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Remember: The import from an ASCII file is only available in the BDE Version of AccuBuild. Any ASCII table that needs to be imported can be opened with Excel and then saved as a spreadsheet before importing to AccuBuild.
| 1. | On the Import Job Estimate Screen, select ASCII as the Import File Type. |
| 2. | Open the desired ASCII file using the Import File Icon. The file name should now appear in the Import File field. |
| 3. | Select the Import File Structure Button to assign the ASCII fields (columns) to the fields in AccuBuild's estimate detail file. The following AccuBuild fields need to be updated to match the incoming ASCII file: |
| AccuBuild Target Field Name |
| Map the ASCII fields to any field in the estimate detail file (estdetl.adt). Notice that once a field is mapped, it will appear in the column heading in the Import File grid (Import Job Estimate screen). |
| This option creates a unique job cost phase number using the current phase number plus the increment value when there are multiple costs on one line item. For example, if the row in the ASCII file for the cost phase 500.00 contains both a material cost and a labor cost, then two separate phases must be created in AccuBuild. If the increment value is set up as .10, then AccuBuild will automatically assign the material cost to phase 500.10 and the labor cost to phase 500.20. |
| Billing Phase Increment - This option creates a unique billing phase number in the same manner as the Job Cost Phase Increment option when there are multiple contract amounts on one line item. |
| 4. | Click the ASCII File Settings Button to create the schema file for the current ASCII file. When the ASCII file is first created, it can be saved as either delimited or fixed spacing. AccuBuild's default setting for the schema file will be delimited and will use a comma for the separator character (,) and a quote (") for the delimiter character. These settings may be changed as necessary and saved as a new schema file (.SCH) that may be used with other ASCII files. Use the Open Schema File Button to retrieve a custom schema file or select the Restore Defaults Button to use the default settings. If the ASCII file has been saved with fixed spacing, then be sure to click on the Fixed Length Records option to create the proper schema file settings. |
5. After closing the ASCII Schema File Settings Screen, select the Open Import File Button to view the ASCII data in the Import File Grid.
| 6. | The job information must now be set up. Begin by selecting the job number that the data will be imported into and enter the transaction date with which the items will be posted. If the ASCII file represents a change order, then be sure to select the Change Order Work field and enter the change order approval date. The change order status will then be updated in AccuBuild automatically. If the imported estimate data includes amounts for contract billings, then you should set up the retention percentage on the contract using the Contr Ret % field. If the estimate involves subcontractor payment amounts then the default retention percent for subcontractors should be set up using the Sub Ret % field. |
| 7. | Next, set up the Import Table Settings. AccuBuild will automatically display the starting and ending columns and rows based on the data found in the spreadsheet, however, this data will probably contain column headers or memo text that should not be included in the import. Therefore, the starting and ending columns and rows can be adjusted to read just the actual data. |
| 8. | Once the job information and import table settings are defined, select the Create Estimate Button to view the data in the AccuBuild Estimate File grid. The information in this grid shows the data as it will be imported into AccuBuild. |
| Important Note: The data in the Import File can be changed once the Import File is opened, in case changes are required prior to creating the AccuBuild Estimate File. In addition, once the AccuBuild Estimate File is created, it can be changed as well prior to posting the estimate to the target job. Use the Ctrl-Delete Key combination for deleting any records in the AccuBuild Estimate File prior to posting the records. |
| 9. | Select the Print Button to print a breakdown of the import records to review BEFORE posting the records. Adjustments may be made to the Import File Structure as necessary; be sure to follow the above outline in the same order. |
| 10. | Once the records have been verified for accuracy, select the Post Button to create the records for the selected job in the estimate detail file. Print the Job Detail Items - Item List Report from the Job Cost Reports Menu to view the imported records. |
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