Estimate Entry

This option allows you to prepare an estimate for the job and submit it to the client for approval. If the client wants more than one estimate for a job, refer to Competitive Estimate Entry. Estimates are not applicable if the job is non-billable.

  1. Select Estimating|Estimates|Estimate Entry.

Estimate Entry Window

  1. Key the Job Number for which you want to set up an estimate. To search for existing estimates or jobs click the applicable Search icon search.gif located beside the Job Number field. The Estimate Number lookup, lets you know if a job is still open or closed.

  2. To set up the estimates at a job component level, key a valid Job Component code. Job components are required if the "Components Required in Estimates" selection has been checked on the Job Components Window. If estimated amounts are broken down by components, then these amounts are printed on live/draft invoices.

  3. The system assigns the revision number which will be 1 since this is the first estimate entered for this job. To keep reporting of actual costs vs. estimated costs consistent, it is a system rule that each revision contain all components from the revision before. For example, Revision 1 might have two components estimated. When you create revision 2, our software will automatically make copies of these two separate estimates for you. You can change these or leave them as they are and add new components to Revision 2. When you mark an estimate/revision as client approved, all components under that revision level are marked as client approved.

  4. If your client allows attachments to existing estimates when changes are required, key a one-character alphanumeric code for the attachment. This attachment contains the new estimate amount. When printing estimates, you may print the estimate and this attachment, or print only the attachment.

  5. If you are revising an estimate, and want the system to assign the next available revision number for this job, select Create With Next Revision Number.

  6. If you want to include any purchase orders found for this job, select Include P.O.s. If P.O.s are found, amounts are added to the appropriate net and gross columns for the work/tran code.

  7. To copy from an existing estimate, key the Job Number of the estimate from which you want to copy information. To copy a job component from one estimate to a new estimate, key the Job Component code. When using the Copy feature to a copy job/estimate, the Job Number/Estimate of the From Job and the Job Number/Estimate of the To Job can be the same but the From Job Component must be different from the To Job Component. Job Components can be the same only when the From Job Number and To Job Number are different. Key the Revision Number of the Job and if applicable, key the Attachment code.

Note: The source job must have the same Job Type as the target job.

  1. Click the Copy Description From Copied Est/Revision check box to copy the estimate using the description associated with the specified estimate and revision number. Leave this check box blank to copy the estimate using the description of the new job. This checkbox will retain your last selection; therefore, if you always want to copy in one certain way, this selection will be set for you the next time you set up an estimate.

  1. Click the Copy Adhoc Comments box (to display a checkmark) if you want to include any adhoc comments when copying an estimate.

  2. Click the Next icon next.gif to advance to the Estimate Header window. If the estimate is in use by another user, an error message displays that lists the User ID. Also, the following message displays: "Retrieving Estimate, Please Wait"

Note: If you do not have authority to enter/change internal or external estimates, all subsequent windows display in "Display Mode" only.