Lesson 12 - Worksheets
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What You Will Learn
How to open a Material Takeoff Worksheet.
How to use the Material Takeoff Worksheet window.
How to add a catalogue item to the worksheet.
How to edit a worksheet item.
What is a Material Takeoff Worksheet?
A Material Takeoff Worksheet is an area in Winpriser that is used to store a list of materials. The Worksheet can be used to create a Bill of Materials, an Estimate, an Invoice or a Purchase Order. A Worksheet can also be used as an Assembly of items that are commonly installed together. There is no limit to the number of worksheets that you can store in Winpriser.
Open the RedBook Catalogue Lookup window. If you are not sure how to open the RedBook Catalogue Lookup window refer to:
Lesson 1 To open the RedBook Catalogue Lookup window
Open Material Takeoff Worksheet
1 Click on the Worksheets button in the Winpriser toolbar
Select the File | Open Worksheet menu option from the Catalogue Lookup menu:
2 The Worksheet Directory lists all the worksheets that you have stored on your system. You can use the Customer View tab to list the worksheets by customer name. The Job View tab lists worksheets by Worksheet Description or job name.
Click on the New button to open a new worksheet.
The left side of the window contains a list of all the available worksheet views:
Job Setup Contains the fields that you use to identify the job.
Material Extension Views Contain spreadsheets for the material items that you have added to the current job.
You can change the order of the columns in the Material Extension Views by clicking on the column heading and dragging the column to its new position (click and hold left mouse button and move mouse pointer).
You can choose to hide some worksheet columns by right clicking on the "spreadsheet" area of the Extension Views and selecting Show Material Browser Fields.
Column changes can be made permanent for all future worksheets by placing a checkmark in the Save as default box before clicking Save on the Show Material Browser Fields window.
Each material extension view allows you to isolate "like" items to help you organize and complete the worksheet.
View All - Displays all the product items of the worksheet in the order in which the products were added.
View by Product Types - Displays product items by Product Type. Allows you to view only those worksheet items that belong to a specific Product Type.
View by Product Groups - Displays product items by Product Group. Allows you to view only those worksheet items that belong to a specific Product Group.
View by Suppliers - Displays product items according to which supplier you have assigned to a worksheet item. Allows you to view only those worksheet items that are being bought from a specific supplier.
View by Job Phases - Displays product items by job phase. Allows you to view only those worksheet items that belong to a specific job phase.
Direct Labour Contains an area to itemize labour for a job.
Job Summary Allows you to "fine tune" your job pricing.
Job Notes Contains a simple word processor for you to use to compose detailed job descriptions, covering letters etc.
Identifying the Worksheet
3 We will now identify the worksheet. Click on Job Setup.
4 We will want to specify a Customer Name for this worksheet. Click on the Customers toolbar button. The Customer Database window will open.
Click on the Add button.
5 Enter the customer name in the Summary tab and press the Enter key.
6 Use the Detail and Supplementary Info tabs to complete the customer information.
All information on the Detail and Supplementary tabs is optional.
Click on the Close button to return to the Customer Database window.
7 Select the customer name by clicking on the down arrow at the right end of the Customer Name field or by clicking on the Search button.
8 Highlight the default Worksheet Description, "Untitled 00001", and type a name for this worksheet.
9 You have two windows inside Winprisers main program window the Catalogue Lookup window and the Worksheet window.
You can switch between windows within Winpriser by selecting Window | Catalogue Lookup or Window | Worksheet from the Winpriser menu.
Press and hold the Control (Ctrl) key while you press the Tab key on your keyboard.
Select the Catalogue Lookup window.
10 Click on the Group tab.
11 In the Group list box, select COPPER PIPE.
12 Each component of the COPPER PIPE group contains sized items. Select a size from any component:
13 As shown above, the Takeoff toolbar button should be enabled to indicate that at least one Worksheet window is opened and available.
Click on the F6 - Takeoff toolbar button.
14 The Takeoff window will appear:
Lets take a look at the different controls on the Takeoff window:
If there is more than one Worksheet window opened, you can select which worksheet will receive this item:
If you have multiple discounts from different suppliers assigned to the takeoff item, you can select which supplier or discount you want to use:
To select a discount, place a checkmark in the checkbox next to the suppliers name. If only one supplier has been assigned to the current takeoff item, that supplier is automatically checkmarked.
The unit of measure used to take this item off can be adjusted to fit the takeoff requirements. The default unit of measure for our copper pipe example is "per hundred" feet one quantity unit is equivalent to 100 feet of pipe. Suppose we wanted to takeoff 50 feet of pipe? To do that, we would change the unit of measure for the takeoff to "per each" as follows:
When the unit of measure is changed, the list price is adjusted to reflect the new unit of measure, as shown above. This copper pipe item is now sized per feet and the list price per foot is $6.18. You can now enter "50" as a new takeoff quantity in the Add Quantity data entry field.
15 Enter a quantity in the Add Quantity data field and press the Enter key on your keyboard.
You will be returned to the Catalogue Lookup window to continue selecting more product items for takeoff into a worksheet. Add as many new worksheet items as you want using whichever Lookup tabs that you want. When you are finished, return to the Worksheet window.
16 You should now have several product items listed in your worksheet.
To view the list of material items that you have added to the worksheet, click on the Extensions | Extension View | View All view on the left side of the Worksheet:
The right side of the Worksheet window will now display All of the price extensions for each material item that you have taken off for this job:
If you click on the Labour tab you will see a list of labour extensions for each material item taken off:
17 Click on the Material tab.
18 If you have added more than 1 material item to your worksheet, you can view these items by Product Group, Product Type, Supplier or Job Phase:
You can use the appropriate Extension View to select a specific group of items to view. For example, click on the + sign beside View by Product Group. Click on one of the product groups listed. Once you have selected a product group from the View by Product Groups list, only the worksheet items that belong to the selected product group will be loaded into the worksheets extension table on the right side of the Worksheet window.
This ability to isolate specific worksheet items according to product type, product group, supplier, or job phase is a very powerful tool. For example, when editing the worksheet, you can apply pricing operations (i.e. assigning discounts, markups or markdowns) to a particular range of worksheet items.
19 To edit a worksheet item, either point to the item, click the right mouse button and select the menu option Edit Selected Item from the popup menu:
Click on the Edit toolbar button as shown below:
The worksheet Material Edit window will appear:
The Material Edit window allows you to change most of the values that were copied to the worksheet from the original price catalogue.
Discount, Markup, Markdown, Quoted, Supplier, Job Phase can all be revised.
If required, you can also select multiple material items from the Material tab extension view to edit.
Move back to the Material tab on the worksheet and, while holding down the Ctrl button on your keyboard, click on some material items until you have several highlighted as shown below:
Windows allows you to select a continuous list of items by highlighting the first, scrolling to the last and holding the Shift key while clicking on the last item.
Windows also allows you to select a non-continuous list of items by pressing and holding the Control (Ctrl) key as you click on each item to be highlighted.
20 Click on the Edit toolbar button. The Multiple Material Edit dialog window appears:
A new All control has been added to the edit window. If All is checked, the associated field in all the highlighted items will be revised. If this All is not checked, this field will NOT be changed in any of the highlighted items.
The symbol indicates that you can select from a list of possible values. For example, when editing the Discount data field, you can select from a list of price catalogue discounts that have already been assigned to this worksheet item.
21 Click on the Save button when ready to continue.
22 Use Material Edit to enter a Discount and a Markup for each worksheet item.
Notice that as you provide Winpriser with the information it needs to calculate a Resale price (discount and markup) or Trade price (markdown) the Item Status Light beside the item will turn from yellow to green.
End of Lesson
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