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Manual Setup of Production Units by Detail Item for the Original Contract |
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Manual Setup of Production Units by Detail Item for a Change Order Request |
Manual Setup of Production Units by Detail Item for the Original Contract
This outline is intended for items related to the Original Contract. Items related to a Change Order Request are setup in Project Management.
1.Go to Update Jobs > Production Units by Detail Item
2.Select Job number
3.Select a phase;
4.Select Update Bid Items / Tasks button (opens new screen) to enter the BID ITEMS
a.Select the Add button and enter the following information:
•Bid Item Number: The Add option will automatically create the Master Bid Item number however you may change the number as needed.
▪If you change the Master Bid Item number, any Tasks associated with the bid item will be moved with the bid item.
▪Changing the Master Bid Item number does NOT change the Billing Phase. To change the Billing Phase, go to the Job Cost > Update Jobs > Detail Items screen and edit the job detail item.
▪You may create multiple items with the same BID ITEM number
oRefer to the topic "How to Make a Change to Bid Item Units" for an example of when multiple items with the same Master Bid Item number is required.
•Bid Item Description: The new item will default with “** New Bid Item **. Click on the description and enter the MASTER bid item description.
▪Example: 8" PVC SDR-35
•Bid Item Units: Enter the total quantity for the bid item
•Unit of Measure: Select the UOM from the drop down list
•Contract Amount: Enter the amount to be billed to the customer for this bid Item.
•Item: This number is automatically assigned by AB and represents the job detail item number in the ESTDETL.adt table.
•Notes: This field is optional but you may enter text as needed.
•Item Date: This will default with the current date and may not be changed on this screen.
▪If the date needs to be changed, go to Job Cost > Update Jobs > Detail Items tab and edit the detail item referenced above.
b.Repeat the process until all master bid items have been entered for the selected phase.
•Use the Delete button to remove a highlighted BID ITEM.
▪Items may NOT be deleted if
i.the item has been billed to the customer or
ii.the Item Date is in an accounting period that is closed
5.Highlight a Master Bid Item and select the Update Bid Item Tasks button (opens new screen) to enter a new Task
a.Select the Bid Item Number
b.Select the Add button and enter the following information:
•Task Item Number: The Add option will automatically create the TASK Item Number however you may manually change this number. The Task item number must be unique for the Bid Item group.
•Task Description: The new item will default with “** New Task Item **’. Click on the description and enter the TASK description.
▪Example: Dig
•Estimated Units: The field will auto fill with the quantity that was entered on the BID ITEM.
•System allows you to change the units.
▪BEST PRACTICE: The BID ITEM and TASK quantities should be the same.
•Estimated Hours: Enter the estimated man hours to complete the task.
•Item: This number is automatically assigned by AB and represents the item number in the ESTDETL.adt table.
•Bid Item No: The field will auto fill with the BID ITEM that was selected.
•Parent Item: The field will auto fill with the job detail item (ESTDETL.adt table) assigned to the BID ITEM.
•Item Date: This will default with the current date and may not be changed on this screen.
▪If the date needs to be changed, go to Job Cost > Update Jobs > Detail Items tab and edit the detail item referenced above.
Manual Setup of Production Units by Detail Item on a Change Order Request
You must manually enter or import items into a Change Order Request through Project Management.
1.Go to Project Management > Change Order Requests
2.Select the existing Change Order Request in the log; right-click and choose Cost Breakdown Items from the pop up menu.
3.Click the New button at the bottom of the screen to create a new COR item.
a.This information will represent the Master Bid Item Information. This information should include the following fields:
•Description of the bid item
•Units & Unit Price (to create the contract amount)
•Contract Units
•Job Cost Phase and Expense Account
•Billing Phase and Revenue Account
b.Link the Item to Accounting. Once the item has been linked you will be able to create the actual Master Bid Item Number and Tasks.
4.Select the new item in the grid at the bottom of the screen.
5.Right-Click on the new item and select the Edit Links for Production Unit Tracking option from the pop up menu
a.Click the Generate New Bid Item Number to create a new unique bid item number OR select an existing Bid Item Number.
b.Select the Add button and enter the following information:
•Task Item Number: The Add option will automatically create the TASK Item Number however
•Task Description: The new item will default with “** New Task Item **’. Click on the description and enter the TASK description.
▪Example: Dig
•Estimated Units: The field will auto fill with the quantity that was entered on the BID ITEM.
•System allows you to change the units.
▪BEST PRACTICE: The BID ITEM and TASK quantities should be the same.
•Estimated Hours: Enter the estimated man hours to complete the task.
•Item: This number is automatically assigned by AB and represents the item number in the ESTDETL.adt table.
•Bid Item No: The field will auto fill with the BID ITEM that was selected.
•Parent Item: The field will auto fill with the job detail item (ESTDETL.adt table) assigned to the BID ITEM.
•Item Date: This will default with the current date and may not be changed on this screen.
▪If the date needs to be changed, go to Job Cost > Update Jobs > Detail Items tab and edit the detail item referenced above.
•COR PMID: This represents the record number created in the Project Management table (PROJMGMT)