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Set Up a Schedule of Values (SOV)

Updated over a month ago

This document demonstrates how to set up a Schedule of Values (SOV). If a job is configured to use Detailed Billing via the Job Contract Manager module, a SOV will need to be defined before any billing can occur.

  1. Go to Job Status > Jobs through the tree menu (Figure 1).

  2. Click the Open folder in the row of the appropriate job (Figure 1).

    Figure 1: Open Job

  3. In the job, go to the Commercial Options tab (Figure 2).

    Figure 2: Commercial Options Tab

  4. Under Commercial Options (Figure 3), select Billing and Change Mgmt as the option for the Job Contract Manager Options field.

  5. Set the appropriate option for the Type of job. Typically, STD-type is pre-defined, and is the usual choice (Figure 3).

  6. Set the Rate Type to the appropriate rate for the job. Typically, Standard Rates are pre-defined (Figure 3).

    Figure 3: Fill in Commercial Options Section

  7. Under Job Contract Manager in the same tab, select the fiscal period in which billings begin for Starting Billing Period (Figure 4).

  8. Then, click Save (Figure 4).

    Figure 4: Fill in Job Contract Manager Section, Click Save

  9. Next, navigate to the Select Job function. This can be done using the Menu Search (Figure 5) or by going to Job Contract Manager > Select Working Job through the tree menu.

    Figure 5: Menu Search for Select Job

  10. Click on the hyperlink of the job’s name (Figure 6).

    Figure 6: Click Hyperlink of Job’s Name

  11. When the hyperlink is clicked, there will be a new folder in the tree menu with the job number, 10035 for this example (Figure 7).

  12. Within the job number menu, go to (Job Number) > SOV > SOV Workbench (Figure 7).

    Figure 7: Navigate to SOV Workbench

  13. Make sure to click on the “SOV” before adding anything, or else this error will pop up (Figure 8).

    Figure 8: Error Pop-Up

  14. After clicking on “SOV,” click Add to add an SOV Section (Figure 9).

    Figure 9: Click SOV, then Click Add

  15. Enter a SOV Section Code and a Description. Then, click Save (Figure 10).

    Figure 10: Enter SOV Section Code and Description, then Click Save

  16. Repeat steps 14 and 15 as many times as required by the job contract, then click refresh. Figure 11 shows the extra items added for this example in the side menu under SOV.

    Figure 11: SOV Items in the SOV Workbench

  17. To add a row, click on a section of the SOV and click Add (Figure 12).

    Figure 12: Add a Row in a Section

  18. First, choose the Row Type from the drop-down. The options (as shown in Figure 13) are:

    • Quantity/Rate: enter a number of units and a price per unit

    • Lump Sum: simple Lump Sum dollar amount

    • Heading: a text row with no price, just a description

    • Cost Based: based on actual costs and the rate table

    • Calculated: a percentage of some other rows

    • Subtotal: a subtotal of other rows which doesn’t add to the total bill amount

    Figure 13: Adding a New Row

  19. Below (Figure 14), a header row and quantity row are shown.

    Figure 14: Header Row and Quantity Row

  20. If appropriate, in the Cost Based SOV section, add cost based lines for each category of costs (as shown in Figure 15). It’s not required to add a value for cost-based lines. If a value is entered on a cost based line, errors will occur if costs exceed that amount.

    Figure 15: Adding Cost Based Lines

  21. To make a subtotal line for the sum of all these rows, select them all, select “Create Subtotal Row” from the drop-down on the bottom taskbar, and click the arrow to Apply Action (as shown in Figure 16).

    Figure 16: Create a Subtotal Row

  22. Fill out the Description on the Create Subtotal Row page (Figure 17). All the other fields should pre-populate.

  23. Click Next (Figure 17).

    Figure 17: Fill in Description, then Click Next

  24. This row will be a subtotal of all the cost-based lines (as shown in Figure 18). This value does not add to the bill amount.

    Figure 18: Cost Based Lines Subtotal Row

  25. Now that the cost-based lines of the SOV are defined, navigate to the cost codes of the job and define what cost codes go into which lines on the SOV.

    This can be done by clicking the hyperlink of the job number at the top of the screen (as shown in Figure 19), and then selecting Cost Code Maintenance from the Options drop-down in the top, right corner of the next screen (as shown in Figure 20).

    Note: There may be other options under the Cost Code Maintenance if the job uses WBS codes.

    Figure 19: Click the Job Hyperlink

    Figure 20: Select Cost Code Maintenance under Options

  26. For each cost code, set what “Billing Item” each cost code feeds into on the SOV. For example, since Row ID #3 is Labor on this SOV (see Figure 19), Cost Code 10 “Field Labor” needs to be linked to Row ID #3. Click the Open folder in the row of the appropriate cost code (Figure 21).

    Figure 21: Open Appropriate Cost Code

  27. Click the Billing Item Lookup (Figure 22).

    Figure 22: Click the Billing Item Lookup

  28. Select the appropriate Row ID in the pop-up window that appears (Figure 23).

    Figure 23: Select the Appropriate Row ID

  29. Make sure the checkbox is checked for “Include in Cost-based Billing” (Figure 24).

    Figure 24: Check “Include in Cost-based Billing”

  30. Click Save in the bottom, right corner of the screen (Figure 25).

    Figure 25: Click Save

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