Definitions: Appia® fields, functions, and navigation

 In this article:

• settings
• project overview
• project materials
• stockpiles
• payments

This article displays field definition for some of Appia's features.

Settings

General settings

Report Display Name	Enter the name you wish to see on PDF reports if the agency name isn't being used. Leave it blank to use the agency name. This name will appear at the top of every PDF report in the Appia service.
Report Logo Preference	Select the option to use for a logo on your reports. This logo will appear at the top of every PDF report in the Appia service. If you decide to display your organization’s logo, use the Report Logo section to upload the file.
Report Logo	Use to upload your logo.

 Construction settings 

Payment Retainage Rule	Sets whether the retainage for the payment should be a cap on the percentage based on the awarded or authorized project amount, or if retainage takes place for the last percentages of the project. You can also choose to set a fixed dollar amount or not cap the retainage amount at all. If you selected one of the options to retain the last set percentage of the project, the check box for Retain stockpile advancements will be automatically selected. If you change the retainage during a project, the Appia service will either retain enough money from the current payment to make up the difference or not withhold any money if the amount has been met through previous retainage.
Stockpile Retainage Rule	Sets whether a percentage of each stockpile advancement is withheld from each payment. The percentage is set when the payment is added. If you selected to start payment retainage after a percentage of the project has been paid, the check box for Retain stockpile advancements will be automatically selected.
Worksheet Calculations Rule	Sets whether worksheet calculations will be used to determine the quantity placed for item postings in a daily report. This setting can't be changed in an under construction project.
Payment for Work Overages Rule	Determines whether to pay and how much to pay if an item goes over its authorized quantity or dollar amount.
Daily Report Carry Over Rules	Determines what daily report information from the previous report to display for a when creating a new daily report.
Daily Diary Carry Over Rules	Determines what daily report information to display when creating a daily diary.
Signature Line for Payment Reports	Sets the signature line on any payment report so approving authorities can sign off on the payments.
Signature Line for Change Order Reports	Sets the signature line the change order details report so approving authorities can sign off on the changes.

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Project overview

Project ID	The unique identifier of the project. This field is required.
Fund Types	Select the funding types that will be used. You can select more than one option.
Work Type	Select the type of work from the drop down list. The available work types are part of the Lists in the reference data.
Description	A description of the project. You can use the font options to change the look of your text.
DBE, MBE, WBE % Goal	The percentage of the project you want to contract to disadvantaged, women-owned, or minority-owned business enterprises.
Analyze and Award Bid	Determines whether the project is going to import bids for analysis and award. If you change this option, any items, item funding, previously imported bids, and bid analysis information will be deleted.
Project Location	Fields that specify the project locations, such as State, Region, and Counties, for projects that encompass more than one location. You can select more than one option.
Location	The physical location of the project.
Coordinates	The latitude and longitude of the project.

An under construction project has additional fields that can be updated, as well as many of the same fields as a new project.

Project Manager	The name of the project manager.
Managing Office	The project’s managing office.
Construction Start Date	The date on which construction will start. You cannot enter daily activities before this date.
Work Completion Date	The date on which the work is completed.

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Project materials

Description	The materials that are currently associated with this item posted.
Requirements	If the material has a requirement, it is displayed under the description.
Unit	How the material is measured.
Material ID	The unique identifier of the material.
Quantity Approved	The quantity of this material that has been approved.
Quantity Used	The amount of the material that has been used, as reported in daily reports.
Quantity Remaining	The amount of the remaining approved quantity that hasn't yet been placed.
Insufficient Quantity	The amount of the quantity used that is greater than the quantity approved.

 Approve material item usage

Approval Date	The date the material was approved.
Form	The type of form required for certification.  The list of forms can be modified through the reference files (talk to your system administrator).
Quantity	The approved quantity of the material.  Enter a numeric value up to two decimal places.  The quantity must be equal to or greater than the value in the Insufficient Quantity field in order for the material item to be paid.

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Stockpiles

When you select an item for the stockpile, the Appia service enters default information in several fields. Some of these fields can be changed.

Item	The item for which the stockpile is being created.
Fund Package	Specifies which source of funding will be used as the advance. Once saved, this field cannot be changed. If more than one fund package is being used for the stockpile, you must enter a stockpile for each fund package.
Value of Materials	The amount to be paid to the contractor up front for the delivered materials.  This field defaults to the unit price of the selected item multiplied by the authorized item quantity available.  If the item has already been posted in a daily report, this field displays the amount on the daily report. The value of materials in a stockpile cannot exceed the item’s authorized amount. If the item is split, the value of materials cannot exceed the authorized amount for the fund package. If a stockpile already exists for the item, the value of materials in a new stockpile cannot exceeded the authorized amount minus the previously stockpiled amount or the amount on payments submitted for approval.
Quantity for Recovery	The item quantity that needs to be posted to a daily report to recover the advanced payment from the contractor.  This field defaults to the available quantity of the item.  As quantities of the material are entered as part of the daily report, the Quantity for Recovery reduces to show the remaining stockpile.  If the item has already been posted in a daily report, this field displays the amount on the daily report. The quantity for recovery in a new stockpile cannot exceed the authorized item quantity and must be greater than zero. If a stockpile already exists for the item, the quantity for recovery in the new stockpile cannot exceed the authorized quantity minus the quantity on payments submitted for approval or on saved daily reports.
Recovery Rate	For every one unit of the item placed, this is the dollar amount at which the advanced payment to the contractor is recovered.  This field cannot be changed.
Begin Recovery On	The date when you can begin recovering the funds advanced to the contractor.  This date must be after the notice to proceed date. You cannot enter a recovery date for the past if the quantity for recovery exceeds the quantity already submitted on a payment. When a daily report includes a posting of the stored material, the quantity in the report is included in the recovery when a payment is made.
Description	A description of the material on hand or any other relevant information. This field is not required.

The Appia service displays the following summary as information only

Authorized Quantity	Pulled from the item list, the quantity of the item that has been authorized, either when the project was moved to the Under Construction phase or through change orders.
Quantity Placed	Pulled from daily reports, the quantity of the item that has been used.
Quantity Paid	Pulled from payments, the quantity of the item for which payment has been made.
Quantity Available	The quantity of the item from all fund packages that is available to be stockpiled.
Unit	Pulled from the item list, the unit of measure for the item.
Unit Price	Pulled from the item list, the price per unit of the item.
Extension	Pulled from the item list, the number of units times the unit price.
Amount Paid	Pulled from the payments, the amount paid for the stockpiled item.
Stockpiled Amount	The total value of the item from all fund packages and stockpiles that has been stockpiled.
Amount Available	The value of the item from all fund packages that is available to be stockpiled.

When you edit the stockpile, you will see additional fields. Fields that have information copied from the Item list, such as unit and unit price, are not listed.

Payment and recovery of a changed stockpile remains the same.

Current Value of Materials	The value of the stockpiled materials for this stockpile.
Current Quantity for Recovery	The quantity of the stockpiled material for this stockpile.
Value Change	The total dollar amount of the stockpile change (not the total dollar amount).  The change can't be greater than the amount in the Quantity Available field.
Quantity Change	The change of the number of units (not the total quantity).
Begin Recovery On	Defaults to the recovery date entered when the stockpile was created.
Adjustment Effective Date	The date when changes to the stockpile recovery rate will become effective. You cannot enter an effective date prior to the current effective date.
New Value of Materials	Based on the Value Change field, displays the new value of the stockpile.
New Quantity for Recovery	Based on the Quantity Change field, displays the new quantity of the stockpile.
Current Recovery Rate	The rate of stockpile recovery (current value of materials divided by the current quantity for recovery) before the change.
New Recovery Rate	The rate of stockpile recovery (new value of materials divided by the new quantity for recovery) after the change.
Recovery to Date	How much of the stockpile advancement has been recovered.
Recovery Remaining	How much of the stockpile advancement is left.
Quantity Until Recovery	How much of the stockpile is left until the advance has been recovered.
Notes	Any additional information on the reason for the change.
Quantity Available	The quantity of the item available to be stockpiled for all fund packages. This total is based on the value in the Item list.  If an item is split between fund packages, this quantity may not be available for the chosen fund package.
Stockpiled Amount	The value of the stockpiled material across all stockpiles and fund packages.
Amount Available	The amount available of the item across all stockpiles.

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Project Payments

Payment Details

Payment Number	Each payment for the project is numbered sequentially. This field is automatically updated.
Payment Status	The payment has four statuses: draft,pending approved, and paid. Each payment starts in draft status. This field is automatically updated.
Percent Complete	Displays the percentage of the project for which payments have already been made, based on the authorized project amount. This field is automatically updated.
Item Payment Amount	The item amount for the current payment. This field is automatically updated.

Project Details

Prime Contractor	The prime contractor on the project. This field is automatically updated.
Managing Office	The managing office of the project. This field is automatically updated.
Project Manager	The project manager on the project. This field is automatically updated.

Pay Period

From Date	The date when the last payment was produced. For the first payment,the From Date field is the date of the Notice to Proceed.This field is automatically updated.
To Date	The last date of the payment. It defaults to the current date, but it can be changed. Approved daily reports and stockpile begin recovery dates that fall before the To date are included in the payment. If this is the final payment, this date must be on or after the date of the last daily report.

Payment Dates

Approval Date	The date the payment was approved. This field is available when the payment is created and after it has been approved.
Payment Date	The date the payment was made. This field is available when the payment is created and after it has been approved.

Retainage

Retain	A percentage of the authorized or awarded amount for all items posted on a daily report and the advancement of a stockpiled item that will be held for this payment. Stockpile advancement retainage is selected in the global or project settings. The fields displayed are dependent on which type of retainage is selected.
Release	A dollar amount of the retainage that will be released for this payment.
Retainage Cap Percent	The percentage of the authorized project amount at which the retainage for this payment is capped. You will not see this field if you do not have a cap for the retainage selected in the global or project settings.
Retainage Cap Amount	The dollar amount for this payment at which the retainage is capped. You will not see this field if you do not have a cap for the retainage selected in the global or project settings. This value can change if the awarded or authorized project amount changes.
Edit Project Cap Settings	Opens the project settings page where you can set retainage amounts.

Remarks

Remarks

Enter any comments for the payment in the Remarks field. You can use the available buttons to format the text.

Summary

Aside from the adjustments, Summary fields are display only.

Adjustment	A one-time adjustment to this payment.
Adjustment Remarks	The reason for the one-time adjustment.
Credits
Authorized Work	The amount of the project that has been authorized for payment, including approved change orders.
Stockpile Advancement	The amount of money that has been advanced to a contractor for a stockpiled item.
Reductions
Stockpile Recovery	The amount of the stockpiled item being recovered on this payment, based on stockpile recovery rates.
Retainage	The amount of the project that is being held on this payment, based on the global or project settings.
Liquidated Damages	The cost to the contractor when the project does not end as scheduled, based on the time limit authorized deadline or expected end date. If the deadline or expected end date changes after liquidated damages are assessed, the next payment will update the amount withheld to reflect the changes.
Payment
Adjustment	The amount of the payment containing adjustment costs, based on item adjustment factors.
Retainage Released	The amount of the payment that contains released retainage, based on the global or project settings.

Work Performed

Authorized	The total authorized item amount.
Previous	The dollar amount previously paid for the item.
Current	The amount being paid for this payment.
Overages	Indicates if the quantity used for an item is greater than the authorized quantity. Select the check mark to see the dollar or quantity amount of the overrun and the amount withheld from the payment. Payment for overages depends on your project or global settings. Overage Amount – The dollar amount of the unauthorized item quantity. Amount Placed – The dollar amount of the total item quantity. Overage Quantity – The number of units of the unauthorized item. Quantity Placed – The total number of units placed for the item.
Insufficient	Indicates if there are any materials that have not been certified. Click the check mark to see the current amount placed, the amount place to date and the amount withheld. Amount Placed – The dollar amount of the unpaid item quantity. Amount Placed to Date - The dollar amount of the total item quantity. Amount Withheld - The dollar amount that needs approval in order to be paid.