Job

The Job identification associated with the estimates for Cost and Income. Click the lookup to select a Job ID from the Select Job pop-up. The name of the selected Job appears next to the field.

The following fields and buttons appear on the Cost tab. This is the tab that displays by default when you select the Job Estimates menu option. Use this tab to estimate Cost for a Job by creating a cost record for each unique job combination.

Header

Add Cost

Click the button to add a new Cost Activity line to the grid on the fly. Use this line to enter a new cost record. Use the Cost Grid field descriptions for help.

Select Cost Types

Click the button to open the Job Cost Type Selections pop-up to select or add one or more Cost Types. This button only appears when the job cost level is set to Job Only on the Job Cost General tab.

To Add a Cost Record for a Job in Procedures later in this topic provides additional information.

Select Cost Activity

Click the button to open the Job (Cost) Activity Selections pop-up to select one or more Cost Activities to add to the grid. In the pop-up form, you can also use the Add Cost Activity button to add a new Cost Activity on the fly.

To Add a Cost Record for a Job in Procedures later in this topic provides additional information.

Grid

You can click a column title to sort the grid, or click the Filter button in a column to filter the grid by that column.

Notes

The column headings that appear depend on the Cost Breakdown of the selected Job as selected on the setup Jobs General tab;  for example Job, Phase, and Cost appear in the grid only if all those levels are used.

Adding or editing the Phase or Cost fields will default in the Description from Cost Activities setup, if it exists.

Fields

Each line is a cost record. You can select the Expand/Collapse option on each line to add or edit information for the cost record.

Phase

The user-defined Phase identification for this cost record that appears on lists and in reports.

Cost

The user-defined Cost identification for this cost record that appears on lists and in reports.

Cost Type

The Cost Type for this cost record that appears on lists and in reports. Click in the field and select a Cost Type from the drop-down list.

Description

The user-defined description for this cost record. This may default in from Cost Activity Description setup, but is editable.

C/O

The Change Order number for this cost record. The first change order number for each unique job combination for a cost record is required to be 00000, and this number defaults into the field. A change order number of 00000 is required before a non-00000 change order number can be entered. Refer to About Change Orders for additional information.

Note

If you want to add a change order for a unique job combination that was not included on the original estimate, the first job combination for the change order has an estimate amount of zero and the subsequent change order shows the amount.

Estimate

The estimated cost for this cost record.

Hours

The number of  hours estimated for this cost record, if applicable.

Quantity

The quantity for this cost record. This must be a numerical value.

UOM

The user-defined unit of measure for this cost record. For example, if you entered Cement Block in the Description, then you might enter Each or EA for UOM. Other examples include LS (Lump Sum), HR (Human Resources), LB (pounds).
 

NOTE: If you enter Labor in the Description field, then enter Hours for UOM.

Type of Unit

The type of unit of measure associated with the UOM specified for this cost record. Options you can select from the drop down box are Fixed or Variable.

Variable units are used for items where you are being paid based on the actual number of units produced. All situations that are not variable are fixed units.

NOTE: If your UOM is Hours, then enter Fixed.

Workers Comp

The Workers Compensation code that appears on lists and in reports. Click the drop-down box to select a code from the list.  

NOTE: Description must be Labor and UOM must be Hours in order to select a Workers Compensation code. This is an optional field.

Documents

One of the following icons appears in this column:

No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.

At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

User Fields

Use this button to open a User Fields form that allows you to enter additional information for the Cost Estimate.

Click the button and a User Fields pop-up box opens. Add or edit information.

When done with the pop-up, click the Close button.

Required information is marked with a red circle.

When you want to close the pop-up without making changes, click the x at the top right of the User Fields pop-up form.

The fields in the User Fields pop-up form are established in global setup using the User Defined Fields menu item.

Delete  

Use the Delete button to delete a cost record line from the grid.

Expand/Collapse

Click the Expand/Collapse button to show additional fields used to update information for the cost record. For the additional fields, numeric fields default to zero. The Effective Date field defaults to the current date.

Revised Estimate

The revised estimate amount for the cost record.

Revised Quantity

The revised quantity for the cost record.

Revised Hours

The revised hours for the cost record.

Percent Complete

The percentage complete for the cost record.

NOTE that the percentage must be entered as a two-decimal percentage; maximum is 100.00. For example, for fifty percent complete, enter .50, not 50.

NOTE that you can also click the icon to open the Percent Complete History pop-up. Use the grid to add percent complete history.

This field is not applicable to jobs with the Billing Type, Time and Material. Billing Type is set up on the Jobs General Tab.

Final Estimate

The final estimate for the cost record.

Final Quantity

The final quantity for the cost record.

Final Hours

The final number of hours for the cost record.

Committed Adjustment

The amount you've spent, or committed, on costs.

Buy Out Adjustment

The buy out adjustment amount. This amount is the difference between the actual cost and estimated cost of the cost record.

Effective Date

The effective date of information entered for this cost record. Click in the field and use the Calendar Button to select a date. The login date is the default date.

Billing Code

Enter or edit the Billing Code. This field defaults to the Phase initially. Changing the Phase does not change the Billing Code, nor will changing the Billing Code change the Phase.

Billing Code is used to group income estimates for Print AIA Applications.

If there is no Phase set up for the Job, i.e., the Cost Breakdown or Billing Level as selected on the setup Jobs General Tab is Job only, then the value of "1" defaults into this field; however, you can edit this field to any value. Refer to About Billing Codes for details.

The Job Activity Selections pop-up form appears when you click the Select Cost Activities button on the Cost tab. Use it to select cost activities to add to the Cost grid.

Add Cost Activity

Click the button to add a new Cost Activity to the grid. When you do, the first line becomes editable. Complete the fields. Some of the fields have drop-down boxes from which you can select an option. Specifically:

Enter a Phase, select a Cost Type from the drop-down box that appears, enter a Description, a Unit of Measure, enter a Type of Unit from the drop-down box that appears, and enter a Workers Compensation code from the drop-down box that appears. Refer to Cost Activity Description setup for more information about these fields.

Select box

Click to select the box for any Cost Activity you want to add to the Cost grid.

Phase, Cost, Cost Type, Description, UOM, Type of Unit, Workers Comp

The Cost Activity fields as set up in Cost Activity Description setup.

Reset

Click the button to discard changes and restore defaults.

Save

Click the button to save changes.

NOTE that a red dot indicates a required field or selection.

Use this tab to estimate Income for a Job by creating an income record for each unique job combination.

Job

The Job identification associated with the estimate for Income. Click the lookup to select a Job ID from the Select Job pop-up. The name of the selected Job appears next to the field.

Header

The following fields and buttons appear on the Income tab. Use this tab to estimate Cost for a Job by creating a cost record for each unique job combination.

Add Income

A new line appears in the grid when you click the Add Income button on the Income tab. Use this line to enter a new income record. Use the Income Grid field descriptions for help.

Select Income Activities

Click the button to open the Job (Cost) Activity Selections pop-up to select one or more Cost Activities to add to the grid. This is used to record income for the income record. In the pop-up form, you can also use the Add Income Activity button to add a new Cost Activity on the fly.

To Add an Income Record for a Job in Procedures later in this topic provides additional information.

Grid

Each line is an income record. You can select the Expand/Collapse option on each line to add or edit detail information for the income record.

Notes

The column headings that appear depend on the Billing Level for the Job as selected on the setup Jobs General tab;  for example Job, Phase, and Cost appear in the grid only if all those levels are used.

Adding or editing the Phase or Cost fields will default in the Description from Cost Activities setup, if it exists.

Phase

The user-defined Phase identification for this income record that appears on lists and in reports.

Cost

The user-defined Cost identification for this cost record that appears on lists and in reports.

Description

The user-defined description for the Income that appears on lists and in reports. This is used for billing at the Job only level.

C/O

The Change Order number.  Refer to About Change Orders for additional information.

Owner C/O

The owner's change order number.

Contract Amount

The amount of the contract for the income record.

Quantity

The quantity for the income record. This must be a numerical value.

UOM

The user-defined unit of measure for the income record.
 NOTE: If you enter Labor in the Description field, then enter Hours for UOM.

Type of Unit

The type of unit of measure associated with the UOM specified for this income record. Options you can select from the drop down box are Fixed or Variable.

Variable units are used for items where you are not being paid based on the actual number of units produced. All situations that are not variable are fixed units.

NOTE: If your UOM is Hours, then enter Fixed.

Documents

One of the following icons appears in this column:

No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.

At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

User Fields

Use this button to open a User Fields form that allows you to enter additional information for the Income Estimate.

Click the button and a User Fields pop-up box opens. Add or edit information.

When done with the pop-up, click the Close button.

Required information is marked with a red circle.

When you want to close the pop-up without making changes, click the x at the top right of the User Fields pop-up form.

The fields in the User Fields pop-up form are established in global setup using the User Defined Fields menu item.

Delete  

Use the Delete button to delete an income record from the grid.

expand/collapse   (button)

Click the Expand/Collapse button to show additional fields used to update information for the income record. For the additional fields, numeric fields default to zero. The Effective Date field defaults to the current date.

NOTE that changing a Job from Manual to AIA will update the fields on existing Estimates to the default values. Editing an existing AIA Job will NOT adjust existing estimates.

Billing Code

Enter or edit the Billing Code. This field defaults to the Phase initially. Changing the Phase does not change the Billing Code, nor will changing the Billing Code change the Phase.

Billing Code is used to group Income Estimates for Print AIA Applications.

If there is no Phase set up for the Job, i.e., the Cost Breakdown or Billing Level as selected on the setup Jobs General Tab is Job only, then the value of "1" defaults into this field; however, you can edit this field to any value. Refer to About Billing Codes for details.

Effective Date

The effective date of information entered for this income record. Click in the field and use the Calendar Button to select a date. The login date is the default date.

Requested Date

The date the change was requested. Defaults to the current date. This field is only available for Change Orders.

Requested By:

Who requested the change. Options are: Architect (default), Contractor, Owner.

Update work by

How the work is updated. Options include: Dollars, Quantity. Defaults to the setting on the Job setup AIA tab.

Revised Contract

The revised contract amount for this income record om the format 0.00.

Revised Quantity

The revised quantity for this income record in the format 0.00.

Unit Price

The unit price for this income record in the format 0.000.

When the Revised Estimate or Revised Quantity are changed, the Unit Price is calculated (Estimate divided by Quantity).

When the Unit Price is changed, the Revised Estimate will be calculated (Unit Price * Quantity).

Final Contract

The estimated final contract amount for this income record.

Final Quantity

The final quantity of units estimated for the job.

Method of calculating completed work

Job To Date / Percent Complete / Current Period

The method of calculating completed work: Job To Date, Percent Complete, or Current Period.

Defaults to the setting on the Job setup AIA tab.

Retainage %

The completed Retainage percentage in the format 0.0000.

Defaults to the setting on the Job setup AIA tab.

Stored Material

Allow on this line (check box)

Used to indicate whether a stored material charge is allowed on this line of the billing estimate.

The setting defaults to the setting on the Job setup AIA tab.

Checked - Check the box to enter a retainage percentage for stored material on this line of the Job Estimate. When checked, the Retainage % field appears.

Unchecked - Do not select if you do not need to enter a retainage percentage for stored material on this line of the job estimate.

Retainage %

Enter or edit the retainage percentage for stored materials.

The percentage defaults to the value on the Job setup AIA tab.

This field is available only when stored materials are allowed on this line and when the Job allows line item retainage.

1. Select Job Cost—Setup—Job Costing—Estimates. The Cost tab appears.
2. For the Job field, click the Lookup Button to display the Select Job tab and select a Job ID to work with.  
3. Add one or more cost records to the Cost grid using one of the following methods.
   
   NOTE that selection grids only show Cost Types or Cost Activities that have not already been added to the Cost Tab's grid.
   
   Click the Select Cost Types button to add a Cost Type to the grid. This is only an option when the Job Cost level is set to Job Only. This allows you to add records to the grid.
   
   -or
   
   Click the Add Cost button to add a new record line to the grid. This enables you to add a Cost Activity to the grid on the fly.
   
   -or-
   
   Click  theSelect Cost Activitiesbutton. The Job Activity Selections pop-up form appears with existing Cost Activities listed. Select the check box for one or more Cost Activities you want to work with and then click Save. The pop-up form only displays values that have not already been added to the Cost Tab's grid.
   
   Note that you can use the Add Cost Activity button on the pop-up form to add a Cost Activity on the fly so that it can be selected on the form, saved, and then it will appear on the Cost grid with any other Cost Activities you selected.  
    
4. After adding a line to the grid or saving selections on a pop-up form, the Estimates form appears again with the selected Cost Type/s or Cost Activity/ies appearing in the Cost grid.
5. Enter valid data into the new lines on the Cost grid, including the expanded fields, and then click Save. Refer to the Cost Fields list for help.
   
   Note that fields have red indicators for unsaved data. Upon saving, the system provides messages for invalid or missing information.

1. Select Job Cost—Setup—Job Costing—Estimates. The Cost tab appears.
2. For the Job field, click the Lookup Button to display the Select Job tab and select a Job ID to work with.  
3. Use Filter buttons in the grid footer to locate the cost record you want to edit, if necessary.
4. Edit the fields in the Cost grid as needed, including the expanded fields, and then click Save.
   
   Refer to the Cost Fields list for help. Note that fields have red indicators for unsaved data. Upon saving, the system provides messages for invalid or missing information.

1. Select Job Cost—Setup—Job Costing—Estimates. The Cost tab appears.
2. Use Filter buttons in the grid header to locate the cost record that you want to delete, if necessary.
3. Click the Delete button in the Delete column. The cost record is deleted immediately from the grid.
4. If deleted in error, click Reset.
5. Click Save to save the deletion.

1. Select Job Cost—Setup—Job Costing—Estimates.
2. For the Job field, click the Lookup Button to display the Select Job tab and select a Job ID to work with.  
3. Click the Income tab. The Income grid appears.
4. Add one or more income records to the Income grid using one of the following methods.
   
   NOTE that selection grids only show Cost Activities that have not already been added to the Income Tab's grid.
   
   Click the Add Income button to add a new record line to the grid. This enables you to add a Cost Activity to the grid on the fly in order to record income for the income record.
   
   -or-
   
   Click  theSelect Income Activitiesbutton. The Job Activity Selections pop-up form appears with existing Cost Activities listed. Select the check box for one or more Cost Activities you want to work with and then click Save. The pop-up form only displays values that have not already been added to the Income Tab's grid.
   
   Note that you can use the Add Cost Activity button on the pop-up form to add a Cost Activity on the fly so that it can be selected on the form, saved, and then it will appear on the Income grid with any other Cost Activities you selected.  
    
5. Enter valid data into the new line on the Income grid, including the expanded fields. Refer to the Income Fields list for help.
6. Click Save.
   
   Note that fields have red indicators for unsaved data. Upon saving, the system provides messages for invalid or missing information.

1. Select Job Cost—Setup—Job Costing—Estimates.
2. For the Job field, click the Lookup Button to display the Select Job tab and select a Job ID to work with.  
3. Click the Income tab. The Income grid appears.
4. Use Filter buttons in the grid footer to locate the income record you want to edit, if necessary.
5. Edit the fields in the Income grid as needed, including the expanded fields, and click Save.
   
   Refer to the Income Fields list for help. Note that fields have red indicators for unsaved data. Upon saving, the system provides messages for invalid or missing information.

1. Select Job Cost—Setup—Job Costing—Estimates.
2. Use Filter buttons in the grid header to locate the income record that you want to delete, if necessary.
3. Click the Delete button in the Delete column. The income record is deleted immediately from the grid.
4. If deleted in error, click Reset.
5. Click Save to save the deletion.

Permissions must be set in the System module to access the Job Estimate menu item.

Permissions for Job Estimate

System module—Security—Users—Job Cost—Setup—Job Costing—Job Estimate

 

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