Export to Viewpoint V6

Transcription

1 Export to Viewpoint V6 How to setup and run the Job Costing export to Viewpoint V6 from within Benchmark Estimating Software Version 1.1 Last Updated January 15, 2015

2 Contents Version History... 2 Overview... 3 Purpose of this document... 3 Setting up Benchmark s Administration and Codes windows... 3 Administration... 3 Codes... 4 Setting up Benchmark s Integration Settings... 5 Export Options... 7 Export Subcontractor Records... 7 Export Material Records... 7 Export Project Details... 7 Export Overhead Sections... 7 Selecting Cost Types (Resource Category or Resource Group)... 8 Assigning Cost Codes to a Project... 8 Create the Viewpoint export file Import the Project Export into Viewpoint V Version History Version Date Author Comments March 2014 Jamie Bousfield Initial user guide Jan 2015 Jamie Bousfield Updated to include Section and Item Headings and Resource Types. Page 2

3 Overview Benchmark Estimating Software contains an Export to Viewpoint feature which creates a comma delimited file (.csv) file ready for import into Viewpoint V6 using the generic import. This feature is designed to transfer the cost data from Benchmark to Viewpoint. Purpose of this document This document is not designed to provide detailed instructions on how to use each piece of software, rather it is focused on the main elements required to setup Benchmark and create the export to Viewpoint. Where required, some important elements will be expanded on but in general an intermediate level of knowledge in Benchmark Estimating Software and Viewpoint V6 is assumed. Setting up Benchmark s Administration and Codes windows Before you can use the Viewpoint V6 Export in Benchmark, you must ensure your Cost Codes are set up in Benchmark to match your Phase codes that you have set up in Viewpoint V6. This step is normally conducted by a Benchmark Administrator. To do this you need to: 1. Configure the Administration window Cost Code settings 2. Set up your Cost Codes to match your Phases in Viewpoint V6. Further details of these two tasks are provided below. Administration 1. Open the Administration window in Benchmark Estimating Software. 2. Click the General tab and find the checkbox Display Section and Item Cost Codes (shown below). 3. If this is not ticked, Edit this window and tick this checkbox. Figure 1 - Administration Options Page 3

4 Codes You now need to ensure that Benchmark Estimating Software contains the Cost Codes that you have set up in Viewpoint V6. If you have not done this, please follow these steps: 1. In Benchmark, open your database and open the Codes window via the Administration menu, Codes option. 2. Select the Code Type Cost Code. 3. Add all of your Viewpoint Phases to the Cost Codes list. Please note that you should set up your Cost Codes like 200.EARTHWORK for example in Benchmark and the export to Viewpoint V6 will export separate the code from the description. i.e. 200 (Phase Code) and EARTHWORK (Phase Description). Figure 2 - Benchmark Codes Window Please note that Resources Types can be setup with the same syntax for Cost Types as above. Page 4

5 Setting up Benchmark s Integration Settings Before you can use the Viewpoint V6 Export in Benchmark, you will need to setup the integration setting to allow Benchmark to map the correct values to Viewpoint. This step is normally conducted by a Benchmark Administrator. To do this you need to: 1. Configure the Integration Settings window 2. Set up your Unit Mapping for Benchmark for Viewpoint V6 3. Select your Cost Type Settings, from either Resource Category, Resource Group or Resource Type. a. Set up your Resource Category or Resource Group Mapping if necessary for Viewpoint V6. Figure 3 - Benchmark Integration settings Figure 4 - Viewpoint V6 Units Page 5

6 Figure 5 - Viewpoint V6 Cost Types Page 6

7 Export Options The Benchmark export to Viewpoint has a number of options to allow the user to custom the exported information. These are the available options: Create Subcontractor Procurement Records o When enabled all Resources with the category SUBCONTRACT will be exported into an additional Subcontracts section of the Viewpoint V6 Import. These Subcontract records can then be used in Viewpoint as part of the Subcontract Buyout Feature. Create Material Procurement Records o When enabled all Resources with the category MATERIALS will be exported into an additional Materials section of the Viewpoint V6 Import. These Material records can then be used in Viewpoint as part of the Material Buyout Feature. o Please note that Materials exported to Viewpoint need to exist already within the Viewpoint V6. If these materials are not found within Viewpoint, the user will need to assign them during the import process. Export Project Details o When enabled the following project fields will be exported:- Quote Number, Project Title, Project Client Phone No, Project Client Fax No, Project Client Address, Project Client Address2, Project Client City, Project Client State, Project Client Post Code and Project Notes. Export Overhead Sections o When enabled all Items within overhead sections will be exported as Contract Items and their associated costs will be exported into special phase codes. Export Section Headings o When enabled, Section Headings will be includes in the exported items with the selected unit. Export Text Items o When enabled, Item text lines will be includes in the exported items with the selected unit. Page 7

8 Selecting Cost Types (Resource Category or Resource Group or Resource Type) o The selection of Cost Type will change the way Benchmark condenses the Resources for export. Resource Category: - When using Resource Category, the Resources will be condensed by category and then mapped cost type values will be used in the export. Resource Group: - If you select Resource Groups, the Resources will be condensed by Resource Group and then exported using the mapped cost type value. Resource Type: - When using Resource Types, the resources will be condensed by Resource Type. For the export to Viewpoint, Resource Types can be delineated by a decimal. point so that you can combine your Viewpoint Cost Type Code and Description together into the one field in Benchmark. For example, Code: 4, Description: Plant in Viewpoint could be added to Benchmarks Resource Types as 4.Plant. When export is run, the 4 would be exported as the cost type for the resources. Assigning Cost Codes to a Project When you win a project that you have quoted in Benchmark Estimating Software, you will need to ensure all your Resources in the Project have cost codes assigned. For some users and depending on how you allocate Cost Codes (which differs from business to business) all of your Resources may already have Cost Codes assigned. Within a Project, however, you can easily assign Cost Codes in one of three ways to suit your business: individually for each Resource ; to a selection of Resources within an Item; to a selection of Items, or to an entire Section. When you assign a Cost Code to an Item or an entire Section Benchmark will ask you if you would like to allocate this Cost Code to all the Resources within that Item/Section. This step is normally conducted by the estimator or project manager depending on your Company s internal processes. Figure 6 - Project Section Window Page 8

9 Figure 7 - Project Item Window Figure 8 - Project Resource Window Page 9

10 Create the Viewpoint export file After you have won a Quote/Project, and assigned your Cost Codes, your Project can be exported to Viewpoint V6. To create the Viewpoint V6 export files, open the Project Details window and select Report -> Job Costing File Export -> Viewpoint V6. A Comma Separated file (.csv) file will be created for the Project. Figure 9 - Benchmark Viewpoint V6 Export If you have any Resources with missing Cost Codes, you will be prompted to run the Resources with missing Cost Codes report this will allow the user to quickly identify those Resources that need Cost Codes to continue with the export to Viewpoint. Alternatively, you can continue the export and manually assign the Cost Types during the import process. Please note that all Provisional Items and Rate Only Items will be exported, however their associated Resources are not included in the Phases and Cost Type section of the export. Page 10

11 Import the Project Export into Viewpoint V6 The Export produced from Benchmark can now be imported into Viewpoint V6. This can be done using the Project Management Import Estimates. From the Viewpoint Menu, select Project Management, then select PM Project Setup. Within this window select PM Import Estimates When the Import window appears, select the Import Data button. Figure 10 - Viewpoint V6 - Import Estimates Please follow these steps to import the Benchmark export into the Viewpoint V6 Working Tables. 1. Select Excel1 3. Enter a unique Import ID 2. Select the export generated from Benchmark 4. Select Import to import the Benchmark Data into your Working Tables. Page 11

12 When this process is completed you can now view the working tables for the import. This will allow you to make any additional changes or assign any missing information before importing it into the Project Management module. To view and edit the work tables select the Edit Work Tables button. After clicking the button, the PM Import Estimate Edit window will appear. From this window you can view and edit, the Contract Items, Phases, Cost Types, Subcontracts and Materials. When ready, you can select PM Import Upload to upload the Project information into the Project Management module. Page 12