IntelliBid User Tip : Audit Trail Fields

Did you know that, each row in Takeoff tracks essential information right in the Audit Trail?

Just out of view, but within easy reach, is a lot of useful and helpful information in the Takeoff Audit Trail. Always visible is the Item Quantity, Size and Description columns along with the Material and Labor values.  Use the Horizontal scroll bar at the bottom of the Takeoff grid to scroll to the right for much more information on each item in the Audit Trail. This tip will cover some of the fields that you do not always see for your items.

1. The Prompt check box determines whether this item is displayed in the Incomplete Items dialog in Bid Recap. When you use the Prompt field, the Incomplete Items list can be used to keep an “eye” on the price(s) of material with extremely volatile pricing. When set to ‘Yes’, the item will appear on the Incomplete Items list for your review and to remind you to check and edit the pricing of these items before finalizing the Bid.

Note: Prompt is the only one of the fields mentioned here that you can modify, in the Audit Trail. The balance of these fields can be changed in the Database located in Item Maintenance.

2. TraSer Price is the Trade/3Col Price from TRA-SER or your current pricing service.

3. V-Disc is how much Vendor Discount you take off the Trade/3COL price to get to the Vendor or Target price on the Audit Trail Mat-Unit column. A discount multiplier for this item is determined by the vendor you have selected in Takeoff. The discount cannot be edited in the Takeoff Audit Trail, but you can edit this value in the Item Database located in Item Maintenance before you take it off.

The discount cannot be edited in the Takeoff Audit Trail, but you can edit this value in the Item Database located in Item Maintenance before you take it off

4. Subtotals are used in Bid Recap to show takeoff items grouped by Commodity Type. This allows you to take anticipated quantity discounts. For example, all EMT in the job is grouped under the Subtotal 2. If the Bid Recap screen shows a large amount for Subtotal 2, and you typically receive a quantity discount for EMT, you can take that discount for the entire Subtotal Class on the Bid Recap Subtotal tab.

5. Labor Classes are a method of breaking down labor costs across multiple crews or departments. Labor Class totals are used in calculating the average hourly rate, which is used in Summary, Bid Breakouts, in assigning labor in the Bid and the Rollup Reports.

6. The WPU, Total Weight, and Unit Weight display the unit weight, the total weight for the quantity and the weight per unit.

7. The next two fields display the Manufacturer or brand name and Catalog Number of the item.

The next two fields display the Manufacturer or brand name and Catalog Number of the item

8. Material and Labor Cost Codes are assigned to items in the IntelliBid database. The Cost Codes are used in Summary to let you filter the items list. For example, listing Rough-In cost codes vs. Finished Items cost codes or listing items based on your company’s cost accounting categories.

9. Takeoff Item Type Q/M. This column indicates whether this item is a:

Quoted Item (Q) – Quotes are typically purchase values received from Vendors. These items are from the Special Item database.

Material Item (M) – Material Items are not quoted purchase values; they typically come from a pricing service update and are stored in the IntelliBid Item database.

User Defined Item (U) – These items were originally designated as Material Items. When you make a change to a Material Unit value after it has been taken off, the item is re-classified as a User-Defined item. The item value will be colored Red.

10. If you track items by Stock Number, you can record your own stock numbers by item in the Item Database located in Item Maintenance. There is a printable Stock Number report in Takeoff and the stock numbers are shown here in the Audit Trail.

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