Posting operational work (Construction Management) – part 1

In NAV4Construction, we can post the operational work on next ways:

  • Using ‘Output Order’ – posting of Construction Position output work and Resource and Item consumption per Project in the same time;
  • Using ‘Position Journal’ – posting only Construction Position output work per Project; we need to post consumption separately;
  • Using ‘Job Journal’ (standard NAV functionality with some specific customizations) – posting only Resource and Item consumption per Project; we need to post output separately;

Advantage of the first method is that we can post all entries with the one document. We get posted document with ‘Navigate’ functionality. Also, this method enables us to have complete statistic of cost per every Construction Position for each Project. Failing of this method is that if we have many complex position works per day, it is too complicated to make evidence and post it.

If we choose posting without ‘Output Order’, we get simply procedure for posting. We use ‘Position Journal’ for evidence of work per all Construction Position we have and separately we use ‘Job Journal’ for evidence of consumption all Items and Resources, not linked with Construction Positions. On this way we get simpler method, but we lose connection of consumption with Construction Position output. We cannot get all things and we must to decide what method we want. Good thing is that we can choose different method for each project, depend of complexity and project requirement.

Output Order

New ‘Output Order’ we get with ‘New’ command on the ribbon. We need to put Project and Task we work on them and choose Construction Position for posting. System will make automatic filter for positions and we get only positions we define on Bill of Quantities.

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If we eventually must post position out-of-BoQ, we can press ‘Show All’ and we will get complete Construction Position code list. After that, we need to fill ‘Quantity’ field with output quantity for this position in presented Unit of Measure. If this is not first posting for this position on this project, we can see previous posted quantity for this position. We also can see contracted position quantity from BoQ. On this way, we have control before posting this values. If we want to see what we post for this position previous, we can press on ‘Position Executed Quantity’ field and we will get complete evidence from Position Ledger Entry.

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We can fill another specific filed, depend of construction type (civil-engineering, building construction, road, maintenance…), but I will explain this in some other posts.

When we fill all necessary header fields, we have to fill lines with consumption data. We can fill lines automatic or manually. Results is the same, but automatic can make work easier if we have good normatives for construction positions.

Automatic fill process can be started by the ‘Import outputs’ command. System will use all normative lines for position in header, recalculate consumption quantity with position quantity on header and fills it. I have to notice, these are planned quantities and I am sure, we need to change some of them.

If we have manually input of data, we need to choose line Type (Resource or Item) and choose desired Resource/Item. After that, process is different depend of line type:

Item

For Item, we need to fill ‘Location Code’. We can get default location code for project if we make this setup on Project Card. We need to fill item quantity, as well and this is all. All costs and prices for the item will be filled automatically.

Resource

For Resource, we can fill more fields. There are not all mandatory and this depend of setup for company and/or project. It is necessary to fill quantity per Unit of Measure and we can choose ‘Work Type Code’ for different Unit of Measures/Cost/Price. If this is people type of resource, this is enough and as items, costs and prices will be automatic filled. But if we choose machine resource type, we can fill more fields.

First of them are ‘Waiting Time’ and ‘Extremely Stagnation Time’. ‘Waiting Time’ is time when resource did not work because bad organization. System will be calculate cost for all quantity time, but price for (‘Quantity’ – ‘Waiting Time’) if ‘Waiting Time’ is acceptable. If this time is not acceptable, system will calculate price based on specific formula (this is very complex setup, and I will explain it in independent post). ‘Extremely Stagnation Time’ is time we use only for evidence. This is a time when we was prevented for work (nasty weather or some other force majeure).

We can fill ‘Mechanization Resource Code’ if we know exactly what machine is worked. System can propose only machines for choosing resource. If we in advance know what machine worked, we can fill this field, and ‘Resource No.’ will be filled automatically. If we have configured machinist for mechanization resource, this field will be filled automatically, but if we have not it, we can choose ‘Employee No.’ for machinist from filtered employee list only from departments who use machines.

Know we know what time machines spend for making position, but we don’t know what they are worked exactly. Because of that, we have ‘Ongoings Code’ where we can define what our machine really do. ‘Ongoings Code’ list has Unit of Measures and they are configured depending resource types. When we choose this code, we need to fill ‘Ongoings Quantity’.

If our machine is the vehicle, we can fill additional fields: ‘Mileage’ and ‘Tour Quantity’.

This is only base story about this process and I will detailed explain some specifics in some new posts.

Posting

Before posting, we need to change status. Changing status make checking of all necessary fields input. NAV will make evidence of username, date and time for making document and for status changing, because these are very important data.

After that, posting process is simply. For each posted document, we can make storno (correction) document very easy, but I will explain it in later posts.

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Bill of Quantities – (Subcontractors) part 6

As I wrote in my old posts, we can add subcontractor works in planned construction position normatives. We can plan in one normative, part of job works by ourself and part of job works by some subcontractor. When we prepare normative, we usually don’t know which subcontractor will work for us. Because of that, we make plan that job will work some subcontractor.

When we make Bill of Quantities, for all construction position lines where planed subcontractor in their normative is, NAV will be marked field ‘Subcontractor’. For this lines, we can fill ‘Quote Inquiry’ for potential subcontractors.

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For all this lines, we can start command to print documents for their tender competition. This command is ‘Query for Quote’ and it can print document or prepare Excel file to send to potential subcontractors. We can choose to print expected price or not (only lines).

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NAV will create as many request files (or documents) as we set different Quote Inquiries in Bill of Quantities lines.

When we get all quotes, we need to insert in NAV. If we get Excel quotes, we can use automatic function for import. After that, we can use functionalities for choosing the best quote, individual for each position, or as complete quote. More about choosing the best quote of Subcontractors, I will explain in some other posts.

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.

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…

Construction Position and Norms – norms creating (3/7)

…I forgot…there is function for massively creating of Construction Positions, but this function runs from Bill of Quantity page. We will discuss about this function in some later themes. Now, we will continue…

Normative is place where we make specification of planned consumption for Construction Position. If we compare construction with production, Normative is as BOM and Routing altogether. But construction is more complex than production. You can find Construction Positions on: Quantity Surveyor Section->Normatives->Normative List.

If you want to see existing Normative, you just need to double-click on some of them. If you want to create new, you have to press ‘New’ command. I will explain creating process.

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You need to set Normative No (manually or automatically using number series) and normative description if you want it (is not necessary).

After that you have to configure Unit of Measure. There are the specifics. You can choose only Unit of Measure which is configured on Construction Position. Does not matter is this this Unit of Measure the same as Base Unit of Measure on Construction Position. But it must be same as one of all Unit of Measures from Construction Position. If we use not-Base Unit of Measure, system will use ratio defined on Cons. Position for all quantities and costs.

When we fill Normative Header, we must define Normative Lines – Price Analysis Lines. We can use three types of line entries:

  • Work: It used for configure resource and/or item consumption. For this type, we must to configure precisely consumption and this will be explain in next posts.
  • Subcontractor: It used for subcontractor work. We can choose vendor number (if we know them, but is not necessary), but we must to fill cost. This cost is value from quote or expected cost from subcontractor contract.
  • Normative: It used if we have complex normative, combined from more different normatives. In this case, we have not repeat all consumption entries, but we need fill existed Normative Numbers.

Very important is we can use combination of all three types for each Normatives, because we often have case where partially use our resources and partially resources from subcontractors.

If we have minimum one line with Work type, we need to set Price Analyses for this work. In next post, we will explain this process. When we set all parameters, we must to change status to Released using Apply command and after that we must to connect this Normative with Construction Position.

Construction Management (briefly)

By starting the project and quote acceptance, we start with work on new project. We need to add few specific characteristics: Contract Status (Accepted), Contract No. and Contract Date. We can add many preconfigured setup field (by the company, or by the project). Also, we have to define Job expected end date as the really end date (if we know that this date will be different of end date by the contract)L.

After that, it is possible to monitor effectively all project tasks. Executed works of mechanization or labor work could be entered for each project. Also, material or finish goods consumption could be added. A number of specific parameters in posting process could be added depending on the construction company. We can post all consumption (resources and/or items) and output (construction positions) by two different models. First model (Output Orders) is precise (monitoring all consumption per each position on date on task on project) but more complex for daily work in NAV. Second model (Project Journal and Position Journal) is more relax for posting, but we cannot get the most precise information. Regardless of posting model, we can add many parameters on each journal line. We can add specific monitoring of each resource (by specific mechanization resource no. and each employee if you want) with what is done (Work Type), how much is worked (Ongoing Quantity – different unit of measure), Stand By Time or Extremely Stagnation Time, Mileage (if this is a vehicle)…

When we have many subcontractors, we can post their invoice using Purchase Invoice or Purchase Order with specific Type – Position. When we post this invoice, we get automatically prepared constructing positions for invoice to investor.

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After construction output posting on the end of month, all construction lists (Book of Quantities) for all positions could be created with simple command that can be subsequently corrected by the project supervisor. System has multidimensions controls and prepare this constructing positions for invoice.

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After gathering signatures for construction lists by project supervisor, you can easily create invoices/certificates for investors without possibility of errors or data inconsistences (for all construction positions, subcontractors work and re-invoice). If invoice is still not accepted, it is possible to post WIP journal. So we can post income on different date, and we can look income per work period and income per invoice date (e.g. for VAT check).

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The user can monitor the subcontractor works on each individual position in the construction process if user does not work complete project alone. The user can monitor the subcontractors in complete collaboration life cycle, monitoring the receipt of offer and selection of the best offered deals and registering and posting complete work of subcontractors. Also, all of these tasks could be easily re-invoiced without repetitive entry typing.

Many others, but about that in some other post…