 Opening Progress Estimate

 Modifying Project Data Accounting Information Zero Estimate Entering Paynotes & Posting to Payment Adding CM Quantity to an Existing Item Adjusting Probables Adding a New CM Item Adding MOH an Item Adding a Retent Item Adding an Incentive Item and Paying It Running Reports Processing an Estimate Quick Key

You will receive a 

zip drive from the Final Review Office. 
Open the zip file 

and drag and drop it into C:\MyFiles\PE
Also 

C:\MshoushorProgIf yoMovto yotask MenacceOpeEstim
Once i

on “Op“Admi
Mak

the Dand Dire“C:\and chec“OK
• Put in your c

number. 

• (Yes there a

the only planumber wilother contryour contradashes (coretc.) 

• Then click o

database for 

All project in

stored under Project data”you will verifmodify proje
Once you click on “Modify 

Data” a window will open. will be 4 tabs with in the wThe “Project” tab contains information. Go through thinformation to verify that icorrect. 
The 

Estimcontinforthe c
When you receive the file from Final Review for 

the first time, it will be the Zero estimate. This estimate is very important. This estimate will show all of the items that were awarded on the contract and the decimal places to pay to. 
AFTER PRIN

Estimate... (section)• Change “

“Initial” f#001 

• Change E

from “0” 

• Enter the 

(the first daperiod start

• Enter the 

last day of yperiod)
Just like this

Estimate 00rest will be estimate (yo“Initial” to “You will chahighlighted estimate.Then click o“Close”.
Under the “

verify that thinformation No banking should be abanking infSAM. 

In the “Acco

will find the numbers. • The “Cod

nicknameused to incertain pto go to thaccount. 

• The “Lim

how mucassigned account.

• The “Cha

will allow automaticthe next aorder oncone is ex

• You will a

account aa new acis added 
If you are ha

accounting FR know. Wit. Also, FR may accounting “old” money 

Click on “Repor
• Select “Progr

• Print either FH

Contractor’s c

• Give a copy 

“Contractor’probables)” contractor

• Select “Curre

and make sur

• Select “All” fo

range

• Select “To Pri
If you already cr

estimate, you caZero estimate. • Follow all of th

as the previouEXCEPT selecestimate” and select “To Scrand then “To it. 
The Contrac

look like this• You can se

NO proba

• You can al

decimal p
FHWA’s Copy will look like 

this... • You CAN see the probables. • You can also see the decimal

place to PAY to. 

• DO NOT GIVE THIS TO THE 

CONTRACTOR.

Click on “M

Production D
A new wind

Select the itwant to entefor. 
For this exam

use a paynoAssuming thpaved and spaynote wilback up docpaving. We agreed. We are payi
You will se

the asphalt enter:• Date of w• Days of • Quantity • In the no

pertinen
NOTE: You 

paynote. HoONLY enter
To actually pay for 

select ALL the paynthe estimate. THIS SHOULD BE END OF THE PROPAYMENT PERIO

Select all of the paynotes that you are paying for that progress payment and then “Post to Estimate...”.
You will have thi

up and ask whicuse to pay for thIf you want to usjust press ok. If another accountAccount Code uCode.” 
Once the payno

“Est#” and “AccYou can no longpaynote informa
You are now at the en

and you have 4 more • The first 3 paynote

account 1 

• The 4th paynote ge

account 3 because 
• Select the fir

• Click on “Pos• The window 

you can entecode “1” or j
• Select the 4th 

• Click on “Pos• The window 

you must entaccount code 
You can now se

estimate the paon and what accpaynote was pa

Via CM, 80 t

added to the asphalt item80 tons click Item/Quant
A new window will open. In the bottom table you will see:• “Prob Quanit” of 45 

which is the bid price

• “Pay Quant” which 

shows the payments made via “post to payment”.
To add the CM quantity you will:• Enter the additional 

CM quantity into “Prob Quanit” 

• Enter the date of 

the CM (date CO 

signed the CM)

• Enter the account 

number into “Acct”

• Enter the CM 

number into “Reference”

You can see that the “Probable Quantity” has changed due to that additional 80 tons.

You now need to adjust the probable quantity of the item because you paid a total of 197.73 tons but only have 125 tons “on the contract”. You need to adjust the quantity by 68.73 tons. 
The following was entered:• 68.73 tons in “Prob

Quant”

• 11/30/15 (date 

adjusted) was entered 

into “Date”

• 1 was entered into 

“Acct” because we are using the original account

• And a note that we 

overran the quantity was entered into “Reference”
You can now see that the “Probable Quantity” matches the “Paid to Date” quantity. If the “Paid to Date” quantity is more than the “Probable Quantity” you will get an error on your Progress Payment Report. You must adjust all probable quantities if the “Paid to Date” quantity is more than the “Probable Quantity”. 

Under CM 

adding a ne

A7001
Under the “Mo

Item/Quantity window, click Item.”
A new window 

Enter the Item 

See the last page for number convention. 
Enter the fo

• Descript• Pay Dec• Acct• Unit Pric• Unit• Quantity 
All of the correct i

Some things to no• In the descript

Pay Item numb

66601-0000) and t
All of the co

entered. Sonote:• For “Pay 

lump sumnot, use Section determinof decim
All of the co

entered. Sonote:• Know wh

pay to. Caccount CM and account the “Accunder “Mdata”.
All of the co

entered. Sonote:• For the “

in the tothe lump 
All of the correct info is ente

things to note:• Enter in the actual amoun

under the CM into “Prob Q

• The date the CM was sign• The account code associa• The CM associated with th
Item A7001 has been entered

the difference with the “Unit “Prob Quant” when the item item. 
Now the item is created. You 

into the “Modify Daily Produwindow to enter your paynotpayment to actual pay on tha

• Just like 

item, CliItem”

• Check th

Hand Ad

• Enter yo

Number

See the last page for number convention. 
Enter the following:

• Description (with pay item number, “MOH” and the description)• Pay Dec.• Acct• Unit Price• Unit 
Since this is an MOH item, if you try to enter the “Prob Quant” 

you will get an error message. Since this is an MOH item the probable quantity will always be 0 so you don’t need to enter anything into the “Prob Quant”. 
Another wa

by lump supreferred b
Now the item is created. You into the “Modify Daily Produwindow to enter your paynotpayment to actual pay on tha

• Just like 

item, you item and item num

See the last page for number convention. 
You can see 

that was en
Now the item is created. You into the “Modify Daily Produwindow to enter your paynopayment to actual pay on tha
A paynote was entered and ppayment for the retainage. Nquantity entered was a nega

 Superpave asphalt 

 Bid Quantity = 22,000 tons Bid Price = $110.00/ton Paved a total of 21,345 tons 2 Lots Lot 1 = 5263 tons Lot 2 = 16,082 tons Pay Factor for Lot 1 = 0.98 Pay Factor for Lot 2 = 1.03 
 Lot 1

 Quantity = 5263 tons Pay Factor = 0.98 Unit price = -.02 x $110.00/ton = -$2.20/ton

 Lot 2

 Quantity = 16,082 tons Pay Factor = 1.03  Unit price = .03 x $110.00/ton = $3.30/ton

 How do we pay?

 5,263 tons @ -$2.20/ton 16,082 tons @ $3.30/ton
• Just like 

item, you item and item num

See the last page for number convention. 
You can see everything that was 

• Put in “QMI” and the lot num

description. 

• The decimal will be different 

pay on the regular item (likely 

regular item, 1 on the incentive item)
Lot 2 has also been entered
Now the item is created. You into the “Modify Daily Produwindow to enter your paynopayment to actual pay on tha
1 paynote was entered and ppayment for the entire incenLot 2.

There are several types of reports to run. 

• Progress Estimate: ran at the end of each progress estimate• Supporting Data: used to see total quantity paid to each account• Summary Book: used as a checklist of each item (summary of the “Modi

Item/Quantity Data”)

• Item Production Sheet: used as a checklist of each item (summary of t

Daily Production Data”) 
• Click on Prog

Estimate.

• Print either FH

or Contractor

• Select Curren• Print all• To printerYou will use this reconcile the esthe contractor. Tcontractor’s invoour estimate mupenny for penny
P
S
S
Item Pr

Now that the 

reconciled, “Modify Proenter in the received the and Contrac
• Click on 

Estimate

• Enter the 

Bill Recei“ContracApproved

• Save and 
This is what 

will look lik

reports.)
Quit the pro
Open up th

your file is C:\MyFileLocate youon it. Click and then c7015C20.z
Do not pass

the file. Jus“Skip.”
Email WFL.Final_Rev

• Zip file of the estim• Contractor’s Invoi• Contractor’s WFLH
If Final Review chang

they will email you bupdated zip file so yonext estimate. 
• Final Review will go 

estimate, check it, mchanges. 

• Final Review will pu

estimate package anthe PE.

• The PE will then sig

page of the packagethe ENTIRE package Review. 

• Do NOT send in any 

of the invoice or WF

Access Project name and number

Change Contractor’s addressAdd/change account infoCreate new estimateEnter estimate info

• Type of estimate• Estimate number• Dates of estimate• Date of receiving Contractor’s invoice
Change probables

Add quantity via CMAdd new items
Input paynotes

Post to estimateMake notes
Progress estimates

• By estimate

Supporting data

• By estimate

Summary book

• By item

Item production sheets

• By item
Probables are not updated

Posting paynotes individually to the 

estimate

Forgetting to zip your fileForgetting to update your estimate 

number

WARNING: never change a previou

estimates database, just create a corrective paynote. 
Samantha Shields

• 360-619-7847

Helen Oppenheimer

• 360-619-7881

Other Project Engineers and COEs