Budgeting and Planning
Visualorc is specific software for preparing product-oriented budgets, using database technology.
Its functionality is based on the simultaneous use of two databases, the one corresponding to the general database of the company, called "Database" and the database corresponding to the work budget, called "Budget".
The “Database” contains the basic information used in the composition of prices, accessed by all users, but only modified by the System Administrator.
The "Budget" corresponds to the specific database of the work budget and contains, in addition to all data relating to activities and resources, the sales list to be presented to the customer. All changes made to the work budget affect only the budget data and therefore do not change any information in the Database.
HOW TO BEGIN
Select a database that will help you to prepare your budget. The selection is made only at the 1st start of the program. If you want to select another database later, go to Files / Database / Open and select another database.
Then, open a budget (Files / Open Work).
Open the Unit Price List window (Budget / Unit Price List)
Note: On first use, visualorc automatically opens the “Example” budget and the “Basis of Data - Example” database.
Edit and modify the compound prices of the items by double-clicking with the left mouse button on an item. Insert new activities and resources in the article you edited. Toggle between entering budget / database activities / resources.
Enter direct prices. Click on the 'direct price view' button and enter direct prices in the yellow column, reporting them to a type of direct price. If you want you can create new types of direct prices (Budget / Direct Prices).
Insert margins. Click on the 'margin view' button, select one or more articles and enter the margin to apply to each article. If you want to select all articles, click on the 'margin' heading and enter the margin to apply to all articles.
Review and optimize the budget using the budget information boards:
Activities (Budgets / Activities)
Resources (Budgets / Resources), which includes materials, labor, workers, subcontractors and equipment.
Direct Prices (Quotes / Direct Prices)
Review the budget summary (Budgets / Budget Summary). The creation of chapters is controlled by the chapter levels in the unit price list, using the 'increase and decrease chapter level' buttons.
Consult the budget properties (Budgets / Properties), where the values referring to the resources and margins of the budget are indicated
Finally, print the budget (Files / Print) or by clicking the Print button, choosing the type of printing you want. Before printing, the print preview will be displayed.
The budget structure is as follows:
Unit Price List
The unit price list consists of a set of items and represents the final sales list to be presented to the customer.
Each article can be composed of activities and resources, built in the Budget or imported from the Database. It may also consist of a direct price.
Activities are composed of other activities and resources. They can be built on Budget or imported from a Database.
Simple resources are divided into 5 types: materials, labor, tasks, subcontractors and equipment. Can be built in the Budget or imported from a Database (indirectly by importing activities)
Direct prices are the prices entered directly by the user in the Budget, without composition using resources.
The groups table has the purpose of organizing the data (activities and resources) and is imported from the Database.
The structure of the Database is as follows:
Activities are composed of several resources or other activities and resources. There is no limit to the number of activities or resources that can be inserted into activities or price list items.
Simple resources are divided into 5 types: materials, labor, tasks, subcontractors and equipment.
The group table aims to organize the data of activities and resources. This table is created automatically as soon as the Budget is created, importing the groups defined in the Database.
Q: How can I copy a text or the composition of a price between articles or between activities?
A: The system uses Windows copy / paste mode. For example, to copy the composition of the cost of an item, place the cursor on the price of the source item, do Ctrl + C, place the cursor on the destination item and do Ctrl + V.
Q: Does the program have no option to save the budget or the database?
A: No, since it is a system that uses Databases technology, where the files are virtual, that is, the reading and writing of the records is done directly on the computer's disk
Q: Is it possible to work with more than one database?
A: Yes. Go to Files-Databases-New / Open and create or open another database. However, it is advisable to use this system only in very different work areas, for example, in a company that performs water and sewage installations and electrical installations. In any case, a good structuring of the Groups of this database is essential for the good organization of activities and resources.
Q: What are direct prices?
A: Direct prices are the prices entered directly by the user in the budget (without composition using resources) and referring to a type of direct price. Direct prices are normally used to introduce unit prices for subcontractors that have a large number of unit prices, for example, in electrical installations or aluminum. It is possible to simultaneously introduce a direct price and a cost composed of activities or resources in the same item in the sales list.
Q: How to insert margins in several articles at the same time?
A: Go to the “margin view”. Use the mouse to select the articles in question and enter the new margin. If you want this margin to affect all articles, you will have to select them all by clicking on the column header 'margin'.
You can also enter margins by chapter or differential margins by type of resources.
Q: How to change the existing data in the Database?
A: The modification of the database you are working on is done directly. However, you must register as a system administrator. To do this, go to (Databases / Tools / Security) and change from normal user to system administrator. If you wish, you can create a password to prevent changes to your Database by other users. As long as that password is not created, the password is the number '0', visible to all users.