1. Make sure you have entered header information for the job cost estimate. Follow the How to enter header information for customer job cost estimates procedure for step-by-step instructions. Line numbers are assigned automatically beginning with 001 and incremented by one for each additional line-item up to 999. In the rare case where 999 line-items have been entered on a single estimate, the program refuses further entries.
2. In the Cost Code field enter a valid cost code (up to four characters). Entering a valid cost code displays a partial description. The cost code sets the defaults and cost type for this line. Press F2 allows to search or F3 to end line-item entry.
You can also enter M in this field to indicate you want to enter a memo line. The program prints M under the cost code column and proceeds to the description column. Any entry is accepted as a memo. Enter a memo up to 30 characters. The program increments the line number one and jumps to field #30. Press Enter (CR) to initially default to blanks.
3. In the Item Number field, enter the item number. If the item is not a valid item, the system checks to see if it is an interchange; if it is, the system automatically retrieves the valid item number and sets the defaults for the unit of measure, the default cost of the item based on the default estimate cost flag in the job cost static control record, and the bill rate (from the item price). If the item is not on file, the program proceeds to the nonstocked item field (field #30). This field is not available if the use inventory flag is set to N in the cost code record for the selected cost code.
Steps 4-5 are only entered if the item is a nonstocked item.
4. The system displays the following message: Nonstocked item. Do you wish to add anyway? If the item is a valid item, this field is skipped and the program proceeds to step 6. If the entered item number is not in the item file, the prompt Nonstocked item? is displayed. Enter N-return to the Item Number or Y for nonstocked. Press Enter (CR) to default to N.
5. For nonstocked items, enter the unit of measure for the nonstocked item (up to 2 characters) in the Unit Of Measure field.
6. If an item was entered, the system displays the item description 1 on file or the cost code description on file. If you indicated that you wanted to enter a memo in step 2, enter a message (up to 30 characters).
7. In the Units field, enter the quantity of units required in estimating the extended price for the selected cost code per displayed unit of measure. If an item was entered, enter the number of items. If a cost code was entered, enter the number of units per unit of measure; e.g. number of hours for hr, number of pounds for lb, number "each" for ea, etc. This field is unavailable, if the entered cost code does not use units and an item was not entered for field #29.
8. In the Unit Cost field, enter the cost per displayed unit of measure. If an item was entered, ENTER (CR) defaults to the cost set through default estimate cost flag in the job cost static control record. If the cost code uses units, ENTER (CR) defaults to the cost/unit rate set in the cost code record. This field is unavailable, if the entered cost code does not use units or allow cost override, and an item was not entered in step 3.
9. In the Extension field, the system calculates and displays the line-item cost extension (cost multiplied by the units entered) and displayed. If the extension is greater than $999,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If you have a line-item with a cost in excess of one billion dollars, enter the line-item on more than one line. The program proceeds to field #36.
10. In the Cost Extension field, enter the extended cost (+/-9999999.99) for the selected cost code. Press Enter (CR) to default to the displayed value (initially 0). This field is unavailable if: the entered cost code uses units or does not allow cost override, or an item (instead of a cost code) was entered for step 3.
11. In the Unit Price field, enter the price per displayed unit of measure. If you are entering an item, press Enter (CR) to default to the item price. If the cost code uses units, press Enter (CR) to default to the cost rate from the Cost Code F/M. If the cost rate is nonexistent press Enter (CR) to default to the cost rate marked up by the Cost Code F/M default markup method.
Press F2 to display the default markup method, and if an item was not entered, allows the user to override it. Press F1 to leave the existing value unchanged. If you press F2, the program prompts you to enter the mark up amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) If the markup method is M-manual, and you choose not to change it, press F4 to return to Unit Price field.
This Unit Price field is unavailable if: the entered cost code does not use units or allow price override, and an item was not entered for step 3
12. In the Extension field the system displays the line-item price extension (price multiplied by the units entered). If the extension is greater than $999,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with an estimate in excess of one billion dollars, enter the line-item on more than one line. The program proceeds to step 13.
13. In the Price Extension field is unavailable if: the entered cost code uses units or does not allow price override or an item was entered. Enter the extended price for the selected cost code. Press Enter (CR) to default to the cost extension marked up by the cost code's default markup method. Press F2 to display the default markup method, and allows the user to override it. Press F1 to leave the existing value unchanged.
If you press F2, the program prompts you to enter the markup amount or percent. Entering a percent must be followed by a %. (The system assumes dollar amount.) If the markup method is M-manual, and you choose not to change it, press F4 to return to the Price Extension field.
14. The system displays the message: Accept Line. If the line is correct, press Enter (CR) to continue. If the line is not correct, select F4 to back up to change the field that is incorrect.
15. This concludes an entry in the line-item portion of the Estimate Entry program. The running total is updated and displayed. The line number is incremented by one, displayed and the program returns to the cost code field for the next line-item entry. Following the entry of the last line-item, you can perform a number of functions:
# Changes a line-item
L Lists line-items
A Adds a line-item
D Deletes the estimate
F2 Changes header information
F3 Accesses the ending routine
16. To continue, press F3 and complete the How to enter footer information for job cost estimates procedure.