<aside> 📙 This article is written for the shipyards, giving a detailed walk through of how to easily provide a price quotation for a project.

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What are the different documents?

PDF

The PDF will contain all the relevant information on the project, everything that has been specified during the planning phase. It will be at least one page per work order, and additional pages for images.

Excel

The Excel sheet is created to allow you as shipyards to provide price quotations to your needs while making it easy for the customer to import it back to their system once they receive it in return. It is highly recommended that you use this field to provide price quotations. The format of this sheet should be kept intact, but you are free to add as many additional sheets as you like. You can also add more cost items than that which is contained in the list, more about this below.

ZIP (optional)

The ZIP file will contain any attachments you have added to the project, such as drawings. This format is not always provided to you (optional).

How to add prices

In the Excel file, there is one line per cost item, and each work order can have several cost items. This is so that you can give detailed prices on the specific things that are cost drivers for you as shipyards - making it easier for both you and your customer to keep track of costs during the project and avoid costly surprises along the way. For each cost item, there are several fields for you to fill out. These are marked in yellow.

A snapshot of a cost item list:

https://s3-us-west-2.amazonaws.com/secure.notion-static.com/619702cd-379d-4221-879f-8e967d5f9658/Screenshot_2020-11-27_at_13.37.45.png

So in the Excel file, the fields you can fill out per cost item are "Unit price", "Discount" and "Remarks". In addition, if you want to, you can change/update the estimated quantity and measurement unit. Please keep in mind that the estimated quantity needs to be in a number format.

It's important that you don't make any changes to the first five columns. The cost ID is particularly important that it is kept untouched, because it's a unique identifier which will later allow the ship manager to automatically import of your quotation to Maindeck. Everything after that, you can change.

If the cost type is a Lump sum price, then you can change it to a Per unit price (although it's not recommended, as the ship manager usually wants the price quoted in a particular way). The column "Estimated quantity" is just that: an estimate. It's important that you try to make it a realistic estimate. If not, the quantity will change during the project execution, which won't lead to a happy customer.

The measurement unit is important if the cost item is a Per unit cost. You need to know what the unit you are measuring it against is. For instance, is it 500 tonnes, or 500 m3?

Adding additional lines (cost items)

You can also add additional cost items if you'd like. To do this, start by adding a new, empty row anywhere below the column headers (the first row). You will then need to copy the "WO ID" of the work order for which you are adding a new cost item. Also add a text under "Cost item" describing what it is, and then add either "Lump sum" or "Per unit" under cost type. If it's a lump sum, also add the number "1" under quantity. You are then ready to fill out the unit price (also for lump sum), discount and yard remarks for that new cost item.

Do not need to copy other fields such as SFI or Cost item Reference. Particularly the latter must be kept blank for additional cost items you want to add - this is how the system will detect it as a new cost item for that specific work order.