Section 28 - Site Costing

While the CCS System is not a costing and accounting system as such, there are various areas of the system which can be used to assist the post tender user in preparing Project Operating Statements, Cost / Value Comparisons etc. This section specifically covers the Cost Reconciliation application in the Candy Valuations module. The following sections of the CCS training manual are also related to site costing :

Candy Manual Section 26 - Subcontract Liability Materials Received Manual

This section of the Candy manual contains the following topics:

Cost reconciliation menu Creating a cost reconciliation document 5th Base formula Importing Candy data Total lines Family lines Template documents Summary Cost / allowable comparison Cost / selling comparison

- Sheet 28.01 - Sheet 28.01 to 28.03 - Sheet 28.04 - Sheet 28.05 to 28.06 - Sheet 28.06 to 28.08 - Sheet 28.09 to 28.10 - Sheet 28.11 to 28.12 - Sheet 28.12 - Sheet 28.13 to 28.14 - Sheet 28.15

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Cost Reconciliation
Cost reconciliation may be used to help prepare project operating statements and cost / value comparison documents. This application is based around 5th Base, which allows complete flexibility for you to specify layouts, code types etc. From the CCS Menu follow the path Candy System to Valuations to Cost Reconciliation.

In Cost Reconciliation there are three areas in which documents may be stored.

Costrec Documents Any documents stored in here are Job Specific , and cannot be accessed by other jobs on the computer. These documents are backed up as part of a Candy or a Complete Job backup. Template Documents Any documents stored in here are Not Job Specific , but can be accessed by other jobs on the computer. These documents are Not backed up as part of a Candy or a Job backup. CCS Template Documents Some example layouts installed with the CCS System.

Select Costrec Documents, to display the Costrec documents selector.

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Creating a New Costrec Document

Enter a name for the new document and use the softkey.

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The layout document is displayed. On this document you can define Columns , Headers, Formulae etc.

Enter the words Task Code on the left-hand edge of the Column Headings line and use the softkey.

A vertical line is drawn to the right of the column heading.

Create some more columns by entering a column header, moving the cursor to the right to set the column width and using the softkey. With the cursor positioned in the Task Code column use the the softkey. softkey followed by

A row of As is displayed on the Field Formats line for this column. Repeat the previous step for the Description column.

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Position the cursor in the Cumulative Costs column and use the softkey.

A row of Ns is displayed on the Field Formats line for this column. Repeat the previous step for the Computer Allowable column.

Position the cursor in the Profit/Loss column and use the softkey.

A row of =s is displayed on the Field Formats line for this column.

With the cursor in the Description column, use down arrow. The cursor line moves onto the Formulae line, and the prompt C2= is displayed. There is on-line help available for 5th base formulae. Use the softkey to display the 5th Base help screen for the Layout Document. Select the Formulae topic.

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5th Base Formula Help

The 5th Base formula help document is displayed. Use the underlined green links to display the various related subjects.

5th Base Formula

Enter the required formula and use the softkey. This formula extracts the Task Code Description from Candy, and displays it in column 2 of this Costrec document.

Enter a formula for the Profit/Loss column as shown in this example. Use the softkey.

This formula calculates the difference between columns 3 and 4, and displays the result in column 5 of this Costrec document. If you make any changes to the layout document, you must save those changes by using the softkey.

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Importing Codes for the First Time

The new Costrec document is displayed. You now need to import some data from Candy. Use the softkey.

A further set of softkeys is displayed. Repeatedly use the softkey.

The words on the softkey change for each use as you scroll through the different Candy Codes on which you can choose to base a Costrec Document. The following code types are available :

Task Codes Work Codes Bill Codes Resource Code Resource Class Code Resource Group Code

Set the required code type, in this case Task, and use the softkey.

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Import Actual Candy Values

A selector is displayed on which you must enter the following information :

Resource Task Column Number Computer Column Number for Actual

Refer to the layout document that you created on sheet 28.02 of this section for the correct column numbers. Enter the required data and use the button. Note: You can access the layout document at any time by using Ctrl+F1.

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When the importing of candy data is complete a message is displayed which informs you of the number of codes that have been imported and the number that have been updated. Hit any key to continue. The Task Codes are imported, together with their descriptions and the Nett Amount for each code, based on the Current Actual Quantity. The Cumulative Costs can now be entered on this document. The Profit/Loss column calculates automatically as the figures are entered. Note: Actual costs may be imported from an external text file or from the Materials Received database.

Total Lines
Total lines may be introduced onto the Costrec document. Position the cursor at the point where you want a total line, and use the followed by the the softkey. softkey,

softkey, followed by

A further set of softkeys is displayed. There are four levels of total line that can be included on a Costrec document.

Sub-Total Total Grand Total Super Total softkey.

Use the

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The word Total is displayed at the point where the cursor was positioned. Lines may be introduced to highlight any totals by positioning the cursor and using the and the required. Use the softkey. softkeys as

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Document Recalculation
The Costrec document can now be recalculated. Use the softkey.

When the recalculation is complete, a total is displayed at the bottom of the Profit/Loss column.

Heading Lines
Headings or Family lines can be inserted into the Costrec document as required. Use Ctrl+Ins(ert) to create a blank line, and enter a heading.

Sub Totals
Sub Totals can be inserted into the Costrec document as required. Use Ctrl+Ins(ert) to create the required blank lines, enter a description, position the cursor, and use the softkey.

The word Sub Total is displayed at the point where the cursor is positioned.

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Again lines may be introduced to highlight any totals by positioning the cursor and using the as required. and the softkeys

Complete the Costrec document by creating Headings and Sub Totals as required. Use the softkey.

Document Recalculation
The Costrec document can again be recalculated. Use the softkey.

The Sub Totals are displayed at the appropriate points in the document.

It is possible to make use of the 5th Base Family facility in a Costrec document in order to summarise data. Use Ctrl+F1 to access the layout document. Position the cursor in the Cumulative Costs column, and use the followed by the softkey, softkey Shifted.

A lowercase t is displayed on the Total Specs line below the Cumulative Costs column. Repeat this step for the next two columns, Computer Allowable and Profit/Loss. Use the softkey.

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Family Levels
Each line in a Costrec document can be assigned a Level within a hierarchy. The level of the line on which the cursor is positioned is always displayed on the softkey. Using this softkey Increments the level of a line. Using this softkey Shifted Decrements the level of a line. The Lower the level, the more Senior the line is in the hierarchy. Level 0 - Most Senior Level 31 - Most Junior In this example, the heading lines in the document are level 0 the data lines are level 1. That is, the heading lines are senior to the data lines. Position the cursor on one of the heading lines and use the button. The data below the Earthworks heading is no longer visible. It has in fact been hidden behind its heading line, the individual figures for each line having been summed and displayed at the heading level.

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Position the cursor on the next heading line and use the button. The data for the Concrete heading has now been hidden, the individual figures for each line having been summed and displayed at the heading level. The whole document can be closed down to its minimum level of detail. Use the button or Shift+Ctrl+Spacebar.

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All of the detail is now hidden behind its respective heading line. Using this facility it is possible to work in very great detail, but report to a lesser degree of detail if required. Position the cursor on one of the closed up family lines and use the button. This opens only that family to the next level of detail.

Useful keys for Costrec Family Lines

The following toolbar buttons are available for opening and closing family lines : - Open the family on which the cursor line is positioned. (Ctrl+Down-arrow) - Close the family on which the cursor line is positioned. (Ctrl+Up-arrow) - Open all families to full level of detail. (Ctrl+Spacebar) - Close all families to minimum level of detail. (Shift+Ctrl+Spacebar)

Bubbling of Lines
5th Base has the ability to bubble lines, that is moving a line to a new position in the document. Position the cursor on a line and use the button or Ctrl+Left-arrow to move the line up the document. Position the cursor on a line and use the button or Ctrl+Right-arrow to move the line down the document. Note: A closed family can be re-positioned in the same manner.

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Template Documents
It is possible to set up standard template documents and copy them into the Costrec documents area for use with a specific job. From the Cost Reconciliation menu select Template Documents. Any number of template documents can be set up using similar steps as outlined previously in this module. Position the cursor on the document that you wish to copy and use Ctrl+R.

From the Cost Reconciliation menu select Costrec Documents. On the Costrec Documents selector use Shift+Ctrl+R. The document that was picked up from the Template Documents selector is copied into the Costrec Documents selector. The word copy is displayed in brackets at the end of the document name whenever this method is used to copy a Costrec document. Select the copied document.

Template Documents
The Costrec document that you created previously in this module is a very simple example of what can be achieved with this facility. These documents can be made very complex, involving many calculations, which may include holding deferred figures from one month to the next. By using a standard template (or templates), you do not need to re-invent the document from scratch for each new project. Instead you can copy one of your standard templates, and adapt it to suit the new project as required.

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CCS Template Documents

The CCS System is installed with some examples of template documents, which you can copy into the Costrec documents area, and adapt for use with a specific job. From the Cost Reconciliation menu select CCS Template Documents. As with Template Documents, these documents may be copied into the Costrec Documents selector by using Ctrl+R to pick them up, and Shift+Ctrl+R to drop them.

Summary
The Cost Reconciliation document that you have created in this module is a very simple example of what can be a chieved with this facility, however it does illustrate the following features, which would apply to any Cost Reconciliation document.

User Defined Layout - The arrangement of columns and headers is left entirely up to the user. The initial layout can be altered by inserting or deleting columns at any stage during a project. Links to Candy - The spreadsheet capability of a Cost Reconciliation document is not intended to emulate Excel or Lotus 123, however, the ability to create dynamic links to many areas of the Candy system is unique to this application. It allows automatic updating, always under the control of the user, of the allowance information on the Cost Reconciliation document, as soon as the valuation information has been entered into Candy. Because the links to Candy are based on the code which is used, and not on cell references, the lines of data can be moved up or down the document as required. Any subsequent updating from Candy always imports the correct values by matching the codes.

Family Lines - Introducing a hierarchical heading structure by using family lines is a very powerful aspect of all 5th Base documents. The same data can be used to report to different levels of management, who wish to see the report summarised to different levels of detail. Template Documents - It is possible to create a series of company standard template documents, which can be copied into specific projects and adapted as required. The templates may be simply the column layout, with th e applicable headers and formulae, or if your company has standard cost coding structures in place, the template may also have the codes and their descriptions. Reference Documents - If your company costing system is capable of producing a text file containing cost codes and their monthly or cumulative values, this information can be imported into a second 5th base document, which can be linked to the Cost Reconciliation document.

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Cost Allowable Comparison

The cost allowable comparison document allows you to accumulate values and quantities for a primary project code or a primary project code broken down into a secondary project code. The accumulated values and quantities may be further broken down into one of resource type, group code, class code or not at all. From the Cost Reconciliation menu select Cost Allowable Comparison. The first time that this option is selected for a given job, the Allowable Download Configuration selector is displayed, on which the following options are available:

Op Code Selection

Primary - Select the primary Project Code, from Task, Work or Bill Code, which is to be used for accumulating allowances. Secondary - Select the secondary Project Code, from Task, Work or Bill Code, which is to be used for accumulating allowances within the Primary Code. If a single project code type is required, the secondary code should be set to None. If both codes are used, they must differ.

Resource Selection - Select the secondary Resource Code, from Types, Group Code, Class Code or None, which is to be used for breaking down the accumulated allowances. Options Derive quantities - Select this option to derive quantities for each allowable value. This option is not available with the following settings: Op Code - primary = any code, secondary = work code. Resource none Allowable column width - Use the button to select the required width of all monetary columns in the cost allowable document. Available widths are in the range 8 to 16 characters, in 2 character increments. button to recalculate the allowable cost document.

Op Code - primary = work code, secondary = none. Resource - none

Use the

The data is recalculated and the Cost Allowable Document is displayed. The values may be recalculated using the latest Candy data at any time by using the softkey. The layout of the document may be changed at any time by using the softkey.

Actual cost figures may be imported into the cost allowable comparison document from a costing system, provided that the cost data can be exported in a recognised text file format, for example a comma separated values (CSV) file. Use the softkey.

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The ledger import costs allowable selector is displayed. Enter the required field numbers for the text file, from which the costs are to be imported, and use the button.

The CCS file importer is displayed. Use the button in order to select the file for importing. If the file is on a floppy disk, insert the disk in the floppy drive. Select the source of the file - either the floppy drive or the hard disk. Select the required import file and use the button.

The data, which is contained in the file, is now imported into the cost allowable document. Note: The structure of the code in the costing system mus t be identical to that used in the cost comparison documents. For example, if the cost allowable comparison is based on the following criteria: Primary - Task code (function) e.g. 0110 Secondary - Bill code (location) e.g. Section2 Resource - Group code (resource) e.g. Conc then the value recorded for cost code 0110, Section2, Conc in the costing system is imported against that line in the cost comparison document. The cost allowable document may be exported directly to an Excel spreadsheet by

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using the

softkey.

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Cost Selling Comparison

The cost selling comparison document allows you to accumulate values, quantities and man hours for a primary project code or a primary project code broken down into a secondary project code.

From the Cost Reconciliation menu select Cost Selling Comparison. The first time that this option is selected for a given job, the Selling Download Configuration selector is displayed, on which the following options are available:

Op Code Selection

Primary - Select the primary Project Code, from Task, Work or Bill Code, which is to be used for accumulating allowances. Secondary - Select the secondary Project Code, from Task, Work or Bill Code, which is to be used for accumulating allowances within the Primary Code. If a single project code type is required, the secondary code should be set to None. If both codes are used, they must differ.

Rate Selection - Select the rate, from gross or selling, on which the calculation of values is to be based. Options

Derive quantities - Select this option to derive quantities for each of the values. The quantity code is defined as the code that is used as the grouping code for the purposes of calculating the quantities. When only a primary and secondary code are selected, the secondary code is the quantity code. If a resource code is selected then it is always the quantity code. This option is not available for work codes. Derive man hours - Select this option to derive man hours for each of the values. These are calculated bas ed on actual quantity and using the production codes and factors for the codes specified under man hour code definitions. The column heading entered here is also used. Selling column width - Use the button to select the required width of all monetary columns in the cost selling document. Available widths are in the range 8 to 16 characters, in 2 character increments. button to recalculate the cost selling document.

Use the

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The data is recalculated and the Cost Selling Document is displayed. The same softkey functions are available as on the Cost Allowable document. - To recalculate the values using the latest Candy data. - To change the layout of the document. - To import actual cost figures into the cost selling comparison document from a costing system.

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