Post Tender Valuations & Budget Control: Better Financial Control For Your Projects Using Candy Valuations

Post Tender Valuations
&
Budget Control
Better Financial Control for your Projects

using Candy Valuations
Course Notes
Evelio De Abreu - November 2010

Post Tender Valuations & Budget Control
Post Tender Valuations & Budget Control Contents
Chapter 1. Starting Up ....................................................................................................................... 1

1.1 Starting Candy ..................................................................................................................................................... 1
1.2 Company Manager ............................................................................................................................................ 1
1.3 Create a New Company ................................................................................................................................... 2
1.4 Job Manager ........................................................................................................................................................ 3
1.5 Create a new Job ................................................................................................................................................ 4
1.6 Recover the CCS Demo Job ........................................................................................................................... 5
Chapter 2. Candy User Interface ....................................................................................................... 7
2.1 Candy Navigation............................................................................................................................................... 7
2.2 Document Navigation ...................................................................................................................................... 8
2.3 Right click menu functions ............................................................................................................................. 9
2.4 Keystrokes, Icons and Mouse Functions.................................................................................................. 11
Chapter 3. Post Tender Checks ....................................................................................................... 13
3.1 Job Information................................................................................................................................................. 14
3.2 Confidence Check ............................................................................................................................................ 16
3.3 Selling Rate ......................................................................................................................................................... 17
3.4 Copy the final quantity from the bill quantity ....................................................................................... 21
3.5 Check and review reports ............................................................................................................................. 23
3.6 Value Analysis .................................................................................................................................................... 27
3.7 Resource Checks............................................................................................................................................... 29
Chapter 4. Pricing using Worksheets ............................................................................................. 35
4.1 Price Code ........................................................................................................................................................... 35
4.2 Price Plug and Split Rate items using Worksheets .............................................................................. 35
Chapter 5. Value Engineering (or Re-modelling) .......................................................................... 43
5.1 Job Remodelling ............................................................................................................................................... 43
5.2 Explode Macros................................................................................................................................................. 45
Chapter 6. Coding using Cost and Group codes ........................................................................... 49
6.1 Cost codes & Group codes .......................................................................................................................... 49
6.2 Defining the Cost codes ................................................................................................................................ 50
6.3 Allocating the Cost & Group codes to Simple resources ................................................................. 52
6.4 Resource Analysis Reports ............................................................................................................................ 54
Chapter 7. Controlling Labour and Plant using Task Codes ........................................................ 61
7.1 Defining the Task codes ................................................................................................................................ 62
7.2 Task code allocation........................................................................................................................................ 63
7.3 Task code analysis............................................................................................................................................ 67
7.4 Task code reports ............................................................................................................................................. 69
Chapter 8. Variation Pricing and VO codes ................................................................................... 75
8.1 Variation pricing ............................................................................................................................................... 75
8.2 VO Codes ............................................................................................................................................................ 77
8.3 Variation Order documents.......................................................................................................................... 77
Chapter 9. Valuation No.1 using Calcsheets .................................................................................. 79
9.1 Valuation Setup ................................................................................................................................................ 79
9.2 Primary Valuation Quantities ....................................................................................................................... 81
9.3 Measuring Final qty’s using Quantity Calcsheets ................................................................................ 83
9.4 Entering Valuation quantities ...................................................................................................................... 86
Post Tender Valuations & Budget Control Contents
Chapter 10. Valuation No. 1 using Area Bills ................................................................................ 89

10.1 Area manager .................................................................................................................................................... 89
10.2 Importing the bill items in the area bills ................................................................................................. 90
10.3 Apply area code ................................................................................................................................................ 92
10.4 Measure Area Actual Quantities ................................................................................................................. 95
10.5 Update Valuation Actual qty’s using Areas ............................................................................................ 96
Chapter 11. Valuation Report Manager ......................................................................................... 97
11.1 Interim Payment Claim report ..................................................................................................................... 97
11.2 Valuation Listings report ............................................................................................................................... 98
11.3 Valuation Resource Analysis report ....................................................................................................... 100
11.4 Project Codes Resource Analysis report ............................................................................................... 101
11.5 Valuation Trade Total Display................................................................................................................... 103
Chapter 12. Costs & Allowables ....................................................................................................105
12.1 Analyse Allowable to-date ......................................................................................................................... 106
12.2 Cost & allowable columns ......................................................................................................................... 107
12.3 Import To-Date costs ................................................................................................................................... 107
12.4 Check import file ........................................................................................................................................... 109
12.5 Cost Adjustments .......................................................................................................................................... 111
12.6 Release costs ................................................................................................................................................... 111
12.7 Analyse Allowables to date vs. Costs to Date..................................................................................... 112
12.8 Cost to complete using cost rates .......................................................................................................... 113
12.9 Cost & Allowables at Completion ........................................................................................................... 117
12.10 Cost & Allowables using Task and Cost Codes ................................................................................. 118
Chapter 13. Set up Next Valuation ...............................................................................................119
13.1 Setup Next Valuation ................................................................................................................................... 119
Chapter 14. Subcontract Manager................................................................................................123
14.1 Create a new Subcontract .......................................................................................................................... 123
14.2 Creating Subcontract Bill using the Main Bill ..................................................................................... 125
14.3 Creating the Subcontract Bill using S/C Adjudicator ....................................................................... 130
14.4 Subcontractor Details .................................................................................................................................. 133
14.5 Subcontract Progress Measure ................................................................................................................ 135
14.6 Extras .................................................................................................................................................................. 140
14.7 Charges ............................................................................................................................................................. 142
14.8 S/C MOS ........................................................................................................................................................... 143
14.9 S/C Summary .................................................................................................................................................. 144
14.10 S/C Liability ...................................................................................................................................................... 147
Chapter 15. Valuation No. 2 Using Subcontract Manager .........................................................149
Appendix A- System Registration ................................................................................................153

Appendix B – System Settings ......................................................................................................155
Post Tender Valuations & Budget Control Company & Job Manager
Chapter 1. Starting Up
1.1 Starting Candy
Start the System from the windows desktop by double clicking on the Candy shortcut.
Complete the user Login with your User Name, Initials and Company name.
1.2 Company Manager
This is the top level menu in the system where a maximum of 24 companies may be created.
For example, if you are tendering in a joint venture with another firm, you can create a brand new
company for that bid.
To select a company, position the cursor on the required company and use Enter or Double click.
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1.3 Create a New Company
Do this
Click the Company > New > Company menu.
Edit the company name to read “CCS Training Company”, click .
Note: You may enter a Company Code and a Password for your company
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The company “CCS Training Company” has now been created.
1.4 Job Manager

Double click on the “CCS Training Company” to access the Jobs in the company.
The job manager generates a new header and new job automatically. You may create up to 99
jobs within a company that may be copied, renamed, deleted and backed up using the Job menu
or using the Right-click Menu.
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1.5 Create a new Job

Do This
Click the Job > New Job menu.
Edit the job name to read “Waste Water Treatment Works” and then click
Note: You may designate a Job Code and Password for your job
Open the job by double clicking on the job or by clicking
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1.6 Recover the CCS Demo Job
From the Job Manager click Job > Backup/recover job > Recover into a NEW job > from file
Recover the Ventshaft and Substation Contract using the following directory on the Candy
Installation CD <CD Drive>/FSCOMMAND/Demo Jobs/Ventshaft and Substation Contract
5
Click to confirm
Click on to access the Ventshaft & Substation Contract
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Post Tender Valuations & Budget Control User Interface
Chapter 2. Candy User Interface
Candy Button System Toolbar Title Bar Application Tab Candy Version
General Toolbar Application Menu Application Toolbar General Menu Customise Toolbar
The Candy user interface consists of four main sections namely: Title bar, Application Tabs,
Application Menus & Toolbars.
2.1 Candy Navigation
Candy button To select the job manager, system settings and to exit the
software
System toolbar Job manager and system settings toolbar buttons
Title Bar Displays the company and job you are working in
Displays the software version installed on the computer and
Candy version
displays the system information
Application tabs To select the Various Candy applications
Application menu Displays the menus of the application selected
General menu Menu for Utilities & Help including telephone list, daily dairies,
card games, help files, licence registration, support information
& a website link to Update the Candy version
General toolbar Displays general tool buttons for use on all applications
Application toolbar Displays shortcuts specific to the application selected. This tool
bar changes when a different application tab is selected
To select the toolbar buttons displayed on the different
Customise Toolbar
toolbars
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2.2 Document Navigation

Do this
To add the Standard Bill of Quantities Document to the Document Manager click on
Documents>Estimating Documents then click and Select 1.1 Standard Bill of Quantities
and confirm then click to open the document.
Document Title Document Menu Document Toolbar Split Screen Buttons
Column
Escape Selector
Select all
records
Record
Selector
Page Navigation
Buttons Function Buttons
Document Title The name of the document

Split screen Resizes the document to the top or bottom half of the screen.
buttons
Escape Go back to the previous menu.
Document menu The menus available for this document
Document toolbar Tool buttons for larger or smaller screen fonts, line deletion, find
& replace, export to Excel and print screen.
Select all records Selects all records in the Bill of Quantities.
Function Buttons These buttons relate to the function keys on the keyboard.
Namely; Calculate (F12), Worksheet (F11) and Go to Page (F10).
NB: If the rates and heading totals require re-calculation, click
the red calculate button.
Record selector Selects the entire record. Right click to display the record menu
Column Selector Selects the entire column. Right click to display the column menu
Page Navigation Scrolls between different pages namely; first page, previous
Buttons page, next page and last page of the bill.
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2.3 Right click menu functions

The menu functions in Candy are context sensitive; therefore, specific tasks can be performed
directly on the documents cell, record, or column by right clicking for additional options.
In a cell:
Right Click
In a record selector:
Right Click
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In a selected column:
Right Click
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2.4 Keystrokes, Icons and Mouse Functions

Mouse Functions
Note: This table assumes that the mouse buttons are configured for a right-handed user.
Mouse action Function

Left-click On an Active Document - moves the cursor line to and positions the editing
cursor at the mouse pointer. On an Inactive Document - Turns the document
Active and acts as above.
Right-click On an Active Document calls up the context menu.
Double Click Fetch another document, i.e.: Double Click on a Net Rate calls up the
Worksheet.
Row Record Select a line of data for Dragging and Dropping.
+Left-click
Row Record Marks the Start and End of a Range of records for Dragging and Dropping.
Shift+Left-click
Alt+Left-click Set an Alternate document.
Keystrokes
This is a list of the Editing and Cursor Movement Keystrokes, with a brief explanation of the
function, and the equivalent Icon if available.
Note: Normal Windows shortcut keys can be used e.g. Ctrl C – Copy, Ctrl V – Paste etc.
Shift+Esc(ape) Returns to the job selector
Esc(ape) Returns to the previous menu
Ctrl+Tab Moves the document currently on top to behind all other documents.
Ctrl+Insert Inserts a new line at the cursor position
Ctrl+Del Deletes the current line at the cursor
Tab Moves the cursor forward to the next Field. Shift+Tab moves the cursor
backwards.
Home Moves the cursor to beginning of the field
End Moves the cursor to the end of the field
Ctrl + > Move to the next page
Ctrl + < Move to the previous page
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Ctrl+Page Up Takes you to the first line of the first page of a document
Ctrl+Page Down Takes you to the first line of the last page of a document
Ctrl+Enter Split the line at the cursor position
Backspace Deletes one character at a time
Ctrl+Backspace Deletes one word at a time
Ctrl+Left-arrow Bubble Up - move the current line up
Ctrl+Right-arrow Bubble Down - move the current line down
Ctrl+Up-arrow Collapse level headings (to hide all text under headings)
Ctrl+Down-arrow Expand level headings (to show all text under headings)
Shift+Ctrl+Down- Opens all sub headings within the cursor position heading
arrow
Shift+Ctrl+Up- Closes all sub headings within the cursor position heading
arrow
Ctrl+Space Bar Open all headings completely
Shift+Ctrl+Space Close all headings completely
Bar
Ctrl+R Pick Up the current Line
Shift+Ctrl+R Drop (insert) Lines picked up using Ctrl+R at the current line
(Ctrl+D)
Ctrl+U Turn current line to UPPERCASE letters
Ctrl+L Turn current line to lowercase letters
Ctrl+T Turn current word to Sentence case
Ctrl+K Copy the Field above
Ctrl+J Copy the Field above and moves cursor down one line
Alt+Del Close the active Document.
Shift+Alt+Del Close All Documents.
Ctrl+Z Undo.
Note: As soon as the cursor is moved off the line, the line is stored
and the undo button will not function
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Post Tender Valuations & Budget Control Post Tender Checks
Chapter 3. Post Tender Checks
Explanation
The estimate created by the tender department in Candy Estimating can now be used by the
Site Team. It is essential to do some post tender check to prepare the Tender for Post Tender
use.
Recover the estimate and do the following Checks. It is good practice to copy the job before
Remodelling the job for Post Tender Valuations. Eventually the Q.S will have and electronic copy
for the Job at Estimate Stage and a copy for the Remodelled Job for use at Post Tender Valuations
stage.
Do This
Go to the Job Manager Duplicate the Ventshaft & Substation Contract, rename the job to
Ventshaft & Substation Contract- Remodelled.
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3.1 Job Information
Certain useful information like the Contract Value and Job Size can be analysed.
Trade Totals Display
Do this:
Choose the Valuations application tab.
The job total by trade can be displayed by clicking the (Trade Totals) icon.
Initial Valuation setup

The Initial Valuation setup dialog appears when accessing the Valuations Application for the first
time. The valuation setup dialog is used for entering details for the first Valuation.
Enter the Valuation Date, Number and header.
Cost and Allowable options

Cost and Allowables options allows for inclusion or exclusion of Variation orders in Cost and
allowable documents. Variation orders and Cost and Allowables will be covered in detail later.
Choose the Cost and Allowable options.

Note: These options may be changed later if required.
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Select the Bill Quantity
Select Net rates
The Net Trade Summary is shown.
The Gross Trade Total and Selling Trade Total can be displayed using the same icon and
selecting the appropriate rate.
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3.2 Confidence Check
Checks the entire estimate and reports problems found.

Unpriced or plug/split pricing codes, provisional items and resources, data copied from the master,
markup and selling rates are checked and recorded.
Do this:
In the Trade Totals Display click
Select Perform full error check with report
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Job Size Display
Gives an overall listing of the job and is an important indicator for the time factor allocated to the
job.
Do this:
Click Check & Review > Job Size Display
3.3 Selling Rate
At Tender Stage the: Net Rate + Applied Mark Up = Gross Rate. The gross rate is calculated based
on the net and mark up applied therefore any changes made on the net or applied mark up will
change the gross rate. This is ideal at tender stage but not ideal for the post tender stage of the
contract.
At the Post tender stage, a Selling Rate is available in Candy. The selling rate is used as the
contractual rate for printing the Interim Payment Claim to the client. Adjusting the net or Applied
Mark Up will not affect the selling rates.
Therefore, for Post Tender Stage the: Net Rate + Calculated Mark Up = Selling Rate
The selling is a fixed contractual rate by adjusting the Net (job remodelling) the Calculated Mark
Up will change.
One of the essential checks at post tender is to ensure that the job contains a selling rate. The
confidence check shows items that do not have a selling rate therefore, the selling rate must be
entered or we can copy the Selling rate from Gross rate.
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Do this:
Open the Document Manager by choosing Documents > Valuation Document Manager.
Now open document 1.1 Gross to Sell Bill
Note the selling rate column on the right side of the document. At Tender Stage the job was
priced and the Mark up was applied, the selling rates can now be established by copying the Gross
rate.
Right-click in the selling rate column header, select Copy > Copy Selling rates from Gross.
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Right Click
Check the option to lock selling rates after copy and Copy zero gross rates click OK…
…and confirm the message.
Note the selling rates are displayed next to each bill item.
NB: Check the selling amount balances back to the signed contract document.
If the totals do not balance then go back to the problem bill page and check the selling rate of
each bill item on that page.
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Now open this document 1.2 Selling Bill of Quantities
Unlock & Lock the Selling Rate
The indicator in the selling rate column indicates that the rate is locked. To fix the rate
we must first unlock it.
Right click on the selling rate and select Lock/Unlock > Unlock selling rate.
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3.4 Copy the final quantity from the bill quantity
Something to consider........
The bill quantity will normally be used for the first Final Value projection and as a starting point
can be copied to the Final Quantity column.
NOTE: It’s best to do this before entering any valuation quantities.
Do this:
Open the document 2.2 Primary Valuation Entry

Right-click on the Final Quantity column header and
choose > Copy from selected quantity.
Then select the Bill Quantity as the source and confirm.
Click YES
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And then OK the quantities copied.
See that the Bill qty have been copied to the Final Qty
Note: Later in the course the final qty will be re-measured using the quantity calc sheet.
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3.5 Check and review reports
Explanation
Now Candy can generate a number of reports to help you check for any possible problems on
the tender.
To do a Pricing Check Report
Do this:
Go to Check & Review > Pricing Check
Select all price codes on Direct Cost bill

pages and select priced in plug and
priced in split.
Note: unused Priced codes should be

deleted before printing this report.
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To delete unused price codes
Explanation
The Price code list may contain price codes not used in the bill. You should consider deleting
unused price codes which will result in having a less confusing job. The job will therefore only
contain price codes used in the bill.
To delete unused price codes go to the document 1.1 Price Code Listing ( )
and click Tools > Delete unused Price codes
… and choose YES to confirm the Price Code

deletion
Note: 12 unused price codes deleted.

… and OK
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Similarly unused resource can also be deleted directly from the resource list.
Do This
Go to the document 1.1.Resource List ( ),
click Tools > Delete ALL unused resources > Delete Key resources as well
And click YES to confirm deleting ALL unused resources
The list shows what unused resources were deleted.
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Worksheet calc line check
Explanation
Checks for mistakes on worksheet calculation lines. If there is a space between +5%waste then
the wastage report would be incorrect. If *CONC] is used instead of *[CONC] the first
occurrence would be seen as a comment and not a variable if 1.O9 is used instead of 1.09 then
1.00 instead of 1.09 will be used on the calculation line. Ensure accuracy at all times.
Check & Review > Worksheet calc line check
Click OK.
How many errors were detected?
If errors are detected a report will be generated.
Provisional Listings: Worksheets
Explanation
At tender stage the estimator may mark worksheets, resources and bill items as provisional.
Locate the provisional worksheets, resources and bill items.
Check & Review > Provisional Listing

Choose Worksheets
In this example the check shows that no Provisional Worksheets were
found.
If errors are detected, a report will be generated.
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3.6 Value Analysis
Explanation
80/20 rule of thumb, identify which items contain the value and which items should be
concentrated on at pre and post tender stage.
Open the Valuation Reports by choosing

Reports > Valuation Reports Manager.
Print the Value Analysis (68) report
and choose Final Quantity.
27
Select 80% Percentage of total to be printed.
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3.7 Resource Checks
Resources can be checked for potential problems like provisional rates or out-dated rates.
Resource List with Date

Here we will alter a standard document to make a new Resource List with Date document and
customise it.
Do this
Open the Resource Document Manager by choosing

VALUATIONS >Documents > Valuation document Manager.
Select the Resources tab to display

the available resource documents.
Click the New Document button to

open the list of template documents
and choose
1. Estimating layouts > 1.1 Resource
List
Now right click on new 1.1 Resource List and rename it to

1.1a Resource list with Date.
To change the columns shown, click Customise
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Explanation
This is the column layout selector. To include column data into your document, you can move
available columns (left hand side) to the right with the green arrow; to remove them use the red
arrow.
Add the column 4.2 Date of resource rate change and confirm.
Now open your new document 1.1a Resource list with Date. Look for resources that have old
dates and check the rates.
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Sorting the resources by the date

The resources can be sorted by the date in ascending order.
To do this, right-click in the Final rate
changed column, select Sort > Ascending
When you are finished you can clear the sort with
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Provisional resources
If you move the pointer over the red dots on the Final rate, you will notice that these are marked as
provisional, like this:
Alternatively, a fixed filter can be used to find resources that where marked as provisional.
Select the document menu View > Filter > Provisional Resources
Note: “Filter toolbar – 6” indicating 6 filtered provisional resources.
You can now show just the resources you want with
On the filter toolbar, click
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Resource percentage report

Value Analysis can be performed on resources to identify which resources contain the value and
which resources should be concentrated on at pre and post tender stage.
Open the Valuation Reports by choosing VALUATIONS >Reports > Valuation Reports Manager.
Click Select 8. Resource

Analysis Reports > 8.5 Resource
percentage (74)
Select Primary sort by Resource type
Select Final Quantity
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Post Tender Valuations & Budget Control Pricing using Worksheets
Chapter 4. Pricing using Worksheets
Plug rates and split rates must also be converted to Worksheets to generate the required resource
budget.
4.1 Price Code

Price codes and how they work
The Price code’s function is to deal with the unit price of a bill item.
To rate a bill item, a Price Code is entered against it and the bill item adopts the rate from the
Price Code (regardless of whether it was generated by plug rate, split rates or worksheet).
The Price code can be up to 8 alpha-numeric characters in length. The first character of the Price
Code must start with a Trade Code letter and the rest of the code is entirely up to you.
Note that the Price code has its own Description. The description of the bill item is totally
independent of the Price code description. Therefore, one Price Code may be used for multiple
Bill Items effectively speeding up the pricing process.
4.2 Price Plug and Split Rate items using Worksheets
The pricing check report printed earlier listed Price code E1133 as a Plug rate and Price code
E42111 as Split rate. To control your allowable the plug rate and split rate must be priced using
worksheets.
The list of price codes for the job can be displayed by clicking on the
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Do this
Go to document 1.1 Price code listing

Note: Price code document lists all the Price codes available in the job in Alpha numeric order.
Price Code E1133 using a Worksheet

Price Code E1133 Site clearance is plugged.
Right click in the rate and select Display
worksheet.
… to show the Price code’s worksheet.
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About Worksheets
315 Calculation lines are available to calculate the net rate for the price code. The worksheet
header displays Price code, Pricing description and pricing qty of “8250m2”. The worksheet
header also display where the price code is used in the bill “Page 4 item A and Page 1 item A”.
Therefore the change in rate for the price code will change the rate on the items where the price
code is used.
Note: A calculation must start in the beginning of the line using a resource code. Beginning with
a space will only create a comment line.
Do This
To add the required resources to the worksheet from the Resource List, type resource codes
32511
3171
2211
…at the beginning of calculation lines 2, 3 & 4.
The worksheet fetches the resources from the Resource List.
Now multiply each resource by the required number. Type in the multipliers:
32511 JD 410 Digger loader *1off
3171 6m3 Tipper *2off
2211 Labourer *4off
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Start an applied factor using“#” on calculation line 1. End the applied factor using a “=” followed
by the calculation *0.5day/710m2.
Note: The Enter key or moving off the line will automatically calculate the result and the words
“APPLIED FACTOR” will appear.
Use the shifted function on the Store & next w/s function
button to change the store mode from
Store & Next worksheet to Store & return to document.
Click Store Worksheet
This message will offer to change it from

Plug Rate mode to Worksheet mode.
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Click YES to change to worksheet mode and OK to store the worksheet.
Price Code E42111 using a Worksheet

The Price Code E42111 Exc fnd; ne 2m is Split.
Right click in the rate and select Display worksheet
Note
The worksheet header displays the total pricing qty of “1725m3”, 600m3 on Page 4/Item C, and
1125m3 on Page 1/Item C.
Typing the resource code requires knowing the

correct code.
If you don’t know the code you can add a resource
by right-clicking on the calculation line and
choosing Resource list.
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Select the resource 32511 JD 410 Digger Loader W&O”
and to add the resource to the w/s calculation line.

Place the cursor on the next calculation line and add “2211 Labourer”
Multiply each resource by the required number.

32511 JD 410 Digger loader *1off
2211 Labourer *2off
Price worksheet using the applied factor applying a production of 85m3/day and adding 10% for
battering.
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The net rate is calculated to “34.74”
Click Store worksheet
Click YES and store the worksheet.
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Post Tender Valuations & Budget Control Value Engineering
Chapter 5. Value Engineering (or Re-modelling)
Purpose of Value Engineering

The site team can now re-visit each of the worksheets and adjust the productions to what they
will achieve on site. Better buying, better S/C rates are taken into account, the site team agrees
on the productions in the worksheets and relooks at the construction methods used.
By doing this, the site team takes ownership of the tender and any losses cannot be blamed on
the estimating department. By remodelling, the site team could have more financial gain with
productivity and innovation making a profit from better buying and alternative construction
methods.
Macro price codes must also be exploded so that progress quantities may be entered.
5.1 Job Remodelling

Let’s assume the site team will purchase diesel for 6/ Litre instead of 6.3/ Litre.
Resource List
Open resource document 1.4 Utilisation and value – bill quantity
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Adjust the diesel rate accordingly and click Calculate
Note that the Diesel allowable decreases from 280 155.37 to 266 814.64 representing a buying
saving of 13 340.73.
Trade Totals Display
Do a Trade Totals Display on Selling at 6.3/Ltr of Diesel.
The tender rate for Diesel at 6.3/Ltr calculates Material Net Amount of 2 583 388.80 and a Markup
of 757 249.87
Do a Trade Totals Display on Selling at 6.00/Ltr of Diesel.
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The Diesel at 6/Ltr calculates Material Net Amount 2 570 048.08 and a markup is now higher at
770590.59. An increase in markup of 13 340.72
Now return to page one of the Bill of Quantities
Do this:
Open document 1.1 Gross to Sell Bill
Notice that the Net and Gross rates have changed as these items use the cheaper diesel in their
make-up. The Selling rates remained fixed and the calculated mark-up has increased in relation to
the Selling.
5.2 Explode Macros

Macro Price codes are ideal for the estimator to price but are not suitable for the site team to
progress against. For example progressing 50% of the Manhole will generate 50% allowable for
Excavations, Concrete, Brickwork etc. The solution to this problem is to explode Macro Price codes
so that Excavations, Concrete, Brickwork may be progressed against.
Do this:
Access document 3.1 Variation Pricing
This document is ideal for variation pricing.
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Right click on the price code column header and select Explode Macro Price codes > Explode
Macros without recoding
Click Yes
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Note: The additional Internal Items were added below Item F. Internal Items only have a net rate
and no Selling rate. Internal items are marked with an “I” in the attributes column and therefore will
not be printed on the Interim Payment claim to the client. Item F is the external item and
therefore only has a selling and no Net rate.
Copy Bill to Final Qty

Note the Internal items do not have final qty’s, they can be copied from the bill qty.
Do this
Do a filter for internal Items.
Right click in the attributes column header, select filter > Internal items.
16 Internal Items are filtered
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Right click in the Final Qty Column header, Select filtered records
Copy from selected quantity
Select Bill Quantity
Yes to confirm
16 Quantities copied to final
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Post Tender Valuations & Budget Control Cost and Group Codes
Chapter 6. Summarising Resources using Cost & Group codes

Cost codes together with Task codes provide a summary of the allowable.
The matrix below illustrates the various the codes available and where to define and allocate them.
For example all the Task codes are defined in the Definitions & Settings (Blue hammer) and are
allocated to the price codes using either the price code document or Bill document. The Cost code
is defined in the Definitions and Settings (Blue hammer) and allocated to simple resources using a
resource document.
6.1 Cost codes & Group codes

At Post Tender Stage the Allowable to date in Candy can be reconciled to the Costs to Date in
Accounts. It is therefore important to have the cost code in Candy matching the accounting ledger
code. The Cost Code is used to summarise the resources into Cost codes. Similarly the Group code
is used to summarise resources into suppliers.
Resource Document 1.6 Resource Group and Cost code allocation displays both group and cost
code columns.
Do this:
Open the document manager and select the resources Tab
Resource document 1.6 Resource Group and Cost code allocation is available as a template
document.
Add a new template document by clicking on New Document
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Select 1.6 Resource Group and Cost code allocation

Open resource document
6.2 Defining the Cost codes
The Cost and Group must be defined before allocating them to the resources.
Do this:
Click on the to access the definitions and Enter and check the following Cost and Group Codes.
Choose 4.1 Cost codes (Ledger code)
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Choose 4.2 Group codes
Click OK to close the Definitions
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6.3 Allocating the Cost & Group codes to Simple resources
Cost Code
Check that all the simple resources have a cost code and that the correct Cost code has been
allocated to the simple resources. The money is summarised into the cost codes for Cost &
Allowable control.
Return to the resource list and allocate the Cost and Group codes to the various resources. Cost
and Group codes should only be applied to Simple resources, those resources that are bought and
are defined with a letter in the resource type column i.e. M for Material, P for Plant.
Complex resource
Complex resource is a combination of simples and complexes. A complex resource is identified by
using a number in the Type column. The number represents the level of the complex from level 9
being the most basic to 1 being the most complex.
Applying a cost code to a complex resource such as JD 410 Digger Loader W&O would be
incorrect because the complex includes a combination of Plant, Fuel and Labour.
Filter Simple Resources

To make it easier to allocate cost to simple resources only use the filter facility shown below. The
same filter can be used to check if all simple resources have cost codes.
Do this:
Go to View > Filter > Blank codes> Cost codes (simples only)
Click to view only the simple resources with blank cost codes.
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Allocate codes using double click
Double click in the Cost code column for resource code 60329 – High Tensile Steel
Select 506 Reinforcing and confirm.
Click Abandon
Allocate Group code

Similarly allocate the group code ABC to all the stone and sand resources.
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6.4 Resource Analysis Reports
Resource analysis reports can now be printed showing the resource Utilisation and Amount
including a Cost code or Group code summary.
Do this:
Open the Valuation Reports by choosing Reports > Valuation Reports Manager
Select report Valuation Resource Analysis (70) Click Customise
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Select Cost Codes as the Summary

Click OK, select Bill Quantity and confirm, select Allowable rates and Print Report
Now print the report and preview the report.
Page 1 reflects all the complex resources
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Page 2 reflects all the root complexes
Page 3 reflects all the simple resources. Note that all simple resources should have a Cost Code
allocated.
…and Page 4 is the Cost Summary
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Cost and Group Code Audit Reports
Analysis by Cost code report

This report will list those resources that contribute to a particular cost code.
Do this:
From the report manager select report Analysis by Group/Cost (72).
Customise the report and select Sort by Cost Code.
Entering a cost code in the sieve will print out only those resources that contribute to that
particular cost code. By leaving the sieve blank will analyse all the cost codes.
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Tracer report
The Tracer report will list all the bill items that contribute to a particular cost code. The tracer
report is available under the Check and Review Reports heading.
Print the Tracer report and select Cost Codes in the tracer selector.
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Type in the cost code 400 and click OK.
Analysis by Group code report

This report will list those resources that contribute to a particular Group Code.
Do this:
From the report manager select report Analysis by Group/Cost (72).
Customise the report and select Sort by Group Code.
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Click OK
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Post Tender Valuations & Budget Control Task Codes
Chapter 7. Controlling Labour and Plant using Task Codes

The Cost Code provides resource-based control for managing fixed resources such as Materials.
The Cost Code will provide limited control to productive resources such as Plant and Labour but is
not ideal. The engineering site staff will require the Labour and Plant allowable in more detail
typically the allowable per Task completed on site.
CCS provides a simple method of summarising the Bill items into Tasks. The allowable for each bill
item is broken down into the various Resource Types, so immediately there is
the Labour and Plant allowable for each Task, the exact information required to control the
productive resources.
The Task Code is used to implement Functional Control on the Job. The Task Code summarises bill
items into categories of Function or Activity.
The key is to summarise items with similar production, e.g. bulk earthworks items would be
summarised separately to hand excavation. Machines for bulk earthworks and labour for hand
excavation would be used.
By summarising items with like production and are summarising items with like resources and,
therefore, like cost sensitivity. If the machine is not being used effectively, it is costing a lot more
than if labour is not being productive. There would be different controls on plant versus labour.
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7.1 Defining the Task codes

The task codes must be defined before allocating them to the Bill items or Price codes.
Do this:
Open the Definitions and enter the following Task codes.
Task codes may be summarised into Task code headings. The level column represents the heading
level from level 9 to level 1. Therefore, the Earthworks Tasks of Clear site and Excavation may be
summarised into the level 1 heading Earthworks. Note the m2 quantity of Clear site must be
factorised by 0.10 to calculate the m2 to m3.
The task code accumulates the amount of money and quantity; therefore, each task code should
have a unit.
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7.2 Task code allocation
Add an additional document containing the Task code columns
Do this:
Open the Valuations Document Manager , select Valuation Bills Tab.
Click on New document to add a

new template document
2.6 Task coding (Controlling
labour & plant)
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Customise the document and add columns 26.8 Task code description and 26.9 Task code unit.
Allocate the Task Codes
Do this:
Open document 2.6 Task coding (Controlling labour & plant) and check to see if all the bill
items have Task code.
To filter for Bill items without Task codes Right click in the Task code column select Filter > Filter
for blanks.
Click
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Explanation of the Task code factor

The Task Code accumulates the amount of Money and Quantity, the Task Factor column is used to
determine the quantity to be added together for each Task code. If the unit of the Bill item is the
same as the Task code then a factor of one is used.
There may be instances where the unit of measure of the bill item may be different to the unit of
measure of the Task Code.
For example, there may be a bill item measured in linear metres of formwork, yet the bill item has a
Task Code with a unit of measurement of m2 so a Task factor to factorise the Lm to m2 is applied.
By using a Task factor of 0, the money will be included but not the quantity, for example, the cost
of wood float finish could be added to Task Code Concrete in Ground Slabs but only the quantity
of the Concrete in Ground Slabs is required and not the quantity of the wood float finish. Allocate
Task codes and factors to each of the bill items.
Allocate the Task codes
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7.3 Task code analysis
Price Plug rate to a least a Split rate

Note: to calculate the Task Code summary no plug rate items may exist in the job.
Do this:
Do an on-screen task analysis, click Finalisation > Job analysis > Job analysis by Task code.
Select document 00 JOB: PROJECT ANALYSIS CODES
Update the values by clicking on Update Codes
Click Yes
Click OK
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Note that the Total Quantity, Amount and derived rate is calculated for each Task Code. When
finalising a tender, if the derived rate is much lower or higher compared to previous tenders, then
relevant items can be investigated for possible errors in the pricing worksheets.
The total allowable for Labour is calculated for each Task Code, i.e. The Labour allowable for
placing concrete in Foundations is 1,352,959. Once progress quantities have been entered for each
bill item, the total Labour allowable amount for each Task code is calculated and should be
reconciled back to the total Labour cost for each Task code.
Clicking the Split Rates or Split Amounts toggles between displaying split rates and split amounts
for each of the Task Codes.
Note the derived Labour rate to place 1m3 of concrete in Foundations is 80.16 per m3, if the
concrete team on site has poured 10m3 then you should not have spent more than 10 x 80.16 =
801.60 on the Labour team.
Daily costing should be done against the relevant Task Codes which should be reconciled to the
Labour allowable based on the work that has been completed on site.
A similar approach should be followed to control Plant.
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Totals for Task code headings may be displayed by placing the cursor on the heading and pressing
Ctrl-Up and Down Arrow.
7.4 Task code reports
Various Task code reports are available in the Report Manager under the report heading Project
Code Reports.
Project Codes Report
The project codes report will list the bill items in Task Code order with a total for each Task Code.
Print the Project Codes (78) report.
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Select Task code as Primary and none as the secondary and click OK.
Select Final Qty

Select Summary only, net, Spreadsheet and click OK
Report includes the Task code summary
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Project Codes Quantity Summary
The Project Codes Quantity Summary report lists the total quantity for each task.
The project code quantity summary report is available in the template reports.
Do this:
From the report manager click New report and select report 9.6 Project Codes Quantity
Summary (83).
Print the report.

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The Task code summary report displays the total Quantity per Task. Note for this job consists of a
total of 27745m3 of excavations.
Project Codes Resource analysis

A complete resource analysis for each Task code may be printed with totals for each Cost code per
Task code.
Do this:
Print the Project Codes Resource Analysis.
Select Analyse complexes to level 9, Print codes separately and Summary by Cost Code.
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Select Final quantity then Allowable rates.

Page 1 - 50: Lists the resource analysis per Task and the Cost code summary per Task
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74
Post Tender Valuations & Budget Control Variation Pricing
Chapter 8. Variation Pricing and VO codes

8.1 Variation pricing
Recap on pricing and the function of the Price code

The Price Code’s function is to deal with the unit price of a bill item. To rate a bill item, a Price Code
is entered against it and the bill item adopts the rate from the Price Code regardless if it was
generated, by plug rate, split rates or worksheet).
Variation pricing document

The variation pricing document includes the ideal columns for V.O. pricing.
Do This
Go to Valuation bills in the Document manager and open document 3.1 Variation pricing
Variation orders can be entered between existing bill items or entered on new page of the bill. The
practical method would be to add and price all the VO’S in a new page in the bill. Heading levels
can be used to group each VO in to headings.
To create a new page Click on the
Select New page and
Note: The new bill page 7 has been added.
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Do This
Type in the New heading, Sub headings & Variation item including final qty. Headings should
coincide with existing heading structure, Create the level 2 heading called Variation orders and
level 3 heading for variation order # 1.
Price V.O. # 1 Clear site North Boundary using Price code E1133.
Note: The bill item Clear site North boundary adopts the Price codes Net and Selling rates
effectively speeding up the pricing process. The Price Code E1133 has a red indicator block
indicating that it is used on multiple bill items. If the rate is changed then the changed rate will
apply to all the bill items. Therefore if different rate is required the bill item will require a different
Price code.
Apply the Task code to the variation items.
Do This
Open document 2.6 Task coding (Controlling labour & plant)
Note: The bill item already has a Task code 0100. The task code is allocated to the price code
therefore by allocating the same price code the bill item will adopt its Task code.
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8.2 VO Codes
Define VO Code in the definitions and settings
Open document 2.5a My Variation pricing and Allocate VO Code 1 and mark it approved.
Double click in the VO Status column and mark it approved.
8.3 Variation Order documents
Variation Orders with BOQ allocations

This document groups the bill item by VO code
Do This
Go to Valuation bills in the Document manager and select document 3.2 Variation Orders
with BOQ allocations
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Variation Orders – Financial Summary

This document is used to analyse the Valuation amounts per Variation Order.
Go to Valuation bills in the Document manager and select document 3.3 Variation Orders-
Financial Summary
Variation Order Bill

This document displays all the bill items on 1 Page per VO. This is mainly used for when the VO’s
were entered between existing bill items.
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Post Tender Valuations & Budget Control Valuations
Chapter 9. Valuation No.1 using Calcsheets
The Candy Valuations is used for the post tender stage of a project. The Bill of Quantities created in
Candy Estimating is available in Candy Valuations, the difference between Estimating and
Valuations is the extra Valuation quantity columns, Valuation layouts and the Valuation reports.
9.1 Valuation Setup

The initial Valuation and every Valuation thereafter commences at the Valuation Setup process
listed below:
Step 1: Duplicate & Rename the Job
Step 2: Setup Next Valuation
Step 1: Duplicate and rename the job.

It is good practice to copy the job before entering the new monthly valuation quantities.
Eventually the Q.S will have and electronic copy for each Valuation in Candy, and if required, can
back track to previous valuations.
Do this:
Go to the Job manager , select Ventshaft & Substation Contract - Remodelled, click on Job in
the menu and select Duplicate job then rename it to Ventshaft & Substation Contract –
Valuation NO. 1
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Step 2: Step next Valuation

Setup next valuation is not required for Valuation No.1 because the initial valuation setup has
already been done on chapter 4. Therefore Setup next Valuation is only required for all Valuations
that follow. In Valuations click on the Main menu, select Valuation setup and click on Setup next
valuation.
Please Note: Setup next valuation will copy all to date Quantities to previous. Therefore this step
must be done before entering any new quantities for all Valuations that follow.
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9.2 Primary Valuation Quantities

This document contains the three primary progress quantities available in the system.
 Actual Quantity - Actual cumulative quantity to-date for a bill item. Used for internal
reporting, it measures the actual amount of work done.
 Claimed Quantity - This quantity is used to record how much you are claiming to date in
an application for payment. Think of it as an External quantity.
 Paid Quantity- This quantity is used to record how much the client has paid you to date.
 Final Quantity- This is the anticipated ultimate quantity of the bill item.
Valuation Documents
Do this:
Click on or Open the Valuation Document Manager Documents > Valuation Document
Manager
Duplicate document 2.2 Primary Valuation Entry & rename it to 2.2a Favourite Valuation Entry
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Select document 2.2a Favourite Valuation Entry Click on to select the columns required
in the Valuation document
Select the required columns as per the above layout and click .
Link the valuation tool button

Right click on document 2.2a Favourite Valuation Entry > Link/unlink toolbutton > Link
document to the VALUATION BILl toolbutton.
Note: The valuation toolbutton will now open your Favourite valuation entry.
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9.3 Measuring Final qty’s using Quantity Calcsheets

The quantities can be entered manually against a bill item. Alternatively, double-clicking on the
quantity displays a "calc-sheet" where detailed measurements can be recorded to calculate the
quantity. If there is a calc-sheet, a green dot is displayed in the quantity field and the letter is
displayed in the quantity calcsheet indicator column.
Calcsheets are available for Bill, Actual, Claimed and Final Quantities.
Note: Item 1/A Clear and strip site has a calcsheet for the bill qty therefore indicating a green
indicator block on the Bill Quantity and a “B” in the Qty Calcsheet indicator column.
Do this:
Using Document 2.2a Favourite Valuation Entry double click on the Final Qty for Clear and Strip
site to open a calcsheet.
Measurements from other calcsheets and bill items can be copied using .
Copy the Bill qty calcsheet into the Final Qty calcsheet. Select the Bill qty as the source selection
and type in Page “1” Item “A”.
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Click to confirm.
On line 4 add the following calculation “20*20” and remarks “Area 4 DRW # 110 Rev1”.
Click
Select Update after rounding on 4/5 rule and
84
Note: The quantity calc sheet indicator now contains a “B” and “F”
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9.4 Entering Valuation quantities

Entering the Actual quantity will automatically reflect the claimed and paid quantity columns.
Do this:
Progress all Earthworks, Formwork, Reinforcing, Concrete and Joints in the ventilation shaft as
100% complete by typing in 100% in Actual % Final column.
On Page1
On Page 2
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On Page 3
On Page 7
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Post Tender Valuations & Budget Control Area Bills
88
Chapter 10. Valuation No. 1 using Area Bills

Areas are used to isolate sections or areas of a contract for measurement and control purposes.
Areas provide a location based control within a construction project. Each area has an area bill that
must contain main bill items. The measurement from the area bills can be used to update the main
bill. Section 3 Substation and yard on page 4 consists of two substations. Areas II will be used to
isolate the control the measurements for each substation.
10.1 Area manager

The area manager is used to create, delete, copy, rename and backup the area bills
Do this:
Click on Areas > Area II definitions to access area bills.
Click to create new areas for Substations A & B.
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10.2 Importing the bill items in the area bills

Do This
Select Sub A – Substation A
Document manager holds all the required documents for areas.

Select document 1.1 Area bill
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Click Tools > Import bill items > Import bill items by page & trade
Importing may be done using a page range. Uncheck Select all pages and Select trades. Select
page range from page 4 to 6.
Message appears confirming 34 items imported. Click OK to confirm.
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10.3 Apply area code

The area bill can also be linked to the main bill by allocating the area code to main bill.
Do this
In the Area manager Select Sub B - Substation B
Select document 2.1 Valuation bill Area allocation
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Note: The area code Sub A has already been allocated to the bill items.
Filter for area code Sub A. Right click in the Area Code column > Filter > Start a new filter.
Type Sub A
Filter Toolbar indicates 34 Items Filtered.
Click to select the filtered items.
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Right click on the selection > Code allocation > Areas > Allocate to Area
Select Substation B and to confirm.
94
Message appears confirming 34 allocated. Click OK to confirm.
10.4 Measure Area Actual Quantities
95
10.5 Update Valuation Actual qty’s using Areas
96
Post Tender Valuations & Budget Control Valuation Reports
Chapter 11. Valuation Report Manager

Print the following Valuation reports from the Valuation Report Manager
11.1 Interim Payment Claim report

The Interim Payment Claim is always based on Claimed Quantity and can only be based on the
Gross and Selling rate.
Do this:
Click on to access the Valuations Job Manager , double click on Valuation Bills and select
Interim Payment Claim, click .
Select the following options then click .
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11.2 Valuation Listings report

The Valuation Listings report can be based on any Valuation Quantity and can be based on the Net,
Gross or Selling rate.
Do this:
Return to the Valuation Document Manager and select Valuation Listings Report then select
and
Select the following options and click .
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Select Actual Quantity
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11.3 Valuation Resource Analysis report

The Valuation Resource Analysis can be based on any Valuation quantity. Printing this report on
Actual Quantity will list the resource and cost allowable to date.
Do this:
Return to the Valuation Document Manager and double click on Resource Analysis Reports and
select Valuation Resource Analysis report then select and
Select the following options and click
…and select Actual Quantity
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11.4 Project Codes Resource Analysis report

This report prints the Resource Analysis split into the Task codes. Printing this report on Actual
Quantity will list the resource and cost allowable to date per Task code.
Do this:
Return to the Valuation Document Manager and double click on Project Codes Reports and click
on Project Codes Analysis report then select and
Select the following options…
…and choose Actual Quantity
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Choose Task code as the Primary code and None as Secondary.
Click .
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11.5 Valuation Trade Total Display
Trade summary can be based on any Valuation Quantity and Rate.
Do this:
Click on the tool button select Actual Quantity and select Net rate.
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Post Tender Valuations & Budget Control Cost & Allowables
104
Chapter 12. Costs & Allowables

Cost & Allowables is used to monitor the financial performance of a project. The comparison of the
To-Date allowable generated in Candy with the To-Date costs captured in the accounting system
like BuildSmart® is monitored within Candy. Additionally the Remaining and At completion
allowables and costs is also monitored in Candy.
Cost & Allowables is used to analyse the following:
 To Date Allowable vs. To Date Costs
 Remaining Allowable vs. Remaining Cost
 At Completion Allowable vs. At Completion Costs.
The Cost & Allowables documents are available in the Valuation document manager.
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12.1 Analyse Allowable to-date

Go to Costs & Allowables Tab in the Valuations Document manager use doc 2.1 Cost Allowables by
Period
The above document shows the To-date, Remaining and At completion for the current
Valuation period.
Note: The Task code column is included by default in this document. The BuildSmart® accounting
system has both the Task code (Activity code) and Cost code (Ledger code) for more
comprehensive cost control. However some other accounting systems only make use of Cost codes
for their cost control.
Summarise by Cost codes only

In this course we will import a text file from “another” accounting system that only use Cost codes.
To do the comparison we need to change our Cost & Allowable documents to work with only the
Cost code.
Do This
From the document menu select View > Column layout. Remove the Task code column and
confirm. The document is automatically re-calculated and displays only the Cost code information.
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12.2 Cost & allowable columns

The following is the definitions for the terminology used in Cost & Allowable:
• Allowable to date – Actual quantity x Net rate.
• Cost to date – Imported cost to date from the accounting system
• Variance to date – Allowable to date less Cost to date
• Allowable remaining – Remaining quantity x Net rate

• Cost remaining – Remaining quantity x Cost rate in Candy
• Variance remaining – Remaining allowable less Remaining cost
• Allowable at completion – Final quantity x Net rate

• Cost at completion – Cost to date + Remaining cost
• Variance at completion – Allowable at completion less Cost at completion
Note: To do a meaningful comparison with the costs from accounts it is essential to measure
the actual quantity on the day of cost close (e.g. 25th of the month). Additionally Job
remodelling is essential to price Plug rate and split rate with worksheets (Refer to Chapter 4).
12.3 Import To-Date costs

The To-date costs can be imported as follows:
1. Imported via a text file (MS Excel) from an accounting software package.
2. Imported from Candy’s Material received module.
3. Import BuildSmart’s cost and accruals.
Do This
Select the Cost & Allowable tab on the Valuation document manager.
Open the document 4.1 Cost import. Select Tools > Import and overwrite Cost to date > Import
cost from a file. Use explorer to find the text (Excel) file and import the file.
Column Identification is used to select column headings that match the imported information.
Identify columns for the Cost code and Real cost to date.
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Click Continue
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12.4 Check import file

When the import is complete, the imported information needs to be checked against the Candy
formation for differences. The check is used to verify if all the imported cost codes exist in the
Candy Job. Select Check import file and select the codes for checking. If the imported file contains
data with costs codes that do not exist in the job a message will be displayed listing which
line/lines are not compatible. These lines will also be filtered out and displayed. Most likely it would
be column headings in the import document that have not been defined as cost codes in Candy.
Use CTRL+DELETE to remove this unwanted information.
Click Check Import file and select Cost Codes.
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If the imported file is not fully compatible with Candy’s information a message will be displayed
advising which line/lines are not compatible.
These lines will also be filtered out and displayed.
Most likely it would be column headings in the import document that have not been defined as
cost codes in Candy. Use CTRL+DELETE to remove this unwanted information.
Re-check the file and you should get a Validation successful message.
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12.5 Cost Adjustments

After the “real” cost have been imported, further adjustments can be made by the site team to
reflect the site situation.
Do This
Use the cost import document to make some reallocations and additional cost provisions as per
the screen below.
Note: Reallocation total must always add up to zero.
12.6 Release costs

Having made the adjustments as required, the adjusted costs can now be released for comparison
with the allowable.
Do This
Click Tools > Release costs for Costs & Allowables
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Something to consider........
The cost import document should form part of your Cost reporting pack.
12.7 Analyse Allowables to date vs. Costs to Date

The variance between the To-date Allowable and To-date Cost can now the analysed using Doc. 2.1
Costs & Allowables by period
Do This
Open doc 2.1 Cost Allowables by Period and Click Calculate to view
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12.8 Cost to complete using cost rates

Thus far the comparison was only used to monitor the To-Date performance of the project. The To-
completion performance of the project can now also be monitored by the use of the remaining
Allowable and remaining Costs. The remaining costs are derived by the use of a resource cost rate
and the use of the cost worksheets.
Cost to complete using resource cost rate
Do this
Use doc 7.2 Resource cost rates to completion
In the Cost rate column change the simple resource’s cost rate to the following resources.
 4914 Diesel rate change cost rate from 6.00/Ltr to 6.20/Ltr.
 53111 Stock Bricks rate change cost rate from 750.75/Thou to 800/Thou.
 53411 Face Bricks rate change cost rate from 915.92 to 980/Thou.
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Re-calculate the document 2.1 Cost & Allowables by period to see the changes in the Remaining
Cost column.
Cost to complete using cost worksheets

Production outputs, wastages and could even go as far changing construction methods will affect
the remaining costs. These adjustments can be done using the cost worksheet.
Do this:
Open the document 6.2 Bill with cost rates for cost w/s adjustment.
Open the worksheet for item 5/A – One brick wall in foundations.
Select View > Flip to cost worksheet.

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Adjust the output formulae from 600 bricks per shift /day down to 500 bricks per shift and change
the wastage from 10%waste to 15%waste.
Store worksheet
Note:
Indicators on the Cost rate will indicate cost rates that use Net rate, Use Net w/s with resource
cost rate and Use Cost worksheet.
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Re-calculate the document 2.1 Cost & Allowables by period to see the additional changes in the
Remaining Cost column.
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12.9 Cost & Allowables at Completion
Allowable at completion is calculated using the Final quantity x Net rate and the Cost at
completion is the sum of the Cost to date and Remaining costs. This information is used to
determine the at Completion performance of the project.
Do this:
Open document 2.1 Cost & Allowables by period and Calculate
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12.10 Cost & Allowables using Task and Cost Codes
The Cost Code provides resource-based control for managing fixed resources such as Materials.
The Cost Code will provide limited control to productive resources such as Plant and Labour but is
not ideal. The engineering site staff will require the Labour and Plant allowable in more detail
typically the allowable per Task completed on site.
Cost Code “201 General Labour” is a typical problem, we know we losing money on labour but now
we need to know what Task is the cause of the losses. The example below illustrates a loss for
labour on Vertical formwork and a gain on Excavation.
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Post Tender Valuations & Budget Control Set up Next Valuation
Chapter 13. Set up Next Valuation

In Valuations we can track Previous, Months and To Date Qty’s. Setup next valuation will copy all
the To- Date quantities into the previous quantities. Therefore Setup next valuation is required
before entering any new valuation quantities.
Open 2.1 Valuation Input – Actuals. Note the Previous Actual qty is empty because this was the
first Valuation.
13.1 Setup Next Valuation
Step 1 – Backup or Copy the job.

It is good practice to backup each valuation job before entering the next monthly valuation
quantities. Eventually the Q.S will have and electronic copy for each Valuation in Candy and if
required can back track to previous valuations. For this course we are going to just copy and
rename the job.
Do This
Go to the Job manager , copy Ventshaft & Substation Contract – Valuation No. 1 and
rename it to Ventshaft & Substation Contract – Valuation No. 2
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Step 2 – Setup next valuation

Select Main > Valuation setup > Setup next valuation.
Set the date and entre the Valuation Header.

Note the option to Archive previous quantities is also Checked
Note:
The option to Archive previous qty is checked. This will archive all previous quantities. The archived
quantities can be viewed using valuation document 4.3 Archive Valuation Quantities.
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The Bill is now ready for Valuation 2.
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Post Tender Valuations & Budget Control Subcontract Manager
122
Chapter 14. Subcontract Manager

The Subcontract Manager is used at post-tender to handle the project’s subcontractors.
Subcontract manager contains Subcontract bills which are created using items from the main BOQ.
Multiple Subcontractors can work on one Main BOQ Item. Each subcontract is awarded to a
subcontractor, and his rates and 'awarded' quantities are entered in the subcontract bill. Progress is
recorded in the subcontract bill and is used to create a Subcontractors payment certificate and may
also be used to update the Quantities in the main BOQ’s. Extras, contras and inter-subcontract
charges can be recorded for each subcontractor and included in the Subcontractors payment
certificate.
14.1 Create a new Subcontract

The S/C manager is used to create and manage various subcontracts. These subcontracts are bills
that define the work to be carried out by a certain Subcontractor.
Do this
In Valuations select Subcontract > Subcontract manager
Click New
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Explanation
A new Subcontract can be added using the following options:
 Manually: This option is used for when we need to create a new subcontract from
scratch.
 Selecting a s/c package code: This option is used to select pre-defined subcontracts.
 Selecting a subcontract from the adjudicator: This option is used to select subcontracts
from the Subcontract adjudicator.
124
14.2 Creating Subcontract Bill using the Main Bill
The Subcontract Bill

This bill must be populated with items from the main BOQ together with the relevant quantities.
When a subcontractor is appointed he is attached to this subcontract and his rates are entered into
the subcontract bill.
Do This
Open the Painting subcontract by double-clicking on the subcontract, or by pressing the Select
softkey or Enter.
Any item on the BOQ (or a selection of items) can be dragged, copied or imported into a
subcontract bill - the code for that subcontract will be displayed against the BOQ item.
Alternatively, entering a subcontract code against a Main BOQ item will insert that item into the
subcontract bill.
Many subcontract codes can be entered against a BOQ item - in other words, many subcontracts
can refer to the same BOQ item.
Do This
Import the bill items by page & trade
Click on Tools> Import bill items > Import bill items by page & trade
125
Importing may be done using a page range or trade. At the tender stage trades have been and
therefore check the option Select Trades to import by trade.
Select the trade “V Painting”

Note: 6 Items imported
126
Subcontractor Awarded Rates and Quantities

The subcontractor's rate for each item in his bill must be entered - called the Subcontract Rate.
The contract quantity must also be entered - called the Awarded Quantity.
Do This
Right click in the Awarded Quantity column, select Copy from selected Bill quantity
Check Overwrite existing items and click Yes
127
To import the bill rates into the subcontract bill, right click on the Subcontract rate column and
select Import Bill rates.
128
Select Net Rate by resource type
Select “S Subcontract”
129
14.3 Creating the Subcontract Bill using S/C Adjudicator

The S/C Adjudicator may have been used at the tender stage. The subcontract adjudicator contains
quotes from various Subcontractors on various S/C Packages. One of the S/C quotes can be used
to price the main bill item. The S/C quote in the S/C Adjudicator can then be used to create the
Subcontract in Subcontract manager.
Do this
On the S/C Manager click New and choose the option Select a subcontract from the Subcontract
Adjudicator
Choose Drainaway Limited and Import Subcontractor rate
130
Click OK
Click Select to open the Plumbing Subcontract.
131
Note: The S/C Bill Items have been imported using the rates quoted by Drainaway limited in the
S/C Adjudicator
132
14.4 Subcontractor Details

The Subcontracts for Painting and Plumbing can now be awarded to the subcontractors. Seagreen
Painters will do the Paintwork and Drainaway Limited will do the Plumbing.
Do This
For the Painting subcontract entre the code SEAGREEN and Name Seagreen Painters
Click Allocate a subcontractor to this subcontract

Entre all the required Subcontractor details
For the Plumbing subcontract entre the code DRAIN010 and Name Drainaway Ltd. Then entre
the subcontractor details.
133
Note:
Subcontractors code could be the code used for the subcontractor in your company’s accounts
system. If the subcontractor is already in your Subcontractor database, the drop down list can
be used to copy the details.
134
14.5 Subcontract Progress Measure

Progress Quantities
As the Subcontractor contract progresses, the following quantities must be entered:
Invoiced quantity - quantity claimed by the subcontractor.
Due quantity – quantity measured by the main contractor.
Pay quantity - quantity used to pay the subcontractor.
Note: the terms Claim, Actual and Paid are avoided to prevent confusion with the main contractor's
progress quantities.
Progress Painting subcontract
Do this
Choose the Painting contract
To access the s/c document manager click Tools > Document manager
Select 2.2 Subcontract Bill with progress update
135
Note: the Subcontract Bill with progress update includes Due and Pay quantities.
Do the Progress measure as per the screen below.
Progress the Plumbing contract
Choose the Plumbing contract
136
Click tools > Document Manager
Select 2.2 Subcontract Bill with progress update
Do the Progress measure as per the screen below.
137
Customising the document

Click View > Column layout
And add the pay amount column
138
139
14.6 Extras
Any additional work done by the subcontractor outside his contract can be added as an extra cost.
VO’S between the main contractor and the subcontractor are extras. VO’S that need to be claimed
to the client will not be an extra. Client VO’S must be entered as a Main bill Item and then imported
into the Subcontract bill.
Repairs charged to others will be additional work done that must be contra charged to another
subcontractor.
Do This
Seagreen Painters damaged an eaves gutter during painting. The damaged gutter must repaired by
the Plumber and contra charged to the Painter.
In the Plumbing subcontract select the Extras Tab and click New in the “Repair charged to
others” section
Entre the required information as per the next screen picture.
140
Note: Repair charged to other must have a charged to Subcontract
141
14.7 Charges
Any items that incurred by the subcontractor will be a charge. Charges from Main Contractor will
be some additional items supplied to the subcontractor like safety equipment.
Do This
In the Painting subcontract select the Charges tab
Note the charge from the Plumbing subcontractor automatically appears as a Charge from other
Subcontractor.
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14.8 S/C MOS
Materials on Site claimed by the subcontractor. Only the entries for the current period are regarded
for this period’s certificate - in other words, any lines that are displayed in grey text are ignored in
determining the current month's MOS. When the next certificate is made, the previous certificate's
entries will be displayed in grey text but cannot be changed.
Do This
Add MOS for the Plumbing Subcontractor as per the illustrated below.
Select the MOS Tab then Click New and add the rainwater pipe.
Click OK
143
14.9 S/C Summary
Certificate record
All previous and the current certificate are recorded. All the information shown on this screen can
be edited to reflect the progress of the payment to the subcontractor. However, the Certificate
Number cannot be changed as it reflects the sequence of certificates and is in cemented
automatically when the next certificate is setup.
Do this
Click Edit
and Entre the certificate details.
Click Ok
144
Note:
The next certificate button is used to setup next S/C certificate. When used, the to-date values
will be copied to previous. Therefore this must be done before entering the next certificate
value. The next certificate button will only apply to the current Subcontractor and must be done
for each individual subcontractor.
Lookup values
This is the accumulation of all the Subcontractor data and is used to create the subcontractors
certificate. The export button will send the data in this list to your Excel template, the information
can be mapped to your Excel Template by row and column.
145
146
14.10 S/C Liability
A summary of all the subcontractors can be viewed in the S/C Liability document. The liability
document displays all the subcontractors’ bill values.
Do This
Click Subcontract liability
Note:
The Subcontract liability amount is calculated using Total due less Total Pay Amount
147
Post Tender Valuations & Budget Control Valuation using Subcontract Manager
148
Chapter 15. Valuation No. 2 Using Subcontract Manager

The Valuation S/C Due Quantities accumulate to the S/C total due Quantity (column 28.13) in the
main bill which can be copied into the main bills actual qty.
Do This
Open the valuation document Manager
Customise document 8.2 Bill with Subcontract update to add column 28.13 Subcontract total
due quantity
149
Click Ok and open the document

Right click on the Actual Quantity and select Update from Subcontract Due quantity
Note 11 Quantities copied
150
151
Post Tender Valuations & Budget Control System Registration
152
Appendix A- System Registration
To use Candy, the system must be registered with CCS.

If your system has not been registered, the system registration dialogue box will be displayed as a
broken key.
If the system has been registered the job selector will be displayed.
Please contact the nearest CCS office:
153
154
Post Tender Valuations & Budget Control System Settings
Appendix B – System Settings

The Candy desktop may be configured individually to your requirements. To open and configure
the system settings use the Candy button > System settings .
Alternatively use the (brown hammer) icon.
Fonts
Change the font, style and size for various areas of the system. You may find that the view is
limited in a document, for example the Bill of Quantities, and may need to adjust your fonts later.
Desktop Set desktop images and/or calendars to display in the desktop
155
Documents
Colours can be selected for cursors and input fields on documents and level headings.
Tool buttons
Frequently used shortcuts keys can be activated here by applying ticks or removing ticks
Do this:
Select utilities tool buttons to activate the system tools
156
Folders and Paths

This sheet holds various folder paths used by Candy. The paths may be entered manually or
located by using the Browse button.
The Candy system can be configured on the network by setting up the folders and paths. The
following paths can be set as below:-
Common backups – to set the path to the Common folder used by all the users wishing to backup
data on the organisation’s network. (The backed up data can be recovered by other users)
Archived backups - to set the path to the Archived folder for the individual user wishing to
backup data on the organisation’s network. (The backed up data can only be recovered by the
individual user)
Candy network masters – To set the path for a master network company enabling users to access
the master library job centrally
Microsoft Excel - the path pointing to Excel for exporting Candy data directly to Excel.
Tool buttons Set tool buttons to display in each toolbar button
Job start-up Set the start tool button document to open immediately when a job is
selected.
Folders and Set the folders and network path for backups and network masters. If Excel
paths is installed on the computer, the executable command can be located here
for exporting document information direct into Excel.
Number format Set number styles to use
Keyboard Set text input and Enter key direction
Languages Set the langue file to use (other than English)
Macro keys Set keyboard shortcuts to activate recorded keystrokes in sequence
Toolbar keys Set keyboard short cut commands to activate tool button functions
157

Post Tender Valuations & Budget Control: Better Financial Control For Your Projects Using Candy Valuations

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Post Tender Valuations & Budget Control: Better Financial Control For Your Projects Using Candy Valuations

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Post Tender Valuations

Better Financial Control for your Projects

Evelio De Abreu - November 2010

Chapter 1. Starting Up ....................................................................................................................... 1

Chapter 10. Valuation No. 1 using Area Bills ................................................................................ 89

Appendix A- System Registration ................................................................................................153

1.2 Company Manager

1.3 Create a New Company

Edit the company name to read “CCS Training Company”, click .

The company “CCS Training Company” has now been created.

1.4 Job Manager

1.5 Create a new Job

Open the job by double clicking on the job or by clicking

1.6 Recover the CCS Demo Job

Click on to access the Ventshaft & Substation Contract

Chapter 2. Candy User Interface

2.1 Candy Navigation

2.2 Document Navigation

Document Title Document Menu Document Toolbar Split Screen Buttons

Document Title The name of the document

2.3 Right click menu functions

2.4 Keystrokes, Icons and Mouse Functions

Mouse action Function

Shift+Esc(ape) Returns to the job selector

Esc(ape) Returns to the previous menu

Chapter 3. Post Tender Checks

3.1 Job Information

Trade Totals Display

Initial Valuation setup

Cost and Allowable options

Choose the Cost and Allowable options.

Select the Bill Quantity

Select Net rates

The Net Trade Summary is shown.

3.2 Confidence Check

Checks the entire estimate and reports problems found.

In the Trade Totals Display click

Select Perform full error check with report

Job Size Display

3.3 Selling Rate

Now open document 1.1 Gross to Sell Bill

Now open this document 1.2 Selling Bill of Quantities

Unlock & Lock the Selling Rate

3.4 Copy the final quantity from the bill quantity

NOTE: It’s best to do this before entering any valuation quantities.

Open the document 2.2 Primary Valuation Entry

Then select the Bill Quantity as the source and confirm.

And then OK the quantities copied.

3.5 Check and review reports

To do a Pricing Check Report

Go to Check & Review > Pricing Check

Select all price codes on Direct Cost bill

Note: unused Priced codes should be

To delete unused price codes

and click Tools > Delete unused Price codes

… and choose YES to confirm the Price Code

Note: 12 unused price codes deleted.

And click YES to confirm deleting ALL unused resources

The list shows what unused resources were deleted.

Worksheet calc line check

Check & Review > Worksheet calc line check

Provisional Listings: Worksheets

Check & Review > Provisional Listing