In this article
- Ordering fixed costs
- How to order fixed costs
- The fixed costs bill page
- The draft orders page
- The confirm order details page
- Want to know more?
Ordering fixed costs
Ordering fixed costs in Chalkstring is similar to placing an order on a website, using an online shopping basket. The only difference is, the orders created in Chalkstring can be placed with multiple suppliers or contractors simultaneously. As Chalkstring allows files to be exported, suppliers and contractors do not need to proactively engage with Chalkstring if they choose not to. Exported documents can be updated by suppliers or contractors and imported back into Chalkstring.
Fixed costs within Chalkstring are anything that are required to be costed into the projects and charged for by clients, but which are not directly related to measured works or do not naturally form part of bills of quantities.
These will primarily be items found in preliminaries sections of project contracts, such as management & supervision, plant and waste disposal allowances, accommodation and welfare facilities, statutory and utilities allowances, etc.
The ordering system is fully integrated with the supplier and contractor database and the accounts section of Chalkstring. This streamlines the entire process and reduces the risk of human error at any point in the process.
How to order fixed costs
- Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
- Search for and click the 'Project' required.
- Within the project homepage, click ‘Project hub’ sub menu.
- Expand the main Chalkstring blue menu bar and click ‘Fixed Costs’.
- Click on the ‘Fixed Costs Bill’ sub menu.
- Using the ‘Package’ drop down, click on the package to be ordered from.
The fixed costs bill page
A. Filters
B. '+' button
C. Adding order quantities
The draft orders page
1. After entering the details of each fixed cost required, click on the ‘Draft Orders’ sub menu.
2. All the fixed costs added from the ‘Fixed Costs Bill’ interface will display as separate draft orders for each supplier or contractor.
Fixed costs from the fixed costs bill will continue to be added to orders whilst they remain in the draft format status.
3. To confirm an order, click on it.
When in draft format status, the order is allocated a unique order number. The status and summary of the order will display at the top of the page.
4. To update or edit an order, click the edit button in the top right corner.
5. Check the figures and click ‘Save Order’.
6. To commit to placing the order, click ‘Confirm Order’ in the top right corner.
The confirm order details page
• Enter the delivery address.
• Select the site contact and telephone number by clicking the relevant drop-down boxes.
• Select site and telephone numbers by clicking the relevant drop-down boxes if the delivery is required to be sent to a specific contact on site.
2. Once happy all the details are correct, click ‘Confirm Order’
3. The order status will switch from ‘draft’ to ‘held’. This will lock the order.
4. Click ‘Download order’ to generate a spreadsheet containing the order details.
5. Email this spreadsheet to your supplier or contractor.
6. To confirm the order has been downloaded and sent to the supplier or contractor by email, click the ‘Mark as sent’ button.
The status of the order will update to ‘Sent’. The buttons in the top right corner will update to include ‘Raise New Invoice. A new table will also become available at the bottom of the order page. This is used to track the invoices.
See KBA ‘How to add an invoice to an order’ for further details.
7. An order can be deleted by clicking the ‘Delete Order’ button.
Ensure the information has been communicated to your supplier that there is no longer a requirement and they have accepted the cancellation before deleting an order.
Orders will move to the ‘Open Orders’ section. They will remain open until they are invoiced in full. After which they will move to the ‘Completed Order’ sub menu and be stored there for future reference and archive purposes.