When the input data is complete and has been checked (validated) for errors the Contract is ready for processing. The processing is divided into two parts :
Each of these types can be produced in a variety of forms to suit particular needs.
Although items can be deliberately omitted from any of the above they all process exactly the same data and will normally therefore include exactly the same items.
Since each Bill type contains the same items the Bill Total of the priced documents will be the same EXCEPT in the case of the Valuation Chart which re-distributes the quantities as a result of which minor differences are introduced due to the "rounding" of quantities to suit the Valuation Chart.
In addition to the above types of Bills the contents of each bill can be adjusted by specifying which parts of the project are to be processed. This facility is designed to enable two principle options:
As with the Valuation Chart the quantities for Individual Bills have minor discrepancies compared with the Consolidated Bill due to the process of "rounding" the quantities.
In addition to the foregoing there is a special document to complete the "Audit Trail" when using Room Data. The Bill Abstract is in coded form i.e. the items do have there descriptions printed, but the make-up of each item is listed in detail showing individual walls in individual rooms which contribute to the total bill quantity. The Abstract can be very finely tuned by narrowing down the items reported and the rooms to be processed by entries made when starting the Abstract process.
The different types of Bill are selected within General Bill Data (see Chapter 14)
The Calculation process takes the "validated" input data and completes the working-up process by systematically working through the Room Data wall-by-wall, room-by-room. As it goes through the project it processes every Element and where necessary completes the Formulae calculation by evaluating the external references for each wall and each room in turn. The individual Item Codes are then stored with their quantities in the requested Bill order. Identical items are added together.
Having selected the Bill of Quantities option the Bill Type must be entered and then the quantities will be calculated.
During the Calculation process a number of errors may occur. Each error reported will usually be accompanied by the Location Code of the Room being processed when the error occurred.
Unit ______ Level ______ Area ______ Room ______
If an error occurs in an Element which is used more than once the same error report will be repeated each time the Element is processed.
The following errors are produced by the Calculation routines.
1. Warning: Validation programs should be run error in element _ formula _
This message indicates that an error condition exists from the validate element data process. The Calculate bill routine does not investigate the details.
This indicates that an adjustment code has been used to generate adjustment quantities but no corresponding item using the same code exists in the relevant shell element. There is therefore no item that can be adjusted and no adjustment has been carried out.
3. Element ___ Formula ___ il*sh
External references (il,ml,ol,ga,fa,na,nr,sh,fh,ff,ch) are used in the formula but no valid quantity has been calculated for the reference concerned. The value of the external reference is, therefore, undefined. It could be that the appropriate data has not been input or that the processing has failed to calculate a value correctly. If the latter, an error message would have appeared in the "Validate Room Data" or "Validate Vertical Data" reports.
4. Element ___ has an undefined description
The Description code field for an item in the Element has not been entered.
5. Illegal wall type (height) in wall ___
The H field of a Wall shell Element is a reserved field specifying the type of the wall in question. If the wall is an outside wall, the wall type is x, if the wall is an internal wall, the wall type is i. Any other entries than these will produce this message.
6. Floor ___ unknown in unit ___
The floor level code is not included in the Vertical Data for this Unit type.
7. Element ___ not found
The Element concerned is specified on the room in question, but no corresponding entry for that Element appears in the Element Library. If the Element is a Wall Shell Element a message would also have been produced during the "Room Data Check".
8. Element has too many nested elements
An Element may have up to 5 "nested" elements. If more than 5 depths are encountered this message will appear. Note that an Element may have an unlimited number of elements provided that they are not "nested" too deeply.
The Bill Production routines take the data from the preceding Calculation process and format it into the final document.
Since it uses the appropriate calculated data it is essential that the corresponding calculation routine has been run before you try to produce the final document. It isn't essential that any errors produced by the calculation process have been corrected but if they haven't been the final document will reflect the errors.
The Production process gets the required format from the Format worksheets paginates the data and word processes the document into it's final form.
In order to complete the Bill production the computer needs to know how to format the document and which Sections of the work to include in this Bill.
It gets this information from the Bill Format and the Estate Configuration and the relevant files for both sets of data must be specified within the Bill Type before the production of the Bill can proceed.
Details of how to use the Bill Format are given in Chapter 15 (Bill and Chart Format ) and details of how to use the Estate Configuration are given in Chapter 14 (Site Layout).
None of the Calculix routines inhibit the subsequent editing of the source data and draft Bills can be produced from incomplete and incorrect data if desired. Documents produced in this way, will however, reflect the missing and incorrect data. The existence of errors will always be displayed in the appropriate report.
Once the Bill Type has been selected the screen will display a message indicating that it is processing the data. If there are processing messages they will be automatically sent to the report printer. The screen will indicate if a report was produced. If no errors were found, the message "Nothing to report" will appear on the screen, and no report will be produced.
The Produce Bill process is divided into two movements that are performed without a break. First the work file is matched with the Site Layout to form the skeleton Bill. This is followed by the Formatting which completes the Bill and sets out the pages.
The final Bill is normally located in the users home directory and will be given the filename entered on the Specific Bill Format. The Bill will be formatted to suit the word processor you use so that it can be viewed, edited and printed using the word processor.
It is, of course, only possible to have one document with a particular path name and subsequent re-processing of a Bill will overwrite any previous document of the same name unless the filename entry is changed on the Specific Bill Format worksheet. Alternatively, an earlier Bill can be saved by renaming it, using the utilities provided in the word processor.
For further information regarding Tender Analysis see the section in Chapter 18 - Pricing.
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