The Top Sheet summarizes the bid data of the trade sheets in your Scope Sheet file and the trade sheets in your coworker’s files so you can see the entire bid in one place. See this FAQ on how to send data from Trade Sheets to the Top Sheet: Top Sheet: How do I get Trade Sheet data to my Top Sheet?
Commit and Linked Rows (yellow arrows)
Rows 6, 8, 10, & 12 are the “Committed” rows. Data in these rows are summed up in the subtotal row (row 15).
Rows 7, 9, 11, & 13 are the “Linked” data rows. This is the information direct from the trade sheets.
Why have two separate rows (committed and linked) per trade?
The data in the commit rows is what is used to determine your bid total. The chief estimator may want to overwrite what is on a trade sheet and use a different subcontractor and/or bid amount on the top sheet (for example if she receives a verbal number from a sub that is lower than the current bid that is on a trade sheet.)
The two rows allows the estimator to put in the information she wants while still showing the data that is on the trade sheet. When the data differs, the linked data will be shaded blue. When the data in the commit row and linked row are the same the cell will be shaded grey. This two row format also prevents the macros in the Scope Sheet from overwriting data that is used to determine the total bid amount.
Other Areas (yellow circles)
A. Status column: Provides information on the status of the trade sheet data. If green, there is a difference between the data in the commit row and linked row. The comment in the cell has the last updated time for that trade.
B. Edit buttons: Double click the arrows to move the trade in the top sheet. Double click the “X” to delete that trade (deleting cannot be undone). The “Use All” button is for copying the linked data up to the commit row. You can right click on a row to add a trade line somewhere in the middle.
C. Source Sheet: Shows where the data is coming from. Yellow shaded cells are trade sheets in the same file as the top sheet. Those with grey shading are external trade sheets linked to a coworker’s file. Tip: you can double click the trade in this column to jump to that trade sheet or to open and view the external file.
D. Leveled Bid Column: Used to get the project subtotal before any discounts are applied. The number in the white (commit) row is what sums to the bottom.
In the screenshot above, you can see the subtotal of $323,500 is the sum of the $5,000 from the Demolition trade and the $318,500 for the Plumber. The low bidder on the Demolition trade sheet is $10,000 but the chief estimator overwrote that number with the $5,000 which is why the $10,000 is shaded blue (they don’t match). The plumbing line does match so the $318,500 is shaded grey. Nothing is committed in the Unit Masonry or Electrical line.
To include the Electrician’s bid of $424,250 in the project bid you can manually type it into cell K12 OR double click the blue shaded cell with the dollar amount and it will copy it up to the commit line OR, if you want to copy all the data (including the Package/Trade title, bid taker initials, bids expected, etc.), double click the “Use All” button in cell B13 OR, if you want to commit all data for all trades on the entire Top Sheet, double click the “Use All Data for ALL Trades” button in cell E15.
Everything below the subtotal row (row 15) can be customized for your business. You can use this to capture indirect costs and capture specific costs for each project. If you edit the Top Sheet in your company template, all Top Sheets will be consistent across your business.
See this Top Sheet FAQ for details on syncing Trade Sheet data to the Top Sheet.