To organize material, labor, equipment, subcontractor, vendor, and other costs, the UDA Items Database is divided into four levels.
Costbook is the highest level in the Items Database and represents a large grouping of categories, subcategories, and items. The UDA Items Database comes pre-loaded with the Craftsman costbook for Residential and Commercial Construction, and you can also create your own custom costbooks. The Craftsman Costbook for Commercial Construction is available in Pro versions and above.
Categories and Subcategories provide the hierarchical structure within the costbook, and mainly serve organizational functions.
Items are individual elements in the database that can be inserted into an estimate. To have a cost associated with it, an item must have at least one quote.
Quotes contain specific information such as Name, Description, Unit, Classification, Vendor, Issue Date, Expiration Date, Cost, and Notes. You can have multiple quotes for each item and even multiple quotes for an item from the same vendor.
Within the Items Database, you will notice multiple panes that contain and control different aspects of the database.
Search: Enables you to locate an item by typing keywords. This function searches names and descriptions of items in the database.
Contact: Enables you to select a contact to view items associated with that vendor.
Costbook: Enables you to switch between pre-loaded costbooks and custom cookbooks.
Multiplier: Enables you to adjust the pre-loaded national average costs according to your company's zip code.
Categories: Lists the categories and subcategories for the selected costbook. You can add, edit, and delete custom category and subcategory names from here.
Items Preview Pane: Contains an expandable/collapsible list of items and quotes. You can insert, enqueue, and edit quotes from this pane.
Normal/Advanced button (only visible when the Items Database is opened from an estimate): Switches between Normal mode (inserting one item at a time) and Advanced mode (using a queue system) to build your estimate with the Items Database.
Queue (Advanced mode - only visible when the Items Database is opened from an estimate): Keeps an active list of items waiting to be inserted into the estimate.