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How do I build and organise my list of items, then use it in projects?

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What you will do

You build your company's list of items once: excavation, concrete, plastering and what branches from them. Then you pick from it whenever you add an item to any project. The list holds only item names, their units and their order. Quantities, the customer price and the contractor cost are entered in each project separately.

Before you start

  • Prices are not here. To price an item in a project, open the project and add the item to it (see "How do I add an item to a project and set the customer price and contractor cost?").
  • Build sections from the top. A Main item is a large section, a Sub item sits under it, and a Sub Sub item under the sub item. So add the main item first, then what goes under it.
  • Give every item a unit. If the unit is not in the list, you can add it from inside the drawer.

Steps

Opening Construction Items, then All Construction Items and Add Construction Item: a Main item Waterproofing in m² and Save & add another, then a Sub item Roof insulation with Parent Item Waterproofing and Save Data; both appear in the list
  1. Open Construction Items in the sidebar, then All Construction Items.
  2. Click Add Construction Item. A drawer opens beside the list.
  3. Enter the Construction Item Name, and a Description if you like.
  4. Choose the Unit. If it is missing, choose Add New Unit at the end of the list.
  5. Choose the Item Type: Main, Sub or Sub Sub.
    • For a Sub item, choose the Parent Item.
    • For a Sub Sub item, choose the Main Parent Item, then the Sub Parent Item. Choose both; without the Sub Parent Item the item is not saved.
  6. Choose the Execution type: Execution (contractor) or Supply (supplier). This is a starting value shown when you add the item to a project, and you can change it there.
  7. Click Save Data. Or Save & add another to enter the next item without closing the drawer.

What changes after you save

  • A success message appears, and the item appears in All Construction Items.
  • The item becomes available to pick in any project.
  • The item is not added to a project by itself. You add it to a project from the Construction Items tab in that project.

Editing and deleting an item

  • Editing: click edit in the Actions column, change what you need, then save. The new name appears immediately in every project that uses the item, so check the change before saving.
  • Deleting: tick one item or more, then click Delete selected and confirm. The item leaves the list, so it cannot be picked in a new project. But it stays in the projects that use it, with their quantities and prices. Its sub items are not deleted with it.

Importing items from Excel

Import from Excel with a file of three items: the preview opens, lm is chosen for the unit marked in red, then Approve & create items shows Created 3 item(s) successfully and the three items appear in the list as Main Category

If your items are in an Excel file, you do not need to type them one by one.

  1. Prepare the file: the first row is headings, then one item per row. Column A is the name, B the description and C the unit.
  2. In All Construction Items, click Import from Excel and choose the file.
  3. A preview appears. Untick Include for any item you do not want, and edit the name or unit if needed.
  4. An item whose unit the system does not recognise, or whose unit cell is empty, is marked in red. Choose a unit for it from the list, or untick Include for it. No item is created without a unit.
  5. Click Approve & create items. A message shows how many were created.

Every imported item is Main with Execution (contractor). To place it under another item, edit it after importing.

Searching and filtering

  • Type in Search by construction item name....
  • Filter the list by item type, or by choosing a parent item. The Reset icon clears the filters.
  • In the Category column a main item shows as "Main Category", and a sub item as "Sub Category". The Parent Category column is the same as the Parent Item in the drawer.

Permission you need

The account owner sees everything. An employee needs, in their level under "Construction Items":

  • View Construction Items: to see All Construction Items.
  • Add Construction Items: to see Add Construction Item and Import from Excel.
  • Edit Construction Items: to see edit.
  • Delete Construction Items: to see Delete selected.

If you can't find the button

  • You don't see Construction Items in the sidebar: your level has neither View Construction Items nor Add Construction Items.
  • You added the item and can't find it in a project: the list does not add items to projects. Open the project and add the item from the Construction Items tab in it.
  • The message "Please select a sub parent item" appeared: you chose Sub Sub and the Main Parent Item only. Choose the Sub Parent Item that appears under it, then save.
  • You deleted an item and it is still in a project: this is intended. Deleting stops it being picked again, and does not touch a project that uses it.

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