Import the Estimate
From the within the project go to Bidding>Base Bid>Import
Step 1 - Upload Spreadsheet
The first screen of the upload provides the information needed to get started.
The Project name and the division set that was selected when the project was created will appear in the upper right hand corner.
Click Download Template for a copy of the Excel/csv file with the five columns that need to be imported.
Select which import option you would like to use; overwrite all the cost items that are on the estimate and replace with the items on your import or preserve any cost items on the estimate that already have subcontractor quotes affiliated with them.
IMPORTANT NOTE* Even if you choose to retain codes with Subcontractor Quotes, any other cost items on the Estimate Worksheet without quotes will be deleted or replaced with values from the imported spreadsheet.
What Information will be Imported?
There are five columns of information that can be imported. The system will automatically import the first five columns on the spreadsheet in this order. It is imperative that the user place them in the correct order for successful import. All columns after the first five on the spreadsheet will be ignored. They are:
Cost Code
Description
Unit
Qty
Unit$
These five items correspond directly to the columns on the Estimate Worksheet and are needed to successfully calculate an accurate total Price, plus any required markups.
You can paste information into the provided template or arrange your own spreadsheet so that the correct information appears in the first five columns and proceed with import.
Once the Import option is selected, the drag and drop/browse target will appear.
After upload, the system will scan the file for any errors. If none appear, you will be prompted to complete the import. If issues are found, the screen to resolve errors will be presented.
Step 2 – Correct Errors
For any detected issues, the screen below will display to show specific error messages with options to resolve each. In the first case below, all of the messages show the invalid cost code error because this project was created in a different code set than the one that was imported. The Project was created in 16-division format (01-210.O) and the cost codes uploaded are in the 48-division format (01 21 16.O).
If this is an error, the project can be recreated in the correct code set.
The Estimate Importer can be used to easily convert a bid built in any code set to the one that the project was created in by simply clicking into the Cost Code cells, begin to type (text or codes) and select, or scroll and select the equivalent items from the available list.
As soon as a Cost Code is matched to an existing code, it will also be given the Description of that code. If it has no more blank cells to be completed, it will be removed from the error count.
Click the blue hyperlink to expand for additional information managing errors.
In addition to the Invalid Cost Code error, other items to be resolved may include:
Duplicate Cost Code: To resolve, these must be matched to a different cost code, or code type (such as one for material, one for subcontractor) or be deleted.
Invalid/Missing Unit: If no unit is identified, it will automatically default to Lump Sum (LS) here but can be changed once the import is complete.
Invalid/Missing Qty (Quantity): A value must be entered into Quantity and multiplied against Unit$ for a total Price to be calculated on the Estimate. You can enter the Qty of 0.00 here, but the Price on the Estimate will also be $0.00.
Invalid/Missing Amount: This is the Unit$ cell. You will be prompted to enter a value if it was left blank. The value can be entered as $0.00 for the purposes of the import.
In some cases, a decision needs to be made in the left most Cost Code column in order for the empty cells to the right to open up for values to be entered.
Below is an example of how these types of errors would appear.
Simply work through each error message, making decisions needed to clear them.
Keep in mind that you can easily make adjustments to anything from the Estimate Worksheet, once the import process is complete.
Below is an example of the last bullet point above, where a cost item decision needs to be made before the other cells will open up to be resolved. The concrete item without a cost code in the image above was assigned 03-001.M Concrete, so the Unit$ cell opened and the Invalid Quantity Error message appeared and must be resolved before the item will be removed from the error list.
Delete Options
Items can be deleted by clicking the Trash Can or in Bulk by checking multiple items on the far left to illuminate the Delete Checked text over the Trash Cans on the right. Once it illuminates, click to remove all checked items at once.
If you realize items have been deleted by mistake, they can be recovered by flipping the Deleted Items toggle. This will display the list of deleted codes. Click the Undo arrow to return them to the active list, or check multiple to recover items in bulk when the Undo Checked text illuminates.
Once it illuminates, click to return all checked items to the active list at once.
If you have resolved all errors on your list, it will automatically advance to Step 3.
As a safety precaution, if you still have items on your deleted list, the system will ask to confirm you are ready to Continue to Step 3 (just in case there are still items to recover from deleted list or if you accidentally deleted all in error, etc.) The confirmation is a final protection.
Step 3 – Complete Import
The Complete Import process will be the longest running step, based on the number of items and values to be calculated. When complete, the following screen will appear. It will summarize:
Codes Imported: the total number of codes brought into estimate (minus any Deleted)
Total of Imported: Total dollar amount of the Imported codes ONLY (excludes values of any Deleted)
Project Total Includes Markups: this number is the Total of Imported plus any Sales Tax, Labor Burden, General Liability, Overhead and Profit, and will be the same value that appears on the lower right hand of the Estimate Worksheet.
Other Information on Estimate Worksheet
If you selected the Import option that preserves Cost Items with Subcontractor Quotes affiliated, the system will retain those cost items on the Estimate under the Gavel Icon as usual.
Additionally, if a quote had previously been selected to use as the value to populate the Estimate Worksheet under the Gavel prior to Import (sub shown in Bold), a Reminder note will be added to the Estimate Worksheet to indicate this so they can be reselected later, if desired. The value on the Import will always replace the current value on the Estimate.
Click Reminder Note to view Subcontractor Company Name and Contact.
To reselect the Subcontractor after import, click on the Gavel Icon.
Reselect the Subcontractor by clicking the Price under the Net Bid Column.
This will change the Price back to the subs price, but it will also put the Subcontractor in position to have the contract awarded to them on the Budget Worksheet when the Project moves forward to the In Progress status.
If you wish to retain the Imported cost as the Owner Cost on the Estimate for the Proposal, you can make an Adjustment to the Sub Price to account for it. In the example below, it would be done by adding a $3000 in the Adjustment cell. In order to maintain the Sub Price of $12,000, an entry on the Buyout tab is recommended so the value will carry forward to the Budget Worksheet and Subcontract.