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Appia® Knowledge Center

Items under construction

In this article:

Item material associations

Materials are articles or supplies that are consumed or used in placing a project item during the construction of the project. Some items in the item reference list contain associated materials.  These materials are added to your project when the item is added to your project, though you will not see them until your project is in the Under Construction phase. You can also associate materials with an item when the project is under construction.

You can see the list of materials associated with an item using the Item Details slide menu, represented by three straight lines to the left of the Line Number column. The number next to the Materials name displays how many materials are associated with the item.

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  1. Click Items in the Sidebar menu of your under construction project.

  2. Select Materials from the item's slide menu. The Appia service displays the materials associations, including the description of the material and its usage rate.

  3. You can view materials for a different item by clicking the down arrow at the end of the item header and selecting the item from the list.

For more information on item material associations, including adding materials to the project, please  see Appia project materials.

Add unattached items without a change order

Unattached items are used for an under construction project when work or items need to be tracked before the change order has been approved. They can be added to daily reports. They cannot be paid and are not considered part of the project until they are approved in a change order. Unattached items display at the end of a section and are flagged.

You add the item’s quantity, unit price, and funding with the change order. You can also change the item’s line number.

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  1. Click Items in the Sidebar menu of your under construction project. The Appia service displays the Items page.

  2. Scroll to the section to where the item will be placed and click Add Unattached. The Appia service opens the Add Items to Section window.

  3. Use the drop-down menu to select a reference collection.
  4. Select the item(s) you want to add. The counter to the left of the item description displays how many of each item will be added. Click the item again to add it more than once. To remove the item, click the X at the end of the item’s row.

  5. Add other items as necessary.  

  6. Once all unattached items have been selected, click Add Items to add them to the project.

You can delete unattached items that have not had any item postings by clicking the item’s slide menu and selecting Delete. Click OK in the delete confirmation window.

Edit adjustment factors

There may be items that need to have their asphalt and fuel adjustment factors edited. The factors are informational only and can be used when determining the adjustment for the item in a payment. Adjustment factors for an item in the reference data item list display when that item is part of a project.

The adjustment can be added, changed, or removed from an item.

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  1. Click Items or Bid Items in the Sidebar menu of your under construction project. The Appia service displays the Items page.

  2. Select Edit from item’s slide menu, represented by the three straight lines at the beginning of the item’s row.

  3. Enter or change the values in the Asphalt Factor or Fuel Factor fields. To remove the value, enter 0.

  4. Click Save.

  5. The Appia service returns you to the item list.

When items with fuel and asphalt factors are in a payment, use the adjustment calculator to determine the adjusted cost.

Mark items complete

When you mark an item complete, it tells the Appia service that the item is no longer needed in the project and is ready to be balanced through a change order. All items must be marked complete and balanced before the Appia service can issue the final payment.

You can mark single items, entire sections, or the project item list as complete from the Mark Complete page in the Items section. Before you mark an item complete, any postings to the item should be submitted on a daily report.

Once the items are selected, you can create a change order to balance the item quantities.

Select the project from the My Project page if you are not already there.

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  1. Select Items or Bid Items in the Sidebar menu of your under construction project. The Appia service opens the Items page.

  2. Select Complete from the Actions menu. The Appia service opens the Mark Complete page.

  3. Mark all items complete by selecting the check box in the Items header.

  4. Mark a section complete by selecting the check box in the section’s header.

  5. Mark an item complete by selecting the check box for the item.

  6. Remove the mark complete selection by clearing the check box.

  7. When you are finished, click Save, or click Balance Items to create a change order to balance the quantities for the completed items.

The Appia service returns you to the Items page or opens the Change Order page.

If all items are marked complete, you can unmark them by clicking Complete from the Actions menu and clearing the check box in the Items header.

Item history

You can see the history of an item through the Item slide menu when the project is under construction. This includes the original item quantity, any quantity that may have been changed by a change order, how much of the item was used, how much has been paid for the item, and any adjustment factors. In addition, details are listed for any postings, worksheet calculations, materials, payments, stockpile payments and associated fund packages, and change orders associated with this item.

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  1. Click Items in the Sidebar menu of your under construction project. The Appia service displays the Items page.

  2. Click the item's slide menu, represented by three straight lines to the left of the Line Number column, and select History. 

Select the date of any posting, worksheet, payment, or change order to go to that section. Use the arrow icons to see funding details.

Select the material to see the association details.

Select the postings, worksheet, or payment dates to see the details.

Create a .csv file of the item worksheet history by clicking Export in the Worksheets section. Open or save the file.