Adding and Editing a Cost Sheet

Permissions

The user must have the “Add Cost Sheets” permission to be able to create cost sheets on the fly. If the user lacks this permission, the creation button is hidden entirely.

How to Access the Screen

• From the main menu, click on “Construction”, then click on “Cost Sheets”.
• Click the “Create Cost Sheet” button.

Warning Message When Leaving the Screen

If you attempt to leave the add form without saving your changes, a warning message appears: “Changes you made may not be saved.”

Header

• Save as Draft: saves the cost sheet with a “Draft” status. An automatic number is generated.
• Save: saves the cost sheet with an “Issued” status.
• Cancel (X): discards the changes, and returns you to the cost sheets list screen.

Cost Sheet Information

The add form contains a “Cost Sheet Information” section, with the following fields:

• Cost Sheet No. (required): automatically generated by the system.
• Link Cost Sheet To: lets you link the cost sheet to a bid or project (optional), consisting of two dropdowns:
  • First dropdown: choose between “Bid” or “Project“, with neither selected by default.
  • Second dropdown: shows bids or projects based on your selection in the first dropdown, with nothing selected by default.
    • The bids list does not show bids that have already been converted to a project.
    • The projects list does not show projects with a “Closed” or “Cancelled” status.
    • Note: if the Branch plugin is active, both lists show only bids or projects belonging to the current branch.
• Client (required): a dropdown showing active clients defined in the system, with a “New Client” button beside it to add a client directly without leaving the screen.
• Budget: a read-only field.
  • Defaults to 0 if a bid is selected.
  • If a project is selected, the budget value is automatically pulled from the project’s own form.
• Quotation (optional): a dropdown.
  • Defaults to empty.
  • Shows only quotations that are not linked to any other cost sheet.
• Tax 1 and Tax 2 (optional): dropdowns, defaulting to “Set per work item”.
• Start Date and End Date (optional): date pickers.
• Duration (optional): a numeric field, with a dropdown to select the unit (defaulting to “Months”).
• Description (optional): a multi-line text field.
• Attachments (optional): a file upload field (supports drag-and-drop), with a maximum size of 25 MB per file, accepting the following formats: PNG, JPEG, GIF, BMP, RAR, PDF.

Relationship Between Quotation, Link Cost Sheet To, and Client

When a Bid or Project Is Selected First

• The “Quotation” list shows only quotations linked to the selected bid or project.
• The “Client” field is automatically filled with the client of the selected bid or project, and becomes dimmed (disabled).

When the Client Is Selected First

• The “Link Cost Sheet To” and “Quotation” dropdowns show only records that share the same selected client.

When the Quotation Is Selected First

• The “Client” field is automatically filled with the quotation’s client, and becomes disabled.
• If the selected quotation is linked to a bid or project, the “Link Cost Sheet To” field is automatically filled with that project or bid.
• If the selected quotation is linked to both a bid and a project at the same time, the cost sheet is linked to the project, not the bid.

Bill of Quantities

This section contains a table for adding cost items, with the following columns: Item, Quantity, Consumption/Unit, Unit Cost, Cost, Profit Margin, Selling Price, Total, along with a “Grand Total” row at the bottom of the table.

• You can add items to the table via the buttons below it: “+ Work Item”, “+ Material/Labor”, “+ Sub Item”, “+ Main Item”.
• Click “Enter Main Item” to add the first main item to the table.