Table of Contents
Job Specifications
Overview
Job Specifications uses groups of items to allocate specifications and allowed costs to the different sections of the job. Entering a quantity, or select the item icon (
) to add the item into the job. Job Specifications is used for entering item costs, specifications, tracking, and reporting on all PC & PS item allowances. By entering the PC & PS actual costs against their allowances, it shows a profit or loss balance for each item.
Do not use Cost Schedule to enter PC & PS item allowances. You won't be able to track the actual costs against the allowed costs.
Specification items can be setup as Included, Not Included, Owner To Supply (OTS), Prime Cost (PC) or Provisional Sum (PS).
The specification descriptions are designed to be in point form layout, keeping it direct, minimal and easy to read. You can customise the group names and items required, and setup default selections for each, which can be connected directly to your Price List items.
Toolbar
This will save all changes to the current job open.
This adds a new Group to the Job Specifications. Groups are built-up of items for specific sections of the job.
Use each group status to track what's Not Included, Incomplete, or Completed.
Not Included
Incomplete
Completed
User Tips
- When adding a new group, locate where it's added by selecting the group below where you want it added above.
- Groups can be re-ordered by drag and dropping them to a new location.
- Use the (chevron) arrow to open and close a group or double click on its header or sub total row.
You can…
- Group item allowances together for specific sections of the job. E.g. Plumbing Fixtures & Fittings for each Bathroom, Tiling Specifications, etc.
- Group together specifications in point form detailing the works you'll be carrying out on each part of the job.
- Group together a list of exclusions or inclusions.
- Use it for client selections. e.g. Colour Selections, Roof & Gutter types & profiles, Shower Screen types, Basin & Tapware types, etc.
See the Job Specifications setup in the Sample Template, it will help you get started. Also, check-out the Job Specifications Settings to setup your default item selections.
This will delete the selected groups. Once deleted, it cannot be undone.
Use your mouse cursor to drag & drop a group up or down to a new location.
Adds a new Item to the selected Group. These items can also receiving quantities sent from Plans.
Item Status
There are 3 types of item status.
= Not Included
= Not Included / Item on Standby
= Included
Interchange Item on Standby and Included by clicking the status icon.
Deletes the selected Item/s. Once deleted, it cannot be undone.
Use your mouse cursor to drag & drop items up or down its Group.
Lets you select an Item or Group to copy and paste its duplication to another location within Job Specifications.
Opens the Price List for updating prices, adding or editing items, and setting up suppliers price lists. It also opens the Live Pricing to import price files from your suppliers manually or directly using the 24/7 Live Pricing supplier connection.
Opens the Plans (on-screen takeoff) measuring tool. This enables you to add job plans, calibrate them to scale, measure quantities, and send them into your quote. Quantities can be sent simultaneously to multiple items in the Cost Schedule, Timber List or Job Specifications.
Measure: Areas, Vertical Areas, Roof Areas, Lengths, Lengths (with heights), Counts, Counts (with lengths) and Volumes.
Opens the Job Specifications Settings to setup you default groups of item specification selections.
Allows you to Export the Job Specifications data in CSV file format to other applications, such as Excel.
Importing a CSV file to Excel
Open Microsoft Excel ► Open New Blank workbook ► Go to the Data tab ► Select From Text/CSV (Get & Transform Data) ► then find & open the CSV file you're wanting to view or edit ► File Origin 1252: Western European (Windows) ► Delimiter Comma ► Select Load
If you require assistance, please contact your local IT Technician.
Opens the SoloAssist Help Centre to the topic you are currently in. Learn more faster!
This allows you to view only items that have been added into the quote/job. All other Items unused will be hidden.
Related Features
Item Types
Included
Items marked Included are added to the quote, they will show in the quote print report as an included allowance in the price. When entering the Actual Cost against an Included Item, it will then show a balance on its right-hand side. The Included Items total amounts will show at the bottom of the Job Specifications. Please note, you don't need to enter the Actual Cost of Item marked as Included as this does not affect other calculations. It's only used for cost comparison purposes within the Job Specifications.
Note: PC & PS item actual costs calculate differently to Included Items, and is mandatory to enter their costs against their allowances.
Not Included
Items marked Not Included will show in the quote print report as a not included allowance in the price.
Owner To Supply (OTS)
Items marked OTS (Owner To Supply) will show in the quote print report as the owner's responsibility to provide or pay directly for this item. Do not enter a cost for this item.
Prime Costs (PC)
Prime Cost Item allowances are used for Items with no labour component.
Provisional Sums (PS)
Provisional Sum item allowances are used for Items with a labour component with or without materials.
PC & PS Items
PC and PS Profit Markup Distribution
In the Quotation print report, the PC & PS items distribution markup is spread across all other contributing Work Groups on the Cost Schedule. It is spread in ratio to the amount the work group contributes to the contract total. This way it makes it impossible for the client to reverse engineer your business markup allowances. This can be changed in the Print Options ► Cost Schedule (selections).
PC and PS Totals
Overview
Prime Cost and Provisional Sum Item allowances are added into your quote in the Job Specifications view. The Job Specifications view is setup to track each PC & PS Item allowance and the overall PC & PS amount totals. The Job Specifications overall totals are then transferred to the Cost Schedule Work Group ► Job Specifications. The Cost Schedule is where your Business Markups are applied onto the Job Specifications totals.
Note, the Job Specifications Settings () is where the PC & PS excess (overrun) markup percentage is set. Example: 20% (default)
Below are the (3) totals transferred from the Job Specifications view to the Cost Schedule ► Work Group ► Job Specifications.
1) Total - Included Items (These are item allowances that are not PC or PS items.)
2) Total - Prime Costs
3) Total - Provisional Sums
How do I...
Add a New Group?
To add a New Group to the Job Specifications view, follow the steps below.
). Then enter the New Group name into the New Group window.
Then click OK to add the group.
User Tip 1
After a New Group has been added to the Job Specifications view, you can drag & drop it up or down to a different location, if required.
Add a New Item?
To add a New Item into a Job Specifications Group, follow the steps below.
). This will open the New Item setup window.
To setup this item, you have (3) options.
Option 1 - Manually Enter
You can manually enter the Item Name, Item Specification, Cost (inc. GST), and select the Item Type.
This method does not require you to Select from Default Specifications or link to a Price List Item.
Once you have setup the item, then click OK to add the item.
Option 2 - Select from Default Specifications
This option allows you to select from the Job Specifications default specifications pre-setup. Selecting a default specification will auto add the Item Name, Item Specification, Item Type, and Cost (inc GST). These selections can be customised and edited in the Job Specifications Settings (). Specifications can also be added on the run, by pressing the Save button when it becomes active.
Once you have setup the item, then click OK to add the item.
Option 3 - Price List Item
This option allows you to setup a Price List Item as the Item Specification. It will auto add the Item Name, Item Specification and Cost (inc. GST). The Item Type will default to Included but it can be manually overridden, if required.
Once you have setup the item, then click OK to add the item.
Add a PC or PS Item Allowance?
To add a PC or PS Item allowance, see both options below.
).Change the PC and PS Excess Markup Rate?
Open the Job Specifications Settings () and change the PC & PS Excess Markup Rate %.
The Sample Template has been default set at 20%.
Setup default groups of item specifications for selections?
) New Item in Job Specifications toolbar and the new item will open where you can set up and select your default item specification or link it directly to a Price List item as the specification.Link the Included Items, PC items and PS items total amounts, to the Cost Schedule?
Example - Sample Template.quo
The Job Specifications Included items total, PC items total and PS items total amounts are transferred to the Job Specifications work group in the Cost Schedule. This is done by entering JS, PC and PS respectively into each of the Rates fields Items. From there, the Job Specifications work group gets applied with business markups and added into the Contract Total.
Export a CSV file?
Go to the toolbar and select Export, then save the CSV file into your job folder.
Open Microsoft Excel ► Open New Blank workbook ► Go to the Data tab ► Select From Text/CSV (Get & Transform Data) ► Open the SoloAssist CSV file ► File Origin 1252: Western European (Windows) ► Delimiter Comma ► Select Load
Troubleshooting
Pricing not updating
If your Contract Total is locked, then your pricing for that job will not update. If so, the Update Pricing button next to the Contract Total display will be disabled too. However, if your Contract Total is unlocked, select the Update Pricing button next to the Contract Total display to update the job pricing to your latest Price List changes.