Standard Database window
Use this window to manage your standard Sage Estimating item databases.
From this window, you can:
- Scan for new databases.
- Attach a database to one or more SQL Server instances.
- Add purchased standard databases (such as RSMeans) to the list using the Sage Estimating Database Installer window.
- Specify database settings, such as the phase suffix and attachment folder, job cost category information, user-definable fields, and crew cost information
- For databases that you create, restrict the use of the database to users who have an authorization code.
- For databases that you published with restricted access, generate authorization codes for customers to whom you distributed the database.
- Remove databases from the Estimating Management Console.
- Rename existing databases.
- Create lists of valid project types and estimators for estimates that use the standard database.
- Specify valid field types for user-defined fields to restrict the type of content that users can enter in the user-definable fields in estimates that use the standard database.
The Standard Database Catalog pane lists all available instances, along with the databases associated with the instance.
- To display the databases associated with an instance, select the instance from the list.
- To view the settings for a particular database, select the database on the list. The setup properties are displayed in the detail pane to the right of the catalog pane.
- To delete or rename any database displayed in the Standard Database Catalog pane, right-click it, and then select Remove, Delete, or Rename from the shortcut menu.
- To set a database as the default, right-click it in the catalog pane, and then click Set Default on the shortcut menu. Estimating displays a green check mark beside the default database.
Notes:
- You need Edit Database Settings and the Edit Standard Database permissions to change any settings in this window. (The [] button does not appear unless you have permission to use it.)
- You can create, delete, attach, or remove a standard database only if you have the appropriate SQL Server permissions.
- You cannot edit the database if it is checked out to another user.
- Estimate and Address Book databases are not standard databases.
To display the Standard Database window:
On the Estimating Management Console ribbon, click [Standard DB] .
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Select the instance (server) where you want the database stored.
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Open the New Standard Database window in one of these ways:
- In the toolbar above the Standard Database window, click [New Database] .
- On the toolbar in the Standard Database Catalog pane, click the
(the new standard database) icon.
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In the New Standard Database window, type a unique name for the database in the box provided (using up to 120 characters).
Note: The database name must be unique.
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Specify the location in the catalog where you want to display the new database.
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On the Company tab, select the company you want to associate with the database.
The company you select becomes the default company for all new estimates you associate with the database.
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If you plan to use phases with your estimates:
- Click the Phase tab.
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Select the number of digits you want your phase code suffix to have.
Sage Estimating allows nine digits for phase codes. The phase code suffix you select appears to the right of each phase code you set up in the Sage Estimating software.
Example: If you select 3, each phase code will have five characters before the decimal point and three characters after the decimal point (the decimal point counts as a digit).
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On the Time Conversions tab, type the number of crew hours in a day, a week, and a month.
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On the Crew Information tab:
- Select the crew pricing method you want to use for estimates associated with this database.
- Specify how to show labor and equipment hours on estimate reports.
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If you want to copy the Work Breakdown Structure (WBS) codes from an existing database, click the WBS tab, and then select the existing database from the list.
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Click [OK].
Deleting a selected standard database removes it from SQL Server. Use caution when selecting this option.
- In the Standard Database Catalog pane, right-click the database you want to delete.
- Select Delete from the shortcut menu.
- Confirm your intention to delete the database from SQL Server when prompted.
- In the Standard Database Catalog pane, select the database to which you want to restrict access.
- Click the [] button.
- In the General section of the details pane:
If you want to include any useful notes about the database, click the [] button, type the information in the Standard Database Notes window that appears, and then click ].
In the box, enter a descriptive name for the database using up to 260 characters.
In the box, enter a date to identify the database version (like a date stamp).
- In the Developer box, type your name or the name of the person who maintains this database.
Select the checkbox. When you select this checkbox:
The program fills in the Publisher field with the registration name of your Sage Estimating license and it fills in the Activation Date field with the system date. You cannot change these fields.
The default entry in the ID box is cleared, and the box because available for editing.
In the box, type a unique six-digit serial number to identify this database.
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Click [].
After you click [], no one except the publisher can open the database without an activation code. Also, the [] button becomes available so that you can generate activation codes to give to customers or internal users.
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(Optional) Click the [] button to generate an activation code for a company with whom you want to share this data.
Note: To generate an activation code for a company, you need to enter the company's registration name exactly as it is recorded at Sage.
Items in this window
| Pane | Notes |
|---|---|
| Standard Database Catalog pane |
Displays a list of available instances and their corresponding databases. You can edit database settings and add, attach, or delete database from the pane. |
| Database Catalog toolbar |
Enables you to create new databases or search for existing ones. You can also refresh the database list by removing databases that other users have already deleted. |
| Button | Notes |
|---|---|
| [Edit] |
Click this button if you want to enter or change information about the displayed standard database. Note: You need the Edit Database Settings permission to view and use this button. (It does not appear in the window if you do not have permission to use it.) Also, you cannot edit the database if it is checked out to another user. |
| [Generate Activation Code] |
Click this button to generate an activation code for a user. |
| [New Standard Database] |
Click to open the New Database pane to create a new database. |
 Note |
Click this button to enter a note about the standard database. Note: You need to be in edit mode to see this button—and you need the Edit Database Settings permission to turn on the edit mode. |
| [Save] |
Click to overwrite the database setup with settings displayed on the Standard Databases tab. Note: You need the Edit Database Settings permission to view and use this button. |
| Item | Notes |
|---|---|
| Database name |
Displays the name of the SQL database. Note: The SQL database name is maintained in SQL Server; you cannot change the name in this box. |
| Notes |
Informative notes about the database are usually entered by the database developer. If you have Edit standard database settings permission and the database is not restricted (or if you are the developer), you can click the Notes button |
If you create a database, you use this section to identify the database and to establish authorship and publisher rights. In addition, you can restrict the database to companies who have an activation code that you generate for the database and the company.
| Item | Notes |
|---|---|
| Description |
Enter a descriptive name for the database. You can use up to 260 characters. |
| ID |
This field is available only if you select the Restricted access checkbox. If you restrict access to the database, you need to enter a code (like a serial number) using up to six digits to identify the database uniquely. |
| Version date |
Enter any date that you, as publisher of the database, want to use as a date stamp for the database. |
| Publisher |
If the Restricted access option is selected, this field displays the name associated with your Sage Estimating license. You cannot change this field. |
| Developer |
Type the name of the person who is responsible for maintaining this database. |
| Restricted access [ ] |
Select this option if you want to control who has access to this database. Once you select this option, you need to enter an ID in the ID field. This setting prevents access to the database from companies other than the registered publisher. Any company wanting access to the database must obtain an activation code from the publisher |
| Activation date |
Sage Estimating updates this field when you select Restricted access. |
| Project type |
Define a list of project types for new estimates that use the standard database to help ensure that users enter consistent project types when setting up estimates. Using consistent project types helps to produce meaningful reports. For example, for estimates based on a residential home builder database, you might list "Residential - Multi family" and "Residential - Single family" project types. For estimates based on a commercial contracting database, you could have a broader list of project types that include "Commercial" and "Industrial." |
| Estimator |
Define a list of estimators for new estimates that use the standard database to help ensure that users enter consistent estimators when setting up estimates. Using consistent estimator names helps to produce meaningful reports. |
| Item | Notes |
|---|---|
| User-defined fields |
Type the label you want to appear for any user-defined fields appearing in estimates associated with the SQL database in the Sage Estimating software. You can customize the label for any user-defined fields you want to be available for storing additional estimate information. |
| Field type |
Specify a field type for each field. If you select Text, users can enter any alphanumeric characters in the field. If you select Date, you can choose from a variety of date formats to specify the date format for the field. If you select List, you can specify a list of values for the field, ensuring that users can only enter acceptable values. You can also edit the list, later, adding, renaming, or deleting entries, or rearranging their order, as needed. If you select Numeric, users can enter only numeric values in the field. |
| Item | Notes |
|---|---|
| Job cost system name |
Select the job cost software that you use with the standard database. (None is displayed initially.) If you do not use a job cost application, the None setting omits all job cost boxes from the Sage Estimating software. |
| [About] |
Click to display technical information about the Job Cost software selected in the Job cost system name box, such as the software version number and manufacturer. You can use this information when deciding which job cost software you want to use with the standard database. |
| 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 database in the job cost program. Click [Setup] to open the Job Cost Integrator window to select a company to associate with the database. Sage Estimating uses the job number and cost code formats associated with the displayed company in the job cost program. |
| [Setup] |
This button is available only if you select a job cost system in the Job cost system name box. Click it to open the Job Cost Integrator window or the Job Cost Text Integrator window. Use the integrator window to select job cost category default codes for labor, material, subcontractor, and equipment item categories. |
| Item | Notes |
|---|---|
| Company name |
Select a company to associate with the database. The company list displays companies from your currently selected address book. Select a company from the list and click [Edit] to edit the company details. Click [Clear] to clear the selected company from the Company name box. You can re-select the company later from the list, if desired. |
| Item | Notes |
|---|---|
| Default Crew Pricing Method |
Type a description for the crew pricing method you are using with the selected database. You have two options available:
For example, if you want to item prices to be based on the average cost per person, type Average cost per person. The crew pricing method you enter and the productivity must correspond. For example, If you want to see item prices based on the average cost per person in the crew, set up the item conversion/productivity to reflect the amount of work done by one person. Similarly, if you want to see item prices based on the total cost of the crew, set up the item conversion/productivity to reflect the amount of work done by the entire crew. |
| Report hour type |
Type a basis for calculating crew report totals for all estimates associated with the database. You have two options available:
Using the option you specify as a basis, the Sage Estimating software calculates the labor and equipment hours for items with crews on reports. You can change the setting for a particular estimate in the Estimate Settings window. |
| Labor rate table |
Select the name of the rate table that you want to use for labor calculations. The rate table you select is automatically assigned to estimates you create using this database. 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). |
| Equipment rate table |
Select the name of the rate table that you want to use for equipment calculations. The rate table you select is automatically assigned to estimates you create using this database. 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). |
| Item | Notes |
|---|---|
| Hours per day |
Type the standard number of working hours (up to a maximum value of 8) in a day. Person hours are calculated using this number for items with a day-based order unit (Day, Person Day, and (if you have a license to use Crews) Crew day). You can type any number up to three digits before the decimal and two digits after the decimal. This value is used to calculate the labor and equipment hours for items in the database with certain time-based order units. The totals appear in the Sage Estimating software spreadsheet, Totals window, and reports. |
| Hours per week |
Enter the standard number of working hours (up to a maximum value of 40) in a week. Person hours are calculated using this number for items with a week-based order unit (Week, Person Week, and (if you have a license to use Crews) Crew week). You can type any number up to three digits before the decimal and two digits after the decimal. This value is used to calculate the labor and equipment hours for items in the database with certain time-based order units. The totals appear in the Sage Estimating software spreadsheet, Totals window, and reports. |
| Hours per month |
Enter the standard number of working hours (up to a maximum value of 173.33) in a month. Person hours are calculated using this number for items with a month-based order unit (Month, Person Month, and (if you have a license to use Crews) Crew month). You can type any number up to three digits before the decimal and two digits after the decimal. This value is used to calculate the labor and equipment hours for items in the database with certain time-based order units. The totals appear in the Sage Estimating software spreadsheet, Totals window, and reports. |
| Item | Notes | |||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Phase suffix |
Displays 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.
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| Attachment folder |
In the Attachment folder box, type the folder name and path to the folder where attachments associated with the database are stored. Alternatively, you can click [Browse] to browse to a folder location. Click [Open Folder] to open the selected attachment folder. |
| Item | Notes |
|---|---|
| Created By |
Displays the ID of the user who installed or created a selected standard database. |
| Created Date |
This is the date that the database was installed or created in the Estimating Management Console. |
| Modified By |
Displays the ID of the user who installed or created a selected standard database. |
| Modified Date |
This is the date that the database was modified in the Estimating Management Console. |