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Appia® Knowledge Center

Stockpiles

In this article: add stockpile, edit stockpile, stockpile events, delete stockpile

Stockpiles are delivered materials and items for the project that are not yet being used. You can give contractors an advanced payment for these items and materials so contractors can pay their suppliers. When a stockpile is created, the advance is paid in full on the next payment. Use the stockpile functionality in the Appia service to help keep track of the items and materials on hand and the recovery of the advanced payment to the contractor.

When the stockpiled items and the materials are approved in a daily report, the posted amount of those items and materials is recovered from the payment made to the contractor. A stockpile must be fully recovered before you can make the final payment for a project.

Stockpiles are listed from newest to oldest based on the date they were created. The Appia service displays the details about their values and recovery. You cannot select any item with a negative unit price.

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Lump sum items cannot be stockpiled. Each stockpiled material and item can belong to only one fund package. If the item is split between fund packages, you must select its fund package.

  1. Select the project from the My Projects page.

  2. Select Stockpiles in the Sidebar menu.

See the definitions list for stockpile field definitions.

Add a stockpile

After you select an item for your stockpile, the Appia service enters default information in several fields. 

Things to know

Multiple stockpiles for the same item recover at the same time if their recovery dates are active at the same time, not after the first stockpile has been recovered. Consider editing the original stockpile instead of creating a new one.
  • A stockpiled item posted to a daily report on or after the item’s effective date will immediately begin recovery. The Value of Materials and Quantity for Recovery fields will display the amounts in the daily report.
  • A stockpiled item posted to a daily report before the item's recovery date will be excluded from payment unless the recovery date or the posted amount is adjusted.
  • See the guide for Multiple stockpile FAQs.

Add stockpile 

  1. From the Stockpiles page, click Add.

  2. Select the project item in the Item field.  

  3. If the item is split between fund packages, select the fund package for this stockpile. Each stockpile can belong to only one fund package. The fund package cannot be changed once the stockpile is saved.

  4. If necessary, change the values in the Value of Materials, Quantity for Recovery, and Begin Recovery On fields.

  5. Enter a description the Description field.

  6. Add any necessary attachments. Photos uploaded as attachments also display on the Photos tab.

  7. Click Save.

The Appia service saves the stockpile information and adds its creation to the events on the stockpile’s detail page. Click Stockpiles in the navigation trail to return
to the stockpiles list.  

Edit stockpile

When you edit a stockpile, the Appia service displays its current values. You can change the value and the quantity, and the begin recovery and effective dates. If you need to change the fund package, you must create another stockpile. You can track changes to the quantity of an item stockpile and the value. However, you can't go over the authorized item quantity or value.

If you include the item being stockpiled on a change order that results in a negative balance, you may see a warning that you may not be able recover the stockpile payment. 

  1. Click the pencil Edit icon for the stockpile.

  2. In the Value Change field, enter the dollar value of the stockpile change, not the total value. The New Value of Materials field updates to show the change.

  3. In the Quantity Change field, enter the quantity change of the stockpile, not the total quantity. The New Quantity for Recovery field and the New Recovery Rate field update to show the change.

  4. If necessary, update the Begin Recovery On and Adjustment Effective Date fields.

  5. Add any necessary attachments. Photos uploaded as attachments also display on the Photos tab.

  6. Click Save.

The Appia service returns you to the stockpile’s Overview page.

Stockpile events

Stockpile events list actions taken by the user that have an effect on the stockpiled item, such as when it was created or changes made to its value. Adjustments and recoveries are listed by their effective dates.

  1. Select the stockpile number.

  2. The Events are listed on the stockpile page.

Delete stockpile

A stockpile can also be deleted under the Stockpile heading on the Project Home page provided no payment has been submitted for its advancement.

Stockpiles without the X delete icon cannot be deleted.

  1. Click the X for the stockpile.

  2. Click OK in the confirmation window.

The Appia service deletes the stockpile and returns you to the Stockpiles page.