The General Conditions screen allows you to apply existing general conditions templates to a work order estimate and to customize the general conditions to the work order.
This screen is displayed when you click the Add General Conditions option or the Adjust General Conditions option from the Options menu of the Estimate screen.
The screen elements on the General Conditions Template screen are described in the following table.
Screen Element | Description |
|---|---|
General Conditions Template | The drop-down list allows you to select a general conditions template to base general costs for the work order. |
Total Estimated Hours | This field is Read-only. It shows the total estimated hours based on the estimate for the work order. This value does not include the extra time required to fulfill the general requirements. |
General Conditions Hours Per Day | Read-only. General condition items whose unit value is “Hours Per Day” add a specified number of work hours to each worker daily. For example, if this number shows 1.25, all crew members will spend 1.25 hours performing the general conditions task daily. So, two crew members spend 1.25 hours on a task, totaling 2.50 man-hours. This is calculated based on the sum of the amount fields for all items whose Units value is set to “Hours Per Day.” |
Crew Size | Specifies the average number of crew members expected to work each day for the job duration. Please note that the default value that appears in this field will be 2. |
Total Working Hours per Day | It defaults to 8 hours. You can specify the number of hours that the entire crew is expected to work on average throughout the job. This value is used to calculate the Remaining Hours Per Day. |
Remaining Hours Per Day | Read-only. Calculated by subtracting General Condition Hours Per Day from Total Working Hours. Specifies the hours the crew will work on the tasks represented by the estimate, excluding general conditions. |
Total Days | Once hours added by the general conditions have been accounted for, this field shows the number of calendar days required to complete the job. This field is recalculated when any of the following fields change:
When total days are calculated, the value is always rounded up (i.e., 5.3 days 6 days). |
General Condition Items Section | Provides a list of items whose cost will be distributed proportionally (based on estimated hours) across all opportunity services in the estimate. |
Item Name | Read-only. Name of item from the Item Catalog. Initially populated from the selected general conditions template. Also populated when new lines are added on-the-fly to the general conditions. |
Type | Read-only. Type of item from the Item Catalog. |
Amount | Specifies the quantity or amount of the item to be applied based on the Unit used to calculate the Extended Cost. This field initially defaults to zero. |
Factor | Multiplication factors were initially established in the general conditions template. This value will typically be set to one (1). |
Units | The dropdown provides three options for specifying how the cost for the item will be calculated. Options are:
|
Unit Cost | This represents the unit cost for the item. Note that for lines with the unit type of Hours Per Day, this is the unit cost per hour for all crew members to perform the associated work, so it will be necessary to multiply the average hourly rate per crew member by the number of crew members required to do the work to enter the appropriate value. |
Extended Cost | Read-only. Calculated as described under Units. When the general conditions are saved, these costs are proportionally added to the costs for the opportunity services in the estimate based on the relative number of hours estimated for each opportunity service. |
Delete Item | Clicking this deletes the item from the general conditions for the estimate. It does not affect the template from which the general conditions were added. When you click this icon, Aspire displays a confirmation allowing you to designate whether to proceed. |
Select a Catalog Item | This drop-down shows a list of catalog items in the same way as the Estimate screen. Selecting an item from the list adds a new item to the general conditions list. The newly added item has the amount and unit price fields defaulted to zero. |
Save | Saves changes to the general conditions and returns to the Estimate screen. |
Changes applied to the General Conditions screen under the estimate only update the general conditions for the opportunity. They do not affect the original general conditions template.
If the estimate is read-only because the estimate is complete, then all the controls on the General Conditions screen are disabled. The general conditions will be read-only.
The Estimate screen has been updated to properly reflect general conditions added to an estimate. The values on the estimate screen are updated whenever one of the following actions occurs:
you have created, updated, or deleted general conditions for the estimate.
you have modified the estimate in such a way that the overall estimate hours have changed.
you have modified the estimate in such a way that the hours on service have changed (i.e. a service item was moved from one service to another, an item was removed from service, etc.).
The following screenshot shows the changes to the Estimate screen to support general conditions.
Once general conditions have been added to the estimate, a summary line for the general conditions is added to the bottom of the estimate. The hyperlink in the summary line shows the name of the template that was selected to initially establish the general conditions. Clicking this hyperlink displays the General Conditions screen in the same manner as selecting Adjust General Conditions from the More drop-down menu.
The summary line also shows totals for the GC Cost and GC Price columns and provides a Delete General Conditions icon that allows you to remove the general conditions from the estimate. If the action is confirmed, the general conditions are removed, the estimate is recalculated to exclude the general conditions, and the summary line is removed from the bottom of the estimate.
Two new columns have been added to the estimate screen to display the calculations applied by the general conditions:
GC Cost – The cost associated with the general conditions is distributed to the opportunity services proportionally based on the relative number of hours estimated for each one. If an opportunity service has no hours estimated for it, then none of the general condition costs will be allocated to it. (In the example above, 3.75 hours are estimated for Tree Work. The total hours estimated for the work order is 32 hours. Allocation for tree work then is 3.75 / 32 = .1178. The total general condition cost is $282. So the general condition cost for Tree Work is $282 * .1178 = $33.05)
GC Price – For each service, the general conditions price is calculated by separating out the cost for the different item types (labor, materials, equipment, sub, and other) and then calculating the price based on the markup percent and profit percent specified in the pricing model for each service., or for T&M services, based on markups specified on the Service Detail screen.
The GC Price is also displayed in the Estimate Totals Summary section at the bottom of the estimate.
General Conditions for Change Orders
When a change order is created, and the work order has general conditions, the general conditions are also applied to the estimate for the change order!