Use these fields to create estimates.
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. The system assigns the next available number. The word NEXT is displayed until the header portion is completed.
Press F2 to 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. Specifying a valid customer displays all the estimates on file for the customer.
2. Job Name
Specify 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
Specify the customer number for this estimate. Specifying 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. Specifying 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. You can press S to display the Show Address window to view header address information for the customer.
4. Ship-To Number
This field is initially skipped and the customer's default ship-to number in the customer file is automatically displayed. Specify the ship-to number for the selected customer. Specifying a valid ship-to number displays its address. Specifying 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. To enter a different ship-to address for the NEW customer press F3. If the selected customer is not NEW, press F2 to search. Press F3 to enter a temporary address that is not to be kept on file.
At any point during fields #5-20, select F3-Auto defaults 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 press Enter through the same fields.
5. Warehouse
Specify 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. Press Enter to default to the warehouse assigned to the terminal.
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.
6. Job Class
Specify the job class code for this estimate (up to 3 characters). Specifying 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.
7. Estimate Date
Specify the date the estimate was made.
8. Expiration Date
Specify the date this estimate expires. Expiration date cannot be before estimate date.
9. Estimator/Manager
Specify the estimator/manager code for this customer. Specifying 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.
10. Start Date
Specify the estimated date the job is scheduled to start.
11. Finish Date
Specify the estimated date the job is scheduled to finish.
12. Contact
Specify the contact (up to 25 characters) for the selected customer. This is the person to contact about the estimate (and job). Press Enter to default to contact 1 set up in the ship-to record. If the ship-to is SAME or TEMP, press Enter to default to contact 1 set up in the customer file.
13. Phone
Specify the phone number (up to 17 characters) for the selected customer. This is the phone number of the contact previously entered. Press Enter to default to phone 1 set up in the ship-to record. If the ship-to is SAME or TEMP, press Enter to default to phone 1 set up in the customer file.
14. Salesperson/Territory
Specify the salesperson/territory code for this customer. The entry must be a valid salesperson/territory. Press Enter to default 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. Specify 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
Specify a valid payment terms code. Press Enter to default to the value already displayed (initially the terms code assigned the customer).
17. Freight
Specify whether the freight code is P-prepaid, or C-collect. Press Enter to default to P. Specifying a P signifies the freight for this order is prepaid and the freight amount (in the ending routine) is correct. Specifying 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
Specify 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. Specify a valid GL department number. (The length of the field is user defined in the Company Control F/M.) Specifying a valid department number displays a partial description. Press Enter to default to the displayed value (initially the department assigned to the terminal).
20. Billing Type
Specify 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. Press Enter to initially default to the default billing type flag set in the job cost static control record. You have 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. Specify 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.
22. Markup %
If C was not entered at field #20, this field is skipped. Specify the percentage amount to use in marking up costs in calculating the bill rate (0-99.99).
23. Frequency
Specify 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
Specify the number of units (+9999999999) involved in completing the job. For example, 1 pool, 50000 boxes, 60 acres, etc.
25. Unit Of Measure
This field is skipped if no units were entered for field #24. Specify the unit of measure for the unit quantity entered in field #24 (up to 6 characters).
26. Reference #
Specify the reference number (up to 30 characters). 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
Specify 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.
The line-item portion of the program allows the entry of up to 999 line-item and message lines to complete the estimate.
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
There are several options for this entry:
???? -Enters a cost code
M -Enters a memo
F2 -Allows a search
F3 -End line-item entries
Cost code
Specify a valid cost code (up to four characters). Specifying a valid cost code displays a partial description. The cost code sets the defaults and cost type for this line.
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. Specify a memo up to 30 characters. The program increments the line number one and jumps to field #30.
Search
Press F2 to search.
End entries
Press F3 to end entry of line-items.
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. Specify 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 non-stocked item field (field #30).
Fields #30-#31 are only entered if the item is a non-stocked 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. Specify N-return to field #29 or Y for non-stocked.
31. Unit Of Measure
This field is skipped except for non-stocked items. Specify the unit of measure for the non-stocked item (up to 2 characters).
32. Description
This field is initially skipped, unless a memo is to be entered. Specify the cost code or item description, or message (up to 30 characters). Entry of a memo line causes fields #30-34 to be skipped.
33. Units
This field is unavailable, if the entered cost code does not use units and an item was not entered for field #29. Specify 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. Specify the cost per displayed unit of measure. If an item was entered, press Enter to default to the cost set through default estimate cost flag in the job cost static control record. If the cost code uses units, press Enter to default 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. Specify the extended cost (+/-9999999.99) for the selected cost code. Press Enter to default 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. Specify the price per displayed unit of measure.
If the user selects F2, the program prompts the user to enter the mark up amount or percent. Specifying 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, press 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. Specify the extended price for the selected cost code. Press Enter to default to the cost extension marked up by the cost code's default markup method.
Press F2 to enter the markup amount or percent. Specifying a percent must be followed by a %. (The system assumes dollar amount.)
38. Accept Line
If the line is correct, press Enter to continue. If the line is not correct, press 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
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).
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. Specify the tax code for this ship-to customer. The entry must be a valid tax code. de.
If you back 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. Specify 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.
42. Print Estimate Now
Specify N-do not print or Y-print now.
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.