Item Costings
Overview
The Items module supports two types of Costings models: Item Costings (COS) and Estimate Costings (EST). Both models can be used as a single-level Costing.
Estimate Costings
Estimate Costings need to be explicitly added using the Add Costing (EST) button above the Item > Costing grid view.
Item Costings
The Costing tab is used to add a costing to an Item. Items are ordered and can be moved up or down. This is an alternative, easier, way of maintaining your Costings, compared to using Estimates. Functionality is provided to convert an Estimate Item to a Costing - right-click on the Estimate Costing and select Convert Estimate to Item Costing.
Variable Items can be set up to allow users to select alternate options when Quoting.
Dependent Costings are automatically updated when the Cost Price on an Item is updated, subject to the setting below.
A Costing (COS) record is automatically added to the Costing & Pricing tab when a Costing is updated.
Fields
Type - Material, Service, Component
Variable - A flag to indicate whether or not the Item is variable - eg. to select a different finish
Caption - Used to create a Quote Description and useful for selecting Variable Items
Description - Read-only - derived from the selected Item
Actions
Batch Update - Opens a dialogue to update the editable fields in multi-selected rows
Delete - Multi-select and delete Items in the Costing
Use Costing from another Item - This functionality allows you to link to another Costing, without having to duplicate it.
Use Own Costing (Copy inherited Costing) - This function will copy the inherited Costing and break the link to the other Item. For example, you want to modify a machine from the standard machine.
Show Expanded Costing - This function allows you to open the Item fully expanded in the Costing module (See THE Setting above that identifies the Costing module). The Action is enabled even when the Item is in a read-only Status.
Show Notes - shows the notes from the linked Costing. The Action is enabled even when the Item is in a read-only Status.
Status
Status field - Draft, Review, Ready. When the Status is Ready, the Costing becomes read-only.
The User Setting > Items and Inventory > Costing - Access allowed (Y/N) controls access to the Status setting.
A Costing field, which displays the Costing Status, is situated in the Materials list view, hidden by default. The Costing Status is set to Draft when an Item is added to the Costing and to null if the Costing is emptied.
Inventory
Inventory fields are situated in the Costings and Options grids, hidden by default.
Dependencies
Dependencies are displayed on a separate tab and include information, such as Status of Assembly, Qty Required etc. See Dependencies .
This grid view lists the Products in which the selected Item is used. Drilldown functionality is provided from both the Costing and the Dependencies grid views.
User Setting
Items and Inventory > Dependencies Actions - Access Allowed
Actions
Remove from Assemblies - Applied to the multi-selected Assemblies which are in Draft Status in the Dependency tab.
Add to Assemblies - This action allows you to add the selected item to multi-select Assemblies (Drafts only)
Add to Assemblies (Replace Item)
Add to Assemblies (Option) - This action allows you to add the selected item to the option of multi-selected Assemblies. You also need to select the Item in the Costing for which you are adding an option.
Set Costing Status to Draft - Applied to multi-selected Dependencies. (Subject to User Access)
Estimates from Costings
When the Item Costing is converted to an Estimate, the Estimate is populated as follows:
Data extracted from the Costing
Caption
Variable
Description
Note
Size
Qty
Note: The Description, Code and Note cannot be updated in Item Costings - they are looked up from the linked Item.
Data extracted from the Item linked to the Costing
Code
The Provider (Supplier or Cost Centre)
Production Setup time and Speed
Costs and Prices
Data extracted from the Options linked to a Costing will be the same as above
Variables and Options
The Variables functionality allows you to link Options to a Costing item. Options may be used to specify similar interchangeable items, optional extras or different parameters like colour, etc.
Options include
Mandatory
Optional [ ] - Option is unselected by default
Optional [X] - Option is selected by default
Adding Options to a Costing
Select the Costing Item
Select an Item from the Item lookup list
Click the Add Option button
Note: When an Option is added to a Costing Item, the linked Costing item is automatically updated to be a Variable
Setting the Default Option
Right-click an Option and select Set Default.
Data copied from the Default Option to the Costing:
ID
Type
Description
Code
The Note linked to the default Item will be copied to the Estimate and will not change if different options are selected.
Using Variables on a Transaction
When you right-click on an item and select View/Edit Variables, the item is automatically converted to an Estimate before opening the Variables dialogue. If the Item does not have a linked Costing, the option to View/Edit Variables is not available.
Adding Items as Costings
The Popup lookup can be used to add multi-selected Items to a Costing or the Costing Options.
Settings
General Setting > Item Costings - Transaction Type - This setting identifies the Transaction Type used for Costings which is required for the Estimate (EST) model.
Item Categories > Caption: Costing
General Setting > Item Costings - Enable Automatic Updates