Estimate Field in the Cost Sheet and Construction Contract Forms
The Estimate field in the Cost Sheet form links the sheet to a Construction Quotation. The field is a simple list of the Estimates that match what you selected in the other fields (Project, Bid, or Client), with a None option to leave the sheet without an Estimate.
Article Contents
- Field Properties
- Which Offers Appear?
- The Effect of Selecting an Estimate
- When Is the Field Read-Only?
- The Order in Which You Select Fields and Its Effect
- Branches and Permissions
- Field Properties
- The Effect of the Selection
- Validation When Saving
- Contract Form Fields
- Contract Statuses and What They Allow
- Error Messages and Their Solutions
- Frequently Asked Questions
Field Properties
| Property | Value |
|---|---|
| Required | Optional. |
| Default Value | Empty, with the placeholder text Select an Estimate. |
| Fixed Option | None at the top of the list to remove the link. |
| Search | A search box by Estimate number. |
| Items | The text of each Estimate (its number and title), without grouping. |
Which Offers Appear?
- Estimates that are not linked to another Cost Sheet; when editing, the Estimate linked to this sheet also appears.
- If you select a Project in Link the Cost Sheet To, only the Estimates of that Project appear.
- If you select a Bid, only the Estimates of that Bid appear.
- If you select the Client yourself, only that Client’s Estimates appear.
- Without a Project or Bid, the Estimates that are not linked to either appear (standalone Estimates).
- Estimates linked to a contract don’t appear.
The Effect of Selecting an Estimate
- The Client is filled in from the Estimate and becomes disabled.
- If the Estimate is linked to a Project or Bid, Link the Cost Sheet To is filled in with it; if it is linked to both, the Project is selected.
- The Estimate’s taxes are carried over.
When Is the Field Read-Only?
When you edit a Cost Sheet whose status is Linked to a Contract, you can’t change the Estimate.
The Order in Which You Select Fields and Its Effect
| You Select First | Result |
|---|---|
| Project or Bid | The Estimate list is limited to its Estimates, and the Client is filled in and locked. |
| Client | The link lists and Estimate are limited to the Client’s records. |
| Estimate | The Client is filled in and locked, and the link is filled in with the Estimate’s Project or Bid (the Project if it is linked to both). |
Branches and Permissions
- When Branches is applied, the list shows the Estimates of the current Branch.
- Estimates appear according to your permission on Estimates: all of them with View All Construction Quotations, or only your own with View His Own Construction Quotations.
Field Properties
| Property | Value |
|---|---|
| Required | Optional. |
| Placeholder Text | Select. |
| Fixed Option | None to leave the contract without an Estimate. |
| Offers shown | Only Offers with the status approved; when editing a contract, the Offer linked to it also appears (its status is Linked to a Contract). |
| Restriction | If you select a Project, only its Offers appear; if you select a Client, only that Client’s Offers appear; without a Project, standalone Offers and Offers linked to Projects that have no contract appear. |
| Locking | The field becomes disabled after the contract is activated. |
The Effect of the Selection
- The Client is filled in from the Offer and becomes disabled.
- If the Offer is linked to a Project, the Project is filled in and becomes disabled.
- The duration, the start and end dates, and the bill of quantities are filled in from the Offer, and they take precedence over the Project’s dates.
Validation When Saving
When you save, the system checks that the selected Offer is still approved (or that it is this contract’s own Offer). If its status changes between opening the form and saving, the save is rejected.
Contract Form Fields
| Field | Required | Default / Notes |
|---|---|---|
| Agreement Title | Required | Up to 255 characters. |
| Contract No | Required | Generated automatically. |
| Project | Optional | New Projects that do not have a contract; one Project per contract. |
| Client | Required | Active Clients; the field is locked if the Client comes from the Project or the Quotation. |
| Quotation | Optional | Approved Quotations only; None to leave it unlinked. |
| Duration | Optional | A whole number of 1 or more with the Unit (Months by default). |
| Start Date / Expiry Date | Optional | The end date must be after the start date. |
| Contract value | Required | With the Currency (required when creating). |
| Retention | Optional | Percent; locked after activation. |
| Advance Deposit amount / recovery plan | Optional | Percent by default, or a fixed amount. |
| Tax 1 / Tax 2 | Optional | By default, set Per Item for each work item. |
| Description and Attachments | Optional | Each Attachment can be up to 25 MB. |
Contract Statuses and What They Allow
After the first activation, the Currency, Quotation, Retention, Advance Deposit, recovery plan, and Taxes are locked, a Cost center is created for the contract under the Project, and the contract cannot be returned to Draft.
| Status | Edit | Delete | Progress Billings | Change Quotation |
|---|---|---|---|---|
| Draft | Yes | Yes | No | Yes |
| Issued | Yes | Yes | No | Yes |
| Active | Yes, except the Financial Details | No | Yes | No |
| Closed / Canceled | No | No | No | No |
Error Messages and Solutions
| Message | Reason | Solution |
|---|---|---|
| The selected value is invalid. | The selected Quotation is no longer approved (it was rejected or linked to another contract) or it was deleted. | Select another approved Quotation or None. |
| The :attribute field is not allowed. (appears with the field name) | You tried to change the Quotation, Currency, Retention, Advance Deposit, or recovery plan after the contract was activated. | This information is locked after activation. |
| The Project is linked to an existing contract. You cannot add more than one contract to a Project! | The selected Project already has a contract. | Select another Project. |
Note: The Report stated that search was removed and that each status has its own empty message; in the code, the search box still exists, and an empty list displays one general message.
Frequently Asked Questions
Why does a certain Quotation not appear in the list?
Because it is linked to another Cost Sheet, to a contract, or to a Project/tender/Client other than the one you selected.
How do I remove the Quotation link?
Select None at the top of the list.
Why is the field disabled when editing?
Because the sheet is linked to a contract.
Can I link a tender Quotation to a Cost Sheet that is linked to a Project?
No, the list is limited to the selected Project’s Quotations.
Why did the Client change automatically?
Because selecting the Quotation fills in the Client from the Quotation and locks it.
Does the Quotation change when it is linked to the sheet?
The sheet becomes the Cost Sheet linked to the Quotation, and the Quotation appears on the sheet’s Page.
Can I link a Cost Sheet to more than one Quotation from this field?
The field links one Quotation; you can track all the Quotations linked to the sheet from its Page.
Does the field appear in the duplicate form?
Yes, the same as when adding.
Why does the Quotation not appear in the contract list?
Because it is not approved, or it is linked to a Project other than the selected one, or to another Client.
Why is the field disabled?
Because the contract has been activated.
What happens if I select **None**?
No Quotation is linked, and you enter the bill of quantities manually.
Does the Quotation’s status change when it is linked?
Yes, it becomes Linked to a contract.
Which takes precedence: the Project dates or the Quotation dates?
The Quotation dates.
Can I link a Quotation that is linked to a tender?
No; standalone Quotations and Quotations for Projects that do not have a contract appear.
Does the Field show other Clients’ offers?
If you select a Client, it does not.