Project Management

You can download this guide for offline use here.

 

Description: C:\Temp\logo.jpg

PROJECT MANAGEMENT GUIDE

Revision 2 – October 2019

Contents

1. Contents 3

2. Terms Used in this Guide 6

3. Overview 11

3.1 About Constructor 11

4. NAMING CONVENTIONS 12

4.1 ID’s 12

4.2 Descriptions 14

5. Projects 16

6. The Initiation Phase 17

6.1 Creating a New project 18

6.1.1 Creating a Client 19

6.1.2 Creating a Site Address 23

6.2 Product (BOQ) 24

6.2.1 Attach Product to Project 24

6.2.2 Copy BOQ 25

6.2.3 Create a New BOQ 26

6.2.4 Initial Budget 27

6.3 Documents 28

6.3.1 Quote (Proposal Specification) 28

6.3.2 Preliminary Documents 29

6.4 Deposit 34

6.4.1 Progress Claim Methods 34

6.4.2 Claiming a Deposit prior to setting a Contract price 34

7. The Planning Phase 37

7.1 Specifications 38

7.1.5 Specification Overview 38

7.1.6 Copying and Editing a Specification 40

7.1.7 Creating a new Specification layout 47

7.1.8 Component Notes 53

7.1.9 Types of Component Notes 56

7.1.9.1 General 56

7.1.9.2 Layered 58

7.1.10 Component Images 61

7.2 Contract 64

7.3 Variations 66

7.4 Scheduling 69

7.4.5 Overview 69

7.4.2 Project Template Schedule 70

7.4.3 Working Times 72

7.4.4 Work Delay Types 74

7.4.5 Resource Categories 75

7.4.6 Resources 76

7.4.7 Tasks 79

7.4.7.1 General Template Tab 84

7.4.7.2 Predecessors Tab 86

7.4.7.3 Resources Tab 87

7.4.7.4 Notes Tab 88

7.4.7.5 Duration Tab 88

7.4.7.6 Workflow Tab 91

7.4.7.7 Delays Tab 92

7.4.7.8 Files Tab 92

7.4.8 Timelines 93

7.4.9 Gantt Chart 94

8. The Execution (Monitoring) Phase 95

8.1 Purchase Order Generator 96

8.2 Deleting, Invoicing, Viewing and Completing Orders 100

8.3 Generate Claims 106

8.3.1 The Claim Summary 106

8.3.2 Create a Manual Claim 108

8.3.3 Claiming a Progress Claim Stage 110

8.3.4 Claiming a Variation 112

8.3.5 Previewing, Printing and Emailing a Claim 114

8.4 Credits 115

8.4.1 The Credit Summary 115

8.4.2 Create a Manual Credit 117

8.4.3 Previewing, Printing and Emailing a Credit 118

8.5 Receipts 119

8.5.1 The Receipt summary 119

8.5.2 Create a Manual Receipt 121

8.5.3 Receipting a Progress Claim Stage 123

8.5.4 Previewing, Printing and Emailing a Receipt 125

8.6 Budgets 126

8.6.1 Budget by Cost Centre 126

8.6.2 The Budget Summary 128

8.7 Emails 131

8.8 Files 132

8.9 Diary Notes 133

9. Closure Phase 135

9.1 Mark Orders as Complete 135

9.2 Reports 137

9.3 Close the Project 138

10. Appendix 139

10.1 Project Information 139

10.1.1 Project Summary buttons 140

10.1.2 Within the Project 141

10.1.3 Project Summary Tabs 141

10.2 Project Buttons 142

10.2.2 Print 142

10.2.3 Accounting 143

10.2.4 Estimate 144

10.2.5 Product 145

10.2.6 Cost Centres 145

10.2.7 View Orders 145

10.2.8 Generate Orders 146

10.2.9 Budgets 146

10.2.10 Change Status 146

10.2.11 Schedule 146

10.3 Within the Project 147

10.3.2 Notes 147

10.3.3 Compliance Certificates 148

10.3.4 Consultants 148

10.4 Project summary 149

10.4.1 Client Contacts 149

10.4.2 Alternative Contacts 150

10.4.3 Contract 151

10.4.4 Specifications 152

10.4.5 Documents 153

10.4.6 Creating and Altering a Document Template 154

10.4.7 Variations 157

10.4.8 Key Dates 160

10.4.9 Status 161

10.4.10 Images 162

10.4.11 Schedule 163

10.4.12 Emails 163

10.4.13 Files 164

10.4.14 Diary Notes 165

Terms Used in this Guide

In ensuring Constructor is as streamlined as possible, certain terms have been defined and are uniformly used throughout the program. Below is a quick Summary to help get familiar with them.

TIP: The terms listed here are written with a capital letter and in Bold throughout this guide, so you can refer back to this glossary if you are unsure of what the term means.

Accounts An Account refers to Assets, Liabilities, Income, Expenses and Equity, represented by individual codes.
Accrual An accounting method that records income and expenditure when they are incurred, regardless of when funds change hands.
Agreement Legal Documents for the Construction.
Bill Of Quantities A Bill of Quantities (BOQ) is a list of costs associated with your Project; materials, labour and other services.
Budget An estimate of income and expenditure for a period.
Budget Estimate A set of Budget figures assigned to an Estimate.
Claims Are an Accounts Receivable tax Invoices. They have been named Claims in Constructor to reduce confusion between Accounts Payable Invoices. These can be generated automatically from Progress Claim Methods or created manually.
Clients In Constructor, Clients are people or entities that employ you to build. Clients are a part of the Accounts Receivable section of Constructor.
Closure Phase The fourth phase of the Project, where the Project is completed and closed.
Company Refers to your Company. This is opposed to Clients and Suppliers/Trades.
Compliance Certificates Legal Documents to ensure that building work and trade services comply with minimum quality and safety standards.
Component A Component in Constructor represents either materials or labour.
Component Image A file containing a picture of the Component.
Component Note A Note set against a Component to determine where the Component will appear in the Specification Document.
Component Round Mode
Component Document Template A template to determine how the Component will appear in the Specification Document. For example, will the Document contain the part number, image of the Component etc.
Construction Type A user defined Type of Construction attached to Projects and Schedules. Used to determine an Estimating Menu and Cost Centre Layout, along with a construction Schedule.
Consultants A person who provides expert advice professionally.
Contact A Contact record contains information regarding a Contact. Can be linked to a Person, Supplier, Contractor or Client.
Context Editor Constructor’s inbuilt Word Processor.
Contract Price The agreed price of the build (before the Client requests Variations).
Cost Centres A grouping of similar costs – primarily used for Budget monitoring. These are customizable for your Company.
Creditors Are all of your Accounts Payable business contacts that the Company can owe money to. Also known as Suppliers / Trades.
Credits (Accounts Payable) When something previously entered into your Accounts Payable (Purchase) Ledger as an expense needs to be returned.
Credits (Accounts Receivable) When something previously entered into your Accounts Receivable (Sales) Ledger as income needs to be returned.
Datafields A field read directly from the database to be printed out on Client Documents, for example, Client name, address etc.
Debtors Consist of all of your Accounts Receivable business contacts that possibly owe you money. Also known as Clients.
Deposit The initial payment made by the Client. The maximum amount is set by law.
Diary Notes Notes entered against a Project for Project Management purposes.
Documents The Documents produced for the Client throughout the Project lifecycle. Generally, these are customizable by the User.
Duration The time taken for a Task to be completed.
EFT fileElectronic Funds Transfer A system of transferring money from one bank Account directly to another. It is used for processing multiple transactions easily, through the upload of the generated File.
Employee An Employee refers to someone employed by your Company.
Entry An Entry refers to a row within the Grid. Each Entry represents a different item.
Execution Phase The third phase of the Project, in which the Project plan is put into action and monitored.
Field Fields are where you enter your data, an Entry is made up of different Fields.
Filter A Filter is a keyword or value used to refine lists of information. Filtering refers to the process of applying a Filter.
Formula Formulas are collections of Components that together provide a per unit cost estimate for materials and labour.
Gantt Chart A chart in which a series of horizontal lines show the amount of work done in certain periods of time in relation to the amount planned for that period.
General Ledger A set of numbered Accounts a business uses to keep track of its financial transactions and to prepare Reports.
General Note A Note attached to a Component which means the Component will always appear only in the Specification Section you have applied it to.
Grid The Grid refers to the table of Entries on a Screen made up of rows and columns.
GSTGoods and Services Tax A value added tax levied on most goods and services sold for domestic consumption.
ID A unique identifier for every new Project, Account, Client, Supplier etc AND every transaction.
Image Viewer A program within Constructor used to upload and manipulate image files.
Initial Phase The first phase of the Project, where the Project is setup and defined.
Invoices Are Accounts Payable tax Invoices that are received from Supplier / Trades. These can be generated automatically from Purchase Orders or created manually.
Journals A record of financial transaction – these can be automatically generated by the system or manually entered by the user
Key Dates A list of customizable Key Dates throughout the stages of Construction.
Lag The time between the Finish of one Task and the Start of the next.
Layer Specific Note A note attached to a Component which allows the Component to appear in the Specification with a Sub-heading.
Layers A way of categorizing the Estimating Menu.
Naming Convention Formalizing a standard format for creating new ID’s and Descriptions so that information can be more easily and quickly found when filtering / searching.
Notifications Linked to To Do tasks, Notifications appear on first logging into Constructor and immediately when they are generated. They are messages to say an action is due or has already happened.
Orders Are Accounts Payable Purchase Orders. These can be generated manually or automatically.
Parent Working Times
Payments Are Accounts Payable remittances that are paid to Supplier / Trades. These can be generated automatically from Invoices or created manually.
Planning Phase The second phase of the Project, where the Project is planned out.
Plans The architectural designs for the construction.
Predecessor A Task that must have taken place before another Task can be commenced.
Preferred Supplier Groups Groupings of Suppliers to be preferred for different Projects. Often geographic but can be user defined.
Product A Product is the information that relates to an Estimate / BOQ. A standard Product is one that can be used on multiple Projects that share the same plans. Products are the houses (or constructions) that you sell.
Progress Claim Stages The stages of a build where money can be claimed from the Client. Also known as Claim Stages.
Project Lifecycle The sequence of phases that a Project goes through from its Initiation to its Closure.
Project Timeline A chronological order of events, with dates and actions used for Project Management in the Scheduling module.
Project: A Project refers to the job that a Client has employed you to do.
Purchase Order Generator The screen used within Constructor for the mass generation of Purchase Orders for a Project.
Quote A Document to send to the Client outlining the proposed costs to the Client for a new construction. Can be produced from an Estimate.
Receipts Are Accounts Receivable Receipts. The Receipts Summary screen lists all of the Receipts made by the Company. These can be generated automatically from Claims or created manually.
Remittance A Report produced for Creditors to send with any Payment made from the system.
Report A Report in Constructor is a document generated from information stored in Constructor.
Resource Categories Groupings of Resources for Scheduling purposes.
Resources Resources are required to carry out a Project. They can be people, Suppliers, Contractors. Assigned to Schedules.
Role Role refers to the security permissions a User has in Constructor, relating to the work they perform.
Scheduling A program within Constructor used for Project Management.
Screen A Screen is a sub-window within the Constructor window. They can be resized, moved around and closed in the same manner that you would with any other program.
Site Address The address of the construction.
Specification A Document for the Client detailing all the Components of the construction. Produced from an Estimate.
Specification Layout The format of the Specification Document. Can be customized.
Stage Claims The stages of a build where money can be claimed from the Client.
Stage Headings The headings for grouping together Stages in a Schedule.
Standard BOQ A BOQ for a standard plan. Generally, contains all the plans and an Estimate for a standard design.
Standard Design A standard plan.
Sub Layers A way of further categorizing the Estimating Menu.
Summary A Summary is a more detailed output of the selected Entry or open Screen. Entries can have multiple Summary Tabs, each detailing a particular category of that Entry. These categories are used as the tab name for the Summary.
Suppliers/Trades Suppliers/Trades refers to any person or entity that provides your Company with goods or services. Suppliers/Trades are a part of Accounts Payable.
Take Off A comprehensive list of materials and their associated costs for a construction.
Tasks Actions that need to be performed during a construction. Assigned to Schedules.
Template Schedule A standard Schedule, complete with a Timeline and Tasks that can be applied as a starting point for Scheduling new Projects.
Title A legal Document for registering land ownership.
To Do List A list of Tasks for Constructor Users.
Transactions Are all the accounting entries made in Constructor and include (but are not limited to), Journals, Claims, Receipts, Invoices, Payments.
User A User is someone from your Company who uses Constructor.
Variations Any amendments the Client has requested that are in addition to the agreed Contract.
WBS A Work Breakdown Structure (WBS) is a hierarchy that you can create to aid with Project Management.
Work Delay Types Used in Scheduling, these are reasons why a Task may be delayed. Linked to Tasks.
Workflow The tab used to set up Notifications against Tasks in Scheduling.
Working Times Groupings of different hours of operations. For example, office hours may be different to retail hours. Important for Scheduling of Tasks. Linked to Resources and Tasks.

Overview

 

    1. About Constructor

Constructor is a fully integrated Sales, Estimating, Accounting, Payroll and Document Management software package for the construction industry. Constructor Management Software was developed by builders to work for the builders the way builders work. The program flows logically from step to step following the building process. As a builder, you will find it intuitive to use because it works the way you do.

Primarily it is used by builders in the residential home market who agree with our philosophy that:

“Major business efficiencies can only be found by implementing a software system that integrates all aspects of a business into a single cohesive database application.”

Constructor Management Software completely streamlines the entire business work flow for builders, providing Estimating tools that allow extremely accurate estimates to be built, quickly, using your own predefined Formulas and Components – to build your Bill of Quantities (BOQ).

NAMING CONVENTIONS

It is strongly recommended that you establish a Naming Convention for the ID and Description fields when creating new Projects, BOQ’s, Components, Formulas, Clients and Supplier/Trades. This will make finding your information quicker and easier.

ID’s

One way to Filter any Grid of information is by using the ID column. This column only contains unique values, and so if you Filter a Grid by an ID it will return the exact Entry you are looking for. The first example is an extract from Components Summary (from the Components pre-loaded into your system):

Constructor can create a default ID for each Entry. However, for ease of use, using an “In house” ID Naming Convention can be advantageous. You can configure this numbering system in System, Automatic Numbering Customisation:

To see any Automatic Numbering Customisations that are already set up in the database, choose a Numbering Entity (1). The Delimiter field (2) is the symbol being used to separate out the Numbering Elements, in this example, it is a dash (-). Available Numbering Elements (3) lists out the items that are available to use in your new ID and Numbering Elements Used (5) are the items that have been chosen (move items from one screen to another using the arrows in the middle (4)). If you want to re-order the Numbering Elements Used, use the up and down arrows (5):

Descriptions

Names and Descriptions should also have a Naming Convention. An effective Naming Convention will make it much easier and quicker to choose AND prevent duplications. Ideally, you want to be able to tell what something is by looking at the Description.

It is recommended that you come up with a Naming Convention for each section of Constructor where you regularly need to search. Here are some examples:

  • Clients – Surname, First name/s, Town. This will allow you to search by location if you cannot remember the Clients name.
  • Projects – Come up with a combination of abbreviations that are always entered in the same sequence. For example; Surname, initials of the Project Manager or Sales Person, Building Design Number. Whatever will help to make searching easier.
  • Formula – You are likely to have many similar Formula, so think very carefully about how you want to distinguish them from each other via the Description field.

This example is for bathroom module formulas:

The next example is for an external door frame, for which you are bound to have many. At a glance, this one should be discernable from others:

Components – Keep in mind that the Component Description will appear on the Specification Document and on Purchase Orders. Putting the dimensions in the Description may be something you want to consider. For example, you are likely to have many ovens in your Component List. If your Component descriptions look like this:

You won’t have a clue which is the one you want until you open each of them in turn. If however, your Component list looks like this:

You can find your Component with ease.

  • Product (BOQ) – an example could be Client name/Site Address/Design/Type (eg Quote, Proposal, Contract)/Estimator Initials:

Projects

The purpose of this guide is to explain how to manage the Project through the various stages of its life and the associated Accounting links, including income, expenditure and budgeting. The Guide follows the generally accepted principles of the Project Lifecycle. The Appendix explains the buttons and tabs within the Project and the Project Summary.

The Project Lifecyle is commonly thought to have four main phases:

  • Initiation
  • Planning
  • Execution (including Monitoring)
  • Closure

The Initiation Phase

Once the enquiry has been made, a Project should be created. This must contain (as a minimum) a Client, Site Address and Product.

At the beginning of the Project Lifecycle, the job may not yet have been won, but you still need to produce various Documents to send to the Client.

You may also need a deposit, which is non-refundable if the Client decides not to go ahead.

Creating a New project

The Project Summary screen can be accessed either by the Projects shortcut (1) or from the Main Menu, Projects, Project (2).

From here, you can create a New Project (1) or manage the ones that are Active. You can also view any completed and / or archived Projects, by filtering on the Status column (2) and / or removing the tick for Active Projects (3).

When creating a new Project, there are three things that must be present before you can save the Project:

  • A Client
  • A Site Address
  • A Product (BOQ)

Creating a Client

The following explains how to create a new Client. You need to attach a Client to a Project BEFORE you can save the Project. This can be done from either the shortcut, the Main menu:

Or from within any Client Search box. To begin, click the New button (1). In the top half of the screen, please populate the Main Contact details, including Phone, Email and Address. You will need to click the Add (2) button to make the entry fields visible. You can enter the Name (Display As), ID (remember your Naming Convention) and any Legal Salutation.

The bottom half of the screen is divided into several tabs. The first tab is for entering any Additional Contact Information (1) associated with this Client. As above, you will need to click the Add (2) button to activate the data entry fields:

The second tab is for Categories (1). There will be some pre-populated in your database. You can either use the defaults, change them completely or not use them at all if you don’t intend to do any reporting based on Category. To assign a Category, highlight the Category on the right (2) and move with the arrows (3):

The third tab is called Trading Information (1) and is where you record Trading Terms, Ageing parameters (for your Aged Debtors Trial balance report) and Company details (2), if the Client is a company:

The fourth tab is for any Notes (1) you want to appear on Client documents (Claims, Receipts or Statements) that are specific to this Client and not general for all Clients. Click into any section to activate it. You can also add in any documents to save to the ConText Repository (2):

The final tab is for linking in any Alternate Contact Details (1). For example, if the Client is a company, they may have their Claims and/or Receipts sent to a different Contact rather than the main one. Click the New (2) icon and either link to a contact person already set up against this client (on the Additional Contact Information Tab) or Add in a New Email Address (3):

Creating a Site Address

Once you have created and chosen your Client, you will need to populate the Site Address (1). This is the address of the build (2):

Product (BOQ)

The Product or Bill of Quantities (BOQ) is where you find the Project’s Cost Centres and all of the quantity and pricing information. Purchase orders and the Project budgets are drawn directly from the Project BOQ which allows you the ability to directly compare actual costs against the estimate BOQ.

A Product contains a BOQ as well as details on the make-up of a building, including rooms and other features. Products also include information on markup and other aspects that effect the retail price of the build.

Attach Product to Project

To attach a Product to a Project, open the Project and go to the Product tab (1). Choose Set BOQ (2). This will show a list of existing BOQ’s. Choose the BOQ for this Project. It may be a standard design that is already populated with Plans, Formula and Components for each of your standard designs or you may have a single BOQ set up for all new Projects, which you will amend as you go through the Estimating process.

Budget Method (3) has the following options:

  • Prevent Estimating Changes – Changes to the estimating model will not update any manually entered Cost Centre Budget amounts. If there are Cost Centres without manually entered changes, these will update from the Estimating Model as changes are made.
  • Prevent Manual Changes – The budget column will be locked from manual updates on the budget screen but Estimating changes will still update the budgeted amounts per Cost Centre.
  • Locked – Nothing will change the budget.

Preferred Supplier Groups (4) can be set here. For example, if you have a building site in Gippsland, you could have a Preferred Supplier Group for Gippsland and link it to the Project here and the Supplier on the Groups tab in Supplier/Trade. When the system is generating orders from the BOQ, it will choose Suppliers from this group, if they are available for the Components being ordered.

Save and Close the Project to retain this new information. We have now successfully created a Project.

Copy BOQ

It is possible to copy your BOQ as at a point in time. This is useful if you need to go back to prior BOQ’s such as the one created for the Quote. From the Product tab (1), highlight the BOQ you want to copy and click the Snapshot (& Branch) button (2). This will create you a copy which you then rename (3):

If you ever wish to find this copied BOQ and you cannot remember which Project it was for, go to the Project Menu, then Product.

Change the Type to Custom (1) and your new BOQ should appear.

Tip: If you are preparing a Quote for a Client and are unsure whether you are likely to get the job, it may be worthwhile taking some shortcuts. After all, you don’t want to spend time doing a full, detailed Estimate for a job that you may never get. Create a BOQ just for your Quote and keep the Estimate broad. IF your quote is accepted, make a copy of that original BOQ and use the copy to do the detailed estimating on. You can then use the Quote BOQ to compare back to.

Create a New BOQ

If you decide to create an entirely new BOQ click on the shortcut or navigate to Projects, BOQ.

This will open the BOQ Summary, showing any that have already been created. Click the New button (1) to create a new BOQ.

As with the Project, the description Field allows you to “name” the BOQ and provide a little bit of information about the Product (keep your Naming Convention in mind). Construction Type (2) is important to set, as it configures the Claim stages that will be used for the build. There is a lot of other information that goes into this Screen. This information doesn’t need to be filled in when you first create the BOQ. It can be done later if preferred.

Initial Budget

If you decide to use a Standard Design BOQ or a Blank BOQ with Budget Estimates, it may already include some Budget information from which you can immediately produce a Quote. If you decide to create an entirely new BOQ, you will need to also create the associated Estimate so that you can produce a Quote.

For details on how to populate BOQ’s with a Standard design or a Budget Estimate, please see the Estimating Guide.

Documents

Providing certain Documents to the Client could be considered part of the Initiation Phase.

Quote (Proposal Specification)

There are a couple of ways to provide a Quote Document to the Client. You can have a Quote Document set up on the Documents Tab (see below – Preliminary Documents) OR you can use Constructor to produce a Proposal Specification, which in effect becomes the Quote.

If the Client is starting with one of your Standard BOQs, then this is the easiest way of producing a Proposal Specification. The Standard BOQ will contain all the Standard Design Plans and the Standard Design Estimate. Attaching the Standard BOQ to the Project means you can instantly produce a Proposal Specification.

Highlight the Project on the Project Summary and go to the Specifications tab (1). Click on New (2). If you have only one Specification set up, then the Specification will immediately start to generate (3). (If you have more than one Specification set up, then you will have to choose which one you want before it starts to generate:

Once it has generated, the Specification will open for you to check. Change the Subject (1) before you close it, so you can tell immediately which Specification it is when you look at this tab.

If you do not have a Standard BOQ that is already populated with enough data to provide a Quote, then you may need to set one up. Please see the Estimating Guide for further information on how to do this.

Throughout the life of the Project, you may provide more than one Specification.

Preliminary Documents

There may be a number of different Documents that you provide your Clients at the start of a Project. This guide will explain how to do just one of those, a Pre-Contract Agreement. Other Documents can be created and sent in exactly the same way. Set up as many as are applicable to your business. Some examples include:

  • Building Permit Application
  • Congratulations / Introduction Letter
  • Authority to act as Agent
  • Proposal Letter
  • Authorisation to access site

Project Documents are set up in Projects, Administration, Project Document Templates.

This will bring up a list of any Documents that have already been created. To set up a new one, click New (1). This will bring up the Context Editor (2).

The Context Editor is an inbuilt Word Processor. You can add in a logo, copy and manipulate text and add in Datafields so that each document contains links to the database fields, such as Client Name, Address etc. Below is an example of a Pre-Contract Agreement created using Context Editor:

And the following example uses Datafields (1) combined with text (2):

Once you have created/edited and saved your Document, it can be added to the Project and Emailed to the Client.

Note: Saving the document in Constructor on the Documents tab is not the same as saving it as a file on your own Computer.

From the Project Summary (1), highlight the Project (2). Go to the Documents tab and click New (3). Choose New Document From Template and choose the Document you wish to add to the Project.

The Document will open in the Context Editor. From here you can Edit, Print or Save the Document. To Print it, click Print (1).

To Save the file to your Computer, go to File, Save As. Choose a location to Save it, change the File Name and the Save As Type.

The Document will now appear on the Documents tab:

To Email it to the Client, go to the Emails tab (1) and click button (2):

This will bring up the Email Message screen. Enter a Subject and the body of the Email (2). Click Add (3) and choose the previously saved file.

All Emails that you want to appear against the Project should be entered on the Email tab.

Deposit

Progress Claim Methods

Progress Claims are used in Constructor to produce Claims to Debtors for a Project. Progress Claim Methods can vary in total amount of Stage Claims and the percentage or dollar value of each Claim. Multiple Claim Methods can be stored for use in Constructor and each Claim Method can be customised for each Project.

For information on how to Create Progress Claim Methods, please see the Accounting Guide.

Claiming a Deposit prior to setting a Contract price

Quite often when creating a quotation for a Client, a Deposit is required before a Contract price has been set. If the Project proceeds, the Deposit amount will be included as part of the Contract price. If the Project doesn’t proceed, the Deposit is non-refundable.

Firstly, open the Project you wish to Claim a deposit for and click on the Contract tab (1). Choose the Claim Stage Structure that would be assigned to this Project if it were to proceed (2).

In the first stage of the Claim Stages, manually enter the dollar value of the Deposit in the Amount Exc GST field (3).

You will notice that the final Claim will read as negative to balance the Claim Stages back to zero (4). This will change when the actual Contract amount is entered at a later stage.

Save and close.

To produce the Claim document, go to the Project Summary (1), highlight the Project and go to the Contract Tab (2). Highlight the Claim stage you are Claiming (3) and click the Claim button (4).

You will see this message:

The Claim Screen will pop up with this Claim already populated in the Details section. If you are happy to go ahead, either Print or Email the Claim (1):

Should the Project not go ahead, the Project should be set to a Non-Active Status and no further Claims will be possible against it.

The Planning Phase

The Planning Phase involves creating the necessary Project structure to help guide your team through the remainder of the Project. In the Construction Industry, the Planning phase tends to be the most time consuming due to the preparation of the Estimate.

The Estimator should upload the Plans, prepare the Take Off and Generate the BOQ, to facilitate the Project Specification and Budget generation. The Contract Amount and any Variations will need to be planned with the Client and attached to the Project.

If using Scheduling, the Project Schedule should be planned out, including Start and Finish times for the various jobs that make up the Schedule. This will help with Resource allocation, identification of risk and aid Project Management.

For details on Estimating, please see the Estimating Guide.

 

Specifications

Specification Overview

A Specification is a document you attach to a Project which outlines all the Components taken off in the Estimate. It is the Component’s Notes combined with the Estimate that determine where the Component will appear on the Specification.

A Specification is created from the Project Summary, which can be accessed via the shortcut or from Projects, Projects:

Go to the Specifications Tab (1). If there have been any previous Specifications created, they will appear in the grid. To create a new one, click New (2). Specification Layouts are linked to Construction Types. If you have more than one Specification Layout for the Construction Type linked to the Project, you can now choose which one you wish to use (3).

As soon as you choose the Layout, the Specification will begin compiling:

You can then check it to make sure it is correct before Saving (to your computer), Printing or sending the Specification to the Client:

Copying and Editing a Specification

To view and edit the existing list of Specification Layouts, go to Projects, Administration, Specification Layout:

The Specification Layout Summary screen will open (1). From here, you can Copy an existing template (2) or open one of the existing templates to Edit it. If you choose to Copy, there are a couple of options as outlined below:

Note: It is always worth making a copy of a template BEFORE you attempt to amend it. It is easy to revert to the original template if a mistake is made.

When you choose to Copy, the system will put a Copy into the Summary screen (1). Double click to open it.

Any of the Layout Sections (1) can be removed or renamed by highlighting the Section (2) and right clicking, then either Remove or Rename (3). The Sections can be moved around using the up and down arrows (4):

To amend the Cover Page, make sure you are on the Cover tab (1).

You will want the information on this tab to link directly to the particular Project and Client for which you will be printing it. The example below shows a simple layout (2) which will print out like (3):

The Cover page is made up of Datafields (1) and text (2).

To create your Cover page, click on the Context button (1) which will open the Context Editor (2) (which is a word processor). To insert Datafields, click on Insert Datafield (3). When you choose to Insert a Datafield, the available options will pop up (4). Locate the required field and double click to enter it into the Document.

Text can be entered straight into the Document. Formatting can be done as you normally would in a program such as Microsoft Word. There are various options including inserting images, hyperlinks, bullet points, numbering etc.

Move to the Pages tab (2) to set up any Header Text (2) you would like to print out at the top of each page. As with the Cover page, click the Context button (3) to open up the Context Editor and enter either text or Datafields to create or amend the header (4):

In the same manner, Footer Text (2) can be created or amended using the Context Editor (2):

The body of the Specification itself is compiled from the Components on the BOQ. Each Component has the capacity to have Notes attached and it is these Notes that determine where the Component will appear on the Specification. The Notes themselves are created as templates, which can be found in Projects, Administration, Component Note Templates:

This will open the Document Template: Components (1) and click either Copy (2) or double click one that you would like to amend. As with the Layout, it is worth taking a copy of a Note before you amend it, in case there is a problem and you need to revert to the original note.

If you choose to Copy, an exact replica will be created, with the word Copy at the end. Double click to open it.

The Context Editor will open (1) showing the word Copy at the end of the description (2). Change this to something more meaningful. The Note itself (3) can be amended as required:

In this example, the Subject line has been changed (1) and the Notes format changed to include an Image (2):

Creating a new Specification layout

If there are no existing Specification Layouts that work for you, it is possible to create a new one. Think carefully about the Layout before you begin. This can be quite a time-consuming activity, so plan before you begin.

To create an entirely new Specification Layout, go to Projects, Administration, Specification Layout:

You can create a new Specification by clicking the New button (1). If you don’t want to go to the effort of creating the entire Document from scratch, you can choose to Copy (3) one of the existing Document Layouts and edit the Copy.

Choose the Construction Type to which this Specification Layout will be attached (1). On the Layout tab (2), right click the New Specification Layout Layout and Rename (3) to give your new Specification an appropriate title.

Now go ahead and create all the headings for your new Layout. Highlight the area you wish to place your heading in (1) and click New (2) or right click, New. This will open up a blank field for you to enter your heading into (3). Continue on until all the headings for the new Layout have been created:

Go to the Options tab (1) and set up the basic options that are available (2):

Create a Cover Page for your document. Make sure you are on the Cover tab (1).

You will want the information on this tab to link directly to the particular Project and Client for which you will be printing it. The example below shows a simple Layout (2) which will print out like (3):

The Cover page is made up of Datafields (1) and text (2).

To create your Cover page, click on the Context button (1) which will open the Context Editor (2) (which is a word processor). To insert Datafields, click on Insert Datafield (3). When you choose to Insert a Datafield, the options available will pop up (4). Locate the required field and double click to enter it into the Document.

Text can be entered straight into the document. Formatting can be done as you normally would in a program such as Microsoft Word. There are various options including inserting images, hyperlinks, bullet points, numbering etc.

Move to the Pages tab (2) to set up any Header Text (2) you would like to print out at the top of each page. As with the Cover page, click the Context button (3) to open up the Context Editor and enter either text or Datafields to create the header (4):

In the same manner, Footer Text (2) can be created using the Context Editor (2):

You have now created the basics of the new Layout.

The body of the Specification itself is compiled from the Components on the BOQ. Each Component has the capacity to have Notes attached and it is these Notes that determine where the Component will appear on the Specification. The Notes themselves are created from templates, which can be found in Projects, Administration, Component Note Templates:

From the Document Template: Components (1), choose any of the templates to open it or if you want to create and entirely new one, click New (2). This will open the Context Editor, so that you can build the required Note (3). This Note can then be attached to Components and used to build the Specification.

Component Notes

Component Notes are the link that allow the Specification to be produced.

To attach a Note to a Component, go to either the Component Shortcut or Navigate to Projects, Components:

From the Component Summary (1), highlight the required Component (2) and click the Documents tab (3)

This will show you any existing Notes set against this Component. To add a new Note, click New (1). You will then have a choice of either a New Component Note or an existing Component Note (2).

If you choose to create a New Component Note, you will see the below screen. You must attach a Specification Section (1). This determines where in the Specification the Note will appear. Notes can only be linked to one Section per Note, so if you would like a Note to appear in the Specification twice, you would need to create a second Component Note and link it to the desired Section.

There are two types of Component Document Notes used within Constructor, Specification – General and Specification – Layered. (These will be examined in more detail below). Click on Context button to open the Context Editor and enter in your Note (3):

Types of Component Notes

General

A General Note will always appear only in the Specification Section you have applied it to. For Example, below is a Shower Outlet (1). It has a General Note (2):

This is the Note. It has a Specification Section of PLUMBING FITTINGS AND APPLIANCES (1) and the Behaviour is set to General (2):

On the Estimate, the Shower Outlet (2) is included under Bathroom (1):

Because the Note Behaviour is General, it will appear on the Specification under PLUMBING FITTINGS AND APPLIANCES (1) and not Bathroom (3). If it had been a Layer Specific Note, it would have appeared in both places:

Layered

Layered Notes allow a Component Note to appear in the Specification with a Sub-heading. This Sub-heading relates to specific rooms used within the Estimating menu and relate directly back to the Sub-layer the Component is placed within the Estimate. The Sub-layer that the Component was Estimated in (1) must have a Sub-heading (2):

This example is for a Sink Mixer tap (1). It has a Layer Specific Note (2) set against it in the Document tab (3) on the Component Summary (4):

It is assigned to the PLUMBING FITTINGS AND APPLIANCES Section of the Specification (1):

In the Estimate, it is also part of the Kitchen Layer (1):

So, on the Specification Document, it will appear under the PLUMBING FITTINGS AND APPLIANCES Section (1) as well as the Kitchen (2):

Component Note Images

It is possible to add Images of the Components to the Component Notes and it will appear on the Specification Document. To do so, go the Component Summary by either the shortcut or Projects, Components:

This will open the Component Summary. Highlight the Component you wish to add an Image to and go to the Documents tab (1). Click New and then either start a new Component Note or use and existing one (2):

Click the ConText Editor (1):

Make sure the cursor is in the location you wish to add the Image and click Insert, Image (1). Navigate to the file containing the Image (2) and click Open (3):

The Image is now attached to the Note and will appear whenever this Component appears on a Specification:

Contract

The Contract is the legally binding document between the builder and the client. In Constructor, the Contract tab holds information regarding the Contract Amount, Agreement Dates, Claim Stages and some basic information regarding the title and the builder.

The Contract tab (1) contains information in several sections. The Claim Stage Structure is set up on this tab, but administered from the Project Summary. (If you want to issue a Claim from the Project, do so from the Project Summary, Claims tab.

The top half of the screen is divided into three main sections:

  • Contract (2) – for entering a Contract description (this is not compulsory), underneath which are the GST settings.
  • Agreements (3) containing Contract date, site commencement date, pre-drawing agreement date and amount and pre-contract date and amount.
  • Title Particulars (4) for entering any appropriate title information, underneath which you can fill in your registered building practitioner details. (This is currently designed for Victorian terminology).

The bottom half of the screen shows the Contact Amount (1) and the Claim Stages (2). Claim Stages are populated automatically when you enter a Contract Amount and a Claim Stage Structure.

Claiming and Receipting from the Project is covered in the Execution Phase.

The setting up of Claim Stages is covered in the Accounting Guide.

Variations

A Variation (sometimes referred to as a Variation instruction, Variation order or change order) is an alteration to the scope of works in a construction Contract in the form of an addition, substitution or omission from the original Contract. Some Projects will have many Variations and others, only a few. It is good practice to keep the details of each Variation separately in Constructor. This way they can be claimed separately and are easier for the Project manager to keep track of.

Variations can be entered on the Variations tab within the Project or on the Variations tab in the Project Summary.

Once the Contract is signed, any amendments must be added to the Project as Variations (1). To add Variations, click on New (2).

The screen will open on the Pricing/Costing tab (1). Choose your Retail Pricing Method (2) then click on Model (Costing) (3):

This will open the Variation Model (1). Move to the Formulas tab (2) and find the Formula/s that comprise this Variation (3). Click Add to Model (4):

The Formula will be added up into the Variation Request (1). Enter the Quantity information (2).

Add to the Variation (if necessary) from the Formula and/or Component tabs (1) by either double clicking or clicking on Add to Model (2):

(For more detailed notes on how to Estimate, please see the Estimating guide.)

Scheduling

Overview

Constructor Scheduling is useful to the Project Manager:

  • To predict (or schedule) Key Dates, milestones and actions across the life of a Project, taking into account other Projects currently in progress – a Project timeline.
  • Track the progress of Projects along their respective timelines.
  • Highlight potential conflicts of resources, bottlenecks and downtime in work Schedules and cater for adjustments to the timelines as a result.
  • Manage To Do lists for key Project stakeholders such as Project managers / site supervisors and ultimately, Clients.
  • To foster and facilitate communication and collaboration amongst all the Project stakeholders by catering for automated and manual messaging and notification, emails, task lists, and file sharing.

A Project will have a pre-defined Template Schedule attached to it, which contains a list of associated Tasks, with Timelines and Resources already included.

The Tasks are the driving force of the Schedule and can contain links to Stages, Components (which link to the BOQ), Resources (people and Suppliers) and a Timeline.

Project Template Schedule

A Project Template Schedule is a pre-defined Template that you can add to a Project as a starting point. The Schedule can then be customized as required for the Project.

Templates Schedules contain all relevant information for an actual Schedule, including Tasks, Component linkage, Notification events etc. They do not contain a Start Date. That is added when it is attached to the Project.

Constructor Scheduling is installed with some inbuilt Schedules. However, you may want to set your own up. Map it out first before beginning. It is important to include all Tasks for accurate Scheduling.

Templates require a name for easy identification (1) and a Construction Type (2). Total Duration is greyed out as this is not entered manually. The system will calculate it based on the Timeline for each Task. When setting up a new Template, the Import option becomes available (3). If you have an MS Project file in xml format, you can Import it. A Project Note can be added (4), which will appear on the Project Template Schedule Summary Screen (5):

Before attaching the Tasks to the new Project Template Schedule, Resources and Working Times should be setup.

 

Working Times

A number of Working Time Types can be created for a Resource. For example, a tradesperson may standardly work 7am – 3pm, 5 days a week, an office worker may work 9am – 5pm, 5 days a week and a retailer such as a timber yard may deliver 7 – 5 Monday – Friday, 7 – 12 Saturdays. Each of these could have their own Working Time;

  • Trades
  • Office
  • Retail

Working Times are attached to Resources and designed to calculate Timelines on Project Schedules.

To set up Working Times, use the shortcut or go to Projects, Scheduling, Working Times:

From the Working Times Summary, click New (1):

Give your Working Time a Name (1) and if necessary, attach it to a Parent Working Time (2). (If you choose to add a Parent Working Time, all the hours set up for the Parent, including the Holidays will automatically populate). If you want to create your own shift times, choose the day of the week (3) and enter the shift times (4). To add Holidays, make sure the date range at the bottom is correct and click Add (5). This will allow you to enter in the Public Holidays or any other Holidays that you are aware of.

These Working Times are then available to attach to a Resource. Whenever that Resource is assigned to a Task, the Working Times will be taken into account for Scheduling purposes.

Work Delay Types

There are often Delays which will impact the Start and Finish times of various Tasks. To set up Delay Types, use the shortcut or go to Projects, Scheduling, Work Delay Types:

This will open the Work Delay Types Summary screen. If the Delay Type you need doesn’t exist, you can create a new one (1). Enter the details of the Delay Type (2) and Save:

Resource Categories

In the context of Scheduling in Constructor, a Resource is a generally a person and can be a Supplier, Contractor, Lawyer, Architect, etc. Resources belong to a Resource Category, so the Categories can be set up first.

To set up a new Category, use the shortcut or go to Projects, Scheduling, Resource Categories:

Resource Categories can be as broad or narrow as you like. FINISH THIS LATER. WHAT IS THE PURPOSE OF THESE CATEGORIES?

Click New (1) and enter a Description for your Category.

Resources

Being able to manage Resources and assign them to Tasks is an important part of Project Scheduling. It allows a Resource to be assigned to a Task and then to analyse and resolve any conflicts that may occur due to over allocation.

A Resource is over-allocated when scheduled to perform more work than is possible within the Resource’s Schedule.

Resources belong to Resource Categories and have Working Times attached.

A Resource can be a person, Supplier or Contractor. To add a new Resource for Scheduling purposes, either use the shortcut or go to Projects, Scheduling, Resources.

From the Resource Summary, click New (1):

Choose your Contact (1). The available list includes all the Contact records from People (Sales, People) and all the Suppliers/Trades. Allocate the applicable Working Time (2). On the Contact Information tab (3), the Contact’s details will populate from the existing Contact Record. If you need to make changes to the Contact phone, email or address, please do so from the Contact Record itself.

On the Categories tab (1), choose all the relevant Categories that apply for this Contact. Use the arrows in the middle (2) to move the Categories from Available Categories to Currently In:

On the Tasks tab, you can see any Tasks assigned to this Resource. As this is a new Resource, there are not yet any Tasks assigned. Once there are Tasks assigned, you will be able to perform the following from this screen:

  • Open Project Timeline
  • Edit Task
  • Open Project
  • Open Supplier

On the Notes tab, you can enter any Notes you wish to have against the Resource:

Tasks

The Schedule Tasks Summary can be accessed from the shortcut or from Projects, Scheduling, Schedule Tasks:

From the Schedule Task Summary, you can:

  • Open the Task
  • Open the Project
  • Open Schedule
  • Complete Task

However, you cannot create a new Task from here. That must be done from the Schedule itself.

To create a new Task, open a Project Schedule (from the Project) or a Template Schedule.

Creating Task headings can be a bit fiddly. It takes practice to get the Stages correct. You will have planned out the Stages and Tasks in advance. Click into the Task field (1) and enter the name of the Schedule. Click enter and a new Task line will be created. Enter the first Stage heading. Click enter and another Task line will be created. Enter the first Task name. Continue on until you have entered all the Stages and Tasks. Don’t worry about the Duration or any other fields at this point. You just want to create the basic headings. The screen will look something like this, with lines 2 and 7 indicating lines that will become Stage headings:

Highlight line 2 (1) and click the Indent button (2):

This will have the effect of turning the line above it into a Stage heading:

Highlight all the Task lines that are associated with the next Stage heading (1) and click the Indent button (2):

This will have the effect of turning line 2 into a Stage heading:

Continue on, highlighting the Tasks BELOW the Stage heading and click the Indent button twice, which will have the effect of turning the line above into a Stage heading and lining up the Stage headings correctly with the Tasks on the Stage above it:

Carry on in this manner until the Template is complete.

Now go back and set up each Task. Highlight the Task and either click Edit (1) or right click, Edit Task (2):

General Template Tab

If the Task being edited is the first Task to occur, you can fill in the Start Day as 1 and leave the Finish Day blank for the time being.

A Work Breakdown Structure (WBS) is a hierarchy that you can create to aid with Project Management. Here is a sample:

If you are using such a hierarchy, you can record the codes for your Tasks in this field:

If the Task is a labour charge and you are linking the Task to a Component in your Estimate, then enter any appropriate rounding in the Component Round Mode field (1). For example, your Estimate may have a bricklayer Component and the bricklayer charges per Quarter hour. NO IDEA WHAT PRIORITY, START OR FINISH CONSTRAINT IS FOR?

Predecessors Tab

If there is a Predecessor to the Task you are editing (i.e. a Task that must be completed before this one can commence), then enter the Task Number/s in the ID column. That will automatically populate the Name and Type. If there is going to be a Lag between the Task on the Predecessor tab and the Task you are editing, then enter the number of days estimated for the Lag here (2):

 

Resources Tab

To add Resources to a Task, go to the Resources tab (1) and click New (2). Choose the Resource (3). The available list includes the Resources and Categories. If you are unsure which Resource will be undertaking the Task, choose a Category instead.

You can add more than one Resource to a Task.

Notes Tab

On the Notes Tab (1) you can enter any Notes that relate to this Task (2):

Duration Tab

On the Duration Tab (1), there are three different ways to record the Tasks’ Duration. The first one is a Fixed time (2). If you are unsure exactly how long it will take, tick the Estimate field (3).

The second one is by Residence Size. For example, if you are not linking the Task to the Estimating Model, then you may want to enter a Task as taking a certain amount of time per square metre (1).

The third is to link the Task to a Component in the Estimating Model.

Tasks with this linkage will calculate how long each Task will take.

The Component link edit screen allows selection of the Component and Sub Layer as well as the number of hours (work hours) it takes to perform certain aspects of the Component (work quantity (directly related to Estimate quantity)).

i.e. – For bricks if a brick layer can lay 250 bricks (work quantity) per hour (work hours) – when this is being applied to all of the Components for the Sub Layer (5,000) the system will calculate it out as 5,000 / (250 / 1) = 20 hours of work.

Or: For drawings, the average amount of time required is 100 hours – in the Estimate you only need 1 of these – so the work quantity would be 1, and work hours of 100 – calculated out as 1 / (1 / 100) = 100 hours

If no Sub Layer is selected, then the entire Estimating Model is used to work out the estimated quantity.

Workflow Tab

The Workflow tab (1) can be used to set up system generated notifications to Resources. To create a new Notification, click New (2). The Task Notification entry screen will pop up. Choose the timing of the Notification (3). The available options are visible at (4). Choose the Recipient/s (5) and the text for the Notification (6).

The bottom half of this screen allows you to create a To Do entry for a Constructor User. Click New (1) and the To Do entry screen will pop up. Choose the employee (2) and enter details of the To Do item (3).

Delays Tab

On the Delays tab (1) is where you set up any unforeseen Delays to the Task. Click New (2) and the Task Delay entry screen will pop up. Enter the details of the Delay (3). All other following Tasks will have their Start time adjusted, assuming they are affected by this Delay:

Files Tab

To attach any Files to the Task (1) click New (2). The File Entry screen will pop up. Click Add (3) and choose the File you wish to add:

Timelines

At the heart of the Project Scheduling module are Timelines created for each Project.

To attach a Template Schedule to a Project, highlight the Project on the Project Summary (1) and click the Schedule button (2). Choose the Template Schedule and enter the Start Date of the Schedule (3). The Tasks from the chosen Template will copy over to the Project (4):

The Schedule will open (1) and the Timeline will be populated from the Template (2):

These Timelines can then be customized to each Project by manually adding and editing the various Tasks within each Stage OR by having the Tasks populated based on the BOQ created using the Estimating Model.

Setting up Timelines may include assigning:

  • Work Delay Types
  • Working Times
  • Resources

As Projects progress, Project managers can mark the various activities as complete.

Gantt Chart

A Gantt chart is a chart in which a series of horizontal lines show the amount of work done in certain periods of time in relation to the amount planned for that period. If you want to view the Gantt, first choose the Timescale (1) and then choose the view you prefer (2):

To see the Schedule as a Gantt chart, tick the checkbox next to .

The Execution (Monitoring) Phase

During the Execution phase, the Orders are created, Claims generated, Receipts recorded and the Project Budget must be comprehensively monitored. There may be times when the Project expenditure exceeds the amount receipted. This will obviously be detrimental to cash flow, so budgetary monitoring is critical. If using Scheduling, the Project manager will be managing the Schedule during this phase.

Purchase Order Generator

Ordering from Constructor can be done in the following ways.

  • From the Purchase order Generator – this is ordering on a grand scale! Orders can be created by Cost Centre or individually. As long as your Formulas and Components are correct, using this option will be the quickest and most time saving way of generating orders. You can access this from the BOQ, Cost Centre button on the Project Summary and the Budget button on the Project Summary.
  • Individually from the Accounting menu – ordering this way still gives you the option to link the order to a Cost Centre.

From the Project Summary, click the Generate Orders button to open the Purchase Order Generator (1). In the Left-hand window, you will see the BOQ, by Cost Centre (2).

There are a number of ways to raise Orders:

  • By Component – Start typing the Component Description in the Search box (1) and click the Binoculars to show the Results (2) (In Green). Highlight the Required Component and click the Create Orders button (3). This will populate the Details section with the Supplier and the Component (4). At this point you can Change Supplier (5) if you need to. When you are ready to Generate the Order, click either Save (Generate Purchase Orders) OR Save & Close (Generate Purchase Orders) (6). The Purchase Order will now be available to either Email or Print (7).

  • By Cost Centre – Choose the Cost Centre you want to Order for (1) then click the Create Orders button (2). This will populate the Details window with all outstanding Orders for the Cost Centre (3). You can Change Supplier (4) if required. Save and Close (5) to bring up the Purchase Orders Summary Screen, where you can choose to Print or Email the Orders (6).

  • By Project – If you want to order all the outstanding orders for a Project, you can on this screen. Highlight the Project at the top level (1) then click the Create Orders button (2). This will populate the Details window with the outstanding Orders for the Project (3). You can Change Supplier (4) if required. Save and Close (5) to bring up the Purchase Orders Summary Screen, where you can choose to Print or Email the Orders (6).

 

Deleting, Invoicing, Viewing and Completing Orders

Open the Orders Summary Screen from either the shortcut or by going to Accounting, Accounts Payable, Orders:

You can also access Orders for a specific Project by highlighting the Project and clicking the View Orders button (1):

This will open the Accounts Payable Purchase Orders Summary screen (1), which by default will open All Outstanding orders (2). You can change this Order Status from All Outstanding to:

  • New (uninvoiced)
  • Partly Invoiced or
  • Fully Invoiced

There are a number of actions that can be performed from this screen. Working from left to right, these are:

  • New – To create a new Order, click the New button (1). Choose the Supplier/Trade (2) and fill in as many details as possible on the top half of the screen. Move to the grid. Choose the line Type (3):
    • C: Cost Centre – Allows you to link to a Cost Centre and a Project.
    • S: Component – Allows you to link the order to a Project and a Component.
    • G: General Ledger – this type will NOT allow you to choose a Cost Centre or a Component. This is only for coding to the General Ledger and there should be no need to use this on a Purchase Order.

Choose your Project then either a Cost Centre or a Component from the column labelled Code (4), dependent upon which line Type has been chosen. The Component price will populate. If you need to change it for any reason, please provide a Variance Reason (5). Choose any of the Save methods, then you can Print or Email the Order (6):

  • You can Open, Print, Email and Copy Orders. If you choose the Copy option (1), you may see a message (2) which you would answer with OK. Then the new Purchase Order will open (3) and be a copy of the original one. You have the opportunity to change anything that needs changing before you Save it.

  • You can Delete (1) a Purchase Order (as long as it hasn’t been Invoiced), and you can create an Invoice (2) from this screen.

To create an Invoice from the Order, highlight an Order and choose the Invoice option (2), the Accounts Payable Invoice screen will open (3), with the details of the order populated on the grid (4). Any other Uninvoiced orders for this Supplier/Trade will be available to add to this Invoice if you required (5). Click the Add to Invoice button (6) if you wish to do so. You can Partially Invoice by changing the Price or Quantity on the grid (7).

  • You can also View Invoices (1) and Mark them as Complete for Budget Purposes (2). Marking them Complete will mean that any remaining commitment is removed and no more Invoicing can take place against the Order.

Generate Claims

The Claim Summary

The Claims Summary can be accessed by the shortcut or navigating to Accounting, Accounts Receivable, Claims:

To access the Claims Summary from the Project Summary for an individual Project, highlight the required Project (1), click on the Accounting button (2) on the toolbar. This will open the Project Accounting Summary (3). In the Accounts Receivable (Debtors) area (4) click on the search button on the right of the Claims line (5).

The summary contains all of the Claims that have been created and colour codes each one depending on the current Status of the Claim. From the Claim Summary, you can filter by Project (1), Cost Centre (2) or Status (3). You can also alter, receipt or create a new Claim.

Create a Manual Claim

To create a manual Claim, click the New button (1) from within the Claims Summary. This will open a blank Claim screen.

Using the Client look-up button (2), select the Client you would like to create a Claim for. Once the Client is selected, the Due Date on the Claim is automatically populated (3). The Due Date is calculated from the current Invoice date and the Clients trading terms (which are set on the Client record – Clients, Trading Terms tab).

Once the Client is set, you will be able to see any existing, unclaimed Claims and Variations in the top right hand box (1). Claim lines must now be added to the Details section (2).

Starting with the Type Column, there are 3 available line Types in Constructor (3):

  • G: General Ledger line. Allows you to select a Project and an Account from the Chart of Accounts.
  • C: Cost Centre line. Allows the line to be coded to Project and Cost Centre.
  • S: Component line. Allows the line to be coded to Project and Component.

Once the line Type is selected, go ahead and enter the Project, Cost Centre, Component or GL code.

Text can be entered into the Description field (4) at this stage. This text will be seen on the Claim report.

Add the required pricing information into the Claim by typing directly into the Price or Sub Total fields. The detail line is now complete. Additional detail lines can be added using the same process as above if required. The Claim can be Previewed, Printed and Emailed to the Client (5).

Claiming a Progress Claim Stage

From your Project Summary screen (1), Contract tab (2), you can produce Claims for each Stage as necessary. (You will need a Contract Amount and a Claim Stage Structure in place first).

The list of available Claims will appear in the Claims section. Highlight the Stage you wish to Claim (3) and click the Claim (4) button. A confirmation box will appear (5). Click Yes to create the Claim.

This will bring up the Claim for you to review. If you need to change the Claim amount, you can at this point (1).

Note: You cannot change the Claim value to more than the preset Claim stage amount. You can Claim less.

Further Stage Claims can be added from the Un-Invoiced Claims summary if required (2) by highlighting the required Claim and clicking the Claim button (3). Authorised Variations will also appear in the Un-Invoiced Claims summary and can be added to any Claim in the same manner.

The Claim is now created and can be Previewed, Printed and Emailed as required. To Claim the next Stage, go back to the Project Summary, click the Contract tab and repeat the process.

Claiming a Variation

Variations can be Claimed by themselves or as part of a Stage Claim. To Claim a Variation by itself, go to the Project Summary screen and click the Variations tab (1). The list of authorised Variations available to be Claimed will be listed. Highlight the Variation you wish to Claim and click the Claim button.

To claim a Variation as part of a Stage Claim, create the Claim for the Stage as normal (1) and once the Claim opens, highlight the authorised Variation that appears in the Un-Invoiced Claims summary (2) and click the Add to Claim button (3) to bring the detail line into the Claim.

Previewing, Printing and Emailing a Claim

Once the Claim has been created, it can be Previewed, Printed and Emailed. To Preview a Claim, open the Claim and click the Print button (1). This will open the Claim document to Preview. Click the Print button (2) for a hard copy. It can also be Emailed from here by clicking Email (Forward) (3)

Another way to Email the Claim to the Client, is to click the Email button (4) and an Outlook Send Message dialog box will open with the Clients email address inserted into the To field. The subject line will also be filled with the Claim details ready for you to click Send.

The Claim will be attached in PDF format. Any additional text can be added as per a normal email.

Credits

It may be necessary on occasion to issue a Credit to a Client.

The Credit Summary

The Credit Summary can be accessed by navigating to Accounting, Accounts Receivable, Credits:

To access the Credit Summary from the Project Summary for an individual Project, highlight the required Project (1), click on the Accounting button (2) on the toolbar. This will open the Project Accounting Summary (3). In the Accounts Receivable (Debtors) area (4) click on the search button on the right of the Credits line (5).

The summary contains all of the Credits that have been created. From the Credit Summary, you can filter by Project (1), Cost Centre (2) or related Claim (3). You can also alter, receipt or create a new Credit.

Create a Manual Credit

A Credit would normally have a Claim to match it to, though that is not always the case. To create a manual Credit, click the New button (1) from within the Claims Summary. This will open a blank Claim screen.

Using the Client look-up button (2), select the Client you would like to create a Credit for.

Once the Client is set, you will be able to see any existing, unclaimed Claims and Variations in the top right hand box (3). If you are matching the Credit to an Invoice, highlight the Invoice or Variation (3) and click the Add to Credit button (5). This will pull the Invoice down to the Detail Lines. If you want to Credit the entire Invoice, then it is ready to Save. If you want to partially Credit the Invoice, type the amount of the Credit into the Price or Sub Total Fields.

If you are manually adding in the Detail lines (4), keep the following in mind:

Starting with the Type Column, there are 3 available line Types in Constructor (3):

  • G: General Ledger line. Allows you to select a Project and an Account from the Chart of Accounts.
  • C: Cost Centre line. Allows the line to be coded to Project and Cost Centre.
  • S: Component line. Allows the line to be coded to Project and Component.

Once the line Type is selected, go ahead and enter the Project, Cost Centre, Component or GL code.

Text can be entered into the Description field (4) at this stage. This text will be seen on the Credit report.

Add the required pricing information into the Credit by typing directly into the Price or Sub Total fields. The Detail line is now complete. Additional Detail lines can now be added using the same process as above if required. The Credit can now be Previewed, Printed and Emailed to the Client (5).

Note: you should keep the Detail lines on the Credit the same Type as that on the Claim.

 

Previewing, Printing and Emailing a Credit

Once the Credit has been created, it can be Previewed, Printed and Emailed. To Preview a Credit, DO NOT open the Credit. Instead, you should highlight the Credit on the Credit Summary Screen and click Print, Print Selected Credit(s) (1). This will open the Credit document to Preview. Click the Print button (2) for a hard copy. It can also be Emailed from here by clicking Email (Forward) (3)

Another way to Email the Credit to the Client, is to click the Email button (4) and an Outlook Send Message dialog box will open with the Clients email address inserted into the To field. The subject line will also be filled with the Credit details ready for you to click Send.

The Credit will be attached in .PDF format. Any additional text can be added as per a normal email.

Receipts

The Receipt summary

To open the Receipts Summary, either click the shortcut or from the Main Menu, go to Accounting, Accounts Receivable, Receipts.

The summary contains all of the Receipts that have been created. From the Receipts Summary, you can filter for Receipts, alter details or create a new Receipt.

When the Receipts Summary is accessed from the Receipts button or from the Main Menu, all generated Receipts will be displayed. The Receipts Summary can also be accessed via the Project Summary which will show Receipts for that Project only.

To access the Receipts Summary from the Project Summary for an individual Project, highlight the required Project (1), click on the Accounting button (2) on the toolbar. This will open the Project Accounting Summary (3). In the Accounts Receivable (Debtors) area (4) click on the search button on the right of the Receipts line (5).

Create a Manual Receipt

To create a manual Receipt, click the New button (1) from within the Receipts Summary. This will open a blank Receipt screen.

If the Bank Account displayed (2) is incorrect for this Receipt, you can change it here. Using the Client look-up button (3), select the Client you would like to create a Receipt for. Choose the Payment Method and fill in the related details (4):

Once the Client is set, you will be able to see any existing, Outstanding Claims and Unapplied Credits in the top right hand box (1). Receipt lines can now be added to the Details section (2).

Starting with the Type Column, only G: General Ledger lines can be entered in Receipts. If

Go ahead and enter the Project and Account ID (from Chart of Accounts). Add the Receipted amount into the Receipt by typing directly into the Total or Sub Total fields. The detail line is now complete. Additional detail lines can now be added using the same process as above if required.

The Receipt can now be Previewed, Printed and Emailed to the Client (3).

Receipting a Progress Claim Stage

To Receipt a Claim Stage, go to the Project Summary, highlight the required Project and click on the Contract tab (1). You will see any Claimed Stages in a different colour to unclaimed Stages (2).

To Receipt the ‘Fully Claimed’ Claim Stage, highlight the line and click the Receipt button (3). A message box will appear confirming your Receipt.

Click Yes and the Receipt will open, displaying the Claim detail line with all information entered.

Any outstanding Claims will be seen in the Outstanding Claims summary at the top right of the Receipt (1).

You can choose to add any of those outstanding Claims by highlighting the outstanding Claim and clicking the Receipt button (2).

A different Bank Account can be selected for the transaction by using the Bank Account lookup (3). The Receipt is now ready to be Previewed, Printed or Emailed to the Client (4).

Payment details can be entered on each Receipt (5), which will be then displayed on the document.

Previewing, Printing and Emailing a Receipt

Once the Receipt has been created, it can be Previewed, Printed and Emailed. To Preview a Receipt, open the Receipt and click the Print button (1). This will open the Receipt document to Preview. Click the Print button (2) for a hard copy. It can also be Emailed from here by clicking Email (Forward) (3)

Another way to Email the Receipt to the Client, is to click the Email button (4) and an Outlook Send Message dialog box will open with the Clients email address inserted into the To field. The subject line will also be filled with the Receipt details ready for you to click Send.

The Receipt will be attached in PDF format. Any additional text can be added as per a normal email.

Budgets

Understanding the Project Budget is essential to successfully using Constructor.

The Budget is populated when a BOQ is generated in the Estimating Model. Generally, once a Client has signed a Contract, you would want to lock the Budget so that any re-generations of the BOQ do not change the Budget. Any changes thereafter would need to go via Variations and your Variations Budget.

Budget by Cost Centre

The Budget is presented in the layout of the Cost Centres, which are linked to the Construction Type set against the Project.

To view the Budget, from the Project Summary screen (1), click Budgets (2).

There are a number of columns on your Budget screen, explained below. Note that your security permissions may limit what you have access to here:

  • Original Budget – The Budget as generated by the BOQ and locked after the Contract is signed.
  • Variation Budget – Most jobs will have Variations, which can be viewed on the Variations tab against the Project. When a Variation is added and the Variation model is created, authorized and Saved, the Variation amount is added to the BOQ and will appear on the Budget as Variation Budget.
  • Total Budget – Original Budget + Variation Budget
  • Orders – These are your committed costs
  • Invoices – From Suppliers. These should ideally always have a purchase order matched to them. If your Invoices are higher than your Orders, you would want to investigate.
  • Credits – For returns and refunds, which will be subtracted from Invoices in the Budget calculations.
  • Payments – Subtracting Payments from either your Orders or Invoices gives an indication of how much money remains to be paid out for a Cost Centre.
  • Journals – It may be necessary to move expenses around between Cost Centres. This can be done using Journals and the total will be taken into account when calculating Variance.
  • Payroll – If you are using Payroll and have permissions to Payroll, you can see any Payroll costs that have been coded to the Cost Centre.
  • Forecast – How much is this going to cost in total.
  • Forecast Variance – How much more or less is this going to cost than budgeted for.
  • Actual Variance to Date – The current position.
  • C/C Comp – Cost Centre Complete. This can be manually set to 100 if a Cost Centre has been finished. This is also used in WIP report calculations.
  • % Locked
  • % Project

You can drill into the following fields to view the associated transactions (permissions permitting):

  • Orders
  • Invoices
  • Credits
  • Payments
  • Journals
  • Payroll

In this example, on the Project Budget screen (1), if you hover over the Invoices amount field, a lookup will become visible (2). This means there is itemized data that can be drilled into:

The Budget Summary

There is a handy Accounting Summary screen associated with each Project. The Budget by Cost Centre (above) shows Expenditure only, whereas this screen shows Income as well. This allows a better overall view of the profitability of the Project. You will need permissions to the Accounting module to be able to view this screen.

From the Project Summary, highlight the Project and click the Accounting button (1):

The Project Accounting Summary is separated into three sections; Accounts Payable (1), Accounts Receivable (2) and Profitability (3).

It is designed so that you can see the most important accounting information at a glance, including the current cash position for the Project (4). The Budget figures in the Profitability section are derived from the BOQ.

 

Any of the fields with binoculars beside them contain further information, allowing you to find out exactly what transactions make up a particular total.

Emails

If you have any emails that you want to send to the Client AND you need them to be attached to the Project, send them from here (1). The buttons from left to right (2):

  • Send an email to the Client
  • Open the selected Email
  • Print the Email
  • Delete an Email
  • Reply to selected Email
  • Reply All on selected Email
  • Forward the Email to someone else

Files

Any files that you want to attach to a Project that haven’t been produced from either the Specification tab or Document tab can be attached here.

Click New (2) and the File entry screen will pop up. Choose the file with the Add button and if required, you can choose a Category. File Categories are set up under Tools, File Categories.

Diary Notes

Diary Notes can be used to record conversations with the Client, Suppliers, Contractors, Staff, Lawyers or anyone associated with the Project. It can also be used as a repository of reminders for actions that need to happen. Diary Notes are simply Notes however and do not trigger any reminders or transactions in Constructor.

To add a Note, click New (1). The Diary Note screen will pop up. Enter the Subject (2) and Note details (3). If you want to set an Action, Assigned to and Due by, then tick Create To Do Item (4).

Only To Do Items can be marked as Complete. If you have finished a To Do item, then mark it Complete by clicking Complete (1). This will put a date in the Date Complete field (2). Hide Completed Notes (3) will remove Completed items but they can be recalled by clicking Show Completed Items:

Closure Phase

The Closure phase involves completing all the paperwork, making sure all Income has been Receipted and Suppliers/Trades have been paid. Close off any outstanding Orders (that will never be Invoiced). Close the Project.

It is also worth taking time to assess the Budget. If a Project has taken longer or cost more than expected, then it is important to find out why so that processes can be put in place to stop it happening again.

The handover of the property to the Client may not signal the completion of the Project, as you may need to keep it open for snagging issues or for a certain length of time for legal reasons.

Mark Orders as Complete

If there are any outstanding or partially outstanding Orders for the Project that are no longer needed, they should be marked as Complete to remove the commitment and prevent further Invoicing against those Order/s.

From the Project Summary, highlight the Project and click View Orders (1):

This will bring up the Purchase Orders Summary Screen, already filtered for this Project (1). Make sure the Order Status filter is set to All Outstanding (2). Highlight the Order/s and click Complete (3):

You will see a confirmation message:

Once confirmed, the Order will have a tick in the Complete field (1) and will no longer be available for Invoicing:

Reports

Print off any Project related reports that you may need. From the Project Summary, highlight the Project and click Print (1).

You will see the following List:

Project Reports can also be accessed from the Reports Menu:

Close the Project

Once you have fully completed all associated tasks and are ready to close and archive the Project, highlight the Project in the Project Summary and click Change Status (1). Change the Status to your Completed Status:

Appendix

Project Information

For each Project there are three distinct ways of accessing the information held in the Project Summary (1).

  • From the buttons above the Project Summary (2)
  • From within the Project (open the Project) (3)
  • From the tabs at the bottom of the Project Summary (4)

The tables below explain the functionality available and where to find it.

Note: some of the information may not be available to you if you do not have access to the Accounting Module OR if you have limited security permissions.

Project Summary buttons

Button Description Functionality
New Create a new Project
Open Opens the highlighted Project
Print Various reports are available to Print from the Project Summary:

  • Project List
  • Statements
  • Estimate Model (Summary and Detailed)
  • BOQ by Cost Centre (Summary and Detailed)
  • Budget by Cost Centre
  • Claim Stage Breakdown
  • Transaction Ledger
  • Accounting Summary
  • Call Forward (if using Scheduling)
  • Profit Summary
Send a Notification Send a Notification to Constructor Users which they will see on logging in and immediately after they are sent.
Refresh Refresh the Project list
Properties To see who created the Project and who was the last one to modify it
Select All To highlight all Projects
Delete To Delete a Project/s. Limitations apply here
Accounting To see an Accounting Summary of the Project
Estimate Open the Estimating Model
Product Open the Product
Cost Centres Open the BOQ by Cost Centre to view estimated and Budgeted quantities and amounts
View Orders View any Orders for this Project
Generate Orders Generate Orders for this Project
Budgets View the budget, as generated from the BOQ
Change Status Change the Project Status
Schedule Set up new Schedule/s

Within the Project

Tab Description Functionality
Site Addresses Set up Site Address and Alternate Delivery Address
Product Attach BOQ

Copy BOQ

Set Budget Method

Link Preferred Supplier Group

Open Estimating Menu

Contract Set Project GST

Set Contract Start Date

Set Site Commencement Date

Set Agreement Amounts (Pre- Drawing and Pre-Contract)

Set Agreement Dates (Pre- Drawing and Pre-Contract)

Enter Title Particulars

Enter Builder name and number

Set Contract Amount

Set Claim Stages

Key Dates Enter Key dates for:

  • Finance
  • Insurance
  • Maintenance
  • Permit Details
  • Settlement
Variations Create, authorise and model Variations
Notes Enter Project specific Notes for:

  • Claims
  • Receipts
  • Purchase Orders
Compliance Certificates Enter certificates for Project specific Suppliers / Trades
Consultants Enter details of any consultants used for the Project
Schedule

Project Summary Tabs

Tab Description Functionality
Client Contacts View the Client Contact details from the Client record
Alternative Contacts View the Alternative Contact details from the Client record
Contract View the Contract details

Create Claims for Claim Stages

Specifications Generate, Print, Email Specifications
Documents Generate, Print, Email other Project documents
Variations Create, authorise and model Variations
Key Dates View the Projects key dates (if entered)
Status View the Status changes the Project has been through
Images Upload the plans and designs for the Project
Schedule View the Project Schedule
Email Attach any Project related emails. This does NOT update automatically
Files Attach any Project related files. This does NOT update automatically
Diary Notes Record any information not covered elsewhere, such as conversation summary, actions that remain to be done.

Project Buttons

Print

The Project related reports are available both here and from the Reports menu.

Accounting

The Project Accounting Summary is separated into three sections; Accounts Payable (1), Accounts Receivable (2) and Profitability (3).

It is designed so that you can see the most important accounting information at a glance, including the current cash position for the Project (4). The Budget figures in the Profitability section are derived from the BOQ.

 

Any of the fields with binoculars beside them contain further information.

Estimate

Clicking on the Estimate button will bring up your Estimate Model, which includes the Take Off and the Model, in the format of the Estimating Menu.

If you need to make changes to the Estimate, use this button and re-generate the BOQ when finished.

For further information on this section, please see the Estimating Guide.

Product

This button is a shortcut to open the Product, which shows some basic information about the building, such as dimensions (1), rooms (2) and Pricing (3). There are more shortcuts on this screen that can link to the Images, Estimate, Cost Centre summary and any Standard Products that may be set up (4).

Cost Centres

This button will bring up the BOQ information, ordered by Cost Centre.

View Orders

This is a shortcut to all the existing Purchase Orders for the Project.

Generate Orders

This button brings up the Purchase Order Generator. For an explanation of how to use the Order Generator, please see the Execution Phase section of this guide.

Budgets

This button brings up the Budget. For an explanation of this screen, please see the Execution Phase of this guide.

Change Status

Changing the Status of a Project is a manual process. Click on the Change Status button and choose from the available Status’s:

Throughout the Project Management process, the Project Status may change a number of times. Each change is recorded and stored on the Status tab at the bottom of the Project Summary.

Schedule

This button brings up the Schedule. For an explanation of this screen, please see the Planning Phase of this guide.

Within the Project

The Site Addresses, Product, Contract, Key Dates, and Variations tabs are all explained in detail in earlier sections of this guide.

Notes

The Notes tab (1) is where you can set up any Client specific notes for Claims (2), Receipts or Purchase Orders. Whatever notes you set up here will appear on the Printed or Emailed documents that they are assigned to:

Compliance Certificates

On the Compliance Certificates tab (1) you can enter any Supplier specific certificate details that are required for the Project (2):

Consultants

On the Consultants tab (1) you can add any external Consultants involved with the Project (2) by clicking the New button:

Project summary

On the Project Summary screen (1), at the bottom (2), there are a set of tabs that can be useful for managing a Project. Highlight the Project you are interested in by clicking it (3).

Each of these tabs contains useful information to use and refer back due during the Project lifecycle. Some of them allow data entry but many of them are for information only – information which has been derived from other entry fields on the Project.

Client Contacts

This tab (1) will automatically populate with the data that was entered into the Contact Information tab when the Client was set up. If you want to change it, please do so on the Client record.

Alternative Contacts

The information on the Alternative Contacts tab (1) is also taken directly from the Client record, so if it needs amendment, please do so there.

Contract

The Contract tab (1) on the Project Summary screen is populated with information extracted from within the Project. This screen can be used to generate Claims and Receipts for the Client. For a detailed explanation, please see the Execution Phase section of this guide.

Specifications

Once your initial Estimate has been prepared and the BOQ generated (see Estimating Guide), the Specification tab (1) can be used to produce and store the Specification document you send to the Client. Click New (2) and you will see the current list of available Specification layouts. You can have as many layouts as you need.

Specifications are explained in detail in the Specifications section in this Guide.

Documents

The Documents tab (1) can be used to produce any Documents you have set up in the Project Documents section in Constructor that you would like to email or print for the Client.

This is covered in detail in the Initiation Phase of this document.

Creating and Altering a Document Template

You can set up as many Document Templates as you need. If there is a letter or a document that you send out regularly, you can quickly apply it to the Project and have it populate with the Project specific data.

To access your Project Documents for creation or alteration, go to Projects, Administration, Project Document Templates:

This will open the Document Templates: Project section (1). If you want to amend an existing one OR create a new one based on an existing Template, click Copy (2):

This will create a Copy of the document (1) AND open it in the Context Editor (2) where it can be edited:

Documents mainly consist of Datafields (1) and text (2). Datafields are links into the database that will be populated with data specific to whichever Project the document is attached to. To insert a Datafield, make sure your cursor is in the correct part of the document (where you want the field to appear) and click Insert Datafield (3). You will see a list of the available fields, broken down into the following categories:

  • Client
  • Current Company
  • General
  • Option
  • Project
  • User

Click the + symbol to expand the categories until you find the field you want, highlight it and click Insert (5):

There are various different ways you can amend your data, including adding tables, images and hyperlinks. If you are going to change any of your existing documents, it is a good idea to copy them first, in case something goes wrong and you need to revert to it.

Variations

Once the Contract is signed, any amendments must be added to the Project as Variations (1). To add Variations, click on New (2). Choose your Retail Pricing Method (3) then click on Model (Costing) (4):

In your Variation Model (1) please add in the relevant Formulas, Components or Notes (2) to the Estimate, along with the correct measurements and pricing. (If you are unsure of how to Estimate, please see the Estimating guide.) Save & Close (3) when you are done and the information will appear on the Pricing/Costing tab (4) of the Variation:

The Variation/s must then be either Authorised or Rejected. Whoever is responsible for this should open the Variation (1), go to the Status tab (2) and choose the Authorisation Date and enter any Comments (3). If it is being Rejected, enter the date of the Rejection and the reason for the Rejection in the Comments field (4):

Key Dates

The Key Dates tab (1) comprises a number of different screens, each of which summarizes a particular set of dates that are key to the Project and defined for each Company under Projects, Administration, Project Key Dates. (The information is not entered on this tab, but within the Project. This tab is for viewing purposes only):

The information displayed is only as good as it’s source, so if any of the fields where the information (within the Project) is stored are not populated, you won’t see the dates here.

Status

The Status tab (1) is another summary tab i.e; information is displayed on this tab but not directly entered on it. This tab displays the amount of days and the dates for which a Project has remained in a particular Status:

Images

The Images tab (1) displays any Plans, Designs etc (2) that have been added to the Project via the Image Editor. Click on Images button (3) to open the Image Viewer:

If you want to add Images in via this tab (1) highlight the area in which you want to upload the Image (2) and click Add from File (3). Choose the file you wish to add and click Open (4). The file will upload and you can move it with the arrows (5) or change the file name (right click, Rename):

Schedule

A summary of the Project Schedule will appear on this tab, if you have set it up.

Emails

If you have any emails that you want to send to the Client AND you need them to be attached to the Project, send them from here (1). The buttons from left to right (2):

  • Send an email to the Client
  • Open the selected Email
  • Print the Email
  • Delete an Email
  • Reply to selected Email
  • Reply All on selected Email
  • Forward the Email to someone else

Files

Any files that you want to attach to a Project that haven’t been produced from either the Specification tab or Document tab can be attached here.

Click New (2) and the File entry screen will pop up. Choose the file with the Add button and if required, you can choose a Category. These are set up under Tools, File Categories.

Diary Notes

Diary Notes can be used to record conversations with the Client, Suppliers, Contractors, Staff, Lawyers or anyone associated with the Project. It can also be used as a repository of reminders for actions that need to happen. Diary Notes are simply Notes however and do not trigger any reminders or transactions in Constructor.

To add a Note, click New (1). The Diary Note screen will pop up. Enter the Subject (2) and Note details (3). If you want to set an Action, Assigned to and Due by, then tick Create To Do Item (4).

Only To Do Items can be marked as Complete. If you have finished a To Do item, then mark it Complete by clicking Complete (1). This will put a date in the Date Complete field (2). Hide Completed Notes (3) will remove Completed items but they can be recalled by clicking Show Completed Items: