Security and Setup
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The Estimate application is used to enter, print and track estimates created for production jobs (projects). An estimate can contain multiple components that correspond to individual job components. Estimates may be created with multiple quotes so that many versions or options may be presented. Quotes may be revised and all revisions are tracked and may be viewed.
Security settings managed by the System Administrator allows for an employee to have the ability to access the Estimate application. Additional security can also be utilized through the Advantage | Maintenance | Security | Group Setup or User Setup | Module Access | Estimate - Options. By setting up this information, the ability to grant access to or deny access for Print, Edit/Update and Insert/Add can be setup, by employee, within the Estimate application.
Estimates can be created using Preset Templates or an extensive Copy Feature. They are created with a single sales class and can only be related to jobs with the same sales class.
Once an Estimate Quote is approved, it can be compared against actual charges posted against the associated job using QvA. Approved Estimate Quotes can be advanced billed in part or in whole through Webvantage Billing Approval or through Advantage Advance Billing Application.
The Project Management Dashboard (PMD) includes all modules available through Job Jacket and additional Job related information.
If the module appears disabled, it just means that the record has not been created yet. Click on the 'disabled' link to access that module.
The PMD will be available from other applications that are accessed through Job Jacket or when searched for by Job. The Action Button is available to send Alerts, Assignments, Emails, select Print Options and Print.
Click here to view additional information on the Project Management Dashboard (PMD)
There are multiple ways to access this application for editing and adding a new estimate. A Job does not have to be added to an Estimate. A Job can be associated to the Estimate at a later date.
From the Project Viewpoint dashboard, select the Estimate icon. If an Estimate currently does not exist for the job, the option to create a new Estimate is available.
On the Module sidebar select Project Management then click on Job Jacket to open the Job Jacket search screen. Input search criteria. From the PMD, select the Estimate link.
The following apply to Estimates which are created with an associated job:
The Job Number and Component Number defaults within the Estimate.
The Estimate description defaults to the job and component descriptions - this value may be overridden.
The Copy feature is enabled and the user may select an estimate and quotes to be copied. Only a single component can be copied at a time.
The Markup percentage defaults from the Job Level.
Standard Rate Hierarchy is used including job level overrides.
On the Module sidebar select Project Management then click on Estimate to open the Estimate search screen.
To locate an Estimate, input the following search criteria in the Find Estimate search screen. The up/down arrow keys on the keyboard can be used to locate and select specific records after inputting search text.
Client - Enter the Client, or click on the text input box to select from a list of Clients.
Division - Enter the Division, or click on the text input box to select from a list of Divisions.
Product - Enter the Product, or click on the text input box to select from a list of Products.
Sales Class - Enter the Sales Class, or click on the text input box to select from a list of Sales Classes.
Campaign - Enter the Campaign Code, or click on the text input box to select from a listing of all Campaigns at the Client, Division and Product level. The result will show Campaign Estimates, No Job/Campaign related Estimates and Job Estimates.
Estimate Number - Enter the Estimate Number, or click on the text input box to select from a listing of Estimates.
Estimate Component Number - Enter the Estimate Component Number, or click on the text input box to select from a listing of Estimate Components.
Job - Enter the Job Number, or click on the text input box to select from a listing of Jobs. Estimates do not have to be attached to a Job.
Component - Enter the Component Number, or click on the text input box to select from a listing of all jobs/components. Estimates do not have to be attached to a Job.
Advanced Filters - - Click on the dropdown to show addition filter option:
Show Closed/Archived Jobs? - Initially the jobs with a 'Closed' or 'Archived' job process control will not display in the Job Lookup. To view and/or edit a job estimate that has been Closed or Archived, check the Show Closed/Archived Jobs? check box.
When done, click the Search button. A list of all Estimates matching the Search Criteria will display. Use the Clear button to reset the search criteria. Use the Change page navigational arrows to view all results.
To view an Estimate, click on the Magnifying Glass.
When the Estimate Search was by Job Number / Job Component Number or by Estimate Number / Estimate Component Number, as long as a Job/Component is attached to the Estimate, then the PMD (Project Management Dashboard) will be available.
The following apply to Estimates which are created independent of an associated job:
No Job Number is required.
An Estimate description is required.
The Copy feature is enabled and the user may select Estimate and Component/Quotes to be copied from other Estimates.
The Markup percentage defaults from the Product level.
The Standard Rate Hierarchy is used, job overrides are not taken into consideration.
When attaching a Job to the Estimate at a later date, the Job must have the same Sales Class as the Estimate.
On the Module sidebar select Project Management then click on Estimate to open the Estimate search screen. From the Estimate search screen, select the New button. When selected, the New Estimate screen is displayed.
Enter the following information:
Client - (required) - Enter the Client code, or click on the hyper link to select from the Client lookup.
Division - (required) - Enter the Division code, or click on the hyper link to select from the Division lookup.
Product - (required) - Enter the Product code, or click on the hyper link to select from the Product lookup.
Job Number - (optional) - Enter the Job number, or click on the Job hyper link to select from the Job Number lookup. Only Jobs without an existing Estimate will be available for selection.
Component - (optional) - Enter the Component number, or click the Component hyper link to select a component from the Component Number lookup. Only Job Components without an existing Estimate will be available for selection.
Campaign - (optional) - Enter the Campaign code, or click the Campaign hyper link to select a Campaign from the Campaign Search List. The Campaign MUST be associated at the Client, Division AND Product level in order to be used for the Campaign Estimate.
When the Estimate is added using a Campaign, a Job / Component can later be assigned to the Estimate by clearing the Campaign Code and assigning a Job/Component. Click here for more information.
Sales Class - (required) - Enter the Sales Class, or click the Sales Class hyper link to select a Sales Class from the lookup. The Sales Class must match the Job Number when a Job Number is entered.
Est Desc - (required) - Enter the Estimate description. If a Job Number is entered, the Estimate Description will default from the Job Number description.
Comp Desc - (required) - Enter the Estimate Component description. If a Job Number is entered, the Component Description will default from the Job's Component Number description.
Select the Create Estimate button to continue or click the Cancel button to not create the new Estimate.
To copy Estimate and Quote information from existing Estimate/Quotes, click on the Copy Source section header to display the Copy Source selection.
Filter - To narrow down the available Estimates to copy from, enter filter information of Client, Division, Product, Job Type and/or Estimate number.
Get Components/Quotes - To Get Components/Quotes for the Estimate selected, click the Get Components/Quotes button. All available Components and Quotes will display.
Recalculate - To Recalculate the rates, using current billing rates for the new Estimate, check the Recalculate? check box.
Vendor and Income Only Functions: If the current billing rate in the Rate Flag Structure/Entry (Advantage | Maintenance | Billing) is Zero or Null, then the Rate and Amount from the Original Quote will be used. It will not be recalculated to Zero / Null.
Select the Quotes to be copied, by checking the check box next to the quote and clicking the Copy Estimate button.
Creating a Campaign Estimate provides the ability to create and track an estimate at the Campaign Level before individual jobs have been created. Only Campaigns added at the Client, Division AND Product levels and have a Campaign Type of Assigned to Jobs and Orders, are available for creating a Campaign Estimate. Campaign Estimates have their own Internal and Client Approval tracking.
To create an Estimate for a Campaign, not associated to a Job/Component, on the Add New Screen enter the following:
Client / Division / Product - Enter the Client, Division and Product codes, or click the hyper link to select from the Search List.
Job / Component - Not Applicable - Do NOT select a Job / Component.
Campaign - Enter the Campaign code, or click the Campaign hyper link to select a Campaign from the Campaign Search List. The Campaign MUST be associated at the Client, Division AND Product level and have a Campaign Type of Assigned to Jobs and Orders in order to be used for the Campaign Estimate.
When the Estimate is added using a Campaign, a Job / Component can later be assigned to the Estimate by clearing the Campaign Code and assigning a Job/Component. Click here for more information.
Sales Class - (required) - Enter the Sales Class, or click the Sales Class hyper link to select a Sales Class from the Search List. The Sales Class is used to determine a billing rate when stored at the Sales Class level.
Est Desc and Comp Desc - (required) - Enter the Estimate and Component description.
The following Estimate Report Formats support Campaign Estimates: 001, 002, 003, 004, 005, 006, 007, 304, 305 and 313.
There are many options available for an Estimate using the Estimate Level tool bar (located above the Estimate Information section). The toolbar will 'float' to always be visible when scrolling.
Save - To save changes made to the Estimate, click the Save button.
Copy - When viewing an Estimate, clicking on Copy will create a new Estimate with the option to copy the selected Components/Quotes from the current Estimate. This uses the Copy Source feature with the current Estimate's Components/Quotes already displaying, ready for selection. Select the Quotes to be copied, by checking the check box next to the quotes and click the Copy Estimate button.
To view a different Estimate, select a new Estimate and click Get Components/Quotes button to view the Components and Quotes.
To Recalculate the rates, using current billing rates for the new Estimate, check the Recalculate? check box.
Vendor and Income Only Functions: If the current billing rate in the Rate Flag Structure/Entry (Advantage | Maintenance | Billing) is Zero or Null, then the Rate and Amount from the Original Quote will be used. It will not be recalculated to Zero / Null.
New Component - To create a new Component for the Estimate, click the New Component button. When selected, the New Estimate Component screen is displayed. Enter the information and select the Create Component button to create the New Estimate Component. The option to Copy Estimate Quote detail is available by using the Copy Source feature. Select the Quotes to be copied, by checking the check box next to the quotes and click the Copy Component button.
To view a different Estimate, select a new Estimate and click Get Components/Quotes button to view the Components and Quotes.
To Recalculate the rates, using current billing rates for the new Estimate, check the Recalculate? check box.
Vendor and Income Only Functions: If the current billing rate in the Rate Flag Structure/Entry (Advantage | Maintenance | Billing) is Zero or Null, then the Rate and Amount from the Original Quote will be used. It will not be recalculated to Zero / Null.
New Components can only be associated with the same Job number associated with the Estimate and only when there are unassigned Job Components available for selection.
Delete Estimate - To delete the Estimate, click the Delete Estimate button. Only Estimates that do not have a Quote that is Client and/or Internally Approved can be deleted.
Delete Component - To delete the Estimate Component, click the Delete Component button. Only Estimates that do not have a Quote that is Client and/or Internally Approved can be deleted.
Refresh - To refresh information for the Estimate, click the Refresh button.
Remove Job - To remove a Job/Component from an Estimate, click the Remove Job button. This option is not available when a Quote is Internally or Client Approved.
When the Estimate does not have a Job/Component number, additional toolbar options are available:
Search - To view a different Estimate, click the Search button.
New Estimate - To create a new Estimate, click the New Estimate button. When selected, the New Estimate screen is displayed. Enter the information and select the Create Estimate button to create the Estimate.
Alerts - To view all alerts and assignments for the Estimate, click the Alerts button. Standard Alert options are available, add New Alert, add New Assignment, Group/Filter, Show, Include Completed and Bookmark. All Alerts and Alert Assignments associated with the Estimate will be displayed. Use the Group/Filter button to view specific Alerts / Alert Assignments based on level they were added. Click the Collapse Group section header to close that particular section. Click the Expand Group to view all within that section.
Click here to view additional information regarding Alerts.
Create Job - To create a new Job/Component for an existing Estimate, click the Create Job button. The New Job is similar to adding a new Job using Job Jacket, however, the following fields are disabled: Client, Division, Product and Sales Class.
Print - There are many options available for generating the Estimate Print. See the Printing / Sending the Estimate section for detailed information.
Refresh - Use the Refresh button to cancel any changes made prior to save and/or to gather any new information added to the Estimate.
Bookmark - The option to Bookmark an individual estimate is available by clicking on the Bookmark icon in the Action Button. If the Estimate is not associated with a Job Component, this option will be on the toolbar.
Down Arrow - Webvantage Link / CP (Client Portal) Link - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Alerts/Assignments, and outside systems.
There are 5 sections within an Estimate. Each of these sections have the ability to collapse and expand by clicking on the arrows within the section headers. To collapse a section, click on the Collapse arrow and to expand a section, click on the Expand arrow.
Estimate Information - Displays the Client, Estimate and Job information for the Estimate.
To add an existing Job/Component to an Estimate, enter the Job/Component numbers or click the Job / Component hyperlinks a select. The Sales Class on the Estimate must match the Sales Class on the Job.
Comments - Enter / View Quote and Revision comments at the Estimate level. These comments are displayed in various areas of the system and give a general status of the Estimate.
Comments entered can be formatted using the tool bar options, including the ability to bold, align, insert hyperlinks, copy/past. Specialized 'paste' options are available that allow the text to be cleaned prior to pasting, using Paste from Word, Paste from Word stripping the font and Past Plain Text.
Currently, only Report Format 001 - One Quote per Page using the HTML formatting when printing.
To insert Specification details into the Estimate or Component Comment, click the Insert Specifications button, located to the right of the comment input box. On the Insert Specification popup, select either by Quote or by Categories/View Specs option (using the radio buttons), select the Specification and click Select.
When functions are added using the Estimate Template that has a Default Estimate Comment, that comment will inserted into the Estimate Header Comment field.
It multiple quotes or functions added using multiple Estimate Templates, it will add (concatenate) the default comment to the existing comment. It will not overwrite the Estimate Comment.
Comment fields are limited to 32,000 characters.
Footer Comments - Select the type comment to display for the footer. Select which type of footer comment will be included on the print when the Default Footer Comment is included in the Comment Options section:
Use Agency Defined Text tab - As defined in Advantage | Maintenance | General | Agency - Production Tab (Estimate Default Comments).
Use Standard Comment Text tab - As defined in Advantage | Maintenance | General | Standard Comments, based on Job's Office and Client. If the Estimate does not have a Job associated, the Product's default Office will be used.
Use Customized Text tab - Enter a customized footer comment for the Purchase Order. Comments are entered in HTML format, using standard HTML tool bar for formatting, including the ability to copy/paste. The HTML formatting is used when printing Estimates.
Other Information - Displays additional Estimate level information:
Campaign Estimate - Display the Campaign used to create the Estimate. To change the Campaign Estimate to a Job/Component related Estimate, clear the Campaign Code and click Save. Select a Job/Component from the search lists and click Save. If the new / selected Job/Component has a Campaign associated, the Campaign Code will not display as a 'read-only' field.
Job/Component Estimate - The Campaign Code field is a 'read-only' field. To change the Estimate to a Campaign Estimate, clear the Job and Component numbers and click Save. The Campaign Code then becomes enabled. Select a campaign from the search list and click Save.
Sales Class - Displays the Sales Class associated with the Estimate.
When the Estimate is associated to a Job Jacket, this field is read-only.
When the Estimate does not have a Job Jacket associated, the Sales Class can be modified.
Contact - Enter the Client Contact code, or click on the Contact hyper link to select from the Client Contact lookup. The Client Contact will default from the Job Number associated with the Estimate.
Client Ref - Displays the Client Reference number associated with the Job. This field is read-only.
Markup % - If the Estimate is associated with a Job Number, the Markup Percentage defaults from the Job. If the Estimate is NOT associated with a Job, then the Markup Percentage defaults from the Product level. This field is read-only.
Quotes - Displays all Quotes associated with the Estimate, including Quote description, Revision, Amount, Total Amount with Contingency, Quantity, CPU, Approved By and Internally Approved By. To view Quote detail, click on the Magnifying Glass. Quote information is displayed as can be edited as noted in Adding Functions to an Estimate Quote below.
Once changes are made, click the Save button to save the changes.
The following options are available for Quotes from the Estimate Quote tool bar (located in the Quotes section of the Estimate).
New Quote - To add a New Quote to the Estimate, click the New Quote button.
Delete Quote - To delete a Quote, select the Quotes to be deleted, by checking the check box next to the Quotes and click the Delete Quote button. Only Quotes that have not been Client and/or Internally Approved can be deleted.
Copy - Select the Quotes to be copied, by checking the check box next to the Quotes and click the Copy button. The new Quote(s) will be automatically created. If only one Quote was copied, the new Estimate Quote will be displayed. If multiple Quotes were selected to be copied, the listing of Quotes on the Estimate screen will be displayed.
Vendor Quote Request - To create and/or modify a Vendor Quote Request, click the Vendor Quote Requests button. Click here to view Vendor Quote Request.
To create a Quote, click on the Add button. There are 5 sections within the Estimate Quote. All sections except Functions, have the ability to collapse and expand by clicking on the section headers. To collapse a section, click on the Expanded section header. To Collapse a section, click on the section header.
Quote Information Section - Displays the Estimate Quote information:
Estimate Number - Displays the Estimate Number and description. This field is read-only.
Estimate Component - Displays the Estimate Component Number and description. This field is read-only.
Quote - Displays the current Quote Number and description. To view a different Quote, enter the Quote Number, or click on the Quote hyper link to select from the Quote lookup.
Revision - Displays the current Revision Number. To view a different Quote Revision, select the Revision Number from the dropdown. The selected Revision will automatically display. Revisions are modifications to an Estimate/Component/Quote and it will overwrite the older revisions. Multiple revisions can be added manually added to a quote by clicking the New Revision button. Modifications to the Quote can only occur for the last Revision Number.
Job - Displays the Job Number associated with the Estimate. This field is read-only.
Component - Displays the Job Component Number associated with the Estimate. This field is read-only.
Qty - Enter the quantity required to calculate CPU (Cost Per Unit) for the designated Functions.
CPU - Displays the Cost Per Unit. This field is calculated via the Cost Per Unit as determined by all functions where the CPU check box is selected. If the function or employee has a Billing Rate specified, the value is added into the field with all other designated CPU functions and multiplied by the Qty value.
CPM - Displays the Cost Per Thousand. This field is calculated using the following formula:
Divide the Job Quantity by 1,000 - example: Qty of 100,373 / 1000 = 100.373
Add the Quote Amount (using the CPU indicator) with the Contingency Amount.
Divide the Amount by the result from #2, rounded to 2 decimal points - example: Quote/Contingency Amount of 19,072.96 / 100.373 = CPM 190.02
Comments Section - Enter / View Estimate Quote and Revision comments at the Estimate Quote level. Comments entered can be formatted using the tool bar options, including the ability to bold, align, insert hyperlinks, copy/paste. Specialized 'paste' options are available that allow the text to be cleaned prior to pasting, using Paste from Word, Paste from Word stripping the font and Paste Plain Text. Comment fields are limited to 32,000 characters.
Quote - Enter a comment for the Estimate Quote.
Revision - Enter a comment that relates to the revision for the Estimate Quote.
To insert Job Specification details into the Quote or Revision Comment, click the Insert Specifications icon, located to the right of the comment input box. On the Insert Specification popup, select the Specification sections and click Select. Multiple Categories can be selected. In order to use the Insert Specification option, a Job Spec must be associated with the Estimate Quote.
Specs - Displays the Job Specification version and revision information. A Job must be associated with the Estimate and have a Job Specification. If a quantity is included in the Job Specification, the Estimate Quote Qty will be updated automatically.
Version - To select a Job Specification Version, click on the Version hyper link and select from the Associate Spec with Estimate lookup.
Revision - Displays the Job Specification revision number.
Estimate Totals - Displays amounts and functions associated with the Estimate Quote. Use the Refresh button to update these amounts when Quote amounts are adjusted.
Job Budget - Displays the Job Budget amount. A Job must be associated with the Estimate Quote. This field is read-only.
Quote Amount - Displays the total amount of the functions added to the Estimate Quote. This field is read-only.
Contingency - Displays the total Contingency Amount of functions added to the Estimate Quote. This field is read-only.
Quote w/Contingency - Displays the total quote amount including Contingency.
Actual/P.O. - Displays the total amount of Vendor, Employee and Income Only items posted to the job Component, including the balance of open Purchase Orders linked to the Job Component.
The option to Bookmark an individual estimate quote is available by clicking on the Bookmark icon in the Action Button. If the Estimate is not associated with a Job Component, this option will be on the toolbar.
There are multiple ways to add functions to an Estimate Quote. Adding a single function, adding multiple functions manually or from a list of Functions, using the Function Template, Copy from Existing Quote, Create from Project Schedule or Create from Job History.
The fields that display on the Estimate Quote are dependent upon the Settings selected. For Documentation purposes, assume all fields available were selected.
To add a single function to the Estimate Quote, on the first blank row enter the following information:
Function Code (required) - Manually enter the Function Code or double click in the field to select from the selection list.
Function Description - Displays the Function Description. This is Read-Only.
Detail Comments - Enter a comment that further describes the function. The Detail Comments can be included on the Estimate print. The Detail Comments can be included on the Estimate print by selecting Function Comment in the Comment Options section of the Print Options.
Comments are entered in HTML format, using standard HTML tool bar for formatting, including the ability to copy/paste. The HTML formatting is used when printing Estimates.
Supplied By - Manually enter the Employee or Vendor Code that will perform the function or double click in the field to select from the selection list. Supplied by can only be selected for Employee Time or Vendor functions.
The Vendor Functions selection list has the option to limit the listing to vendors with that default function code and/or to show media vendors.
Employee Title - Displays the Employee's Title for the Supplied By.
To use the function rate associated by the Employee Title, without having to select an actual Supplied By, manually enter or double click in the field to select an Employee Title from the selection list. Employee Titles can only be entered/selected for Employee Time functions.
Supplied By Notes - Enter a comment that relates to the supplier.
Comments are entered in HTML format, using standard HTML tool bar for formatting, including the ability to copy/paste. The HTML formatting is used when printing Estimates.
Quantity/Hours - Enter the quantity or hours to be applied to the function.
Rate - Enter either the CPU (Cost Per Unit) or CPM (Cost Per Thousand) for the function. Rates can be entered with up to 4 decimal points. When printing the estimate, the rate will display with up to the 4 decimal points. If the rate is 2 or 3 decimal points, it will display on the print as 2 decimals or 3 decimals accordingly.
Vendor Pricing / Rate: If the Vendor have pre-set Vendor Pricing, double click in the Rate field for that function and select the pricing. Vendor Pricing is maintained in Advantage | Maintenance | Project Management | Vendor Pricing application.
Extended Amount - Displays the total amount for the function. This is calculated by Quantity/Hours multiplied by Rate. This field can be manually overridden.
Tax Code - Displays the default tax code from the billing rate hierarchy, Job level or Product level. It determines the Sales Tax Rate to be applied for functions that are taxable. To add a new tax code or change the default, manually enter the Tax Code or double click in the field to select from the selection list.
Tax Amount - Displays the tax amount for the function. This is calculated by the Extended Amount multiplied by the assigned Tax Code values.
Markup % - Displays the markup percentage from the Job level or Product level. This field can be overridden.
If the rate flag has a markup percentage, that percentage is used for levels that contain function.
If the rate flag has “skip”, it skips to the markup percent that is on the job.
When a job is opened, the markup percentage from the product defaults as the markup percentage on the job.
When an estimate is created, the markup percentage on the job, defaults as the markup percentage on the estimate. The markup percent can be overwritten on the estimate level, to differ from the job and product.
Markup Amount - Displays the total markup amount for the function. This is calculated by Extended Amount multiplied by the Markup %.
The Markup Amount can be manually entered. This will then calculate the Markup %. When the Estimate is refreshed, the Markup Amount will remain static.
Extended Amount w/Markup - Displays the total of the Extended Amount plus the Markup Amount.
Function Total - Displays the total amount for the function. This is calculated by adding the Extended Amount, Tax Amount and Markup Amount.
Gross Income - Displays the gross amount of income for the function based on Function Type.
Employee Functions - calculated by the Function Total minus Tax Amount
Income Only Functions - calculated by the Function Total minus Tax Amount
Vendor Functions - is the Markup Amount
Contingency % - Displays the contingency percentage from the Product level for the function. This field can be overridden.
Contingency Amount - Displays the total contingency amount for the function. This is calculated by the Function Total multiplied by the Contingency %.
Total w/Contingency - Displays the total amount including contingency.
CPU (Cost Per Unit) - Select this check box to indicate the CPU value is to be used for the function. This is used to calculate the total Cost Per Unit displayed at the Estimate Quote level. By default, all functions will have the CPU entered as checked.
When done, click the blue Add (New) icon at the end of the row. To not add the new row, click the red Cancel/Close icon at the end of the row.
The Functions button at the Estimate Grid level toolbar offers various options to add new functions to the Estimate:
Manually or from list of Functions - This option displays all available Functions within additional functionality prior to adding the functions to the Quote:
Select Functions - Check the checkbox to the left of the Row Qty to add the function to the quote.
To assist in the Search, click on the Type, Function, Description or Heading column to sort the functions.
Row Qty - Enter the number of times that the function should be entered into the quote.
Supplied By - Manually enter or click on the binoculars to select an Employee or Vendor.
Qty/Hrs - Enter the quantity / hours for the function.
When completed, click the Add Functions button in the top right corner.
From Function Templates - This option allows multiple functions to be added to the quote using an Estimate Templates. Estimate Templates are maintained in Maintenance | Project Management | Estimate Templates.
On the Template Options popup, use the drop down to select a template.
To select ALL functions listed for the template, click the check box in the column heading or select individual functions.
To search for a specific function, enter the Type, Function or Description in the input boxes. The functions will then be displayed that matches your search criteria. To sort by Type, Preset, Function and/or Description, click on the column header to search ascending and a second time for descending order.
To assign the selected functions to the Estimate Quote, click on the Add Functions button located in the top right-hand corner.
If the functions are selected from an Estimate Template that includes a Default Estimate Comment, that comment will be inserted into the Estimate Comment. If multiple quotes or functions are added using multiple Estimate Templates, it will add (concatenate) the default comment to the existing comment. It will not overwrite the Estimate Comment.
From an existing quote - To copy functions from an existing quote, click the From an existing quote button.
On the Copy From Quote popup, select the Estimate, Component and Quote to copy from and click Refresh to display all Functions associated with that Quote.
To recalculate the functions' amount using current billing rates, check the Recalculate? button.
Select the functions to be copied by clicking the check box for each Function. When completed, click the Add button on the toolbar. The selected functions will now be included in the Estimate Quote, including Detail Comments, Supplied By, Quantity/Hours and Amounts.
Click Include Quote Comments to copy the quote comments from a different estimate, component and quote.
Create from Schedule - To create the quote using the Project Schedule tasks, click the Create from Schedule button. The Task listing also includes the Task's Order or Sequence Number that can be used when sorting the functions in the Estimate Quote. Project Schedule Tasks that are not associated with an Estimate Function will not be included in the Create Quote from Schedule.
Include employees assigned to tasks? - To include individual functions per employee, check the Include employee assigned to tasks? checkbox. To group by function code and consolidate the associated hours, clear the Include employee assigned to tasks? checkbox.
Include Task Comments - Select this option to include the Task Comments along with the Task. The Task Comment will be displayed in the Details Comments field.
Hours - Select the type of hours to include: Default Hours or Disbursed Hours.
Default Hours - Defaults hours for the task multiplied by the number of employees assigned to the task.
Disbursed Hours - Summation of disbursed (allocated) hours for the task.
Select Functions - Select the functions to be added to the Estimate by selecting the check box for each function or by selecting the check box in the header section and click the Add Functions button located at the bottom of the Create Quote From Schedule popup.
Project Schedule Tasks that are not associated with an Estimate Function can be added to the Estimate using the Employee's Default Function (from Advantage | Maintenance | Accounting | Employee or Employee Update). If the Employee does not have a Default Function associated, then the task will not be included in the Create Quote from Schedule. A message will display indicating the Employee and Task not added to the Estimate.
Create from Job History - To create a quote using previous jobs' history, click the Create from Job History button. This provides information on what jobs have actually cost to produce in order to create a more accurate estimate. The ability to add functions of the selected job to the existing quote is available with the option to break out non-billable items from the actual total amount for a more detailed comparison. This feature removes non-billable items from the actual totals and adjusts the Variance accordingly.
Job Type - Select the Job Type and click Refresh. Select the jobs to be used and click Get Job History.
Job Cutoff Date - Use the Calendar widgets to add a Start and End date to search for Jobs/Components.
Closed/Archived Only - Select the Closed/Archived Only checkbox to include jobs that have been closed and/or archived in the search results.
Click the Refresh button to display Job/Components that meet the search criteria.
Select the Jobs/Components and click the Get Job History.
Review Job History - The Summary tab displays function averages for the selected jobs. The Filter tab displays the jobs that were selected and offers the ability to break out Non-Billable functions. Select the functions to be copied to the Estimate Quote and click Add Functions.
Export To Excel - To export the Job History to Excel, from the Summary tab click the Export to Excel button.
After functions have been added, the following options are available / displayed:
Phase - Displays the phase for the function. Phases may only be entered or cleared using the tool bar Set Phase / Clear Phase options.
Flag - Functions can be designated as Non-Billable or as Fee Time.
Fee Time - If the function is designated as Fee Time, a yellow flag will display, with a hover tooltip of This function is fee time.
Fee Time - If the function is designated as Fee Time, a yellow flag will display, with a hover tooltip of This function is fee time.
Non-Billable - If the function is designated as Non-Billable, a red flag will display, with a hover tooltip of This function is non billable.
Function Comments popup - To enter the Detail Comments and Supplied By Notes using a popup method, click on Comment icon. This method includes a Spell Check. Comments are entered in HTML format, using standard HTML tool bar for formatting, including the ability to copy/paste. The HTML formatting is used when printing Estimates.
Insert Specs - Select the Insert Specs button to include Job Specification details in the Function Comment. Select the Categories from the left side of the Import Spec popup. The corresponding information from the Job Specification will display. Multiple Categories may be selected. When all Categories are selected, click the Select button. The selected Job Specification information will be added to the Detail Comments for that function. Information added can be printed on the Estimate Report when selected to Include Quote Comment. In order to use the Insert Specs option, a Job Spec must be associated with the Estimate Quote. A message will be received if there are no Job Specs associated with the quote.
Copy Function - Each function can be copied into the quote by clicking the Copy icon at the end of each function row. It will automatically create another row with the same information. Right clicking on the function can also be used to copy the function.
Delete Function - A single function can be deleted by using the Delete icon at the end of each function row. A message will generate to verify that the function should be deleted. Right clicking on the function can also be used to delete the function.
Any changes made to the Estimate Quote, will be automatically saved and the Total for Quote will be recalculated. The amounts in the Estimate Totals section are not automatically recalculated - use the Refresh button to update these amounts.
Each Function row has the option to Copy and Delete by Right clicking on the row. Able to select a single line item or multiple line items. This option is disabled when the Estimate Quote is Internally or Client approved.
Highlight the Function row(s) to Copy/Delete, use Ctrl + select to select non-concurrent multiple lines, and Right Click.
Select Copy Item or Delete Item.
Copy Item - Automatically creates new Function row(s)..
Delete Item - A validation message displays verifying that the selected row(s) are to be deleted. Click Yes to delete or click No to disregard.
There are many options to modify the functions for the Estimate Quote using the Estimate Quote tool bar (located below the Estimate Totals section). Select the individual functions or select ALL functions (by clicking the check box in the column heading) and selecting the applicable Tool Bar button.
The Functions button offers a variety of ways to add Functions as noted above in the Add Functions to the Estimate Quote section.
There are additional options available within the Function button / Other Function Actions:
Delete selected Functions - To delete functions from the Estimate Quote, select the Functions by checking the check box in the Function row and click the Functions button | Delete selected Functions. Multiple Functions can be selected to be deleted. A message will display verifying that the row(s) are to be deleted.
Update from Campaign - To update function rates based on the Master Job for the Campaign, click the Campaign button. This updates matching functions with the approved rates from the Campaign's 'master job'. A message will display stating All matching functions were updated.
If there is not a Campaign / Master Job available for the Estimate - a message will display stating There is no matching campaign. The rates will not be updated.
Update Quote - Use the Update options to revise the estimate quote using functions from related (approved) estimate component quotes for the Job. From the estimate quote, click the Functions button then either select Add or Subtract. A message displays verifying that the quote will be updated based on related components. To preserve the original quote, create a 'Revision' prior to updating.
Subtract - Any functions not present on the Estimate Quote will be added to the Estimate Quote as a 'Negative' value ($0.00), using functions from ALL components and is not incremental. If there are multiple of the same function are being 'updated', the rate will be recalculated (add together the Extended Amounts then divide by the combined Qty/Hrs).
Subtracting does not remove the functions from the Estimate Quote; it will set the Rate and Quantity to zero.
If the Subtract option is used, it is recommended to use the option to require a revision when modifying quotes (set up in Agency Maintenance). This will keep a copy of the original estimate.
Add - Any functions not present on the Estimate Quote will be added to the Estimate Quote using the functions from ALL components and is not incremental. If there are multiple of the same function are being 'updated', the rate will be recalculated (add together the Extended Amounts then divide by the combined Qty/Hrs).
The Phase button offers the ability to create a Phase for a function and Clear a Phase from a function.
Set phase for selected rows - To group functions together by Phases, select each function by clicking in the check box and click the Phase button and then Set phase for selected rows. On the Phase popup, choose Select Existing Phase and select phase from the drop down. To create a new phase, select Add New Phase and enter the phase description. When completed, click Set Phase button.
Clear phase for selected rows - To remove the phase from a function, select each Function by clicking in the check box and click the Phase button and then Clear phase for selected rows. A message will display verifying that the phases are to be cleared.
The Blended Rate allows for all Time Only functions entered to have the same billing rate, regardless of the Employee for the job. The rate amount for individual functions can be manually overridden. This only controls the rate for the functions, not any of the flags associated with the function. This option only displays for products that are set to 'Use Estimate Billing Rate' setup in Advantage | Maintenance | Client | Products - Production tab.
When copying at the Estimate Quote level, the option to Recalculate? is not available, it will copy the using the current billing rate (located in Advantage | Maintenance | Billing | Rate/Flag Entry).
To view a specific phase, use the Filter Phase By drop down and select the phase. Only functions associated with that phase will display.
To sort the functions, click on the Sort drop down and selection a sort option of Function Code, Consolidation Code, Function Type, Function Heading or Sequence Order. The default sort is by Function Code. Subtotals will display when sorting by Consolidation Code, Function Type or by Function Heading.
The last sort option selected will automatically be saved.
The ability to create a Purchase Order directly from an Approved Estimate Quote is available. Highlight/select the rows that include a Supplied By Vendor and click the Create Purchase Order button. A separate tab will open for the new Purchase Order, marked as 'incomplete' with a Purchase Order description of 'New Purchase Order' and the selected Vendor functions from the Estimate will be pre-filled. Process the Purchase Order as normal.
A message will displayed verifying that a Purchase Order should be created: Are you sure you want to create a PO from the selected estimate lines? Click OK to create the Purchase Order or use the Cancel button to disregard.
Rules that apply to creating a Purchase Order from Estimate:
The Estimate Quote must be approved.
The Estimate Function must have a Supplied By type of Vendor.
Each selected row must have the same Supplied By Vendor.
Purchase Order security applies.
There are many options available for the Estimate Quote using the Estimate Quote Level tool bar (located above the Quote Information section). The toolbar will 'float' to always be visible when scrolling.
New Quote - To add a New Quote to the Estimate, click the New Quote button.
New Revision - To add a New Revision to the Quote, click the New Revision button. A new Revision would be needed if there is an existing Estimate/Quote approval for the estimate.
Delete Revision - To delete a revision, click the Delete Revision button. A revision cannot be deleted if there is a Client or Internal Approval for the revision.
Settings -To select the fields that will display on the Estimate Quote, click the Settings button.
Alerts - To view all alerts and assignments for the Estimate Quote, click the Alerts button. Standard Alert options are available, add New Alert, add New Assignment, Group/Filter, Show, Include Completed, All Comments, Export and Bookmark. All Alerts and Alert Assignments associated with the Job will be displayed. Use the Group/Filter button to view specific Alerts / Alert Assignments based on level they were added. Click the Collapse Group section header to close that particular section. Click the Expand Group to view all within that section.
Print/Send -To print the Estimate, click the Print/Send button.
Client Approval - To mark the Quote as Client Approved, click the Client Approval button and complete the information on the Client Approval popup. Single click in the Approval Date field to insert the current system date.
Once the Quote is Client Approved, a link will display in the Quote Information section as CLIENT APPROVED. Clicking on this link will display the Client Approval popup.
Unapprove Client - Once the Quote has been marked as Client Approved, the Client Approval button will change to an Unapprove Client button. To remove the Client Approval, click on the Unapprove Client button. A message will display verifying that the Client Approval is to be deleted. Click OK to delete the Client Approval or click Cancel to not delete the approval.
Internal Approval - To mark the Quote as Approve Internally, click the Internal Approval button and complete the information on the Internal Approval popup. Single click in the Approval date field to insert the current system date.
Once the Quote is Internally Approved, a link will display in the Quote Information section as INTERNALLY APPROVED. Clicking on this link will display the Internal Approval popup.
Unapprove Internal - Once the Quote has been marked as Internally Approved, the Internal Approval button will change to an Unapprove Internal button. To remove the Internal Approval, click on the Unapprove Internal button. A message will display verifying that the Internal Approval is to be deleted. Click OK to delete the Internal Approval or click Cancel to not delete the approval.
Automated Assignments are available for Client and Internal Approval / Unapproval. Automated Assignments are used to create a 'behind the scene' workflow for specific actions that will update the Alert Assignment's state and send updated Alert Assignment based on a predefined action within Webvantage. Click here for further information on Automated Assignments.
Once the Estimate / Quote has been internally approved and/or client approved, and the Agency setup includes - Require new revision when editing estimate? is selected to true:
The functions within the quote are no longer available for modification. If changes are to be made, on the highest revision, select the New Revision option on the Main toolbar.
The Estimate Quote toolbar will also be unavailable for use.
- In order to approve
an Estimate Quote, the Estimate must be associated with a Job.
- Only 1 Quote per Estimate may be approved and can only be the highest
Revision for the Quote.
- Client and Internal Approval can only be applied to the same Quote.
- If the quote has a Client Approval, Internal Approval or both, if a change
has been made to the quote, upon Save, a message will display verifying
that the quote is to be modified.
- Security - Quote Approval security uses Security | Group and/or User
| Module Access | Advantage | Project Management | Quote Approval. This is for approving quotes in the Estimate
Quote screen:
- If 'Is Blocked' is checked, user is unable to
approve a quote. Both the Client Approval and Internal Approval buttons
will be disabled in the Estimate Toolbar.
- If 'Is Blocked' is unchecked, the user is able
to approve a quote. Both the Client Approval and Internal Approval buttons
will be enabled in the Estimate Toolbar.
Refresh - Click Refresh to refresh information for the Estimate Quote.
Bookmark - The option to Bookmark an individual estimate quote is available by clicking on the Bookmark icon in the Action Button. If the Estimate is not associated with a Job Component, this option will be on the toolbar.
Down Arrow - Webvantage Link - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Alerts/Assignments, and outside systems.
Summary View - The ability to view a consolidated view of the functions' quantity / amounts for the Estimate Quote is available. To consolidate the view by Function, Function Type, Function Heading or Consolidation Code, click the applicable view button. To un-consolidate the view, click on the view button again. Only the function's quantity/hours and amounts are displayed.
There are many options available for generating the Estimate Print.
There are multiple options available to print and send the Estimate report by using the Action Button, the Unity Menu (right clicking on the application - does not include the All Components option) or from the Print Estimate Options popup. When viewing a Quote or an Estimate without a Job/Component, the Print/Send option is available from the toolbar.
There are multiple options available for printing or sending the Estimate report:
Print - Creates the report by using the established default settings by user / saved options from the Print Options. Once selected, the report will be downloaded.
New/Send Alert - Displays the Send alert popup for completion. The alert will include the attachment.
New/Send Assignment - Displays the Send Assignment popup for completion. The Assignment will include the attachment.
New/Send Email - Displays the Send email popup for completion. The email will include the attachment (based on agency settings).
Print Options - Displays the Print/Send options where various formats, location, print options can be selected and saved. User can print the report or opt to send an alert or email.
All Components - Select this option to select all Estimate Components to print. This option is only available when printing from the Estimate Header using the Action Button or from the Print/Send option on the toolbar (for Estimates without Job/Component associated).
Save - To save the options selected, click the Save button. The next time the Print is accessed, the selected print options will be the same.
The Estimate print will
include a signature and will be dated based on the type of date selected on the Print Estimate
Toolbar.
The Employee Signature on the actual print will be from the user logged
into Webvantage and generated the Estimate print.
The Estimate to Print section displays the Client, Division, Product, Estimate Number and the Estimate Component Number that is being printed. It also displays the Job Number and Job Component Number if applicable.
To select the Quotes to be printed, check the check box next to the applicable Quotes. Un-select a Quote to not include that Quote in the print. If the Print was accessed from the Estimate level, all components and quotes are pre-selected to be printed. If the Print was accessed from the Quote, only that Quote is pre-selected to be printed.
The Estimate will be printed displaying an Estimate key number in the top right corner. It is defined as 'Estimate Number' - 'Component Number' - 'Quote Number'.
There are two types of Estimates that can be printed: Standard and Custom
Standard uses report formats 001 - 007
Has various options available for printing a Standard Estimate.
Custom uses report formats starting with 008 and above.
Some Custom Reports have limited options available when printing a Custom Estimate, while others have all print options available noted in Standard.
Use Location Print Options
Use Location Print Options - Check this option to select a Location using the dropdown. When this option is unchecked, the Location dropdown is disabled and automatically resets to None.
Location - Select the Location ID from the drop down to include in the header of the report. To not print any location information select None from the drop down.
Custom Estimate - Custom Estimate Templates can be created in Advantage | Project Management | Reports - Estimate Printing. If Custom Estimate Templates have been created, they will be listed in the dropdown. Click here to view the Advantage Estimate Printing User's Guide.
File Format - Select the output format from the drop down to be used when generating a Standard Estimate print. Options are PDF or RTF.
Show as Draft until Approved - Select this option to display a 'Draft' watermark on the printed estimate until it is client or internally approved. This option defaults to unchecked.
Report Title - Enter a report title for the Estimate print. If no report title is entered, the report will be default to the title Estimate.
Address Block Type- Select the address to be printed on the Estimate. The options are Client, Division, Product and Job Contact. The default is Client Address. The Name(s) displayed on the Estimate print is controlled by this selection. If Client, Division or Product selected has an 'Attention' name setup in Maintenance, the Attention To name will display.
Print Client Name - Select this option to include the Client's name on the Estimate print. The Estimate Print address is controlled by the selection in the 'Address Options' in the Output Format. If Client selected has an 'Attention' name setup in Maintenance, the Attention To name will display.
Print Division Name - Select this option to include the Client's Division name on the Estimate print. The Estimate Print address is controlled by the selection in the 'Address Options' in the Output Format. If Division selected has an 'Attention' name setup in Maintenance, the Attention To name will display.
Print Product Name - Select this option to include the Client's Product name on the Estimate print. The Estimate Print address is controlled by the selection in the 'Address Options' in the Output Format. If Product selected has an 'Attention' name setup in Maintenance, the Attention To name will display.
Show Codes - Select this option to include the Client, Division and Product code.
Print Contact After Address - Select this option to include the Client Contact under the address.
Contact Type - Select which Contact to include: Attention Line, Estimate/Job or none.
Client Reference: Select this option to print the Client Reference number. The Estimate must be associated to a Job and include a Client Reference number.
Account Executive - Select this option to print the Account Executive name. The Estimate must be associated with a Job. This field will not be displayed when the Report Format Options 'Summary Level' is set to Job.
Sales Class - Select this option to print the Sales Class associated with the Estimate.
Job Due Date - Select this option to include the Job's Due Date on the report. This field will not be displayed when the Report Format Options 'Summary Level' is set to Job.
Ad Number - Select this option to include the Ad Number associated with the Job. This field will not be displayed when the Report Format Options 'Summary Level' is set to Job.
Report Formats 001 and 002 only.
Estimate Quantity - Select this option to print the quantity required to calculate CPU (Cost Per Unit) for the designated Functions.
Hide
Revision Info - Select this option to not display Revision
information. This option is not available when 'Summary Level: Job'
option is selected in the Report Format Options section.
The Revision
Comments will still be included on the print if selected in the Comment
Options section.
Include Cost Per Unit - Select this option to display the Cost Per Unit for the designated Functions.
Report Format 002 will display below the Total Estimate for each quote column.
Include Cost Per Thousand - Select this option to display the Cost Per Thousand for the designated Functions.
Report Format 002 will display below the Total Estimate for each quote column.
Comments that were entered using the HTML formation will be generated with the HTML formatting.
Estimate Comment - Select this option to print the Estimate comment from the Estimate header level.
Estimate Component Comment - Select this option to print the Estimate Component comment from the Estimate header level.
Quote Comment - Select this option to print the Quote comment.
Revision Comment - Select this option to print the Revision comment from the Quote.
Function
Comment - Select this option to print the Function level comment
from the Quote.
If two
or more of the same functions are included on an estimate quote, with
the option to group together, the comments for all will be included.
Supplied By Notes - Select this option to print the Function level Supplied By Notes comment from the Quote.
Hide Job Number and Description - Select this option to not display the Estimate description and the Job Numbers / Description on the report. This option is not available when the Summary Level selected is Job in the Detail, Sorting & Grouping | Report Format Options section.
Hide Component Number and Description - Select this option to not display the Estimate Component description and the Job Component Numbers / Description on the report. This option is not available when the Summary Level selected is Job in the Detail, Sorting & Grouping | Report Format Options section.
Format Types - Select the Report Format to be printed. The Print Options available will vary depending on the Report Format selected. Report format noted below will print the Estimate, Component, Quote, Revision, Function Detail and Supplied By Comments using the format options selected during entry/revision.
001 - One Quote per Page - This report format is the default standard template which includes all detailed information of an individual estimate. Includes HTML Comment formatting.
002 - Side by Side Quote - This report format offers the ability to compare two or more quotes for one estimate. This report format limits to four quotes total for comparison. The latest version of each quote is used. The client may approve a specific quote on this report by signing on the Approved By line and entering the quote number on the Approved Quote # line. Includes HTML Comment formatting.
003 - Revision Comparison - This format offers the ability to compare your first original estimate with your last revised estimate. In addition, it displays the Final or Actual Cost of the item. Includes HTML Comment formatting.
004 - Revision Comparison w/Variance - In addition to the information provided in Report Format 003 - Revision Comparison, this format offers a variance column which displays the difference between the revised estimate amount and the Original Estimate Amount. This also includes the Final/Actual Cost for each function. If the Original Estimate Amount was larger than the Revised Amount, the variance will display as a negative amount. Includes HTML Comment formatting.
005 - Revision Comparison w/Var, No Actual - This format offers a variance column which gives the difference between the Revised Estimate Amount and the Original Estimate Amount. If the Original Estimate Amount was greater than the Revised Amount, the variance will display as a negative amount. This format does not include the Final/Actual Cost. Includes HTML Comment formatting.
006 - Revision Comparison, No Actual - This format offers the ability to compare the Original Estimate with the last Revised Estimate. This format does not include the Final/Actual Cost. Includes HTML Comment formatting.
007 - Revision Comparison, Prev/Last Revisions - This format offers the ability to compare the last 2 Revisions for the Estimate. Includes HTML Comment formatting.
Include Quantity/Hours- Select this option to include quantities and/or hours on the Estimate print.
Display Quantity/Hours as Quantity - Select this option to display the column heading label as Quantity. This is only available for Report Format Type 001.
Display Quantity/Hours as Hours - Select this option to display the column heading label as Hours. This is only available for Report Format Type 001.
Include Quantity/Hours Total - Select this option to include the totals for quantities and/or hours on the Estimate print. This is only available for Report Format Type 001.
Include Rate - Select this option to include function rate on the Estimate print.
This
option is only available when the Function Option 'Print Option'
is set to None and the
Report Format Options 'Summary
Level' is set to None option is unselected.
The Rate is automatically included when the Function Option 'Print
Option' is set to Rate.
Include Rate w/Markup - Select this option to include the function rate with markup on the printed estimate. This is only available for Report Formate Type 001.
Include Non Billable Actuals - Select this option to include Non Billable Actuals
This option does not control whether the non-billable functions are included on the Estimate Print. If there is a non-billable function for the Estimate, it will be included on the Estimate print even if this option is not selected.
Include Contingency - Select this option to print and include the calculated Contingency for each designated function in the Function Total Amount.
Summary Level - Select to have all selected components for the Job included in one report.
Option - Select how to group the Functions:
None - Select this option to print each Function detail information.
Function Type - Select this option to print and group all functions by Function Type.
Function Heading - Select this option to print and group all functions by Function Heading.
Function Heading Total Only - This option is only available with Report Format 001 - One Quote per Page.
Inside/Outside - Select this option to print and group all functions by Inside/Outside function types.
Inside function types are Employee and Income Only functions.
Outside functions
are Vendor functions.
Client
Out of Pocket (Client OOP) functions are listed separately.
Inside Desc - Enter a short description in this field when using the Inside/Outside Group By option to create a customized label for Inside functions.
Outside Desc - Enter a short description in this field when using the Inside/Outside Group By option to create a customized label for Outside functions.
Phase - Select this option to print and group all functions by Phase.
Sort Option - Select the Function sort order:
Function Code - Select this option to sort all detail items by Function Code.
Function Order - Select this option to sort all detail items by Function Order.
Print Option
Function Code - Select this option to see function amounts totaled by Function Code.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is not selected (unchecked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, the Functions will be consolidated.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is selected (checked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, the Functions will not be consolidated and each will display on a different line.
Consolidation Code - Select this option to see function amounts totaled by Consolidation Code.
Total Only - Select this option to see one amount of all functions totaled.
Rate - Select this option to print each Function and rate on a separate line. If the Functions have the same code and rate, they will be consolidated into one line.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is not selected (unchecked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, the Functions will be consolidated into one line as long as the rate is the same. If there are different rates, each rate will display on its own line, but will display the same consolidation code.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is selected (checked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, the Functions will not be consolidated and will display by their function.
None - Select this option to print all Functions and their rates, regardless of Function Code or rate.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is not selected (unchecked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, each line will print with the consolidation code.
If: the Consolidate Functions is selected (checked) in Product Maintenance and the Override product consolidation setting is selected (checked) Then: if the functions have a consolidation code assigned in the Function Maintenance application, the Functions will not be consolidated and will display by their function.
Show Zero Function Amounts - Select this option to not include any Functions where the amount is equal to zero.
Exclude Employee Time Functions - Check this box to not include Employee Time Functions on the Estimate print.
Exclude Vendor Functions - Check this box to not include Vendor Functions on the Estimate print.
Exclude Income Only Functions - Check this box to not include Income Only Functions on the Estimate print.
Exclude Non Billable Functions - Check this option to not include non billable functions on the Estimate print.
Override product consolidation setting - Select this option to override the product consolidation setting from Product Maintenance.
Show Tax Separately - Select this option to print the tax total for each line item on the Estimate print for each taxable function.
Indicate Taxable Functions - Select this option to display an * (asterisk) next to each function total where tax is applied.
Show Commission Separately - Select this option to print the markup total for each line item on the Estimate print for each commission-able function.
Indicate Commission Functions - Select this option to display a ^ (caret) next to each function total where markup is applied.
Show Contingency Separately - Select this option to display contingency amounts separately. This option is only available when the 'Include Contingency' is selected.
Subtotals Only - Select this option to display only the subtotals on the Estimate print.
Signature Format - The Estimate print can optionally include a signature and a date. Select the Signature Format to be included on the Report. Select the optional exclusions. The Employee Signature on the printed estimate will be from the user logged into Advantage or Webvantage who generated the Estimate. The Employee Signature is maintained in Advantage | Maintenance | General | Employee | Signature tab.
None
001 - Standard Signature - Includes an Agency Signature line and a Client Signature line.
002 - Agency, 2 Client Signatures - Includes an Agency signature line and two Client Signature lines.
003 - Agency Name, Client Authorization - Includes the Agency Name with the Employee Signature line and a Client Signature line.
004 - Agency, 5 Client Signatures - Includes an Agency Signature line and five Client Signature lines.
005 - Standard Signature with Client PO Line - Includes a line to manually (after printing) enter the Purchase Order below the standard signature.
006 - BWD Custom Signature Line - Only available for formats 307 and 308.
007 - Agency and Client Signature - Includes stacked Agency and Client Signature blocks which include the word 'signature' in the printed text.
008 - Manager, AE and Client Signature - Includes stacked Production Manager and Account Executive signature lines along with a Client Signature line. This option is only available for Report Format 001.
009 - Agency, Printed Name and Title - Includes stacked Agency and Client Signature blocks that includes Employee's Title.
Exclude Employee Signatures - Select this option to not include the employee's signature.
Exclude Date From Signature – Select this option to print the estimate with a Signature and a blank date.
Once all options have been selected, click on the Print button to generate the report.
The Print Options available will vary depending on the Custom Report Format selected. Options listed are defined above in the Standard Tab section.
Report Format - Select the Custom Report Format to be printed. The Print Options available will vary depending on the Report Format selected.
008 - Campaign Estimate totals by Estimate Component - This format offers a listing of all estimates based on the Campaign Code for the selected job by Estimate Component.
009 - Campaign Estimate by Function Heading - This format offers a listing of all estimates based on the Campaign Code for the selected job by Function Headings.
300 - SSX - Campaign Estimate - This custom report format offers the ability to print multiple Estimate information based on the Campaign Code for the selected Job. This will include Estimates for jobs that have been Closed or Archived.
301 - SSX - Estimate - This custom report format is the standard template which includes custom information for an individual estimate. Includes HTML Comment formatting.
Consolidation Codes and Key Code for report formats 300 - SSX - Campaign Estimate and 301 - SSX - Estimate:
The Consolidation Codes, in lieu of the function codes, will be included in the report.
There is a code on the top right corner for each estimate - it is defined as follows:
E - Estimate Number
C - Estimate Component Number
Q - Estimate Quote Number
R - Estimate Revision Number
J - Job Number, Component Number
302 - Quarry - Campaign Estimate - This custom format offers the ability to print multiple Estimate information based on the Campaign Code for the selected Job. This Report version totals the estimates without including any taxes.
303 - All Components, Subtotal Components - This format offers calculations of totals per component and all for components.
304 - Original/Final Comparison w/Var, No Actual - This format offers the original amounts, final amounts including variable amounts.
305 - Original/Final Comparison, No Actual - This format offers the original and final amounts, without variable amounts.
306 - Infinity Estimate - Custom format
307 - BWD Estimate Form - Custom format
308 - BWD Client Estimate Form - Custom format
309 - TPN Custom Estimate Form - Custom format
310 - TPN Campaign Estimate Form 2 - Custom format
311 - TAP Campaign Estimate - Custom format
312 - TAP Campaign Estimate (Job) - Custom format
313 - Revision Comparison w/Var, Prev/Last Revisions - This format offers the ability to compare the last 2 Revisions for the Estimate including variance.
314 - Side by Side Quote with Function Comments - Custom format
315 - GYKA Estimate - Custom format
Address Type- Select the address to be printed on the Estimate. The options are Client, Division, Product and Client Contact. The default is Client Address. The Name(s) displayed on the Estimate print is controlled by this selection. If Client, Division or Product selected has an 'Attention' name setup in Maintenance, the Attention To name will display.
This is used for Custom Report Formats 008 and 009.
Once all options have been selected, click on the Print button to generate the report.
The following actions are available from both the Standard and Custom tabs:
Print - Click to generate the Estimate Print.
Alert (Alert icon) - Select the Recipients using the Select Recipients button or by selecting the Notify Alert Group option. Select the Category and Priority and enter a Due Date and Time Due, if applicable. Modify the subject and/or enter a message. Additional documents may be attached by using the Attachment/Link option.
The Assigned Employee Alert Group consists of the following employees that are related to the Job/Component: Account Executive, all Employees listed as a member of Project Schedule team (in the Assignment section of the Project Schedule) and all Employees assigned to a task within the Project Schedule.
Assignment (Assignment icon) - Recipients are selected based on a user-defined workflow and the state of the assignment. Select CC Recipients, Category, Priority, Due Date/Time, Subject and Description.
Click here to view detailed information regarding Alerts and Assignments.
Email (Email icon) - Select Email Recipients by using the To, Cc, Bcc link to access the Recipients selection or by manually entering the email address. If multiple recipients, separated each email address by a comma. Select the Priority, modify the subject and enter a message/description. Additional documents may be attached by using the Attachment/Link option. When finished, click the Send new alert or email button.
When completed, to send the Email, Alert or Alert Assignment, click the Send button. To reset the New Alert entry, click the Clear To exit without sending the Email, Alert or Alert Assignment, click the Cancel button.
Save - Click to save the Estimate Print settings.
The following actions are available and apply only from the Standards tab:
Save To - When saving the Estimate Print settings, select to save at the Product level, User level or Agency level. This will become the default Estimate Format's print settings. Settings are saved by user.
Product level - Formats are created and easily assigned to products as default format in Estimate Printing.
User level - Formats are created and easily assigned to the user as default format in Estimate Printing.
Agency level - Use for each client or product so that printing of the desired format becomes automatic. Agency Default means that the format designed in Estimate Printing and save as Agency Default will be the format printed
Use Format - This option has two purposes 1) display the default estimate format and 2) modify the estimate print settings for each of the levels. The changes may be saved to the existing Client, Product, User, Agency or as a One-Time print. To display or modify the specific estimate formats at each level, select any of the following Use Formats:
Client
Product (uses the Production Estimate Format selected for the product in Advantage | Maintenance | Client - Product)
User
Agency
One-Time
Date - Displays the current system date. Use the Calendar widget to change the estimate date with the date selected for the estimate print.
Change Date - To change the date on the estimate print, use the Calendar widget to select the new date and then click the Change Date button. The Estimate to Print section will update the Estimate Date to be used while printing (beneath the Job Component in the Header section).
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