Once a project and its details have been created, the system allows access to the work with estimates screen. This screen links directly to the estimate spreadsheet on a specified server. The system allows for version control, the storage and maintenance of the spreadsheet and creates new versions of the spreadsheet. See Estimate process details.
Whenever an estimate is deleted, a connection number is requested to confirm deletion and to generate the report from generic client program XAO255. Same program is also called while adding new estimate from templates.
Add an Estimate Version
In the menu, expand Publishing Modules > Book Publishing > Entry and double-click BP Work with Project. BPM005 – Project Selection main panel appears.
- In the Record type field prompt and select the record type Actual and click OK. BPM005 Work with Project main panel is displayed with all existing projects.
- Select the Project to add an estimate version to and click option Spec. BPM100 Work with Book Specification main panel is displayed.
- From the specifications screen select the specification and click option Estimate. BPM500 Estimate Maintenance main panel is displayed listing any available versions.
| Option | Description |
| S/sheet | Allows you to access the estimate spreadsheet for maintenance. User access must be setup in TMSBP/OPT-APR. When this option is taken, the system will automatically start up Excel with the applicable spreadsheet in a new window. |
| Change | It is used to maintain the estimate version. |
| Copy | Allows you to copy an estimate version to create a new version. |
| Delete | Deletes the estimate version. |
| Pending | Allows you to view the pending list for the selected version. |
| Rls | Releases the estimate for email approval process. Each approver is in the approval group is notified by email that there are pending estimates. Estimating is automatically updated with ‘Approve’ once the approver has approved the estimate or it goes to pending for the next approver. Once it is approved it is copied to the current version and locked. |
| Upload | Once the proposal is approved and ready to be uploaded select the proposal version and click this option. |
| Costs | Costs entered in the spreadsheet are uploaded to the Budget and can be viewed on the Budget Inquiry by clicking this option. |
| Err code | Used to check the possible errors on the estimate sheet and it shows as being in use. Example: {ERROR: WRITE: Wrong data type E at row-44 col.-3 for numeric data. at 17 F}
The user will have to RESET the estimate sheet. The user can then edit the spreadsheet and try accessing the spreadsheet again to fix up any possible errors. |
| GP | Used to view the Profit and Loss information for the selected estimate version as stored in IP1 from the estimate spreadsheet. |
| Spec | It is used to view the spec details for the selected estimate version |
| Mat | It is used to view the Materials details for the selected estimate version. |
| Appr list | It is used to view the details of the approval sequence, approver and status. |
| Reset | It is used to reset the in-use flag and change the flag from Yes to No. This option should only be taken if the flag has not reset automatically. |
| Extended | It is used to view extended specifications for the selected estimate version. |
| Refresh | It downloads information to the spreadsheet for all fields that are setup to be downloaded. For example, download the latest material details or actual figures. |
| Refresh qty | It is used to refresh the structure and books in the system |
| Refresh & save qty | Estimate version changes are refreshed and saved for download. |
| Market | Gives you access to Work with Market Options to link to market options. |
| BUDSUM | Accesses BPM015 Project Budget Inquiry to view the budget amounts for the various cost types for the project/specification. |
- To add an estimate version for the selected Book ID click Add.
| Field | Description |
| Project | The Project ID identifies the name and/or number of the Project. This is the project for which estimate is added. |
| Spec | This is an ID given to a book and its description. This is the specification for which estimate is added. |
| Version | This is the current version for estimating. The version number increases by 1 every time a new estimate is added. |
| Status | Valid status codes are defined in control file TMSBP/EST-STS
A – APPROVED I – IN-PROGRESS P – PENDING R – REJECTED |
| ISBN/Imp | The International Standard Book Number (ISBN) identifying the book. |
| Stage | Search for and populate the stage. A current version must be added first. Followed by stage as defined in TMSBP/EST-STGE. |
| Comment | This can be additional description of the stage. For example: current version. |
| Template | Estimate template as defined on TMSBP/EST-TMPL; used as a basis for creation of excel spreadsheet. |
| Approval group | Name of the group which will be used to approve the estimates. |
| Notify user | Name of the user which is to be notified about estimate status. This is the name of the resource creating estimate. When the estimate is approved by all the approvers, this user will be be notified so he/she can transfer (upload) summary information to IP1. |
- Enter all the required fields and click OK. New estimate version is added for the selected specification.
Enter Estimates via spreadsheet
- Select the Estimate version and click option S/Sheet. The system will automatically start up Excel with the applicable spreadsheet in a new window to do your costing.
- Enter budgets in the spreadsheet and make any other changes.
- Use option Refresh to refresh Project/Book specification data to the spreadsheet.
- Once you are happy with the information in the spreadsheet exit the spreadsheet. You will be returned to the Estimate Maintenance showing the current version and the information entered on the spreadsheet for that version is uploaded to IP1. Changes made to the specification details can also be uploaded if it is set up appropriately in the Control File.
- Once the current version has been added it can then be copied to a Proposal. The same needs to occur for Price Fix and Final stage.
Data from the Project/Book can be downloaded to the Estimate, and Budget information that is calculated/generated from the Spreadsheet can be uploaded to the Project at the end of the upload.
Copying an estimate version
- Select the current version and click Copy. BPM500 Estimate Maintenance panel is displayed.
- Select the stage e.g. Proposal and change the comment field if needed and click OK. A new spreadsheet displays showing information downloaded from IP1. The system also checks the print calculation tables and generates the print cost. You can now do your costing for your proposal (price fix or final).
- Enter budgets in the spreadsheet and make any other changes. Once you are happy with the information in the spreadsheet, exit the spreadsheet.
- Click Save to save the entries made.
You are returned to the Estimate Maintenance showing the current version and proposal version (price fix version, final version) and the information entered on the spreadsheet is uploaded to IP1. Wait for the in-use flag to change to ‘N’.
Each approver is notified by email that there are pending estimates. Estimating is automatically updated with Approve once the approver has approved the estimate or it goes to pending for the next approver. Once it is approved it is copied to the current version but cannot be maintained.
