Bill of Quantities – (End of work) part 4

Let’s go further. When we finish all calculation in Bill of Quantities, quantity surveyors must to close deal. If quote is accepted and contract is signed, we need to “freeze” our document. We can do that when we change BoQ status to ‘Accepted’. When we confirm document, all changed are not possible any more. Also, on ‘Project Card’ this ‘BoQ No.’ is linked.

Certainly, sometimes we may have needs to change or add some data. If we need to change only contracted quantity or price (sometimes, we can change our price when contract be valid for many periods), we can ‘Reopen’ document. If we increase scope of the project (annexes, claims or something else), we can make new “sub-BoQ” with ‘Scope extending’ command.

Reopen

We can reopen document with ‘Reopen’ command on ribbon. When we start this command, status will be changed to ‘In progress’. Reopening can done only by users with specific rights on ‘User Setup’ page. This is not ‘New’ status and we cannot change all data.

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If we try to change some non-changing data, we will get the error message. We can change only quantity, position price and discount fields. For any other changing we must to change scope. These are data what we can usually change in standard contract. When we finish our changing, we can again change status to ‘Accepted’. In this moment, system will automatically start function ‘Adjust Position Price’.

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This function can enable changing positions price on next documents/entries:

  • Position Ledger Entries
  • Output Orders
  • Calculations

I will explain all of them documents in posts about operative work in construction management. It is important to know that we can change price in all documents before invoicing. If we make invoice with wrong price, first we need to correct them and after than make it again.

We can use ‘Adjust Position Price’ command manually, as well.

Change Scope

When we make additional work on project, we can make contract annex or just arange new claim. In NAV, we can do that with command ‘Scope extending’ on ribbon of document.

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When we start this command, we will get new document with the same document ‘No.’ and ‘Project No.’ as source document, but we can add new ‘Job Task’. We get many documents with the same number, but everyone for each annex or claim. In this document we can define new or old positions with same or different quantities, costs, normatives and prices.

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Bill of Quantities – (Calculating) part 3

I present simply way to calculate position price on BoQ. In real process, we need to make many changes before we finally signing contract. Every time, when we make some change, we need to archive previous BoQ version to have historical data. In NAV4Constructio, this is easy procedure; you only need to press ‘Archive Document’ command and this is all. On document header, we have presented number of existing archive document versions. I we want to use some old archived document version, we need to click on this field and choose desired version. After that, we need to choose version and press ‘Restore Version’. There are only few, very simple steps.

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When we make restored version, we have information about that in comment line with date of restore and comment “Document restored from Version XXX.”

When you want to calculate new position costs, we can use ‘Calculate only Cost’ command. Sometimes there long time from our first calculation and many resources and items costs are changed. Then, we have wrong cost calculated per positions. With this command, NAV will use actual costs and recalculate position costs by normatives.

We can use local currency or some other currency in calculation. If we have foreign customer, system will use his currency configured on customer card. But in countries with big inflation, we usually have to make calculation in additional currency (EUR, USD…). For this purpose we can use specific currency on Project Card (we can use average exchange rate or sales rate of exchange). When we make calculation, we prepare calculation in other currency, but all our documents must be in local currency. When we finish all calculation in BoQ, we need to start ‘Calculate Rate’ to calculate all costs and prices by actual (or on desired date) exchange rate.

We can print many different and complex analysis reports from BoQ about cost breakdown for each construction position and resource work times…

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When we finish all of them, we need to change document status to ‘Release’ and after that we can print ‘Quote’. If someone don’t like predefined Quote layout, he/she has option to export quote in Excel and print it after rearrangement. When we print quote, there are some specifics:

  • NAV will use cross-reference for positions codes
  • NAV will use extended text for position descriptions
  • If ‘Begin-total’ position where specific position placed marked for recapitulation, will be presented in Quote recapitulation (sum of all position in group)
  • If ‘Begin-total’ position where specific position placed marked for grouping, before this set of positions, will be presented parent position as bold line

Bill of Quantities – (Calculating) part 2

We created header information and some base data at lines: Construction Positions. Unit of Measures and Quantities. We can put one of unit of measures, we configured on Construction Position. If we have Quote Requirement in Excel from customer with many Position lines, we can use command ‘Import from Excel’ from ribbon. After that we can start with calculation of Position Price for quote.

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For calculation process, we start the command ‘Calculate process and costs’ from ribbon. We can choose next options:

  • Price List: NAV will use Price List from Construction Position defined for this project (I describe Construction Position Price List in my old post)
  • Calculation: we need to fill percent of ‘Planned Margin’ and NAV will add this percent on calculated Unit Price at BoQ line

When we first time start this command, we must to mark field ‘Calculate normatives’. NAV will be use active version of normative for this construction position with planned resource and item consumption (or subcontract work) to calculate unit cost of construction position and unit price of construction position.

If we some other time start the same command, we need to:

  • Mark ‘Calculate normatives’ if we want use other version of normatives,
  • Unmark ‘Calculate normatives’ if we only want change percent of ‘Planned Margin’.

NAV will calculate all amounts and will link used version of normatives to BoQ line.

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We can change ‘Unit Position Price with Discount’ directly from field or adding value in ‘Discount %’ field. NAV will use next calculation method:

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Will be continue…

Quantity Surveyor Section – Bill of Quantities

It is been eight days since my last post. I had other business responsibilities, as well. Now I can continue to write about this theme. I promised that I will continue to write about creating Bill of Quantities.

For those of you who are the pioneers in construction business and who do not know what is Bill of Quantities (BoQ), this is a document used in tendering in the construction industry in which materials, parts, and labor (and their costs) are itemized. It also (ideally) details the terms and conditions of the construction or repair contract and itemizes all work to enable a contractor to price the work for which he or she is bidding. Bills of quantities are prepared by quantity surveyors (quantities and costing) and building estimators (technically).

In NAV4Construction, we prepare BoQ for each project. We will find BoQ on Departments->Quantity Surveyor Section->Planning & Execution->Bill Of Quantity.

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We start with input ‘Job No.’ (created Project) and after that we continue with input of ‘Job Task’. Task is the smaller part of the projects. Usually, task is basic contract or contract annex or some claim… Combination of jobs and job tasks enables us many different BoQ with the same BoQ number. BoQ can be configured in different currencies, depend of project currency settings. On document header, we can link project fix cost definitions (I will detailed describe this in some later posts). After header data, in BoQ lines, we need to fill ‘Construction Position’ and its quantities by contract specification. About ‘Construction Positions’ calculation, I will write in next post.

‘Bill of Quantity’ has next statuses:

  • Opened: Status when we create new document. We can insert, modify and delete all data on header and lines.
  • Released: We get this status when we finish with data insert. In this status, nobody cannot insert, modify and delete any data. From this status, we can print ‘Quote’.
  • Accepted: This status said that contract is signed and after that all data are locked. This status is reserved only for users with specially rights.
  • In progress: We can get this status only from ‘Accepted’ status by users with specially rights. This status enables modify very small part of data if we need to change some articles in contract.

Will be continue…

What next about NAV and construction?

In my last 15 posts, I described methods for cost accounting for material, finish goods and resource using in constructions and methods for their combining in construction normatives. Before that, I described some basics about Construction Positions and Projects. Now we have complete picture about the basics and we can continue with new topics.

I want present you continuation of the story about calculations. When we have all information from last posts, we can start with making Bill of Quantity and prepare offer to our investors. Next theme will be just that, using normatives and cost accounting to make Bill of Quantity. I want to round up story about quantity surveyors and help them in daily work.

See you soon…

Construction Position and Norms – analysis/reporting (7/7)

Normative status

When we finished all works on configuring normatives, we need to change status to Certified. If we don’t change status, we cannot link this Normative with Construction Position. Changing normative status, we do with ‘Apply’ command (status is changed from New to Certified). Now we can link this normative with Construction Position. But if we want to change some details in this normative, we need to change status again, but now with ‘Reopen’ command (status will be changed from Certified to Under Development). Now we can change everything and after that, we have to change status to Certified again.

Normative version also has statuses. We can change their status on Normative Version Card using option field ‘Status’. Statuses are the same as main normative statuses. If we want to use some version, besides starting date, we have to set version status to Certified. To link normative and use in other documents (if we use versions), normative status and normative version status must be set to Certified.

Statistic

When we configure complete normative, we can use Normative Statistic to see very interesting informations. To start this, we need start ‘Statistic’ command from normative header.

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We can see sum of quantity, cost and price per items and per resources. We can see participation by percent in total quantity, cost or price. We can see margin form cost to price also.

Reports

We have many reports and analysis tables:

  • Where-used normatives
  • Normative list
  • Optimal normative
  • The best normative cost