The Bid Item is the center of everything in EasyEst
(mouse over circles-Desktop only)
Item Code -
The Item Code identifies an item in the Price Book or Bid. You may enter up to 99 Divisions (01 to 99) followed by a decimal. Then enter a Subdivision Code from 01 to 99 followed by a four digit Item Code between 0000 to 9999; for instance, Code 8.330010 belongs in Division Code 8, Subdivision Code 8.33 and 0010 is the Item within that Subdivision.
Use for anything you want - will be able to group items in your bid by this value with a sub-total for the group.
CAD/Drawing Interface -
Since most plans are now in a PDF format and you will be using an on-screen takeoff program these fields will be use Plan and page identification.
The CAD/Drawing Interface was originally used with drawing CAD software and a digitizer and we still will work with them.
The CAD/Drawing Interface allows you to transfer Item information from a CAD or drawing program into the current Bid.
Question List -
The Question List is a very powerful feature which allows you to set up quantities for many standard questions (think of them as calculator memories with names).
When a Question Code is placed in a Price Book or Bid Item, the value associated with the Question will be placed in that Item's Bid Item Quantity.
Cost Modified -
Cost Modified in Bid - Yes"Y"- Means you have changed the PriceBook raw cost for this bid item only and ONLY for this Bid,
Item Description -
The Item is the basic element of a Bid. It can a part which needs to be ordered or a task that needs to have a cost. It has costs attached to it and is the basis for all costing work in the system.
Miscellaneous Field -
The Item’s Miscellaneous (Misc.) column can be used in many ways: custom sorting, summarizing costs of only those found, and by marking your place by entering a bookmark (any character) and then using "Find". For instance, as you are doing your Bid there may be some Items you have questions about. Why not put a "?" in this column? Then Find and Show only items with a "?" by moving to the Misc. column and pressing the Help (Right Mouse Button) and selecting Find.
The Misc. Column can be entered in the Price Book Items, and can be customized in the Bid Item.
Waste Percent -
For Material Cost Type (mat class) only. Below you can add a waste % just for the bid on the Bid Item Form.
Page # -
If you want to relate this item to a page number in a catalog then this is the place to do it. Or, you can use it for any other purpose for searching.
This Page No. is use for all our Craftsman NCE PriceBooks so you can reference there paper back books
Locations allow to group and get the total cost and price Items in a Bid by their location on the Plan (floor, room, etc.) or phase of construction. (You may use it for any information you want!)
Locations may be assigned in Item Selection, and changed at any time in the Bid Item List or Form.
FlexEst has tree components:
The Flex-Bid that hold all the items needed for a particular operation(note- these item do not have to be in your Price Book).
The Flex-Cost is produced from the Bid Information Form. Here you mark the bid as a Flex Bid, enter the divide by value and the Cost Type.
The Flex-Item, this can be any item in your Price Book that you want to use. NOTE the field here will contain the code of the Flex-Bid which supplies the raw cost for this item.
In order to fully understand FlexEst you must view the video below AND experiment with the procedure yourself.
Crew List -
Crews allow you to specify the combined cost for a group of laborers (that is, a crew), and see the total cost and hours/days for all uses of the Crew in the Bid Items.
Seq Column -
Used as an audit trail, it shows you the order you added each item to the current bid. If you do not need an audit trail you can re-sequence any time to put each line in order. Also, when discussing the bid with others you can use the line number as a reference for discussion.
Merge Bid-Work Package -
With Estimating Merged Bid/WP option, you can add all the Items from any Bid into the current Bid. This can be useful for handling large groups of related Items, such as additions to Bids (such as garages or swimming pools), or alternative Bids.
This feature is also referred to a Work Packages, because Bids can be used much like Assemblies or Super Assemblies, only better:
Super Assemblies -
Super Assemblies makes Assemblies even more powerful by grouping them into larger, related systems. Super Assemblies can be used to quickly locate and select from a series of related Assemblies and the Items associated with those Assemblies.
Assemblies is a grouping of related Items for convenient selection. The Items assigned to a Assembly are from anywhere in the Price Book Item list, but are often from the same section of the plans and form a single construction system or Bid Item group (e.g., a slab containing concrete, polyethylene, wire mesh, and gravel; or a switch box containing the box, plate, and switch, etc.).
Assemblies speed up the bidding process by enabling you to transfer many Items by using Assemblies with a single quantity entry instead of one-by-one. Assembly can also function as a checklist, to help prevent omissions.
Markups are additional amounts, such as tax, overhead, and profit, you add to your raw (catalog) costs to determine your true cost and the price you need to charge your customer. Markups are entered as percentage values in the Markup List’s "Tax/Markup %" column, and may be applied either to the cost (what you pay for the item, such as tax), or the price (what you need to charge your customer).
You may also mark down a cost by entering a percent value in the Discount % column instead of the Markup % column.
Cost Types -
Cost Types represent specific summary of costs or expenses associated with Items (e.g., types of material, labor, equipment, etc.). Each Item can have 5 Cost Types assigned to it under the Classes (a cost type can only be used once per Item). Costs are calculated for each Cost Type, so that you can get a summary total of the different cost types for the Bid.
All Items in the bid use particular cost types and will be calculated using the Class percentage which the Cost Type is placed. If you want to see which Bid Items make up this total then select Cross Reference from the Tools menu.
Code Enter a Code to identify the Cost Type. If, when building an item, you did not enter a type code the system will assign a "0".
Conversion Operator field is "*" (meaning "multiply"). If the Conversion Operator (Conversion Op.) is "/" instead of "*", ths Bid Quantity is divided by the Conversion Factor, instead of multiplied.
This is the calculated result of the Bid Item Quantity and the Conversion Factor and Rounding Factors. This is the quantity that will be multiplied by the cost per order unit to determine the total cost. It also provides a bill-of-material/labor ordering.
Conversion Factor -
This factor uses the Bid Quantity and converts it to an Order Quantity (measured in Order Unit):
Bid Qty x Conversion Factor = Order Qty. qty of 188 x .1 = 18.8
Bid Qty / Conversion Factor = Order Qty. qty of 188 / 10 = 18.8
Rounding Factor -
This Factor is a multiplier of the Bid Item Quantity. It will be delivered in the "whole" units you want. A factor of 1 rounds to a whole unit and 12 to a full dozen. To round to a fraction of a unit, put a / in front of the number; e.g., /2 rounds to a half, /3 to a third, etc.
Assign a number, either by entering a number directly, or by pressing the List key F7, moving to the one you want. Then press the Use Key F8.
Rounding Direction - Used to determine whole order units.
Up To next Multiple of Factor Down To previous Multiple of Factor Closest Multiple of Factor None No Rounding Done
Type the first letter of the rounding method you want, if up type U, if down D, etc. Or you can press the List key F7 and pull one back using the Use Key F8.
Order Unit -
The Order Unit is the unit of measure an Item is ordered and priced (different from the Bid Unit); e.g., labor to build something measured in linear feet may be taken off in LF but ordered and paid for in hours (HR).
Cost Table -
The Cost Table is a central list of your current costs, which can be used in your Items. Because multiple Items can refer to the same cost in the Cost Table, changing a single cost in the Cost Table can update all the uses of the cost in the Price Book Items, and even in the current Bid.
The Cost Table is especially useful for entering the cost of materials, which are used in multiple Items. Like concrete cost per CY can be use for piers, slabs, footings etc. so changing the cost one place thakes care of many of item cost.
Item Raw (Base) Cost -
The raw cost or base cost is the most basic level of cost for an Item. It should be based on the items unit so the quantity will be used correctly. For instance, 100 Square Feet times 1.50 where 1.50 is the raw cost. Do not add taxes here as you will want to add them in the Markup List for all similar items.
If you change this amount while in a bid, it will set the Modified Cost Flag to "Yes". This very powerful feature is done so if you later update this Item from the Price Book, you can choose to keep the cost as it stands or update it from the Price Book.
The Total Raw Cost on the Form, is the sum of all the Raw costs.
Change the cost on a single item. It does not effect any other item and is hidden from view on all reports
Many times you may want to tweak the cost of just a few items with out changing your global cost type markups.
Adjustment Table -
The Adjustment Table is a Level 4 feature which allows you to quickly adjust groups of your costs to accommodate inflation rates, area modifiers, etc. For instance, you could add 8% to the cost of all your concrete, regardless of strength. This is much faster than changing each concrete-Item price one-at-a-time.
The Adjustment Table and the Adjustment Percentages in it are part of the Price Book. Only the Total Cost and Total Price columns in the Adjustment List reflect Bid-specific information.
How the System Calculates Costs and Prices -
You may calculate up to five different costs in each Item: Material, Labor, Equipment, Subcontractor and Other. Each cost is computed in a separate Cost Column, with it's own Cost Type and Budgets assigned. The above calculation is repeated for all Cost Columns (Labor, Equipment, etc.) which have a cost assigned to them (i.e., not $0). The result of each Cost Column's calculations (material, labor, etc.) are added together to get Item Totals.
You should ALWAYS select Recalculate off the Bid Menu before giving a quote. Check for any omissions and all calculations carefully. When you "back-compute" (entering a cost in a totals column vs. in a Unit Cost column), you may find the results off by a few pennies because of dividing uneven numbers.
Budget List and Budget Code -
Budgets are a set of item accumulators specially designed to provide a summary Report and to interface with accounting programs. Often you will want to set up Budgets to correspond to the checks you will need to write to pay suppliers and subcontractors, sometimes more than one check (at different times) to the same company.
This Code is used to place this item's cost into a "Budget bucket or group" to accumulate the cost of every item which have this number assigned to them. You may see the totals by going to the Budget List. Budgets are useful when you want to see or transfer their totals into a budget or job cost tracking program.
Assign a Code either by entering it directly or clicking the List icon, or the right mouse button and selecting "List" to display all the budgets. Then move to your selection, and press the Use Key F8. or the Use icon to "pullback" the Code into the Item.
Vendor or Subcontractor List -
The Vender List is primarily used to request material or subcontractor quotes.
Since this list is just a list of suppliers and their contact information this feature as only limited use.
There are times when bids with pictures of bid items will clarify what you are proposing.