Entering Bid Contracts and Takeoffs

This chapter provides overviews of the JD Edwards EnterpriseOne Homebuilder Management procurement programs and bid contracts and takeoffs, lists prerequisites, and discusses how to:

• Enter bid contracts.

• Copy bid contract information.

• Enter items and item prices for takeoffs.

• Copy item price information for takeoffs.

• Enter takeoffs.

• Assign suppliers to areas.

• Run the Simulated Takeoff Detail List Report.

Understanding JD Edwards EnterpriseOne Homebuilder Management Procurement Programs

Managing costs in a construction environment is important for achieving desired profitability. Central to those costs are the many suppliers that provide labor and materials. Suppliers often have different costs for each community, plan and elevation, and option.

To help you manage the different costs associated with production building, the JD Edwards EnterpriseOne Homebuilder Management system includes a group of builder-specific procurement programs that enable you to enter and maintain purchasing information and manage the costs that are associated with production building. These procurement programs, which include programs for bid and takeoff processing, integrate with the JD Edwards EnterpriseOne Procurement system. The procurement programs provide features and functionality for:

• Bid contracts, which contain detailed commitment information.

• Budget-only bid contracts, which enable you to create budgets at the lot, plan, or elevation level without creating a commitment.

• Area-specific records, which include bid, item, item price, takeoff master, and supplier assignment records.

  An area can be associated with a single purchasing department that covers many communities.

• Phase commitments, which enable you to classify bid contracts, takeoffs, item pricing, and supplier assignments by phase.

• Copying existing records, which enable you to efficiently enter bid contracts, takeoffs, items, and item pricing information.

Understanding Bid Contracts and Takeoffs

Typically, a company purchases material and labor using one of these purchasing methods:

• Bid contracts

• Takeoffs

Typically, you will select a purchasing method based on the subcontractors with which your company works.

With bids, the subcontractor is responsible for purchasing the labor and materials needed to build a specific plan and elevation within a specific community. A bid contract is a lump sum bid from a subcontractor or supplier that represents an agreement of pricing for labor and materials. Using bid contracts for subcontracting work is also known as turnkey building.

With takeoffs, a subcontractors does not have the capital to purchase materials for the construction and therefore the builder is responsible for purchasing and delivering the materials to the job site. Unlike bid contracts, the builder typically purchases the materials and labor separately. A takeoff is a list of materials and quantities that are required for the job.

Bid and Takeoff Entry

You enter bid contracts in a similar way as entering purchase orders in the JD Edwards EnterpriseOne Procurement system. When you enter a bid, you enter a bid header and the associated bid detail information. When you enter takeoffs, you enter a takeoff item and assign the quantities and prices for items based on the plan, elevation, and options.

Whether you use bids or takeoffs, the end result is the same. The Lot Start process uses the purchase information from bid contracts and takeoffs to generate lot-specific commitments, or purchase orders, within the JD Edwards EnterpriseOne Procurement system. You use these purchase orders to contract and pay subcontractors or suppliers for their goods and services.

See Entering Purchase Orders.

Prerequisites

Before you complete the tasks in this chapter, you must:

• Set up address book records for the suppliers that you will use for bid and takeoff commitments.

  See Entering Address Book Records.

• Set up default cost codes, if applicable.

  See Creating Cost Code Structures.

• Verify that all automatic accounting instructions (AAIs) and branch/plant constants are set up in the JD Edwards EnterpriseOne Procurement system.

  See Setting Up AAIs.

Entering Bid Contracts

This section provides an overview of bid contracts, lists a prerequisite, and discusses how to:

• Set processing options for Enter Bids (P44H601).

• Enter bid header information.

• Enter bid detail information.

Understanding Bid Contracts

A bid contract is a lump sum bid that represents an agreement of pricing from a specific subcontractor or supplier for materials and labor. Typically, this pricing represents the total bid for materials and labor to construct a base house with options for a specific plan and elevation.

In the Enter Bids program (P44H601), you set up bid contracts for each cost code within a plan and elevation at a number of levels, including:

• Area, which enables you to create bid contracts for multiple communities.

• Community, which enables you to create bid contracts for a single community only.

  These bids are the most common.

• Phase, which enables you to create bid contracts for different groups of lots within a community.

Note. You can specify national purchasing for the area, community, and phase selections.

Bid contract information is stored in these tables:

• Bid Header (F44H601).

  This table stores information about the entire bid, such as the subcontractor, the area or community, and the bid number.

• Bid Details (F44H611).

  This table stores the actual cost amounts and the organizational structure of the bid. Organizational structure includes area, community, phase, plan, elevation, and option information.

During the Lot Start process, the system selects a bid contract for processing based on the organizational structure of the lot and the detail information for the bid contract. A best-match algorithm searches detail records for the exact match of community, phase, plan, elevation, and option. When it finds a match, it includes that detail record cost in the process. If the system does not find a match, the algorithm continues to search through the wildcard values until it locates a record that is the next most specific. The Lot Start process uses effective and expiration dates to determine the bid amount to use.

To track budget-only amounts, enter a bid contract and select the Budget Only check box on the Bid Header Revisions form. For example, these budgets enable you to add permit-related budgets for which no commitment typically exists. You can create these budget records for any cost code at the area, community, phase, plan, elevation, or option level. For these records, the system generates only a budget account balance record. The system does not generate any commitments within the JD Edwards EnterpriseOne Procurement system. During the Lot Start process, budget only bids are selected through the use of best-match processing and wildcards.

Prerequisite

Before you complete the tasks in this section, you must set up all relevant options.

See Setting Up Options.

Forms Used to Enter Bid Contracts

Setting Processing Options for Enter Bids (P44H601)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Versions

If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

Process

Entering Bid Header Information

Access the Bid Header Revisions form.

Bid Type	Leave this field blank. The system displays the default value that you set in the Cost Type processing option. If you did not specify a default, the system uses AAI item CD.
Company Number	Enter the company number. If you leave this field blank, the system uses the company number that is assigned to the value that you enter in the Bid Job Number field.
Subcontractor	Enter a number that identifies an entry in the address book.
Bid Job Number	Enter an alphanumeric code that identifies a separate business unit for which you want to track costs, such as the community or subdivision. Note. You must have previously set up the bid job number as a community or area job.
Supplier TBD (supplier to be determined)	Select this check box if the supplier is undetermined and if changes to the supplier are allowed in the F44H711 table. This check box applies to bid contracts only. If you select this check box, the Recalculate TBD Cost check box appears on this form. During the Lot Start process, workfile records are generated for this bid and updated with the value T in the F44H711 workfile. The system does not create commitment records in the Purchase Order Detail File (F4311) from these workfile records until you enter the supplier.
Recalculate TBD Cost (recalculate to be determined cost)	Select this check box to recalculate the bid using the bid prices for the newly assigned supplier during the Lot Start process. Note. This check box appears only if you select the Supplier TBD check box.
Preferred Subcontractor	Select this check box to indicate that a preferred subcontractor is attached to this bid. When this field is enabled, the system selects the bid during the Lot Start process before any supplier assignments are made for the trade code and cost codes in the area, community, phase, lot, or option. When the system locates a preferred subcontractor's bid during the Lot Start process, the search is finished. If two preferred subcontractors exist for the same cost code, the system selects the first preferred subcontractors that are found.
Unique Document	Select this check box to generate a unique document number for the commitment records that are created for this bid during the Lot Start process. The system automatically selects this check box if the bid subcontractor is to be determined or if the bid job number is an area job. If you do not select this check box, the actual commitment document number will be the same as the bid document number and each lot will be a change order.
Budget Only	Select this check box if the bid is strictly for budgeting purposes. If you select this check box, the system creates a budget for the appropriate cost codes during the Lot Start process, but it does not create a commitment for the bid.
Autovoucher Eligible	Select this check box if the bid is eligible for automatic vouchering. You must select this check box if you use the Auto Voucher program (R44H702).
AIA Document (American Institute of Architects document)	Enter a code from UDC H40/FU that specifies whether the system prints an AIA format turnaround document, a Waiver of Lien document, or both documents during the payment processing cycle. The system prints these documents only when a contract payment is printed. If you print progress payments for contracts, the system does not print an AIA document or a Waiver of Lien document.
Retainage % (retainage percentage)	Enter the rate of retainage that applies to the contract. The retainage rate is expressed as a decimal fraction and cannot be greater than 99.9 percent (.999) or less than zero. For example, a retainage rate of 10 percent is represented as 10.

Entering Bid Detail Information

Access the Bid Detail Revisions form.

You can set up bid detail records at the phase, plan, and elevation levels. Bid detail records contain the actual costs associated with a bid.

Copying Bid Contract Information

This section provides an overview of bid copying and discusses how to:

• Run the Bid Copy Report.

• Set processing options for Bid Copy (R44H601C).

Understanding Bid Copying

For more efficient data entry, you can copy bid information from one community to another community or from one plan to another plan, and so on. You can set a processing option in the Bid Copy report (R44H601C) to preview the copy results in proof mode before you create records in final mode. When you run the program in proof mode, the results appear on the report but the system does not update the Bid Header (F44H601) and Bid Detail (F44H611) tables.

Running the Bid Copy Report

Select Before Start Bidding and Costing (G44H23), Copy Bids.

Setting Processing Options for Bid Copy (R44H601C)

Use these processing options to specify the records to which you want to copy information.

Copy To

If you leave any of the following processing options blank, the system uses the values from the original record.

Update

Entering Items and Item Prices for Takeoffs

This section provides an overview of items and item prices for takeoffs and discusses how to:

• Set processing options for Material Item Maintenance (P44H600).

• Enter multiple items.

• Enter a single item.

• Set processing options for Material Item Pricing (P44H603).

• Add item price information for multiple items.

• Add item price information for a single item.

Understanding Items and Item Prices for Takeoffs

You must enter items, which include construction materials such as lumber, as well as windows and appliances, when you are using takeoffs. Takeoff items are attached to takeoff master records.

You can enter and maintain takeoff items on either of these forms:

• Item Maintenance.

  Use this form to enter information for multiple items.

• Item Master Revisions.

  Use this form to enter information for a single item.

The information that you enter on the Item Maintenance form and the Item Master Revisions form is stored in the Item Master table (F4101). The system also updates Homebuilder-specific information, including the Price Factor, Default Price, Default Supplier, Default Cost Code, and National Commodityfields, in the Item Master Homebuilder Extension table (F44H4101). The system updates the Material Item Pricing table (F44H603) when you enter detailed item pricing information.

Note. Item pricing information is based on the selected plan from the Sales Master table (F44H501).

For each takeoff item, you add price information according to the supplier that you selected to provide the item. You can also specify a supplier TBD. For each supplier, you can enter price information at multiple levels including area, community, and phase, as well as national purchasing areas, communities, and phases. You use the Item Price Revisions form or the Item Price Maintenance form to add price information. Using either of these forms, you can:

• Set up price records with effective and expiration dates.

• Use wildcards in the Community and Phase fields.

• Modify existing price transactions without creating historical records of the changes.

  Alternatively, you can modify the price, effective date, and expiration date and track the historical changes.

• Apply both standard and model-related discounts.

  You can set up discounts based on a set monetary amount, a percentage, or a quantity. The system calculates the discounts during the Lot Start process.

• Use price revision numbers to track and organize pricing records.

Forms Used to Enter Items and Item Prices for Takeoffs

Setting Processing Options for Material Item Maintenance (P44H600)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Process

Entering Multiple Items

Access the Item Maintenance form.

Item Number	Enter the eight-digit, computer-assigned number that identifies the item.
Default Supplier	Enter a value that specifies the default supplier for an item. The Lot Start process uses this value.
3rd Item Number	Enter a 25-digit, user-defined, alphanumeric item number. The system provides three separate item numbers, plus an extensive cross-reference capability to other item numbers to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so forth.
Short Item No (short item number)	Enter the eight-digit, computer-assigned item number that is given to new items.
Default Cost Code	Enter the default cost code that the system enters on the takeoff master when you add an item to a takeoff record.
Default Price	Enter the default price of an item if no corresponding value is in the Material Item Pricing table (F44H603).
Price Factor	Enter a value that the system uses to determine the conversion factor for an item.
Item Cat Code 1–5	Enter a code from UDC 44H6/01. Item category codes are associated with the Item Master Homebuilder Extension table (F44H4101).
Natl Pur Comod(national purchasing commodity)	Enter an item number that is a national commodity for cross-referencing the area item number during the national purchasing process.

Entering a Single Item

Access the Item Master Revisions form.

Many of the fields on the Item Master Revisions form are the same as those on the Item Maintenance form.

See Entering Multiple Items.

Setting Processing Options for Material Item Pricing (P44H603)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Versions

Adding Item Price Information for Multiple Items

Access the Item Price Maintenance form.

Line Defaults

Select the Line Defaults tab.

Adding Item Price Information for a Single Item

Access the Item Price Revisions form.

Many of the fields on the Item Price Revisions form are the same as those on the Item Price Maintenance form.

See Adding Item Price Information for Multiple Items.

Copying Item Price Information for Takeoffs

This section provides an overview of item price copying and discusses how to:

• Run the Item Price Copy program.

• Set processing options for Item Price Copy (R44H603C).

Understanding Item Price Copying

For more efficient data entry, you can copy item pricing information from one area to another, from one community to another, from one supplier to another, and so on. You can set a processing option in the Item Price Copy program (R44H603C) to preview the copy results in proof mode before you create records in final mode. When you run the program in proof mode, the results appear on the report, but the system does not update the Item Master, Item Master Homebuilder Extension, and Material Item Pricing tables.

Running the Item Price Copy Program

Select Before Start Bidding and Costing (G44H23), Item Price Copy.

Setting Processing Options for Item Price Copy (R44H603C)

Use these processing options to specify the records to which you want to copy information.

“Copy To” Values

If you leave any of the following processing options blank, the system uses the value from the original record.

Updates

Entering Takeoffs

This section provides overviews of takeoffs and the takeoff summary feature, lists a prerequisite, and discusses how to:

• Set processing options for Takeoff Master Maintenance (P44H602).

• Enter takeoff information.

• Revise item quantities in takeoffs.

• Review takeoff history.

• Set processing options for Takeoff Summary (P44H602S).

Understanding Takeoffs

A takeoff is a list of material items and quantities that you need to construct a base house for a specific plan and elevation with options.

You enter and maintain takeoff master records at an area level on the Takeoff Maintenance form. On this form, you can:

• Use wildcards in the Community, Phase, Plan, Elevation, and Swing fields.

• Use substitute items in calculations.

• Use reason codes to track historical quantities.

• Estimate quantity calculations.

During the Lot Start process, the system searches for takeoff items and chooses those that match the organizational structure of the lot. Takeoff items are attached to takeoff master records and, if the system selects them during processing, they appear on the purchase order. Takeoff processing is cumulative, unlike the process for bid contracts. If more than one takeoff item matches the lot, the Lot Start process adds together the quantities for those items.

For example, in all communities, plan 1800 requires 3,000 bricks. A takeoff record exists with a wildcard community, plan 1800, and a wildcard elevation. A second takeoff record exists with a wildcard community, plan 1800, elevation B, and a quantity of 700. When plan 1800 is built using elevation B, the construction requires an additional 700 bricks. When a buyer chooses plan 1800, the system calculates 3,000 bricks for all elevations except B. When the system calculates the bricks for elevation B, it selects both takeoff records for a total of 3,700 bricks.

Note. You cannot assign a preferred subcontractor to a takeoff. You can use Supplier TBD functionality for takeoffs.

Understanding the Takeoff Summary Feature

The takeoff summary feature enables you to preview all of the takeoff master records that the system will select during the Lot Start process. The system searches the Takeoff Master File (F44H602), selects the records that meet the search criteria, and displays them on the Takeoff Summary form. To begin the search, you must enter an exact value in the area in the header area of the Takeoff Summary form. Tiers, which are predefined combinations of literal and wildcard values, represent all eligible and ineligible combinations of the organizational structure in the remaining fields.

This table shows all eligible and ineligible tiers:

Prerequisite

Before you complete the tasks in this section, you must set up all relevant options.

See Setting Up Options.

Forms Used to Enter Takeoffs

Setting Processing Options for Takeoff Master Maintenance (P44H602)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Versions

If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

Entering Takeoff Information

Access the Takeoff Maintenance form.

Use the takeoff detail lines to select specific items and then calculate the quantities of those items.

Revising Item Quantities in Takeoffs

Access the Takeoff Change Maintenance form.

The system displays takeoff master records on the Takeoff Summary form and adds them together to calculate the gross quantity of a particular item needed. When you enter changes on the Takeoff Change Maintenance form, the system updates the quantity information on the takeoff master records, which will also update the gross quantity of the item. The system also creates a history record in the Takeoff History File table (F44H602H) and updates the Reason Code, Date Stamp, Description, and User fields.

Reviewing Takeoff History

Access the Takeoff History form.

Enter values in the following fields to perform audits on the takeoff changes:

Setting Processing Options for Takeoff Summary (P44H602S)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Versions

Assigning Suppliers to Areas

This section provides an overview of supplier assignment to areas and discusses how to:

• Set processing options for Supplier Assignment (P44H604).

• Assign suppliers to areas.

Understanding Supplier Assignment to Areas

Before you run the Lot Start process, you must set up supplier assignments. When assigning a supplier to an area, you assign the supplier to a trade code, such as framing, labor, plumbing, or electrical. Within an area, you also can assign a supplier to a specific community, phase, lot, and option. You can specify when a supplier is available through the use of effective and expiration dates. You can also use these date fields to perform historical analysis on supplier assignment records. You can also specify whether a supplier belongs to a national purchasing area, community, and phase. The National Purchasing functionality enables you to group suppliers into a higher purchasing level to facilitate a national commodity-based approach to procurement.

For bids that do not have preferred subcontractor, the Lot Start process first retrieves the trade code that is attached to the cost code. The Lot Start process uses this trade code to select the best-matched supplier and uses that supplier's price. If you enter 1 in the Assignment Status field, the supplier TBD functionality is eligible.

For takeoffs, the Lot Start process also retrieves the trade code that is attached to the cost code. When the system processes the cost code, it stores the trade code as category code 1. The Lot Start process selects the supplier that is associated with that trade code and uses that supplier's price. If you enter 2 in the Assignment Status field, the supplier TBD functionality is enabled for takeoffs.

If you assign multiple suppliers with the same trade code to the same community, phase, lot, and so on, the Lot Start process selects all bids and takeoffs from all of the suppliers.

The system stores supplier assignment information in the Vendor Assignment table (F44H604) and Vendor Assignment Workfile (F44H604W).

Forms Used to Assign Suppliers to Areas

Setting Processing Options for Supplier Assignment (P44H604)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Versions

Assigning Suppliers to Areas

Access the Supplier Assignment Maintenance form.

Trade Code	Enter a user-defined code from UDC 09/01 that identifies the supplier's trade.
Supplier	Enter an address book number that identifies the supplier or subcontractor.
Assignment Status	Enter a value that specifies whether the supplier is eligible for Supplier TBD processing. Values are: 0: The supplier is not eligible for Supplier TBD processing. 1: The supplier is eligible for Supplier TBD processing. 2: The supplier is a TBD Supplier for takeoffs.
Natl Pur Area (national purchasing area)	Enter a value from UDC 00/05 that specifies an area, typically a geographic region, that is larger than an area. If you leave this field blank, you must also leave the Natl Pur Community and Natl Pur Phase fields blank
Natl Pur Community (national purchasing community)	Enter a value that specifies a community, project, or subdivision that is associated with a national purchasing area.
Natl Pur Phase (national purchasing phase)	Enter a value that specifies a specific phase within a national purchasing community.

Running the Simulated Takeoff Detail List Report

This section provides an overview of the Simulated Takeoff Detail List and discusses how to:

• Run the Simulated Takeoff Detail List.

• Set processing options for Simulated Takeoff Detail List (R44H6005).

Understanding the Simulated Takeoff Detail List (R44H6005)

Run the Simulated Takeoff Detail List (R44H6005) to print detailed information about the takeoff material for a designated plan, elevation, or swing. You can run this program for all cost codes, a specific cost code, or a range of cost codes. This report uses information from the Takeoff Master File (F44H602) and Lot Start Generation Workfile (F44H71W1) tables.

Running the Simulated Takeoff Detail List

Select Before Start Bidding and Costing (G44H23), Simulated Takeoff Detail List.

Setting Processing Options for Simulated Takeoff Detail List (R44H6005)

Processing options enable you to specify the default processing for programs and reports.

Defaults

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