5.2.7 How to audit correct bill item usage

Quantities provides several methods for auditing scheduled quantities. The Show menu(item 4a in the illustration) plays a key role in tracking bill item use:

The menu options are used to filter the displayed items as follows:

• Calculated items Only bill items with a calculated non-zero total are shown.

• All bill items All bill items are shown

• Zero quantities Only bill items that processed a measurement calculation during the scheduling process but still have a zero total are shown

• Unused items Only bill items not used at all for the schedule are shown

Using this menu and other Quantities features, the palette auditing processes include:

1. Checking element consistency

   Section 5.2.6 describes a method for tracking costs to the source elements. This selection technique is very powerful in conjunction with other auditing processes, e.g. checking for property inconsistencies using the Quantities Info palette (section 2.2) and checking the model for missing elements. Look for unexpected variations in recipe attachments or property values – the Info palette will highlight different values in blue so they stand out. Use its filtering to isolate elements with unusual settings, or searching to expand to similar elements that should be measured alike.

   For example, selecting elements linked to exterior cladding may reveal that some model walls have been omitted and other incorrectly included. If the recipe rules or measurement relate to property values, the Info palette may quickly highlight these inconsistencies and can be immediately updated through the same palette.

2. Checking bill item usage

   A bill item that isn’t referenced in any recipes suggests a possible oversight. While it’s possible that some items are irrelevant for a given project, it should be checked. Setting the Show menu to Unused items enables a quick review. These items can be further filtered by selecting items or categories in the bill structure to the left (item 1b in the illustration).

3. Checking calculation results

   A bill item may have a zero total in the schedule despite recipe representation and actively running associated rules or quantity calculations on project elements. While it’s possible that none of these elements contribute to cost, checking is advisable.

   Set the Show menu to Zero quantities to view affected item and apply the techniques described in Checking element consistency above. If either the elements seem fine or the wrong elements are associated with the recipe, use the Recipe tab of the Quantity Take-off Manager (refer to section 4.2) to review the rules and/or calculations of recipes associated with the affected bill items.

A summary of all auditing methods can be found in chapter 6.