Estimate Entry (JCE110)

How To

Use this program to enter customer estimates into the job cost system that can later be converted into jobs.

The Estimate Entry screen consists of three sections:

Change, add to and remove line-items or delete the estimate at anytime.

Print estimates from the Estimate Print program. Estimates may be corrected and may be converted to a job using the Job Entry program.

Estimates remain in the system even after being converted to a job. You can remove estimates by running the Estimate Removal program.

Header fields:

1.  Estimate Number

Estimate numbers may be entered by the user or automatically assigned by the system. For manual estimate numbers, enter the number of the estimate (up to 8 characters). Estimate numbers already existing on file are displayed. To use automatic estimate numbers, press ENTER (CR). The system assigns the next available number. The word NEXT is displayed until the header portion is completed.

F2 allows a document search by customer or estimate number. After selecting F2-search, the program asks the user to search by estimate or customer? If the user selects customer the prompt returns to the customer field (field #3) on the screen and asks for the customer number. Entering a valid customer displays all the estimates on file for the customer. The user can then select an estimate for correction or inquiry, or F4-backup to return to the estimate number field (#1). ENTER (CR) defaults to E.

If the users selects E, the program asks for the beginning estimate number to start listing from, press ENTER (CR) to continue listing, a line # to select an estimate on the screen, or F4 to back up.

Ü Delete job numbers can be used again.

2. Job Name

Enter the name of this job (up to 30 characters). Job names can be changed during Job Entry. This field acts as a memo field and displays on most searches and reports providing job information. Blank job names are not valid.

3. Customer

Enter the customer number for this estimate. Entering NEW as the customer number allows the user to enter a customer who is not yet in the customer file. This allows the user to send estimates to potential customers without continually expanding the customer file (if the estimate is not converted to a job). However, estimates with NEW customer numbers may not be converted to a job. The user must enter a valid customer number and assign it to the estimate before it may be converted. When creating standard estimates, it is not necessary to change the customer number or address; create a new estimate header for the customer and pull over the line-items from the standard customer. Entering a valid customer number displays the customer's balance, credit limit, date of last sale, phone number, contact 1, and message, if on file. A credit check is performed. F2 allows a search.

4. Ship-To Number

This field is initially skipped and the customer's default ship-to number in the customer file is automatically displayed. Enter the ship-to number for the selected customer. Entering a valid ship-to number displays its address. Entering SAME, displays the same ship-to address as the customer's address. If the customer is NEW then the ship-to is set to SAME and the address is the customer's address. If the user chooses to enter a different ship-to address for the NEW customer select F3. If the selected customer is not NEW, F2 allows a search. F3 allows the user to enter a temporary address that is not to be kept on file.

If the user selects F3, the customer's address appears on the screen as the default. The user can edit or change the address as is needed.

At any point during fields #5-20, the user can select F3-Auto defaults. Selecting F3 causes the program to display the defaults on file from that field forward and skip to field #21. If entering a new estimate and values for fields #5-20, have not been entered then the default values are the same as if the user hit ENTER (CR) through the same fields. If the user has entered values on the new estimate or chose to change or correct the header portion of an existing estimate, then the default values are the same as if the user selected F1-to skip at each field. If the program does not skip to field #20 and instead stops at an earlier field, the system could not find a valid default value for that field, and the user must enter a valid field before continuing5.  Warehouse

Enter a valid warehouse code from which the estimate is to be made. Any posting to the job (converted from this estimate), from purchase orders or sales orders must be from documents containing the selected customer and this warehouse. The warehouse is also used to separate estimates into groups on reports, registers and updates. ENTER (CR) defaults to the warehouse assigned to the terminal. F2 allows a search.

If the selected customer is not NEW, the user also has the option to enter a display code:

A Aging. Displays the customer's credit limit and outstanding balance for the last number of periods (set in the accounts receivable aging control record).

N Notes. Displays the customer notes on file. ENTER (CR) continues listing. F4 backs up to the field #5.

6. Job Class

Enter the job class code for this estimate (up to 3 characters). Entering a valid job class code displays a partial description. When this estimate is converted to a job, the job class is used as an order for reports and registers. F2 allows a search.

7. Estimate Date

Enter the date the estimate was made. ENTER (CR) defaults to the system date.

8. Expiration Date

Enter the date this estimate expires. Entering December 31, 1999 defaults to NONE. Expiration date cannot be before estimate date. ENTER (CR) defaults to NONE.

9. Estimator/Manager

Enter the estimator/manager code for this customer. Entering a valid estimator/manager displays a partial description. Managers can be entered as estimators and the data will not affect reports on jobs providing information in manager order. ENTER (CR) defaults to the value already displayed (initially the last estimator/manager used, if any). F2 allows a search.

10. Start Date

Enter the estimated date the job is scheduled to start.

11. Finish Date

Enter the estimated date the job is scheduled to finish.

12. Contact

Enter the contact (up to 25 characters) for the selected customer. This is the person to contact about the estimate (and job). ENTER (CR) defaults to contact 1 set up in the ship-to record. If the ship-to is SAME or TEMP, ENTER (CR) defaults to contact 1 set up in the customer file.

13. Phone

Enter the phone number (up to 17 characters) for the selected customer. This is the phone number of the contact previously entered. ENTER (CR) defaults to phone 1 set up in the ship-to record. If the ship-to is SAME or TEMP, ENTER (CR) defaults to phone 1 set up in the customer file.

14. Salesperson/Territory

Enter the salesperson/territory code for this customer. The entry must be a valid salesperson/territory. ENTER (CR) defaults to the value already displayed (initially the salesperson/ territory code assigned to the ship-to number). F2 allows a search.

15. Salesperson Commission Percent

This field is initially skipped, and the commission percentage displayed. Enter the percentage amount that is to be used to calculate the commission for the job (0-99.99). ENTER (CR) defaults to the commission percentage set up for the salesperson/territory in the salesperson/territory control record.

16. Terms Code

Enter a valid payment terms code. ENTER (CR) defaults to the value already displayed (initially the terms code assigned the customer). F2 allows a search.

17. Freight

Enter whether the freight code is P-prepaid, or C-collect. ENTER (CR) defaults to P. Entering a P signifies the freight for this order is prepaid and the freight amount (in the ending routine) is correct. Entering a C signifies that the freight is collect and the shipper should collect the freight amount on arrival (user should not enter a value for freight in the ending routine).

18. Ship Via

Enter a ship via code. Ship via codes are setup and maintained in Sales Orders ®File Maintenances®Ship Via. Press F2 to search existing codes. If entering UPS, the system does not allow 1ST day air and 2ND day air to be entered at the same time.

19. Department

If the dept position flag in the company control record is 0 or if the insert dept flag in the JC to GL Posting F/M is N for all entries, this field does not appear and is skipped. Enter a valid GL department number. (The length of the field is user defined in the Company Control F/M.) Entering a valid department number displays a partial description. ENTER (CR) defaults to the displayed value (initially the department assigned to the terminal). F2 allows a search.

20. Billing Type

Enter the contract billing type for this estimate. The billing type is retrieved when posting to the job from other modules, read to determine whether to print the job on billing reports and used to tell the user the job's type of contract. ENTER (CR) initially defaults to the default billing type flag set in the job cost static control record. The user has the following options:

F - Fixed contract. Selecting F signals to the system that the job has a fixed amount that can be charged. For example, the user's customer agreed to have a parking lot paved for $25,000. The contract type is fixed, because no matter what it costs in time, labor and materials, $25,000 is all that can be charged. Once the billing reaches the fixed limit, invoices will not print until the limit has been raised. If this type is entered the line-item's extensions will add up to the price total in the header; but, will be completely independent from the contract price. However, tax is calculated on the contract price and freight is added to the contract price as well, in order to figure the new total in the ending routine.

C - Cost plus contract. Selecting C signals to the system to post the cost of the materials and/or labor plus a gross profit percentage. For example, the user's customer agreed having a parking lot paved for 10% over cost. The contract type is cost plus, because the billing amount is based on the cost times the same markup percentage no matter what type of cost it is. If it costs $25000, the system bills $27,500; if it costs $30,000, the system bills 33,000, etc. The cost plus billing type does affect the posting programs. The user will only be able to override the cost plus percentage as a mark-up method in the individual job review.

T - Time and materials. Selecting T signals to the system to bill according to normal charges for time and materials. The user calculates charges for time and materials by the normal method and rate and then charges for each accordingly. In other words, costs are not added in to one lump sum and marked up, nor is the markup rate for all costs the same. For example, the user's customer agreed to have a parking lot paved for time and materials not to exceed $25,000. The user would then bill for his costs according to normal markup rates: $4 on an hour for labor, 30% on a stocked inventory item, 35% on a nonstocked item, etc. The user then posts his costs:

500 man hrs @ $6 hr plus $4 hr  = $ 5,000

300 yds asphalt @ $40 yd plus 30% = $15,600

40 gal paint @ $400 plus 35%  = $ 540

 total billing = $21,140

N - No charge. Selecting N signals to the system to accept no billing amounts when posting to the job. The user is able to enter and track costs that post against jobs, but the billing extension is always zero. This type might be used for warranty work. The user is able to override this in the individual job review.

21. Contract

If F was not entered at field #20, this field is skipped. Enter the contracted amount to bill the customer for the job (0,+9999999.99). If the amount to be billed puts the job over the amount entered here, the Automatic Job Selection program will not create the invoice until the contract amount is revised. ENTER (CR) defaults to 0.

22. Markup %

If C was not entered at field #20, this field is skipped. Enter the percentage amount to use in marking up costs in calculating the bill rate (0-99.99). ENTER (CR) defaults to 0.

23. Frequency

Enter M-bill the customer on a monthly basis for the job, C-bill the customer once upon completion of the job, or D-bill the customer on demand (whenever invoices exist for the job). ENTER (CR) defaults to M.

24. Units

Enter the number of units (+9999999999) involved in completing the job. For example, 1 pool, 50000 boxes, 60 acres, etc. ENTER (CR) initially defaults to blanks.

25. Unit Of Measure

This field is skipped if no units were entered for field #24. Enter the unit of measure for the unit quantity entered in field #24 (up to 6 characters). ENTER (CR) defaults to the displayed value (initially blanks).

26. Reference #

Enter the reference number (up to 15 characters). ENTER (CR) defaults to the displayed value (initially blanks). If the PO required flag in the customer file is set to Y, the user must enter the customer's PO number here.

This concludes the header portion of the Estimate Entry program. At this time the estimate number is automatically assigned and displayed. After the header record is created, all header fields except #1-3 are accessible (if the customer is not NEW) through the change header routine. Fields #1-3 can only be changed (if the customer is not NEW) by deleting and reentering the estimate.

27. Bring In Another Estimate

Enter YES or N to bring in another estimate. The user may have established some standard estimates so that there is no need to enter them each time. By bringing in another estimate, the line-items automatically transfer from the estimate selected to the estimate being entered. The estimate selected to be brought in is not affected by the transfer. It stays in its original form. If N is entered, proceed. If YES is entered, enter the estimate number. F2 allows a search.

The line-item portion of the program allows the entry of up to 999 line-item and message lines to complete the estimate.

Line item entry:

Line numbers are assigned automatically beginning with 001 and incremented by one for each additional line-item up to 999. In the rare case where 999 line-items have been entered on a single estimate, the program refuses further entries.

28. Cost Code

The user has several options for this entry:

???? -Enters a cost code

M -Enters a memo

F2 -Allows a search

F3 -End line-item entries

Cost code

Enter a valid cost code (up to four characters). Entering a valid cost code displays a partial description. The cost code sets the defaults and cost type for this line. F2 allows a search .

Memo

Select M to enter a memo line. The program prints M under the cost code column and proceeds to the description column. Any entry is accepted as a memo. Enter a memo up to 30 characters. The program increments the line number one and jumps to field #30. ENTER (CR) initially defaults to blanks. F4 backs up to field #28.

Search

Enter F2 to allow a cost code search.

End entries

Enter F3 to end entry of line-items. The program will then proceed to the prompt-selection field.

After entering a valid cost code the program displays a partial cost code description.

29. Item Number

This field is not available if the use inventory flag is set to N in the cost code record for the selected cost code. Enter the item number. If the item is not a valid item, the system checks to see if it is an interchange; if it is, the system automatically retrieves the valid item number and sets the defaults for the unit of measure, the default cost of the item based on the default estimate cost flag in the job cost static control record, and the bill rate (from the item price). If the item is not on file, the program proceeds to the nonstocked item field (field #30).

Fields #30-#31 are only entered if the item is a nonstocked item.

30.  Nonstocked item. Do you wish to add anyway?

If the item is a valid item, this field is skipped and the program proceeds to field #32. If the entered item number is not in the item file, the prompt Nonstocked item? is displayed. Enter N-return to field #29 or Y for nonstocked. ENTER (CR) defaults to N.

31. Unit Of Measure

This field is skipped except for nonstocked items. Enter the unit of measure for the nonstocked item (up to 2 characters).

32. Description

This field is initially skipped, unless a memo is to be entered. Enter the cost code or item description, or message (up to 30 characters). Entry of a memo line causes fields #30-34 to be skipped. If an item was entered, ENTER (CR) defaults to item description 1 on file, or ENTER (CR) defaults to the cost code description on file.

33. Units

This field is unavailable, if the entered cost code does not use units and an item was not entered for field #29. Enter the quantity of units required in estimating the extended price for the selected cost code per displayed unit of measure. If an item was entered, enter the number of items. If a cost code enter the number of units per unit of measure; e.g. number of hours for hr, number of pounds for lb, number "each" for ea, etc.

34.  Unit Cost

This field is unavailable, if the entered cost code does not use units or allow cost override, and an item was not entered for field #29. Enter the cost per displayed unit of measure. If an item was entered, ENTER (CR) defaults to the cost set through default estimate cost flag in the job cost static control record. If the cost code uses units, ENTER (CR) defaults to the cost/unit rate set in the cost code record.

Extension

The line-item cost extension is calculated (cost multiplied by the units entered) and displayed. If the extension is greater than $999,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with a cost in excess of one billion dollars, enter the line-item on more than one line. The program proceeds to field #36.

35. Cost Extension

This field is unavailable if: the entered cost code uses units or does not allow cost override, or an item was entered for field #29. Enter the extended cost (+/-9999999.99) for the selected cost code. ENTER (CR) defaults to the displayed value (initially 0).

36. Unit Price

This field is unavailable if: the entered cost code does not use units or allow price override, and an item was not entered for field #29. Enter the price per displayed unit of measure. If an item was entered ENTER (CR) defaults to the item price; otherwise, if the cost code uses units ENTER (CR) defaults to the cost rate from the Cost Code F/M, otherwise; if the cost rate is nonexistent then ENTER (CR) defaults to the cost rate marked up by the Cost Code F/M default markup method. F2 displays the default markup method, and if an item was not entered, allows the user to override it. F1 leaves the existing value unchanged.

If the user selects F2, the program prompts the user to enter the mark up amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) If the markup method is M-manual, and the user chooses not to change it, the user has to F4 to return to field #36.

 Extension

The line-item price extension is calculated (price multiplied by the units entered) and displayed. If the extension is greater than $999,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with an estimate in excess of one billion dollars, enter the line-item on more than one line. The program proceeds to field #38.

37. Price Extension

This field is unavailable if: the entered cost code uses units or does not allow price override or an item was entered for field #29. Enter the extended price for the selected cost code. ENTER (CR) defaults to the cost extension marked up by the cost code's default markup method. F2 displays the default markup method, and allows the user to override it. F1 leaves the existing value unchanged.

If the user selects F2, the program prompts the user to enter the markup amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) If the markup method is M-manual, and the user chooses not to change it, the user has to F4 to return to field #37.

38. Accept Line

If the line is correct, press ENTER (CR) to continue. If the line is not correct, select F4 to back up to change the field that is not correct.

This concludes an entry in the line-item portion of the Estimate Entry program. The running total is updated and displayed. The line number is incremented by one, displayed and the program returns to the cost code field for the next line-item entry.

Following the entry of the last line-item, you can perform a number of functions:

# Changes a line-item

L Lists line-items

A Adds a line-item

D Deletes the estimate

F2 Changes header information

F3 Accesses the ending routine

Ending routine fields:

The ending routine consists of the final fields prior to completion of the estimate. The ending routine is not accessible if no line-items have been entered. Ending routine information is displayed on the lower portion of the screen.

39. Freight

Through the charge freight flag in the job cost static control record, the user establishes whether freight is charged. If this flag is set to N, no freight charge is allowed and the field is skipped. If freight is charged, enter the freight amount (+/-9999.99). ENTER (CR) defaults to 0.

40. Tax Code

Through the charge tax flag in the job cost static control record the user establishes whether tax is to be charged. If this flag is set to N, no tax is charged and this field is skipped. This field is also skipped if the estimate amount is zero. Enter the tax code for this ship-to customer. The entry must be a valid tax code. ENTER (CR) defaults to the currently displayed value, initially the customer's ship-to tax code.

Ü If the user backs up to this prompt after changing the tax rate, the system recalculates the charges to reflect the tax code and the change to field #41 is lost.

41. Tax Rate

This field is initially skipped. If the charge tax flag in the job cost static control record is not set to Y, the user is not able to override the tax code and this field is unavailable. Enter H-to use of the high rate, L-to use the low rate, or X-to change tax status of this document to exempt. The rates are set up by the user in the accounts receivable Tax Table F/M. ENTER (CR) defaults to the displayed value.

42. Print Estimate Now

Enter N-do not print or Y-print now. ENTER (CR) defaults to N.

This concludes the ending routine of the Estimate Entry program. The estimate prints immediately if Y was selected. Upon completion of the update, the screen is cleared of field information and the program returns to the Estimate Number field to await further estimate entries.