Creating Cost Sheet from Project File

The System allows you to create a cost sheet directly from the project file screen to accurately estimate the cost of executing the project based on the bid linked to the project or a quotation linked to the project.

Before you start, make sure of the following:

• This screen requires the Add Cost Sheets permission.
• Enable the Construction application by navigating to Settings from the main menu, then selecting Apps Manager.

Steps

• From the main menu, click Construction.
• Select Projects.
• Search for the required project.
• Click the Actions icon next to the required project, then select View.
• Click Add, then select Cost Sheet from the list.

Cost Sheet Information

• The Cost Sheet No. is generated automatically. If you manually delete it, it will be automatically generated again when you save.
• The Link Cost Sheet to and Client fields are prefilled with the project name and its client and are read-only.
• The Budget field is prefilled with the actual value of the project budget and is read-only.
  • Note: This differs from the behavior of a cost sheet created from within a bid, where the Budget field appears empty.
• Select a Construction Quotation (optional) from the quotations created within this project only and not already linked to another cost sheet.
• Enter the Duration or Start Date and End Date (optional); either is automatically calculated based on the other values.
• Select Tax 1 and Tax 2 (optional), or select Specify per Work Item.
• Enter the Description and Attachments (optional).

If you select a quotation, the Duration, dates, and taxes are automatically populated from its data, if available.

Bill of Quantities

The Bill of Quantities is automatically populated according to the following priority: from the Quotation if the cost sheet is linked to one; otherwise, from the Bid linked to the project, if available. If the project is linked to both a bid and a quotation, the quotation takes priority.

The table consists of a Main Tender, Sub-Tender (up to 3 levels), Work Item, and the materials and services included within it.

• For the main/sub-tender, enter its title only. The title must be unique among items at the same level and under the same parent.
• For the work item, select it from the inventory, then enter the Quantity and Unit.
  • Unit Cost and Cost are calculated automatically when importing a work item by clicking the Work Item field.
  • You can import work items from the work item list. Select Import Work Items to open a panel with two tabs: Work Item Templates or Other Cost Sheets. Select one or more work items and click Import. Each work item is always imported with a quantity of 1.
  • Also enter the Profit %, Total Profit, or Sale Rate. Filling in any two of these fields automatically calculates the third.
• For materials, select the material, then enter the Quantity, Unit, and Consumption/Unit. Unit Cost is populated by default from the average cost or purchase price and can be edited, while Cost is calculated automatically.

To add a main tender, click Add below the table. To add a sub-tender or work item under a specific line, click the + icon next to it. You can add up to 3 sub-tender levels, and work items can only be added under the last level.

You can drag any item and drop it under a different parent, as long as it remains at the same level.

Select multiple lines to perform bulk actions such as Delete, Expand Group, and Collapse Group.

After completing the required information, click Save to save the cost sheet, or Cancel to return to the project view screen.

How the System Works

• If the current account plan does not support adding more cost sheets, creating a new record is blocked, and a message appears with Upgrade Now and Cancel buttons.
• A work item must always be the last element in the tree. If you add a work item under a specific item, you cannot subsequently add a new sub-tender beside it at the same location because a work item cannot have any other element beneath it.
• When a main tender is deleted, all its sub-tenders, work items, and materials are deleted with it. When a sub-tender is deleted, only its related work items and materials are deleted. When a work item is deleted, only its related materials are deleted. When a material is deleted, only that line is deleted without affecting any other lines.
• If the branch application is enabled, the cost sheet is saved under the branch from which the user is currently logged in.

Validation Rules

• When a required field is left empty, Required appears next to it.
• The title of each main or sub-tender must be unique among items at the same level and under the same parent. If it is duplicated, the message Title should be unique appears.
• The end date must be after the start date. If not, the message End Date should be a date after Start Date appears.
• The same tax cannot be selected in both Tax 1 and Tax 2.
• When one or more lines are deleted, a confirmation window appears before the deletion is completed: You have selected one or more lines for deletion. Deleting these lines will also remove any related sub-items beneath them such as sub-tenders, work items, and items depending on the type of each selected line, are you sure you want to delete the selected lines?
• When the cost sheet is successfully saved, the message Cost Sheet Saved Successfully appears.