Exportation and Importation sections for steps on exporting and importing.

Method	Description
Create an assembly in Define Assemblies option	Click on New icon. Click the Construction Estimate tab or the Distribution Estimate tab. NOTE: This step is required if the Customer Orders module is installed. Select Assembly in the transaction type field, then click Accept. NOTE: An assembly can be created using the Estimating option by clicking the New icon.
Create a copy of an existing assembly	Select an assembly. Click Accept icon. The assembly is displayed on the screen. From the File menu, select the Create a new assembly from this one option. A copy of the assembly is available. Enter a code in the Assembly field. Make the necessary changes and Save.
Import an assembly from an Excel file	Used to import multiple new assemblies or modify existing ones. Refer to the Exportation and Importation sections for steps on exporting and importing.

From the Assembly screen, enter the required information in the Description section:

Fields

Description

Assembly*

Code that identifies the assembly.

Description

Description of the assembly shown on the estimate.

Unit

Identifies the unit of the assembly.

Prefix

Prefix of the company to which the assembly applies.

NOTE: When a company prefix is specified, it indicates that the assembly applies only for this company. Otherwise, the assembly is available for all companies.

Available in multidimensional mode only.

Classification

Classification that restricts searching for a specific assembly type versus searching for all types of assemblies in the estimate.

NOTE: The classifications are from Define Item Classifications of the Purchasing module (Maintenance > Catalogue).

Update Date

Shows the last update of the assembly.

NOTES: This date is modified when the user updates the resources attached to items, following the reading priority. To do so, the user must select the Update resources attached to items option of the Recalculate Table icon. It is also possible to update resources by selecting the option Update resources attached to items of all the assemblies, available from the Tools menu of the Define Assemblies option.

These option updates the resources’ quantity, name, code, but no other information. Use the Get Updated Prices and Get Updated Table Information options to update those columns.

When an assembly is created, maestro* automatically updates the content of the assembly with the data source (i.e. from Catalogue Management, Resource Management, or Table of Resources by Item/Estimate Type), and following the reading priority.

When a user opens an estimation template, maestro* automatically updates the assemblies contained in the template with the Define Assemblies option.

When an assembly is created from a template, maestro* automatically updates the content of the template with the data source (i.e. from Catalogue Management, Resource Management, or Table of Resources by Item/Estimate Type).

Can be modified

By default, assemblies cannot be modified. If selected, the assembly can be modified in the estimate.

NOTE: Otherwise, it is impossible to change the form (add, delete or change quantities) for the assembly by pressing F2 or to change its contents in the estimate.

The user must answer the questions defined in the Assembly option, if applicable, or enter a quantity or a quantity to be made.

Estimate Type

Like Classification, this restricts the selection of an assembly to the type of estimate specified.

Lean Estimate Assembly

This option allows the deletion of items line for which quantities equals zero in the estimate, when the user answers the questions of assembly.

NOTE: This option must be activated for all assemblies in order to be available for the master assembly.

Fields	Description
Assembly*	Code that identifies the assembly.
Description	Description of the assembly shown on the estimate.
Unit	Identifies the unit of the assembly.
Prefix	Prefix of the company to which the assembly applies. NOTE: When a company prefix is specified, it indicates that the assembly applies only for this company. Otherwise, the assembly is available for all companies. Available in multidimensional mode only.
Classification	Classification that restricts searching for a specific assembly type versus searching for all types of assemblies in the estimate. NOTE: The classifications are from Define Item Classifications of the Purchasing module (Maintenance > Catalogue).
Update Date	Shows the last update of the assembly. NOTES: This date is modified when the user updates the resources attached to items, following the reading priority. To do so, the user must select the Update resources attached to items option of the Recalculate Table icon. It is also possible to update resources by selecting the option Update resources attached to items of all the assemblies, available from the Tools menu of the Define Assemblies option. These option updates the resources’ quantity, name, code, but no other information. Use the Get Updated Prices and Get Updated Table Information options to update those columns. When an assembly is created, maestro* automatically updates the content of the assembly with the data source (i.e. from Catalogue Management, Resource Management, or Table of Resources by Item/Estimate Type), and following the reading priority. When a user opens an estimation template, maestro* automatically updates the assemblies contained in the template with the Define Assemblies option. When an assembly is created from a template, maestro* automatically updates the content of the template with the data source (i.e. from Catalogue Management, Resource Management, or Table of Resources by Item/Estimate Type).
Can be modified	By default, assemblies cannot be modified. If selected, the assembly can be modified in the estimate. NOTE: Otherwise, it is impossible to change the form (add, delete or change quantities) for the assembly by pressing F2 or to change its contents in the estimate. The user must answer the questions defined in the Assembly option, if applicable, or enter a quantity or a quantity to be made.
Estimate Type	Like Classification, this restricts the selection of an assembly to the type of estimate specified.
Lean Estimate Assembly	This option allows the deletion of items line for which quantities equals zero in the estimate, when the user answers the questions of assembly. NOTE: This option must be activated for all assemblies in order to be available for the master assembly.

Enter the required information in the Detail tab:

Complete total columns in the following table, which are located below the toolbar of the Detail tab as needed:

Fields

Description

Assembly

Code that identifies the assembly from the header.

Description

Description of the assembly from the header.

Cost

Indicates the cost amount of the elements.

Quantity

Represents the number of times the assembly must be used according to its unit of measure.

For example, if the assembly represents one linear foot of wall, and if you must build an eight-foot long wall, you need to enter a quantity of eight in the estimate to calculate the assembly eight times.

Production Capacity

Determines the ability to produce the assembly.

NOTE: In the estimate, when an assembly is used and a production capacity has been defined therein. Maestro* calculates the elements in the assembly according to the quantity to be produced divided by the production capacity.

Fields	Description
Assembly	Code that identifies the assembly from the header.
Description	Description of the assembly from the header.
Cost	Indicates the cost amount of the elements.
Quantity	Represents the number of times the assembly must be used according to its unit of measure. For example, if the assembly represents one linear foot of wall, and if you must build an eight-foot long wall, you need to enter a quantity of eight in the estimate to calculate the assembly eight times.
Production Capacity	Determines the ability to produce the assembly. NOTE: In the estimate, when an assembly is used and a production capacity has been defined therein. Maestro* calculates the elements in the assembly according to the quantity to be produced divided by the production capacity.

Complete the detail columns as required in the following table. The detail columns are located under the totals columns.

When an item or resource is selected, inventory can be checked for the element by clicking the Inventory Inquiry or Resource icon in the toolbar at the top of the screen.

Column

Description

Type

Identifies the line type when an icon is clicked (Item, Subcontractor, Resource, etc.).

Code

Displays the code that identifies the item (Item, Subcontractor, Resource, etc.).

Description

Description of the selected item.

Long Description

Used to indicate some details linked to the material (such as model, make, dimensions) or the scope of the work (for a subcontractor).

For items, this description is transferred in the Long description of the Detail tab for resources by project, requisition or command from the catalogue.

For resources, assemblies and sub-estimates, this description can be used in forms.

For subcontractors, information is transferred in the Details sub-tab of the Original Contract tab, from the Subcontract Management option (Purchasing module).

Additional Description

Represents the descriptions of lines 2 and 3 for an item from Catalogue Management.

NOTE: Column available only if the Integrate with purchasing box is checked in the General Settings > Projects > Construction Estimate.

Quantity

By default, the defined quantity is multiplied by the quantity of the assembly to be produced. If the Fixed Quantity column is checked, this quantity no longer depends on the quantity to be produced.

NOTES: A quantity displayed in bold indicates that the quantity is the result of a calculation. Position the cursor in the field to see the formula used.

The quantity may vary depending on the variables configured in the Variables tab.

Fixed Quantity

If selected, the amount remains the same, regardless of the quantity used in the assembly.

EXAMPLE: To build an 8-foot wall, you must rent a scaffold. Regardless of the number of feet in the wall, the quantity for this item will always be 1.

Unit Price

Displays the supplier price by default, as defined in Catalogue Management. For resources, the price comes from the Resource Management.

The unit price is provided for information purposes, given that the price used in the estimate is determined by the Cost Source selected in the estimate.

Total Cost

Total cost amount.

Unit

Displays the inventory unit defined in Catalogue Management.

Activity

Expense activity from Catalogue Management.

Group

Expense group from Catalogue Management.

Replaced By

Links a detail line in the assembly to a variable of one of the following types:

Choosing a catalogue item

Choosing a resource

Choosing a subcontractor

NOTE: When the estimate is prepared, this line is replaced with the selected elements. Otherwise, the line from the assembly is retained.

Contact Number

Used to select a contract from the Contact Management instead of a supplier (i.e. subcontractor) from the Supplier Management.

IMPORTANT: it’s not possible to select a supplier AND a contact. It’s one or the other. If the user select a contact, the Group and Activity should be specified in the ligne for the estimate.

Can be modified only for the subcontractors.

Number of Resources

Displays the number of resources from Resource Management.

Enter the required information in the Variables tab:

The variables are used to define the quantity (or the formulas for calculating quantities) for an item, resource, subcontractor and/or sub-assembly. These variables are then available for use in formulas for calculating Quantities in the Detail tab.

Fields

Description

Name

Identifies the name of the variable. This information is required when creating formulas to calculate the quantity.

NOTE: The Name may not contain spaces or special characters (, : . *).

Value

Value from the worksheet based on the cell specified in the Calculating Sheet tab, or displays the value entered manually.

NOTE: If questions are defined, the default value for the answer is displayed.

Formula

Calculates a value based on functions supported in VBScript language.

To create a formula, click the ... icon to the right in the Formula field to display the formula definition screen.

Calculating Sheet

Identifies the Excel cell used to perform the calculation.

Unit

Identifies the unit of measure for the variable, for information purposes.

Description

Detailed description that explains the variable, for information purposes.

Variable Type

Define the type of questions to ask the user when the variable is used in the Detail tab. Available values.

NOTE: When an assembly is selected in estimates, the user must answer questions that affect the calculations or the choice of elements (items, resources, subcontractors).

Quantity

Indicates that the answer is a quantity. Default value.

Catalog Item Selection

Indicates that the answer is a catalogue item.

NOTE: The user must make a choice from the items in Catalogue Management.

Resource Selection

Indicates that the answer is a resource.

NOTE: The user must make a choice from the resources in Resource Management.

Subcontractor Selection

Indicates that the answer is a subcontractor.

NOTE: The user must make a choice from the subcontractors in Subcontractor Management.

Multiple Selection Allowed

If selected, indicates that more than one element can be selected as an answer for an assembly that is added to the estimate. Otherwise, a single element may be selected.

NOTE: Not available for the Quantity variable type.

Question

Question to ask the user in the estimate to indicate the information required in this field.

Min. Value

Minimum allowable value to validate the answer in estimates.

NOTES: Entering values separated by a semicolon makes it possible to offer a choice of answers to the user.

The value of the variable to be entered is the value preceding the hyphen. The rest of the value is the description. Example: 1-YES; 2-NO.

Maex. Value

Maximum value that the user can answer.

Display Cond.

Condition that lets you specify a formula that determines whether the question should be displayed or not.

NOTE: The formula can be built using the variables in preceding lines. If the answer is true, the question is displayed. If the answer is false, the answer is not displayed and the value of the variable will be the value defined by default. Applies only if there is a question.

Classification

Classification that restricts the search for an item or resource in the estimate.

NOTE: The classifications are from Define Item Classifications (Purchasing module > Maintenance > Catalogue).

Additional Fields

Column that is only visible if:

additional fields have been defined in Catalogue Management (for which the Field Type is a number); AND

the Variable Type, in the Variables tab of the assembly, shows the Catalogue Item Selection option.

Calculating Sheet tab: This tab is used in the same way as a worksheet is used in Excel. By entering a worksheet, the user can then link the data from this sheet to the Variables tab.

There is no link between the Calculating Sheet tab from the Define Assemblies option and that in the estimate.

The Additional Fields is used create fields for adding information about assemblies, if necessary.
Click Save.
Click Exit to close the Assembly screen.

Exporting an assembly

From the main screen in the Define Assemblies option, click the Tools menu and then Export Assemblies.
In the parameter selection screen, select the assemblies to be exported and click Accept. An Excel file opens.
Complete the Excel file according to your needs and save.

Importing an assembly

To ensure that importing an Excel file into an assembly works correctly:

The format of the Excel file must be identical to the format generated by the Export Assemblies option.
The Excel file must contain two panels; one named Detail and another named Variables. It is important to keep the names of the columns intact, as well as the number of columns in the file.
For all assemblies, a code is required in the Code column, otherwise, the detail line will not be imported.

From the main screen in Assembly Management, click the Tools menu and then Import Assemblies.
Select the file to be imported and click Accept. The data from the file is displayed in the Import Assemblies screen.
Click Validate the Table icon to ensure there are no errors.

Maestro* displays any errors found in red. Any required corrections can be made directly in the import screen.

Click Apply to transfer the data from the file to the Define Assemblies option.

If the assembly already exists, maestro* displays a confirmation message indicating that it exists and asks the user if he wants to change it. If the user answers Yes, the assembly is replaced by the one in the Excel file. If the user answers No, importing elements linked to this assembly is canceled.

Once the import is complete, a message is displayed indicating the number of new assemblies added, modified or with errors during import. Click OK to return to the assembly selection screen.