Details and Approvals Tab

The Details and Approvals tab enables users to view contract details, make estimates on the contract, and approve the cost. The tab consists of a grid that displays the detail information, and a grid that indicates the names of those required to approve the work.

The Details grid stores a list of Contract Details, which are automatically added to this grid when the user enters the Contract ID and saves the record. Estimators use the grid to enter the quantity they estimate is necessary.

Note: Users may enter Detail records manually; however, these records must exist on the Contract record first.

A sample of the Details grid appears below. Sort records in a grid by clicking on the headings. An up or down arrow (highlighted in orange below) indicates whether data appear in ascending or descending order.

Right-click in the grid and select Add Record. The following pop-up appears:
Enter the Item Number. Click on the field name or press F9 within the field for a list of contract details.
Note: Contract details can only be added to the Estimate record once.
All of the information from the Contract Detail is copied into the Estimate record's Details grid.
Save and close the record.

Right-click on a record and select Edit Record. The following pop-up appears:
In the Quantity field, estimate how much work needs to be done for that detail.
The Total Price is calculated as: Unit Price x Quantity.
Save and close the record.
Note: The user does not need to provide a Quantity for every Detail record because the estimate might not be utilize every part of the contract.

The Approval grid lists users that must approve the work before it can begin. These might be department directors, members of financial departments, etc. All approvers MUST approve the work before the system will create a purchase order for it.

A sample of the Approval grid appears below. Sort records in a grid by clicking on the headings. An up or down arrow (highlighted in orange below) indicates whether data appear in ascending or descending order.

Right-click in the grid and select Add Record. The following pop-up appears:
Enter the Approver. Click on the field name or press F9 within the field for a list of Employees.
Note: Each employee can only be used once on an approval.
Save and close the record.

Right-click in the grid and select Load Approval List. The following pop-up appears listing other checklists from this module.
Click on the desired list and click Select. The list is then loaded into the grid.
Note: Checklist templates are created in the Estimate Approval Library module.

Note: To insure that approvals are valid, only the employee listed as the approver can edit his or her approval record. Thus, any employee listed as an approver must have his or her Login ID included on the General Tab of the related Employee record.

Double-click on your record in the grid. The following pop-up will appear:
Click at the top of the pop-up to edit the record.
Check the Approved box.
Complete other fields as desired.
Save and close the record.