Job Specifications

Overview

Job Specifications uses groups of items to allocate specifications and allowed costs to the different sections of the job. Entering a QTY or selecting a () green ticked circle, will automatically add this item into the quote. Job Specifications is used for entering, tracking and reporting on all PC & PS item allowances. By entering the PC & PS Actual Costs against their allowances, it will show a profit or loss Balance for each.

Do not use the Cost Schedule to enter PC & PS item allowances, you will not be able to track the actual costs against the allowed cost amounts.

Specification items can be set up 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 set up default selections for each, which can be connected directly to Price List items.

Toolbar


New Group

This adds a new Group to the Job Specifications. Groups are built-up of items for specific sections of the job.


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.

Learn more

Job Specifications groups can be used for a few different types of purposes. Just name the group what is best suited, then start adding your line items.

You can…

  1. Group item allowances together for specific sections of the job. E.g. Plumbing Fixtures & Fittings for each Bathroom, Tiling Specifications, etc.
  2. Group together specifications in point form detailing the works you'll be carrying out on each part of the job.
  3. Group together a list of exclusions or inclusions.
  4. 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.

Job Specifications Settings


Edit Group

Opens the selected Group to view or edit. Double-clicking on the Group heading will also open it.


Delete Group

Deletes the selected Group/s. Once deleted, it cannot be undone.


Move Groups

Use your mouse cursor to drag & drop a Group to a new location.


New Item

Adds a new Item to the selected Group. Items are capable of receiving multiple (QTY's) quantities sent from Plan Scan.

Learn more


Edit Item

Opens the selected Item to view or edit. Double-clicking on the item will also open it.

Learn more


Delete Item

Deletes the selected Item/s. Once deleted, it cannot be undone.


Move Items

Use your mouse cursor to drag & drop items up or down its Group.


Copy & Paste

Lets you select an Item or Group to copy and paste its duplication to another location within Job Specifications.


Price List

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.

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Plan Scan

Opens the on-screen takeoff measuring tool. This enables you to add job plans, calibrate them to scale, then start measuring up your quantities. Your quantities can be linked and sent to the Cost Schedule, Timber List or Job Specifications.

Measure: Areas, Vertical Areas, Roof Areas, Lengths, Lengths (with heights), Counts, Counts (with lengths) and Volumes.

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Job Specifications Settings

Opens the Job Specifications Settings to setup you default groups of item specification selections.

Learn more


Export

Allows you to Export the Job Specifications data in CSV file format to other applications, such as Excel.

Importing a CSV file to 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.


Help Centre

Opens the SoloAssist Help Centre to the topic you are currently in. Learn more faster!


Show Contributing Items Only

This allows you to view only items that have been added into the quote/job. All other Items unused will be hidden.



Price List
Job Specification items can be selected from and linked to your suppliers Price List items. Set up your suppliers pricing in the Price List and Live Pricing to optimise your business capabilities in SoloAssist.

Plan Scan
Use Plan Scan to measure up your QTY's and send them directly into the quote as you go. Its fast, accurate and neat.

Purchase Orders
Job Specification items can be added to purchase orders, work orders and quote requests.

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 ScheduleWork GroupJob 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.


Step 1
Select an existing Group heading (shown in yellow) of where you would like the New Group added above it.

Step 2
In the Job Specifications toolbar, click New Group (). 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.


Step 1
Click into the Job Specifications Group your wanting to add the New Item.

Step 2
In the Job Specifications toolbar, click New Item (). 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.


Option 1
If you already have the item setup in the Job Specifications view, all you need to do is change the Item Type field to PC or PS for the Item. To open the Item, double-click on it, then change the Item Type to PC or PS. Then enter the Cost (inc. GST) amount. Then click OK. Then enter the number required of the Item into the grey QTY field of the Item for it to total and add into the quote. When the Item is added to the quote, it will show with a green circle tick ().

Option 2
See How do I… Add a New Item and combine Option 1 above.

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?

Step 1
Go to the Job Specifications Settings. If you first started from using the SoloAssist Sample Template, you will see many groups and items already set up. Scroll through and check over the groups of items as this will give you a good idea of what's possible to set up.

Step 2
You can add new items, edit existing, or delete the items unneeded. After you have all your item specifications set up you can set up the Job Specifications view to suit your requirements.

Step 3
Select () 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?

Step 1
Export from SoloAssist

Go to the toolbar and select Export, then save the CSV file into your job folder.


Step 2
Import CSV file into Excel

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


If you require assistance, please contact your local IT technician.

Troubleshooting

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Let us know if you hit any problems in Job Specifications, and we will write your troubleshooting tips here…