Create or modify an estimate of costs. This document uses internal costs, and should not be given to a customer. For a customer, a Quotation, displaying sales prices, is created from this document by clicking the 'Confirm to Quote' button.
Accounting entries are not generated by Estimates, Quotations, Sales, or Work Order, permitting unrestrictive editing. Accounting entries are generated by invoicing.
Select a Name Key (Debtor). Striking 'Enter' in the Estimate No field will allocate a new Estimate Number.
Build an Estimate by selecting 'Products' and 'Items'.
Get BOM (Bill of Materials) is available.
Clicking 'Confrim to Quote' will progess the Estimate to a Quotation.
This process diplays selling prices.
Data from external estimates can be acquired via the the 'Aquire' button.
Acquired Products must first exist / be loaded /or themselves be acquired into the LILAC Stock Account.
Make selections here to utilise the 'Copy' function from the ribbon.
Place a 'tick' in this column to manage the Sub Total column.
Recost
Update the price field to the current Standard Cost from the Stock Account document.
Copy
Populate this document with data from a previous Estimate.
Aquire xlsx
Populate this document with data from Excel.
Create Budgets
Create a Budget.
Create Orders
Create Purchase Orders from the data in this document.
Progressively refined linkages exists, moving from; 'Product' to 'Group' to 'Work Centre'.
Groups Work Centres
- Documents > Parameters > Groups > Product Groups - Documents > Job > Work Centres
Where required, a Work Centre can be linked a Group
Product Group Work Centres
- Documents > Parameters > Groups > Product Groups Work Centres
Acquire Excel (.xlsx file) into an Estimate
This is a sample of a suitable Excel (.xlsx) spreadsheet for use with the 'Acquire xlsx' button. Product Codes & Work Centres are subject to validation during the import process.
The above Window, which appears after clicking 'Aquire xlsx', provides feed-back regarding the success of the importation of data from excel or csv files.
If there are errors regarding the importing of data, feed-back is given here, for example "Product Code **** does not exist within the Stock Account". In the above example, "4 Estimate Line Created" signifies a successful import.
From here, selecting 'Confirm Quote' will create a Sales Order from this Quotation Document.
Sales Estimate
Purpose: This document allows the user to create or modify an estimate of costs for a customer.
Prerequisites: The customer that is purchasing the goods must exist in the database via the Debtor - Account document.
There must be product master records established in the database via the Stock - Account document.
The Sales Exec field is not mandatory, but needs to be established via the Parameters - Sales Execs document, if the feature is to be used on this document.
The Delivery Key is a search only field that corresponds to an Name Address record. This can be established via the Name and Address - Name and Address document. Alternatively delivery data can be entered into the Ship To section within the head of the Estimate.
Context: An Estimate of Costs document is an internal document used to help calculate cost for a job. The Estimate document focuses on the actual cost of the job. This should not be given to a customer as it displays the Standard Cost of the products on the Estimate.
If official documentation is to be given to the customer, use a Sales - Quotation document. Clicking confirm from the Toolbar within the Estimate will generate a Quotation containing Estimate data - without displaying sensitive internal costs.
An estimate is a large document - typically 25 pages with a considerable amount of built-in calculation.
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Estimate: The aim of the estimate is to create a costed document.
For significant WIP Construction and Job Costing enterprises - and Estimate may then be applied to a Job.
An Estimate, Budget, and Quotation may then be associated with a Job.
Line entry into the Estimate allows an estimate to be edited until complete. Each line on an Estimate can be associated with a Cost Centre
This enable management and reporting at a number of important junctures.
Report on: Jobs Costs - Budgeted vs Actual
Within a Job - Report on Products Used Labour Used Cost Centres
Cost Centre definitions and policy within an organisation are important and require planning. Below is an example. Products and Labour are assigned to Cost Centres. Cost Centre are divided into Project Wide and Site Specific. This enables setup costs to be reported as general or specific to the project. The majority of costs will be site specific.
Breakdown of Cost Centre Coding: A coding scheme must be logical and flexible.
COST CENTRES PROJECT WIDE P - Project Wide 01-99 - First Group of two digits - describes a conceptual area - ie 01 Preliminary, 02 Access, 03 Overheads. 01-99 - Second Group of two digits - describes a second conceptual area - ie 01 Access Road, 02 Water, 03 Power. A-Z - Scope is available - for further categorising (if necessary) - ie L Labour, M Materials, C Sub-Contracted Labour.
Cost Centres - Project Wide - Preliminary (P01): P0101L - Development Approval - Internal Labour Costs P0101(A-Z) - Development Approval - P0102L - Engineering - Internal Labour Costs P0102C - Engineering - Sub-Contracted Labour Costs P0103L - Assessment/Reports - Internal Labour Costs P0103C - Assessment/Reports - Sub-Contracted Labour Costs
Cost Centres - Project Wide - Access (P02): P0201M - Access Road - Material Costs P0201L - Access Road - Internal Labour Costs P0201C - Access Road - Sub-Contracted Labour Costs P0202M - Water - Material Costs P0202L - Water - Internal Labour Costs P0202C - Water - Sub-Contracted Labour Costs P0203M - Power - Material Costs P0203L - Power - Internal Labour Costs P0203C - Power - Sub-Contracted Labour Costs
Cost Centres - Project Wide - Overheads (P03): P0301M - Safety - Material Costs P0301L - Safety - Internal Labour Costs P0301C - Safety - Sub-Contracted Labour Costs P0302M - Site Office - Material Costs P0302L - Site Office - Internal Labour Costs P0302C - Site Office - Sub-Contracted Labour Costs P0303M - Travel and Accomodation - Material Costs P0303L - Travel and Accomodation - Internal Labour Costs P0303C - Travel and Accomodation - Sub-Contracted Labour Costs
P9999Z - End
COST CENTRES SITE SPECIFIC S - Site Specific 01-99 - First Group of two digits - describes a conceptual area - ie 01 Preliminary, 02 Excavation, 03 Slab, 04 Walls. 01-99 - Second Group of two digits - describes a second conceptual area - ie 01 Concrete, 02 Steel , 03 Chairs. A-Z - Scope is available - for further categorising (if necessary) - ie L Labour, M Materials, C Sub-Contracted Labour.
Cost Centres - Site Specific Preliminary (S01): S0101L - Geotechnical Report - Internal Labour Costs S0101(A-Z) - Geotechnical Report - Other Costs S0102L - Engineering - Internal Labour Costs S0102C - Engineering - Sub-Contracted Labour Costs S0103L - Assessment/Reports - Internal Labour Costs S0103C - Assessment/Reports - Sub-Contracted Labour Costs
Cost Centres - Site Specific Excavation (S02): S0201M - Access Road - Material Costs S0201L - Pad Preparation - Internal Labour Costs S0201C - Access Road - Sub-Contracted Labour Costs S0202M - Water - Material Costs S0202L - Water - Internal Labour Costs S0202C - Water - Sub-Contracted Labour Costs S0203M - Power - Material Costs S0203L - Power - Internal Labour Costs S0203C - Power - Sub-Contracted Labour Costs
Cost Centres - Site Specific Slab (S03): S0301M - Safety - Material Costs S0301L - Safety - Internal Labour Costs S0301C - Safety - Sub-Contracted Labour Costs S0302M - Site Office - Material Costs S0302L - Site Office - Internal Labour Costs S0302C - Site Office - Sub-Contracted Labour Costs S0303M - Travel and Accomodation - Material Costs S0303L - Travel and Accomodation - Internal Labour Costs S0303C - Travel and Accomodation - Sub-Contracted Labour Costs
Cost Centres - Site Walls (S04): S0401M - External Walls - Material Costs S0401L - External Walls - Internal Labour Costs S0401C - External Walls - Sub-Contracted Labour Costs S0402M - Internal Walls - Material Costs S0402L - Internal Walls - Internal Labour Costs S0402C - Internal Walls - Sub-Contracted Labour Costs S0403M - Nib Walls - Material Costs S0403L - Nib Walls - Internal Labour Costs S0403C - Nib Walls - Sub-Contracted Labour Costs
S9999Z - End
Cost Centres are linked to:
Estimates Budgets Jobs
How to capture these acual costs consumed at Cost Centres? Through these documents.
Purchase Order - Material Payroll - Labour
Costs can be broken down and catergorised to for management and reporting.
Let's run through a very simple example.
Estimate Procedure:
Select a Name Key.
Enter through the Estimate No (Number) field to be assigned an auto-increment number. This enables the Estimate to be referred to and editied over weeks, days, and months.
A Budget can be built from and number of Estimate documents, and via any number of different estimators/users. To use the Budget function - select a job in the 'Extract to Job' Field within the Estimate. At any time in the building of an Estimate, any number of users may then click 'Create Budgets' from the Toolbar to upload data to a budget.
Build the Estimate
- Each line on an Estimate will enable selection of:
Number of Items to be Used. Product and Product Description (Includes Labour). Product Group - Products are maintained within editable 'Groups' for reporting purposes. Work Centre - Attach cost to a Work Centre.
* As a result of the data entered into an estimate being tied directly to a 'Customer' and a 'Job' - the budgeted input costs are attached to > Customer and Job. Typically and there will be a number of Jobs with one contract. For example a contract may exist for several different buildings, sections, or across locations.
Name Key: Type in the customer's key (or click the right mouse button) and select the key from the list. Estimate No: Enter past this field to create a new estimate. Otherwise type in the estimate number (or click the right mouse button) and select the estimate number from the list. Date: Type in the date the estimate was created. If a new estimate is being created, this field will be be set to the Working Date. Delivery Key: Type in the delivery key (or click the right mouse button) and select the key from the list. This will then change the Ship To details accordingly. This field will default to the delivery key established in the Debtor - Account document. Sales Exec: Type in the sales exec key (or click the right mouse button) and select the key from the list. Ship Date: Type in the expected ship date for this estimate. From Name Key: Type in the name key for the estimate to copy the lines from. This field is used in conjunction with the Copy Estimate No field and the Copy button. Copy Estimate No: Type in the estimate number for the estimate to copy the lines from. This field is used in conjunction with the From Name Key field and the Copy button. Extract To Job: Leave this field blank. It is for the provision for extraction of purchase orders from the estimate to a job. Charge: Displays the name and address of the customer. Ship To: Type in the delivery location. Job Name: Leave this field blank. It is for the provision for extraction of purchase orders from the estimate to a job. Sub Total: Displays the unmarked up GST exempt total for this estimate. Markup: Type in the profit margin as a percent. Contract: This field displays the ex GST amount to charge the customer. This field is calculated by the following formula: - Sub Total * (Markup + 100.0) / 100.0 GST: Displays the GST amount of the contract. This field is calculated by the following formula: -Contract * (GST Rate/100.0) Total: Displays the GST inclusive amount to charge the customer. This field is calculated by the following formula: - Contract + GST
Items: Type in the number of items to be sold to the customer. Product: Type in the product’s key (or click the right mouse button) and select the key from the list. Group: Displays the product's product group. Unit: Displays the of measure which the stock is to be sold out at. Description: Displays the product description from the product master record. Dimensions: This field is shown if the Estimate Dimensions feature setting is set to Y in the company data. Type in the dimensions of the product in the format x y z where x, y, z are decimal numbers and are separated by a space. Quantity: Displays the Quantity used for the calculation of the Extension. If the Estimate Dimensions feature setting is set to Y in the company data then the formula used to calculate the Quantity is
Price: Type in the unmarked up price this item is to be sold for per unit. This field defaults to the Standard Cost in the product master record. Per: Conversion Unit Extension: Displays the unmarked up extension of the estimate line. This field is calculated using the following formula: - Price * Quantity Sub: Tick this field to sub total the estimate so far. Sub Total: If the Sub field is ticked this field will displays the sub total of the estimate so far.
Transaction Processing Button Description: Recost: Clicking the Recost button will update the Price field to be the current Standard Cost in the product master record for each line. Copy: Clicking the Copy button will copy the lines of the estimate specified by the From Name Key and the Copy Estimate No fields to the current displayed estimate.
From Here: Once an estimate of costs has been created, create a corresponding Sales - Quotation document. The Quotation document should then be printed to be delivered to the customer.
