Overview

• You must purchase an interface called EstiLINK to perform imports into Maxwell Management Suite. The import is user customizable. Maxwell will supply a "general" file specification for the minimum requirements for an import file, for which this B2W Estimate export is compatible.

• This export uses the top-down approach. This means once an item or cost component has met the Job Cost ID coding requirements for exporting its costs, all codes "below" it are ignored.

Cost categories exported

The cost categories exported are the following (in this order):

• Labor

• Labor Burden (i.e., Fringe)

• Material

• Subcontracted

• Equipment

• Other

Record types

The export generates four possible records types:

Default Export Options

Before you can successfully export to Maxwell Management Suite, you must first configure some basic export settings in the Options dialog. This is part of the initial setup; once these settings are properly entered, you should not have to perform these steps again.

1. Launch B2W Estimate, and log in.

2. Click Options in the Administration section on the Home Page or on the ribbon bar in an open estimate.

3. In the Options dialog, click the Imports/Exports folder, then click the Export Settings page.

4. In the Select Export Format box, select Maxwell Management Suite.

   

5. In the Task Header Code Length field, select a value from the drop-down list.

   Note: Although this is a required field, it's used to generate the Task Header records, which are optional records. Selecting the zero value will, in effect, turn off these records.

6. In the Task Sub-Header Code Length field, select a value from the drop-down list.

   Notes:

   • Similar to the Task Header Code above, while this is a required field, it's used to generate the Task Sub-Header records, which are optional records. Selecting the zero value will, in effect, turn off these records.

   • If you do not have a Task Header Code value greater than zero, these records will not generate regardless of the value entered.

7. In the Task Detail Code Length field, select a value from the drop-down list.

   Note: If you are interested in more information regarding what values to enter in this and the next two fields, feel free to jump to this section before making your entries: How to code Job Cost IDs to generate Task Codes.

8. You may optionally enter a value in the Task Code for Indirect Cost field. Doing so will generate records for indirect costs at the estimate level. Please refer to Example 3 in the Examples section below.

   Leaving this field blank will allow you to generate indirect cost records at the item, component, and any level in between the two.

9. The Export B2W Estimate Bid Number as Contract Number setting allows you to specify whether or not you wish to export the value stored within your estimate's Bid Number field as the Maxwell Contract Number.

10. The Export Date Format setting allows you to select the date format to be used when exporting to Maxwell. Your choices are:

    • yyyyddmm

    • yyyymmdd

    • ddmmyyyy

    • mmddyyyy

Configuring an estimate for export to Maxwell Management Suite

1. Open the estimate that you wish to export to Maxwell Management Suite.

2. On the Estimate Detail tab, verify that your items and cost components have Job Cost ID fields coded to export Task Codes as follows:

How to code Job Cost IDs to generate Task Codes

Task Codes, which are entered in B2W Estimate's Job Cost ID field within items and cost components, are used to indicate which records are written and at which level.

At the most basic level, a single-part Task Code is used to specify where Task Detail records (which contain cost information) are exported. Your default export options settings will reflect zero values in both the Task Header Code Length and Task Sub-Header Code Length fields. You may refer to Example 1: Exporting costs using single part Task Code in the Job Cost ID field section below.

Two-part Task Codes can be used if the Task Header Code Length default export options setting has a value greater than zero and the Task Sub-Header Code Length is equal to zero. In this case, the first part of the Task Code is the Task Header Code, and the second part is the Task Detail Code. This can be specified using a combination job cost ID code, or it can be split up among a parent item or cost component and its children components. For example, an item could have a Task Header Code of "100", with two child tasks, one with a Task Detail Code of "2000" and the other with a Task Detail Code of "5000". In this case, a Task Header Record would be created for the Item, and a Task Detail Record would be created for each of the tasks. You may refer to Example 2: Exporting costs using two-part Task Code in the Job Cost ID field section below.

Finally, three-part Task Codes can be used, if both the Task Header Code Length and Task Sub-Header Code Length default export options settings have values greater than zero. This works similarly to the two-part Task Code described above, except a middle part is used for the Sub-Header Task Code. Again, this can be specified all at once with a three-part combination job cost ID code, or a mix of a two-part combination job cost ID code along with Task Detail Codes, or single-part codes split-up among parents and child components. You may refer to Example 3: Exporting costs using three-part Task Code in the Job Cost ID field section below.

The lengths specified for the three parts of the Task Codes in the default export options settings are used to either truncate the code if it's too long, or to left-pad it with spaces if it's too short. The combined length is nine characters or less.

Notes:

• As mentioned in the overview section on the "top-down" approach, once costs are exported, codes "below" are ignored. So if a Task Code is located at the item level, all costs will be exported at the item level, even if it contains tasks or crews that have their own Task Codes. If the item doesn't contain a Task Code, and neither do any of its child components, no costs are exported for the item, and a warning is generated.

• If you would like to review your assignment of Cost Distribution codes, you can run the B2W Estimate standard Job Cost report. This will allow you to see detail of all levels in the estimate, and show you where and what you have assigned in the Job Cost ID fields.

Examples of common coding scenarios

Below are some examples showing the three different methods available to code an item in an estimate. The screenshots were taken from B2W Estimate's default export options settings and the Job Cost report, a useful tool when analyzing estimate cost coding.

Example 1: Exporting costs using single part Task Code in the Job Cost ID field

• Note The "4" value is just a sample. You may enter a Task Detail Code Length value from 1 through 9.

  

• Coding at pay item level example

  In this example for "201.1 - Clearing and Grubbing", all child cost components will roll-up under Maxwell's Task Code #2800.

• Coding at component level example

  In this example for "202.42 - Removal of Existing Pipe Over 24" Diameter":

  • The Flagger labor costs will export to Task Code #2400.

  • The Excavation Crew's child costs will roll-up under Task Code #2550.

  • The Trucking costs will export to Task Code #1000.

  In this example for "202.7 - Removal of Guardrail":

  • The Backhoe costs will export to Task Code #3100.

  • The Operator costs will export to Task Code #3150.

  • The Six Wheel Dump will export to Task Code #3160.

  • The combined Flagger and Foreman costs will export to Task Code #3170.

  • The Laborer costs will export to Task Code #3180.

• Coding for indirect costs example

  The costs for "200 - Project Trailer" will export to Task Code #8050.

  The costs for "300 - Project Supervision" will export to:

  • #8060 for the Foreman costs, and

  • #8065 for the Travel Expenses.

  The costs for "400 - Porta Potty" will export to Task Code #8070.

  The costs for "600 - Small Tools" will not export without a Task Code. A warning will be issued.

Example 2: Exporting costs using two-part Task Code in the Job Cost ID field

• How to configure the default export options settings in this example

  Note The "3" and "4" values are just samples. You may enter a Task Header Code Length and Task Detail Code Length from each value list, as long as the combined length does not exceed 9 characters.

  

• Coding at pay item level example

  In this example for "201.1 - Clearing and Grubbing", a Task Header Code for #100 will export with a heading of "Clearing and Grubbing".

  All child cost components will roll-up under Maxwell's Task Code #1002800.

• Coding at component level example

  In this example for "202.42 - Removal of Existing Pipe Over 24" Diameter":

  • Task Header Code for #115 will export with a heading of "Removal of Existing Pipe Over 24" Diameter".

  • The Flagger labor costs will export to Task Code #1152400.

  • The Excavation Crew's child costs will roll-up under Task Code #1152550.

  • The Trucking costs will export to Task Code #1151000.

  In this example for "202.7 - Removal of Guardrail", the headings will be taken from each cost component's description. In addition:

  • The Backhoe costs will export to Task Header Code #200 and Task Code #2003100.

  • The Operator costs will export to Task Header Code #300 and Task Code #3003150.

  • The Six Wheel Dump will export to Task Header Code #200 and Task Code #2003160.

  • The combined Flagger and Foreman costs will export to Task Header Code #300 and Task Code #3003170.

  • The Laborer costs will export to Task Header Code #300 and Task Code #3003180.

• Coding for indirect costs example

  The costs for "200 - Project Trailer" will export to Task Header Code #900, Task Code #9008050, and will reflect its own item description in the heading.

  The costs for "300 - Project Supervision" will export to Task Header Code #910 with a description of Project Supervision. In addition, the Task Code will derive as follows:

  • #9108060 for the Foreman costs, and

  • #9108065 for the Travel Expenses.

  The costs for "400 - Porta Potty" will export to Task Header Code #915, Task Code #8070, and will take its description from the item's description.

  The costs for "600 - Small Tools" will not export without a Task Code. A warning will be issued.

Example 3: Exporting costs using three-part Task Code in the Job Cost ID field

• How to configure the default export options settings in this example

  Notes

  • The "3", "2", and "4" values are just sample lengths. You may enter a Task Header Code Length, Task Sub-Header Code Length, and Task Detail Code Length from each value list, as long as the combined length does not exceed 9 characters.

  • The "900" in Task Code for Indirect Cost is also just a sample code. Entering a value here will roll all indirect costs into this Task Code as a single record for the entire estimate. This could have been done in the previous two examples as well.

  

• Coding at pay item level example

  In this example for "201.1 - Clearing and Grubbing", a Task Header Code for #100, Task Sub-Header Code #10010, and Task Code #100102800 all will export with a description of "Clearing and Grubbing" taken from the item.

  All child cost components will roll-up under Maxwell's Task Code #100102800.

• Coding at component level example

  In this example for "202.42 - Removal of Existing Pipe Over 24" Diameter":

  • Task Header Code #115 at the item level will export with its description taken from the item.

  • The Flagger labor costs will export to Task Sub-Header Code #11511, Task Code #115112400, both with a description taken from the labor component.

  • The Excavation Crew's child costs will roll-up under Task Sub-Header Code #11512 and Task Code #115122550, both with descriptions taken from its crew level.

  • The Trucking costs will export to Task Sub-Header Code #11520 and Task Code #115201000, both with descriptions taken from the components.

  In this example for "202.7 - Removal of Guardrail":

  • Task Header Code #550 at the item level will export with its description taken from the item.

  • There will be a Task Sub-Header Code #55050 for the Guardrail Removal Crew along with its description.

  • The Backhoe costs will export to Task Code #550503100 using its own description.

  • The Operator costs will export to Task Code #550503150 using its own description.

  • The Six Wheel Dump costs will export to Task Code #550503160 using its own description.

  • The Foreman costs will export to Task Code #5505033170 using its own description.

  • The Flagger costs will export to Task Code #550503170 using its own description.

  • The Laborer costs will export to Task Code #550503180 using its own description.

  • The Dump Fees will export to Task Sub-Header Code #55087 and Task Code #550876000 using its own description for both records.

• Coding for indirect costs

  According to the default export options settings, indirect costs will export as a single detail cost record to Task Code #900.

Creating the export file

1. Open the estimate that you wish to export to Maxwell Management Suite.

2. Click the Tools menu, point to Import/Export, and then select Export Estimate Detail.

3. The Export Estimate Detail wizard appears. Click Next.

4. On the Select Export Format page, verify that Maxwell Management Suite is the selected export format, and then click Next.

5. On the Enter File Name page, click Browse, and navigate to the folder where you wish the export file to be created. The default filename will be the job title of your estimate, with a ".txt" extension.

6. Click Save, then click Next, and then click Finish.

   The export program will start and export the estimate information.

7. Once the export program finishes, a dialog may appear to show you any warnings about missing codes. This does not mean the export failed. Review this information, and then click Close.