Job Estimates

If you are using third-party cost estimating software, you can import the estimate information for use in Job Cost. Contact WennSoft Sales for information on importing estimates.

 Contact WennSoft Sales for information on importing estimates.

Importing Estimates

Importing estimates involves the following:

Step 1: Create the Import File

You can either generate the import text file using third-party software, or you can create it yourself using a text editor such as Notepad or Microsoft Excel. The import file must contain a .TXT extension. An import file contains three main records: comment, header, and category. Each instance of a record appears as a separate line in the import file.

Sample estimate import file

A description of each record follows:

• Comment records
  Comment records contain general comments or a description of the import file.
  • Comment records can appear anywhere in the import file. You can have as many comments as necessary.
  • The first character in a comment record must be a semicolon. A sample comment record follows: ;Estimate to Job Cost Transfer File
• Header record
  A header record contains basic information about the job, such as job name and job number.
  • A header record is required.
  • The first character or field must be an asterisk. The second must be the job number. A third field (optional) is job name.
  • Data in a field must be enclosed with double quotes. If the field is a numeric or a date, no quotes are required.
  • Each field must be separated by a comma. Two consecutive commas indicate a null (empty) field.
  • A sample header record follow: "*","IMP001A","Imported Job">
• Category records
  Category records contain the estimate information that will be imported into Job Cost for each cost code, along with other job information.
  • A category record is required and consists of 12 fields. The first field in a category record is the letter C. The first eight fields are required.
  • If a field contains data, the data must be enclosed with double quotes. If the field is a numeric or a date, no quotes are required.

  • Each field must be separated by a comma. Two consecutive commas indicate a null (empty) field. A sample category record follows: "C","1001"," ","EQU",10031996,10.00,900.00
    
    A description of the format for each category field appears in the following:

    Field Number	Description	Required?
    1	The letter C (quotes needed)	Yes
    2	Cost code format without dashes (quotes needed) Cost codes must exist as master cost codes in the Master Cost Codes Setup window.	Yes
    3	Null — 17 spaces The description from the Master Cost Codes Setup window automatically defaults in the Job Cost Codes Setup window during the import. You do not have to include it in your import file.	Yes
    4	One of the following cost code elements (quotes needed): LAB, MAT, EQU, SUB, OTH, UD1, UD2, UD3, UD4	Yes
    5	Date (no quotes needed)	Yes
    6	Number of units (no quotes needed)	Yes
    7	Null (no quotes needed)	Yes
    8	Amount per unit (no quotes needed)	Yes
    9	Null (no quotes needed)	No
    10	Null (no quotes needed)	No
    11	Null (no quotes needed)	No
    12	Null (no quotes needed)	No

Step 2: Import the Estimates into Job Cost

During the import process, you will create a new job using the job number specified in the import file.

1. Select Microsoft Dynamics GP > Tools > Integrate > Job Cost > Estimates.

2. Select the folder button to locate and select the text file for import and select Next >.
3. Enter the job record information in the Estimate Import window. See Creating a Job Record for more information. The Job Number and Description fields come from the import file. The Contract Type is automatically set to Fixed Amount and the Billing Type is set to Standard. You can change these defaults.
4. Select Next> to open the Estimate Warehouse window. The Estimate Warehouse window summarizes the cost codes added to the job, including the estimated cost for each code.
5. Review the Estimate Warehouse window to ensure the cost codes are valid. A Valid label indicates that the cost code exists and will import successfully. If all cost codes are valid, proceed to the next step. An Invalid label indicates that the cost code does not exist in Job Cost as a master cost code. If at least one cost code is invalid, select Cancel to cancel the import and start over. Before you restart the import, add the appropriate cost code(s) to the Master Cost Codes Setup window (Microsoft Dynamics GP > Tools > Setup > Job Cost > Cost Code Setup > Master Cost Codes).
6. When all cost codes are valid, select Finish in the Estimate Warehouse window. If the import was successful, a message appears telling you that the import was successful, and asking you if you want to import another estimate file.
7. To finish importing files, select No. To continue importing more files, select Yes. The Import Estimates window reappears.

Step 3: Review the Imported Information in Job Cost

To make sure the information that was imported into Job Cost is satisfactory, review the appropriate fields in the Job Cost Codes Setup window.

1. Select Cards > Job Cost > Job.
2. Select a job, then select the Cost Codes button.
3. Use the browse buttons to display the costs codes that were included in the import file.
4. The cost code from the import file defaults in the Cost Code field.
5. The estimate defaults in the Estimate Amount field and is calculated as number of units (quantity) x amount per unit. If any estimate numbers are incorrect, check the import file to make sure the proper field was filled in. Just because a cost code was imported successfully doesn't mean the numbers are correct in the Job Cost Code Setup window. For example, if you leave field number 6 (amount per unit) blank for a cost code in the import file, the import process will complete successfully, but will enter a default value of 1 in the Estimate Units field in the Job Cost Codes Setup window.