2.3. Edit bill tab<br>

## 2.3. Edit bill tab

The “Edit bill” tab is used for creating bill of materials or for editing and appending existing bills. It consists of two windows:

The left window displays a tree of products sorted in catalogue groups from which products may be taken to the bill of materials. By default the tree includes only the catalogue groups selected in the “General data” tab in the “Manufacturers/Suppliers” sub-tab.

The table with the bill of materials is displayed in the main window of the tab. Three types of fields may appear in this window: light grey background indicates items imported from calculation files, dark grey background indicates items that were entered “manually” by the user. None of the grey fields may be edited (some of them may be expanded by means of buttons located beside the fields). White fields fully editable. Descriptions and values may be entered directly from the keyboard or, if possible, selected from a list.

The bill of materials window includes the following columns:

- # – item number in the bill of materials

- Quantity from file – quantity of the product taken from calculation files generated by InstalSystem package software. Upon importing items into the bill, the products of each manufacturer/supplier are grouped on separate tabs; additionally user products are grouped on a separate tab.

- Quantity – actual quantity of a product. Upon importing items into the bill, the value from the “Quantity from file” column is automatically copied here. You can change the quantity of any given product – such change is automatically introduced into the bill. In such case the values in both product quantity fields are displayed in red. You can restore the product quantities so that they correspond to the quantities in imported calculation files ( button in the lower part of window). Then, the quantities specified by the user are replaced by quantities from the calculation files.

- Name / Size / Variant / Catalogue code – parameters that characterize the product in detail and unambiguously. Name – exact name of the product as used in the catalogue. Size – additional information on the product (e.g. diameter or description). Variant – some products are available in several designs (variants). You can select the variant. Then (Ctrl+Enter) button appears to the right of the field with which you can open the “Edit variants” window. In this window the name of the product, the catalogue from which the product was taken, the quantity imported from the calculation file and the total quantity of the product are displayed. You can assign appropriate quantities of the product to individual variants. If the total quantity is not equal to the initial quantity, then a warning and a red exclamation mark appear on the bottom of the window (apart from that, the product quantity values in the main window are displayed in red). Catalogue code – code assigned by the manufacturer/supplier to identify the product.

- Price – net price of the product. By default the price from the price source selected previously is displayed. You can enter your own price, confirming it by pressing the Enter key. Then “User price” caption appears in the “Price source” field and the price is automatically appended to the User’s price list. On saving or exiting the program, you will be prompted to save the changed prices in the User catalogue. When specifying the price “manually”, you can select the currency in which it is to be expressed ( button to the right of the field). If the price is entered with a three-letter name of a new currency, you will be prompted to specify the conversion factor of the new currency in relation to the basic currency, and the new currency will be automatically entered into the list of currencies in the “General data” tab on the “Currencies” sub-tab. Price summaries for individual groups are always displayed in the basic currency.

- Price source – price catalogue from which the price of the product is derived. By default the value displayed here is the one defined as the default price source in the “General data” tab on the “Manufacturers/Suppliers” sub-tab. You can select from among all available price lists (using the button to the right of the field), the one with the price that suits you best (the list also includes the user’s price list, if such was created and includes the price for the given product). You can also restore the default price source setting (defined for the product group in “General data”).

- Discount/dis. group – discount in per cents or name of discount group. By default the value and the name of the default group specified in the “General data” tab on the “Discount groups” sub-tab is displayed here. You can specify the discount rate (in %) by entering the value and pressing the Enter key or you can select a discount group from the list available. You can also delete the discount assigned previously to the product.

- Net value – net value of the product with discount, if any (quantity x price x discount).

- VAT % – VAT tax rate. By default the value displayed is consistent with selection made on the “General data” tab, (i.e. in accordance with the price list indicated for the product or with the value specified globally by the user). If you select the user’s price list, you can specify the VAT rate. You can enter any value between 0 and 100 % or specify that the product is exempt from VAT by deleting the value and pressing the Enter key (letter ZW appears in the field).

- Gross value – gross value of the product. The net price is augmented by VAT.

You can add products to the bill of materials window by importing new calculation files from InstalSystem package software on the “General data” tab or from the products tree in the left-hand window either by double clicking the product on the tree or by dragging it from there and dropping it into the right-hand window. In each case one basic unit of the selected product is added. To change the quantity of the item, enter the required value into the “Quantity” column. The order in which the products are added is always accordant with the sequence of products in the tree.

You can add several products at a time by marking the items on the same level in the tree with the Shift key depressed and dragging them to the window with the bill of materials table.

! If you enter a product into the bill manually, and later the same product is imported from a calculation file, the quantities of that product (imported and entered manually) will not be totalled. The quantity adopted is the one specified by the user. Of course, the quantity from the calculation file can be adopted, but then the quantity specified by the user will be deleted.

You can also add user-defined products to the bill of materials. At the top of the products tree there is a “(User Product)”, which you can add to the bill by double clicking it or by dragging it from the left-hand window to the right-hand window. A new product is automatically entered into the tab for user products (this tab is created when the first user component is entered or when components are imported and cannot be located in available material catalogues). There you can edit product data.

You can fill in the white fields: product quantity, name and size or additional description for identifying the item (without catalogue code), price, discount rate or discount group (if necessary), VAT. The grey fields “Quantity from file” and “Price source” cannot be edited, whereas the “Net value” and “Gross value” fields are for information only. A summary of the entire group in basic currency is displayed under the table.

Buttons in the lower part of the window have additional options assigned to them:

– find and mark the item with specified catalogue code in the tree and the bill. Enter the code or its starting digits and the item with the corresponding code will be highlighted. If no such item is found, a “Matching items not found” message is displayed.

– delete a product or its variant from the bill. To delete a product, mark it first, then click on the waste-bin button or press the Ctrl+Delete key combination. Alternatively, you can press the right mouse button and select “Delete” from the menu.

! To mark a single item, click on it with the left mouse button or move to it using the cursor up and down keys. The item will have its “Name / Size / Variant / Catalogue code” field highlighted in green.

! To mark more than one item, press and hold the Ctrl key and click on the required items. Items that are next to each other can alternatively be selected by pressing the Ctrl key and using the cursor up and down keys. Lines of the marked items are highlighted in green.

! To mark all items in the bill, press the Crtl+A key combination. To unmark items double click anywhere within the bill.

– find in the products tree product marked in the bill. Mark a product in the bill of materials and click on the button or press the Ctrl+F key combination. The product is then located in the tree and highlighted. . Alternatively, you can click on the product with the right mouse button and select “Find product in tree” from the menu.

– copy product quantities from calculation file. If after importing files, the quantities of products were changed in the bill, and then by clicking this button you can restore them. You will be prompted to confirm the change and the message “Product quantities copied from data quantities from calculation files. All products are now in “default variant” is displayed.

– copy prices from price catalogue. If prices of products have been changed, or if a previously saved file, for which new price catalogues exist, has been opened, you can use this button to assign prices from catalogue to all products found. You will be prompted to confirm the change and a message will be displayed informing for how many products prices have been found in available catalogues, and for how many products prices have not been found.

– toggles between views: quantities in basic units - quantities in delivery units. The bill of materials may be displayed in one of two ways. By default the material quantities are expressed in basic units. BU – is the smallest quantity of product used in the process of design (e.g. 1 valve, 1 metre of pipe), DU - is the quantity of product offered by the manufacturer/supplier (e.g. box of 10 pieces, 10-metres coil of pipe). The delivery unit is usually a multiple of the basic unit.

! When DU display is set, none of the fields may be edited and no changes can be made. You can add a product to the order (double clicking the product in the tree), its quantity, however, will be expressed in basic units and the display will be automatically set to BU and the message “Quantities currently specified in basic units”.

– add up identical products derived from different groups to one common group. Enables totalling identical products of the same size (e.g. diameter) derived from various groups in the bill of materials and placing them in one common group. The additional group appears at the end of the bill with highlighted caption “Product group after adding up”. If the products added up include variants, then these variants are also added up; each variant, however, is treated separately. If an item is moved to a new group, it is not deleted in its previous location and a “Product has been moved” caption is displayed in the “Quantity” column. Fields associated with that item cannot be edited. Deleting moved products is not possible – first they have to be ungrouped. After adding up the products, default prices are adopted for these items. If during the time the products are grouped their quantities are changed (the user enters new quantity), then when groups are separated a message is displayed – “Product quantities may not match after this operation” – and the quantity that was valid before adding is restored.

– enable change of tab sequence. When there are a number of tabs with bills of materials of various manufacturers/suppliers, their order in the window may be changed. This order is then reflected in the printout. Upon clicking on this button, a “Tab sequence” window is opened where the order of the tabs displayed can be changed by means of arrows.

– refresh bill editing screen.

– display list of components with no prices. When you click this button, a new window is opened displaying list of components for which prices have not been found in catalogues. By double clicking a product in this list enables editing the list.

Total net and gross values (in basic currency) of all items (of all groups and tabs) are displayed in the lower right corner of the window.