Prime Costs and Provisional Sums.


For a detailed explanation of PC and PS items, see here: https://www.mbawa.com/prime-costs-and-provisional-sums/


The component of the overall PC/PS feature, as well as where in Buildxact these PC/PS features can be seen is in the image below. Each of these will be explained in detail through this FAQ.


Adding PC/PS items

Click into the "Costings'' section of your estimate and against the line item click the "P" button to the right to indicate it is a PC or PS item. One click for a ''PC'' 2 clicks for a ''PS''

Showing your PC/PS items in your quote

PC or PS items will automatically populate in the quote form to advise the client. PC and PS items each have a separate table. The costs shown to the client include tax and exclude markup.


Tracking PC/PS items

You can track your PC/PS items through a report, this is found under the cog in the top right of the job>costings screen.



Charging/Refunding for PC/PS items through a variation

Once you are ready to charge the client for an over-spend or credit them for an under-spend click into the job> costing screen. Select the relevant item/s (you can choose more than one at a time) using the tickbox on the left, then scroll to the bottom of the page and select the blue "+ Variation X item(s)" button.

Note: This will be easier to manage if you wait until all costs are finalised for the item/s involved before sending them to a variation



Variations will work differently depending on if you've spent any money on the item(s) or not. That will be based solely on the "Actual" figure. The "Actual" figure can be the result of a "Received" purchase order, a "Completed" work order or manually added. 


See below for the two ways your variation will behave based on the money spent:



  1. Items that have no ACTUAL costs against them


When sent to a variation this will offer a refund of the full amount.





2. Items that do have an ACTUAL cost against them 


When sent to a variation this will offer a refund for or charge for the amount outstanding.




Accepting the variations works as per normal, just remember the "Actuals" category if adding new items.


The variation must be marked as "Accepted" to finalise it and add it to the ''costings'' screen of the job, and three things will happen:

  1. The variation will go to the invoicing screen. Here you will invoice for the positive amount, or credit for the negative amount.
  2. The original PC/PS items will be marked as having a related variation

  3. New lines will be added back into the costing screen to adjust your budget as a result of the variation.

Questions

Contact Buildxact support on 1800 965 597