About the Create Unique Phase Using Item or Sequential Number Option

You can have the system create unique phases by appending the contract item or a sequential number to end of each phase.

In Vista, a phase can only appear once on a project. However, it is very common in estimating for phases to be assigned to multiple items on a job, each occurrence of the phase being assigned to a different contract item.

The Create Unique Phase Using Item or Sequential # as Last Part Phase check box in PM Import Estimates Template allows you to have the upload create unique phases by attaching either a sequential number or a contract item to the end of the phase. By doing this, duplicate phases become unique phases, each assigned to their previously assigned contract item. This ensures that quantities, hours, and costs for any phases used on multiple items remain specific to each item (and therefore contract item). It is important to note that this feature will only work if the last part of the phase code is 3 characters, and it is blank.

When using this option, you must specify when this feature will be used:

  • D - Duplicates Only. With this option, unique phases will only be created for duplicate phases; in other words, for phases that are assigned to multiple contract items on a contract. For example:

Import Item

Import Phase

Import Contract Item

PM Phase

PM Contract Item

7

02220-10-

7

02220-10- 7

7

10

02220-10-

10

02220-10- 10

10

  • A – Always. If you select this option, the import process will create a unique phase for every phase in the text file, regardless of whether it is a duplicate phase. For example:

Import Item

Import Phase

Import Contract Item

PM Phase

PM Contract Item

7

02220-10-

7

02220-10- 7

7

10

02220-10-

10

02220-10- 10

10

15

03110-20-

15

03110-20- 15

15

Note: If a phase exists multiple times in the text file and all occurrences have the same item and cost type, the import will roll all cost detail into the first occurrence of the phase and assign the last part of phase based on the item/bid number or a sequence number. All remaining occurrences of the phase will be removed.

  • N – Never. Use this option if unique phases will never be generated for phases in the text file, even if there are duplicate phases on a contract. If duplicate phases exist, then their costs will be rolled into one contract item, using the contract item of the first occurrence of the phase. For example:

Import Item

Import Phase

Import Contract Item

PM Phase

PM Contract Item

7

02220-10-

7

02220-10-

7

10

02220-10-

10

**

**

15

03110-20-

15

03110-20-

15

** All quantities, hours, and costs for this item were rolled into Contract Item 7.

  • S – Only Phase with Sub Cost Types. If using this option, the import will create a unique phase for only those phases in the text file with a cost type matching either of the two cost types defined for subcontracts in PM Company Parameters.

Import Item

Import Phase

CT

Import Contract Item

PM Phase

PM Contract Item

7

02220-10-

1 (Lab)

7

02220-10-

7

10

02220-10-

3 (Sub)

10

02220-10- 10

10

15

03110-20-

2 (Matl)

15

03110-20-

15

Note: When creating unique phases, the system will first try to attach the assigned contract item. If the contract item is too big, then a sequential number is applied instead.