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Learning about the estimate database

Locking and unlocking estimates

Estimates grid

New Estimate window

Searching for estimates

Using the Estimating Management Console

Estimates window

Use this window to manage your estimates. You can perform the following functions from this window:

  • Create a new estimate.

  • Duplicate or copy an existing estimate.

    In Estimating and the Estimating Management Console, copying an estimate makes an exact copy of an existing estimate. Duplicating an estimate copies the estimate, and it lets you:

    • Clear quantities and amounts from the original estimate.
    • Restrict access to the estimate to administrators.
  • Open a selected estimate in the Estimating program.
  • Delete estimates.
  • Rename existing estimates.

From this window, you can also:

  • Select an estimate and view the corresponding estimate cover page information such as the project name, location, size, and bid results. Your cover page information appears on the estimate report when you select the Print cover page option in Sage Estimating before printing.
  • Display all the estimates that exist in the database, or on a branch in the catalog, on the Estimates grid, where you can view key information about all the displayed estimates at a glance, and even filter the display by certain characteristics.
  • Organize estimates by branch or sub-branch using the Estimate Catalog pane. This pane displays all estimates that are currently available. Select any branch (folder icon) in the list to display a list of all estimates within it.

To open the Estimates window, click [Estimates] at the top of the Estimating Management Console.

For more information about searching for estimates in the Estimating Management Console, see Searching for estimates.

  • You can add or delete estimates only if you have the appropriate permissions.
  • Sage Estimating locks each estimate exclusively for the user who is currently using it. However, if you are working with an estimate and your session is unexpectedly terminated, Sage Estimating automatically unlocks the estimate. See Locking and unlocking estimates for more information.
  1. Click [Estimates] in the Estimating Management Console.

  2. Right-click the All Estimates folder icon in the Estimate Catalog pane, and then click New > Branch.

    The new branch with the name New Branchappears as a subfolder of the All Estimates folder.

    Alternatively, you can select a subfolder icon below the All Estimates folder icon, and then click New > Branch to create another sub-branch.

  3. Right-click the new branch, and then select Rename.
  4. Type the desired name for the new branch, and then press the Enter key.

  1. Click [Estimates] in the Estimating Management Console.

  2. Click the create new estimate icon in the toolbar of the Estimate Catalog pane An image of the New Estimate icon (a highlighted estimate).

  3. In the New Estimate window, type a name for the new estimate.

  4. (Optional) Type the name of the standard database you want to associate with the new estimate.

  5. Type the name of the branch or sub-branch in the Estimate Catalog pane where you want to display the estimate.

    For example, if you want to store the estimate in the Electrical sub-branch of the City Hall branch, type City Hall\Electrical.

    Alternatively, you can click [Browse] to locate the branch or sub-branch.

  6. Click [OK].

    The program adds the information about the new estimate to the Estimates grid, and displays the grid.

  7. Edit the estimate details using the Estimate Information and Estimate Settings windows in the Sage Estimating software.

  1. Click [Estimates] in the Estimating Management Console.

  2. In the Estimate Catalog pane, click the estimate you want to copy.

  3. Click the Copy An image of the Copy Estimate icon icon on the toolbar, or right-click the estimate icon, and then click [Copy ] on the shortcut menu.

    Note: You cannot copy an estimate if another user is currently using or editing it. See Locking and unlocking estimates for more information. Estimates that are not available are marked a lock image An image of the Lock icon, used to show that an estimate is locked on the estimate icon in the Estimate Catalog pane.

  4. Navigate to the branch in the Estimate Catalog where you want to display your estimate.

    For example, if you want to organize estimates in the catalog by location and project name, and you are creating a new estimate for the "building electrical" project at City Hall, select the City Hall branch.

    Note: The branch is displayed for organizational purposes only. All estimates are stored on the same level in the estimate database.

  5. Click the Paste An image of the Paste Estimate icon icon on the toolbar, or right-click the destination folder icon, and then click [Paste] on the shortcut menu.

    The Estimating Management Console creates the estimate. You can edit the estimate details in Sage Estimating.

Tip: You can also drag and drop a copy of the estimate. To create a copy, make sure you hold down the Ctrlkey while you drag and drop the estimate. If you do not hold down the Ctrl key, you will move the original estimate to the new location.

  1. Click [Estimates] in the Estimating Management Console.

  2. In the Estimate Catalog pane, select the estimate you want to copy.

  3. Click the Copy icon An image of the Copy Estimate icon on the Estimate Catalog toolbar.

    Alternatively, you can right-click the estimate you want to copy and then select Duplicate from the shortcut menu.

    Note: You cannot copy an estimate if another user is currently using or editing it. See Locking and unlocking estimates for more information. Unavailable estimates are denoted in the Estimate Catalog pane by a lock image over the estimate icon. An image of the Lock icon, used to show that an estimate is locked

  4. In the New estimate box of the Duplicate Estimate window, type the name of the new estimate you want to create.

  5. Click the [Browse] button next to the Choose the source estimate box to select the estimate you want to copy.

  6. Select the branch of the estimate database where you want your estimate displayed.

    For example, if you want have organized estimates in the estimate database by location and project name, and you are creating a new estimate for the "building electrical" project at City Hall, select the City Hall branch from the list or click [Browse] to locate it.

    Note: The branch is displayed for organizational purposes only. All estimates are stored on the same level within the estimate database.

  7. Do you want to use the quantities and amounts from the estimate being copied in the new estimate?
    • Yes. Clear the Clear quantities and amounts check box.
    • No. Select the Clear quantities and amounts check box.

  8. Click [Copy].

    The Estimating Management Console creates the estimate. You can then edit the estimate details in Sage Estimating.

Items on this tab

You can access these settings by selecting any estimate in the Estimate Catalog pane.

Panes in the Estimates window
Pane Notes
Estimate Catalog pane

This pane displays a "tree-view" list of estimates available for use with Sage Estimating.

Estimates in this pane are organized according to "branches" and sub-branches that appear under the All Estimates folder icon. You can create or specify a branch at the time you create an estimate. Click the arrow key to the left of any branch name to display its sub-branches and estimates.

An image showing the Estimate Catalog Pane with sample estimates

  • Select any estimate in the list to display the corresponding estimate cover page in the detail pane (to the right of the navigation pane).

  • Right-click any branch (folder icon), sub-branch, or on the estimate database, and then select Show all estimates in grid to display a grid of available estimates associated with the branch, sub-branch, or estimate database. You can filter the grid contents to find a specific estimate. See Searching for estimates for instructions.

    To view information about an estimate, right-click it, and then click Show estimate information.

    To open an estimate in the Estimating program, either double-click it or right-click it, and then click Launch Estimating from the menu.

  • Right-click the estimate database, and then select Retrieve estimate database info to open the Estimate Database Summary window.

You can add a branch or sub-branch, delete a branch, and rename an existing branch by right-clicking on its corresponding folder icon and selecting the appropriate option from the shortcut menu.

You can also delete, rename, or copy any estimate in the pane by right-clicking on it and selecting the appropriate option from the shortcut menu.
Estimate Catalog toolbar Create new estimates and estimate databases by clicking the corresponding icon in this toolbar. You can also refresh the list in the Estimate Catalog pane by removing estimates that have already been deleted by other users.
Notes Add additional estimate information such as important bid dates or reminders.
Buttons in the Estimates window
Button Notes
[New Estimate] Click to access the New Estimate pane to create a new estimate. You can also specify the database where you want it stored.
[Copy Estimate]

Click to create a new estimate by duplicating data in an existing estimate.

Use this feature when you want to use an existing estimate as the starting point for a new estimate.
[Import file]

Click to import estimates that have been saved previously in extensible markup language (XML) format.

Importing estimate data allows you to restore one or more estimates from backup. Sage Estimating automatically locks an estimate during the import, but the estimate is unlocked when the import is complete.
[Export file]

Click to export one or more selected estimates as a compressed (zipped) extensible markup language (XML) file.

Exporting estimate data allows you to store a backup copy of your estimates in XML format and import it into Sage Estimating later.
General information
Item Notes
Database name The name of the estimate database as set in the at the time of creation.
Phase suffix

The Sage Estimating phase code suffix.

The phase suffix formats the phase code by setting aside part of that 9-character code for a suffix. The suffix determines how many digits are to the right of the decimal point.

Phase code suffixes
Phase Code Format Suffix Example
0 9 characters; no suffix CONC3100
1 7.1 characters CNC3100.0
2 6.2 characters CN3100.00
3 5.3 characters C3100.000
Project name

Displays a brief description for the project.

The project name appears in the title bar of the Spreadsheet window. It also appears on the heading of every page when you print an estimate report or a report cover page.
Document title The title information that appears on the cover sheet for the estimate.
Estimator

The name of the person responsible for this estimate. 
Factor table

Displays the default factor table for this estimate.

During takeoff, Sage Estimating uses your entry to adjust the prices in the spreadsheet. For a new estimate, this field is blank. When no factor table has been specified, Sage Estimating uses the Base Price, (the original item prices stored in the database).

Expected duration

The amount of time the project will take to complete. You can use the duration in formulas and as a basis for addons.
Duration units

The project's time unit of measure that applies.
Crew information
Item Notes
Hours per day

The standard number of working hours in a day.

Man hours are calculated using this number for items with a day-based order unit (Day, Man day, and—for Estimating Extended only–Crew day). This value is used to calculate the labor and equipment hours for items with certain time-based order units.

The totals appear in the spreadsheet, Totals window, and reports.

Hours per week

The standard number of working hours in a week.

Man hours are calculated using this number for items with a week-based order unit (Week, Man week, and—for Estimating Extended only—Crew week). This value is used to calculate the labor and equipment hours for items with certain time-based order units.

The totals appear in the spreadsheet, Totals window, and reports.

Hours per month

The standard number of working hours in a month.

Man hours are calculated using this number for items with a month-based order unit (Month, Man month, and—for Estimating Extended only—Crew month). This value is used to calculate the labor and equipment hours for items with certain time-based order units.

The totals appear in the spreadsheet, Totals window, and reports.

Default Crew Pricing Method

Displays the method for calculating the labor/equipment crew price for items with these generic time-based order units: Hour, Day, Week, Month.

  • Average cost per person – uses the average cost of all members of the crew to calculate labor and equipment costs.
  • Total cost of crew – calculates the pricing based on the total cost of the crew.

Example:

Crew resources
Quantity Resource Rate

2

Laborer1

7.00/hour

1

Laborer2

10.00/hour

This crew could have either of the following prices based on the selected crew pricing method.

Example of crew prices
Average cost per person Total cost of crew

8.00 per hour (24.00 / 3)

24.00 per hour (7.00 + 7.00 + 10.00)
Report hour type

Displays the selected method for calculating the labor and equipment hours for items with crews on reports.

  • Man hours multiplies the number of crew members by the crew hours.
  • Crew hours shows the total number of hours it takes the crew to complete a task.
Labor rate table

The name of the rate table that you want to use for labor calculations. The rate table you select is automatically assigned to the estimate.

A rate table provides the hourly and benefit rates used to calculate the cost of the resources in crews. You can set up an unlimited number of rate tables. For instance, you might set up separate rate tables by region or to handle regular and overtime pay.

You can set up rate tables in Sage Estimating (Data tab > Crews group > Crews > Rate Tables, or in classic view, Database menu > Crews > Rate Tables).
Equipment rate table

The name of the rate table that you want to use for equipment calculations. The rate table you select is automatically assigned to the estimate.

A rate table provides the hourly and benefit rates used to calculate the cost of the resources in crews. You can set up an unlimited number of rate tables. For instance, you might set up separate rate tables by region or to handle regular and overtime pay.

You can set up rate tables in Sage Estimating (Data tab > Crews group > Crews > Rate Tables).
Minority and women-owned businesses
Item Notes
Minority business The amount of the total bid that must be subcontracted to minority-owned businesses. Select either the percent (%) or currency ($) option.
Women owned business The amount of the total bid that must be subcontracted to women-owned businesses. Select either the percent (%) or currency ($) option.

Displays special headings or subtitles for your estimate reports. These entries appear on the cover page of an estimate report when you select the Print cover page option in Sage Estimating before printing.

Job information
Item Notes
Project Displays a brief description or name for the project.
Job size

The size of the job (up to 8 digits).

As soon as there are actual currency amounts in the spreadsheet, Sage Estimating calculates the cost per unit for the entire job by dividing the total cost of the estimate by the job size. The cost per unit displays in the Totals window.

You can also use the job size in formulas and as a basis for addons in the Sage Estimating software. 
Contract amount

The amount of the contract (14 digits), if known. You can use this amount as the basis for addons in the Sage Estimating software.

Job units

The unit of measure (up to 4 characters) associated with the job.

You can clear your selection at any time by clicking [Clear].

Note: Clearing your selection does not clear the unit of measure from the list.

Job Classification

Displays custom fields used to store additional estimate information.
Job cost information
Item Notes
Job cost system name

Displays the job cost software that you use with the estimate.

If you do not use a job cost application, the None setting omits all job cost boxes from the estimate in the Sage Estimating software.

Job number

This box displays when you select a job cost system in the Job cost system name box.

Displays the number (up to 20 characters) of the job associated with the estimate.
Company Name

This box is available if you selected Sage 300 Construction and Real Estate or Sage 100 Contractor in the Job cost system name box. It displays the company associated with the estimate in the job cost program.

Sage Estimating uses the job number and cost code formats associated with the selected company in the job cost program.
[Setup]

This button is disabled in the Estimating Management Console.
Address information
Item Notes
Street The number and street name for the location of the project.
City The name of the city for the location of the project. 
State/Province The name of the state or province for the location of the project.
Zip/postal code The US ZIP code or international postal code for the location of the project.
Country The country or region for the location of the project.
Client company contact information
Item Notes
Client company

Displays the client company associated with the estimate.

Companies in the list are set up in the address book.

Client primary contact

The contact person associated with the estimate.

People in the list are set up in the address book.

Client primary contact phone number Displays the main phone number (as set in the address book) of the contact person associated with the estimate.
Client mobile phone number Displays the mobile phone number (as set in the address book) of the primary contact person associated with the estimate, if available.
Architect company contact information
Item Notes
Architect company

Displays the architecture company associated with the estimate. You can click [Clear] at any time to clear your selection.

Companies in the list are set up in the address book.

Architect primary contact

The architect associated with the estimate.

People in the list are set up in the address book.
Architect primary contact phone number Displays the main phone number (as set in the address book) of the architect associated with the estimate.
Architect mobile phone number Displays the mobile phone number (as set in the address book) of the primary architect associated with the estimate, if available.
Engineer company contact information
Item Notes
Engineer company

The engineering company associated with the estimate.

Companies in the list are set up in the address book.

Engineer primary contact

The engineer associated with the estimate.

People in the list are set up in the address book.

Engineer primary contact phone number Displays the main phone number (as set in the address book) of the engineer associated with the estimate.
Engineer mobile phone number Displays the mobile phone number (as set in the address book) of the primary engineer associated with the estimate, if available.
Bid results
Item Notes
Winning bidder Displays the name of the company that won the bid, if available.
Amount The amount of the winning bid.
Bid date

The date (in mm/dd/yyyy format) and time (in h:mm format) when the bid is due.

Other Bidders 1-4 The company name and monetary amount of another bid on the project.
Winning bidder note

Displays comments you enter about the winning bid.