Creating and managing sub-projects

*Click here to view the previous post on where your Billcost Projects get stored.

The concept of Sub-Projects in Billcost is to assist the Billcost user in keeping their estimates and managing cost control within a single main project, which includes other projects created.

*IMPORTANT!

Some users mistake the sub-project for an archiving feature.

Billcost does not cater for such a feature within the Project Manager screen.

Thinking this could affect your estimates by including other projects created in your costings.

Using screenshots and basic steps this will give you a fundemental idea of the Sub-Projects concept in Billcost.
If you wish to enlarge an image, simply single click it to open it in the Blogger image viewer!

STEP 1-
In this example you will see in the Billcost Project Manager screen two particular  projects; "B Small Holding" and "Brick Shed".

STEP 2 -

At the bottom left corner of Billcost I have the "Normal" tab selected.

STEP 3-

Given I have already created these projects and done my estimates, to manually make the sub-project exist:

>Hold down the left mouse button on the project you wish to make a sub-project e.g. "Brick Shed".

>Carefully drag the project "Brick Shed" over the project name of "B Small Holding". It display as below.

>Drop the project over "B Small Holding" which is to be the main project.

STEP 4 - 

You will now see a + SIGN by the main project.
>Click the + sign to see the sub-project.

STEP 5-

You may want Reports to include the rates for the sub-project "Brick Shed" within the main project.

>Simply single-click the main project name "B Small Holding".

>Click on "Cost".
> You will be asked to Confirm "Do you want to include subprojects".
>Click "Yes".

 

STEP 6 -
Billcost will cost the main project to include the value of the sub-project.
Depending on the size of the project and amount of data costing time may vary. Please be patient.















STEP 7 - 
Once costed you will see "B Small Holding" (main project) has a different value, which is now higher.
You can now generate reports via the "Report Options" to include the sub-project rates.











STEP 8 -
To return the costing to just the original rate as it's own individual project (excluding sub-project):
>Single-click the main project "B Small Holding".
>Click on "Cost".
>You will be asked to Confirm "Do you want to include subprojects'.
>Click "No".
>The value will now be re-costed excluding the sub-project value.



















STEP 9 - 
To remove the sub-project:
>Right-click on the sub-project you wish to display as it's own project e.g. "Brick Shed".
>Click on "Move project to..."
>A "Restore Project to" screen will appear.
>You will notice the main project name in the directory field.
>Delete the name and click on "OK".



















STEP 10 -
You will notice the + sign has gone and "Brick Shed" is no longer a sub-project of "B Small Holding".












STEP 11 - 
It is always best to just re-cost the projects once this has been done.

STEP 12 -
REMEMBER! If you have created the main project and wish to create a new sub-project from scratch:
>Click "New Project"
>Enter a legal project file name.
>On the screen displayed (see screenshot below) by default the "Make this a new main project" will be ticked.
>Deselect this box.
>You will now be able to click on one of your main projects displayed in the main window.
>Select the main project which you wish to make your new project a sub-project of.
>Click on "Next" to continue.















If any assistance is needed regarding the subprojects, please contact us.

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Where your Billcost Projects get saved

Here's a short post for you to know where your Billcost Projects get stored.
This is good to know in order to manually back-up your projects to a flash drive (USB stick) or an external hard-drive.

In Billcost Project Manager top menu bar go to;
- "Tools"
- "Options"

Under the "General" tab you will see a Project Directory.
This is the location where your projects will be stored.
The default directory is; C:\PPIS\Billcost\Projects.

In the screenshot below on the right hand side you will see an example of the projects in the Billcost Project Manager displaying in the Projects directory as folders.
You can simply "COPY" and "PASTE" the Projects directory or the individual project folders to your storage device for the back-up.

As always, if unsure of anything please contact us directly.
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Where to find brickwork adjustments in the database

This is a text post with regards to making Brickwork adjustments for windows and doors within Billcost.

You can watch the video here which covers the fundamentals.
http://ppis-blog.blogspot.com/2011/07/how-to-measure-brickwork-adjustments.html

The screenshot below will show you where you go to find the adjustment formulae, with the black marks pinpointing each step.
Remember NOT to select your choices as Defaults!

1 - Brickwork adjustments for Door frames:
+Building -> +Doorframes, French... -> +Basic Formulae -> +Brickwork Adjustment. Choose whether it is an Internal or External wall.

2 - Brickwork adjustments for Window frames:
+Building -> +Window Frames -> +Basic Formulae -> +Brickwork Adjustment. Choose whether it is an Internal or External wall.

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Name the new Billcost Project correctly!

Giving the newly created project with Billcost a "legal" name is crucial to the efficiency of that project as this will avoid any unforseen errors as the project develops which can occur with errorneous project names.
This is without doubt the most important aspect when creating a new Billcost project.

As soon as you begin a new project the Project Wizard screen will launch.
Here it is clearly cautioned:

"Type in the new project name. The name may contain all character, except the following:
* Star or Asterix
? Question Mark
\ Backslash
: Colon
" Double Colon
Exceeding 8 character file names might cause problems."

In short, never input any of these characters into a Project name, ever!

Given you are working with databases in Billcost, ridiculously lengthy file names, or just one or many of the forbidden or "illegal" text characters can cause serious issues with the databases and formulae for a specific trade or the project itself.

Here is an example of a file name which will cause problems to the project either immediately or as the project develops.

Here is an example of a legitimate file name which will be perfectly adequate.

View the video on creating a new project in Billcost via this link.

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Billcost Software Update Launched (V2011.2)

Billcost has been updated to Version 2011.2.
The update is not just a Price File update, but a general software update.
All clients have been Emailed about the update, with download instructions as well.
Any new customers will now have access to the most recent version of Billcost, Version 2011.2.

In a nutshell, this is what is valid for this update (V2011.2):

- Updated Material and Labour rates for all the South African Provinces (and Namibia).

- The software installation will move any existing Billcost installation to a new directory:
C:\PPIS\Billcost\
All Projects, Price files, Order Generator details, Certificate claims, Bill estimator projects and security/operational files will be copied and moved to the new directory.

- This update will fix numerous issues encountered on Windows7 64-bit operating systems with Project and System directories.

- The title bars have been made clearer and the minimise/maximise feature is stable.

- The weblinks sections within Billcost via, "Help" - "Billcost on the web", has been updated to point to the new locations on our website.

Always remember to SAVE the *.exe file when you download a Billcost update and don't choose RUN.
Also make use of the "Password Retrieval" function via the login screen, should you forget your password.
Contact us directly if you wish to reset it.

Our contact number:
086 11 11 273 or +27(0)21 852 1532

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Costabill calculation screen

While you will find all the basic information you need to use Costabill in the featured demonstration video both on our blog and embedded in the Costabill website, here is another breakdown for you as to what the Costabill calculation screen entails.

Once you have selected your Province, "Select Region", when you find an item within the Costabill database on the left hand side of the screen and add the desired item, you will see it displayed under your project space on the right hand side.
In this example 1 item has been added.
Here is a breakdown for you as to what you will find within the calculation screen:

Note: *If you have purchased LEVEL 2 of Costabill, you can use the "Show Formula" function to get a thorough break down of the rate-build up.

No:
The bill item's number within Costabill is displayed here which makes item referencing easier when working with the Costabill database.

Description:
This is the master bill description for the item within the database that you have added.

UOM:
The Unit of Measurement for the item is listed here, examples will be; m3 / m2 / m / item /

Qty:
This will be set to a minimal quantity by default or whatever the minimal quantity is.
You can input your own quantities here:
Click on the numerical figure and then input whatever the required quantity is for your estimate.
Once input the end Total will change in accordance to what you entered.

Matrl:
This minimum estimated Material rate for this item. *Remember we are providing you with estimates!

Labr:
This is the minimum estimated Labour rate for this item. *Remember we are providing you with estimates!

Plant:
Plant fee will be included in this item. No Plant rate is applicable for the item in the example below.

Sund:
Any sundries for the item will be taken into account for the item.

Profit:
A default rate of 10% Profit has been accounted for in the estimates.
This is added lastly to determine the final rate of the estimate.

Rate:
The minimum Rate displayed for the minimum Unit of Measurement (UOM).
Rate is determined by the minimum totals of:
Material (Matrl) + Labour (Labr) + Plant + Sundries (Sund) + Profit = Rate

Total:
Your Estimate total for the item is determined by the the Quantity (QTY) you input multiplied by the Rate we have issued you for that item.
The Total will change in relation to the Quantity you input manually under the "Qty" column.

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Costabill adverts

Here are some of our adverts for our new product Costabill, which you will see later in the year within:
SA Builder and SA Affordable Housing, as well as the CIDB centre in The Western Cape.

Adverts designed by Billcost (Pty) Ltd
Visit the Costabill web page by clicking on this link

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Costabill demonstration video (two)

This video covers how to access the demo, how to purchase Costabill and a quick look at using the product (as per Level 2 functionality).


TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

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A Quick Video Guide to use Costabill

For further information regarding the usage of Costabill, please consult the user guide by clicking this link.
This video is a short guide how to use Costabill (Level 2 functionality).



TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.


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Why won't the video display in Full Screen Mode?

When you play a video and change your settings to 720HD to enable better quality (recommended), your screen may go blank when you view in Full Screen Mode.

Don't panic, here's a way to QUICKLY fix it!

1 - Right click on the video screen when playing.
2 - Go to "Settings"
3 - A small window will open.
4 - Click the first folder & DISABLE the check box, "Enable hardware acceleration" (see image below)
5 - Your video will now show in Full Screen Mode.

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Consult the Billcost User Guide with ease

Note: No narration for this video. This is a way to make life easier for you when consulting our full user guide of 252 pages.



Written Help on this video:

To access the user manual:

-          Open Billcost Project Manager

-          In the menu bar at the top go to: “Help” (or click on the "User Manual" icon)

-          “Full User Manual”

-     On the left hand bar, click on the Bookmark icon, which is the middle icon.

-     This will allow you to select the specific features and modules you wish to consult in the User Manual.

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How to measure brickwork adjustments

The main thing to note whenever you do any brick works adjustments:
It is always best TO NEVER SELECT ANY OPTION AS A DEFAULT!
Use the "Prompt" option when working through to Wizard to choose your brickwork adjustment options.

Using "default" will create a default for the option you choose, meaning in future you will need to remember your default options for the commonly used item and in some cases only your defaults will be created, and in some cases need to be maintained.

At the very end of the Wizard you will always be asked if you wish to save the adjustments as a Default? CHOOSE "NO". This important.


TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

To comment on this article, please click on the "comment" text link below. We appreciate your opinion on this blog post.

Changing Master Price Files in the Estimator

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written help on this video:

-          Open up the Estimator.

-          At the bottom left you will see which master price files are in use for estimating your Material & Labour rates

To change the Material Price File, go to:

-          “Project”

-          “Prices”

-          “Update Project Prices”

-          Select the Price File you wish to make use of for estimates from the list of installed files.

-          Click on “Ok”

-          You will be asked if you are sure? Click on “Yes”

To change the Labour Price File, go to:

-          “Project”

-          “Labour File”

-          “Update Project Prices”

-          Select the Labour Price File you wish to make use of.

-          Click on “Ok”

-          You will be asked if you are sure? Click on “Yes?”

-          Lastly, “Cost” your project and the newly chosen Master Price Files will display at the bottom left of the Estimator window, with an adjusted project cost.

Important:
This will override any customised prices you may have customised when doing your initial estimates.

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How to add Overheads via the Profit Calculator

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written Help for this video:

HOW DO I ADD OVERHEADS SO THEY WON’T APPEAR ON MY REPORTS?

These overheads will be added as a provisional amount not displayed on your Reports as an actual item for the simple reason; your client may be dissatisfied seeing your Overheads being taken into the direct costs for their project.

This way of adding overheads makes it anonymous on Reports but still included in your project with a profit % allocated.

Open the Profit Calculator:

-          Click on the % button within the Profit calculator.

-          Select the vts file,”Bigbooks”.

-          Choose your Overheads and then enter the amounts under the correct tabs.

-          Save the file when completed (prompted automatically).

-          Enter the: Duration in months/ % allocation/ Cost of overheads/ Profit to be added.

-          Click “Ok”.

-       You will be asked whether to Override…/ Add to…/ Replace… the values.

Make sure you choose "Add to..." to not lose any already added Profit to your Project

Important:

Always choose ADD TO EXISTING VALUES when using the Overheads feature in the Price Customiser.

This is a once off Overhead allocation method for a Project, so ensure you either leave ALL "Big books" overhead options selected or of course just ensure all your values are correct.

Alternatively just do your Overheads within the Estimator.

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How to measure a Gable Area

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written Help for this video:

-          Here’s an example, as per the video:

-          Open the database

-          Go to “Building”

-          “Masonry & Cladding”

-          “Superstructure Wall”

-          “External Superstructure Wall”

-          “External Brick Block Walls”

-          “Cavity Wall” and choose the type of bricks you require.

-          Choose the SimpF best suited for your activity

-          The calculation screen will now open.

-          Click on the “Quick Calculator”

-          Change the AREA from “Square Area” to “Gable area” via the drop down menu.

-          Enter your desired specs for 1 gable area. Under quantity specify how many of these you require for your estimate.

-          Click on “Ok” when done and then “Calculate”

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How to change your Tax Area

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written Help for this video:

The best way to change the Tax Area is as follows:
- In the Billcost Project Manager go to;

-          “Tools” in the menu bar

-          “Options”

-          In the Options box choose the “Settings” tab

-          Under Tax Area click on the drop down menu and choose your Tax Area (default is South Africa)

-          Choose your Tax area and click “Ok”

-          Lastly, cost the project you want to change the Tax of and the value will change.

Important:

Any new project you begin will be costed to the Tax Area you have selected.

Make sure you change this if needs be.

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How to Edit, Add & Delete items in your Estimates

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written Help for this video:

When an estimate has been done within the Estimator for a specific item, you may want to further Edit that item, Add further quantities for that exact item within the project, or delete that item altogether.

To make use of these features, find the item you wish to make any modification to by locating the Simple Formula (Simp F) under YOUR Project Database in the Estimator.

When you find it, double click it.

You will see the following items in the screen pop-up:

Qty – Shows the quantities of all the instances of this particular Simple Formula that have already been measured.

Description – The description of the Simple Formula (they are always identical).

Use Long Descriptions (see later) to distinguish between separate measurements.

Adjustments – Shows automatic adjustment of the measured quantity. This adjustment is made by the Estimator, and cannot be altered manually. The Estimator makes adjustments to brickwork when you measure door and window frames. You do not have to know the dimensions of the frames, as they are programmed into the Building Database.

Edit – Edits the highlighted Formula. You can then alter the measured quantity, or make adjustments to the prices of the measured items.

Add – Measures a new instance of the Formula. You can add as many new measurements as you like. Although all measure the same Formula, they show up as separate items in the Reports.

Delete – Removes the highlighted measurement. Use this if you wish to get rid of a measurement completely.

Cancel – Closes this screen and returns you to the Building Database.

Help – Displays Cue Card Help for this screen.

With this explained, choose your option of effect:

-          To “Edit” click on the button and now you can input a new quantity and calculate to make the adjustment.

-          To “Add” a new instance of the already estimated item, click Add and input the new quantity. The items will show up as separate items on the Report.

-          To “Delete” an item, click on Delete and when asked ‘Are you sure?’ Click on “Yes”.
The calculation screen will re-launch with a 0 (zero) quantity.

-          To make deletion complete, click on “Cancel”

-          The item will still remain in your database, but it will have no value and NOT display on your Reports.

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How to customise prices using the Estimator

TO PLAY THE VIDEO:
1) Click on the Play button.
2) Click where it states "360p" - Change to "720pHD"
3) Allow 15-30 seconds for video to buffer. Video will start to play.
4) Video will take anything from 3-5 minutes to fully load.
5) To view in Full Screen mode, ensure video set to 720pHD (point 2) and FULLY loaded. Double-click the video screen OR click on the button with the four arrows next to the "Youtube" button

Note: Videos are quick demonstrations purely for overview purposes.
Consult the user guide or call us directly if you are still requiring any assistance.

Written Help for this video:

It’s actually a lot easier to customize prices in the Estimator than the Price Customiser, if you aren’t looking to setup your own price files or edit the master price file you use.

However, to make the change permanent you will to make the changes with EDIT OPTION 3 (changing the Master Price File) or using the Price Customiser to make your own Price File.

EDIT OPTION 1: Simply change it under “Price”

-          Once you’ve measured an item, click on the “Material selection” tab

-          Enter a price directly under the “Price” column for the specific item you want to change.

-          The price originally listed is taken from the Default Price File you chose to estimate with.

EDIT OPTION 2: Change the price by double clicking the Description of the item under “Material Selection”

-          Double click the item under description to change to price.

-          Enter the new price and click on “ok”.

EDIT OPTION 3: Change both the price and the default Master Price file you are estimating with

-          Double click the item under description to change to price.

-          In this menu a customised “long description” may be added and the new price be added to a master price file under the “Ordering” tab.

-          Click the specific master price file you wish to change the items price for.

-          Override the default price your new price and select “Update”.

Important:

If you change the price for e.g. General purpose cement, all activities measured for your project that require general purpose cement, will also be updated with the new price therefore changing your projects estimate in accordance to the new price.

If EDIT OPTION 1 and 2 used, the changes will only be for the specific project.

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