Materials under construction – Appia®

In this article: things to know, search, add or edit project materials, delete project materials, item associations and usage rate, approve usage, insufficient material certification

Materials are articles or supplies that are required or used in placing a project item during the construction of the project. For example, a light pole is an item. The base of the light pole, screws, and lightbulb are the materials.

Materials are added to a project when the project is under construction or through item associations. When an item with an associated material is added to the project, the material is added as well.

The Materials page displays materials that have been added to a project. Use the Search field to find a specific material.

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.

Select the project from the My Project page if you are not already there.
Click Materials in the Sidebar menu. The Appia service displays the Materials page.

Things to know

If an item with a material association is included in a daily report, the material will need to be reviewed as part of the daily report process before the report can be approved.
Material certifications and approvals must also be entered for these associations.
If any approvals have not been entered, an insufficient material flag displays when a payment is created.
The material history page contains the material's information, including the material requirements and quantities, a list of the items associated with the material, and the quantity used. You can also see any insufficient quantities that need to be approved.

Search

You can search for materials in an under construction project by description, unit, material ID, or requirements.

Enter the search criteria of the material in the Search for field. Click the Advanced Search tab (the three lines under the Search field) to use more than one search option.
Click Search.

The Appia service displays the materials that match the search criteria. To display the full project materials list again, clear all search fields and click Search.

Add or edit project materials

If the material has not been associated with a project item in the item materials reference list, it must be added to the project though the Materials page when the project is under construction. You can add or edit reference data materials or materials not in the reference list. Materials that are not in the reference material list will not be available to other projects. Edits made to a material at the project level will not be made to the same material in the reference data list.

Click Edit on the Materials page.
If you are editing the material, make the update and click Save.
To add a reference data material, click Add Ref. Material. Use the drop-down menu to select a reference data collection, then select the material from the list. Use the search function if necessary. You can select more than one material. When you are finished selecting the materials, click Add Materials.
To add a new material, click Add Material. The Appia service adds a blank line to the materials list. Enter the description and the unit of measure. You can also enter the material ID and requirements, but they are not required. Materials with the same descriptions must have different units.
Repeat the process to add more materials.
When you are finished adding all reference materials or new materials, click Save.

The Appia service displays the materials list in alphabetical order.

Delete project materials

You can delete a material from a project provided an item using the material has not been reviewed in a daily report or if it does not have an item approval.

Click Edit in the Materials page.
Locate the material you want to delete.
Click the X for that material.

The Appia service deletes the material and displays a successful delete message on the Materials page.

Project material item associations and usage rate

When the project is under construction, you can associate items with materials that are part of your project. A material can be associated with more than one item, and an item can be associated with more than one material.

See associated items by selecting Items from the material’s slide menu. The Appia service displays the details of the association, including the quantities of the material used and other items associated with the material. You can switch between materials by clicking on the material under the project header and choosing the new material.

Add or edit material item association and usage rate

Once materials have been added to your project, they can be associated with your project items.

The usage rate is how much of the material is used per one unit of the item.
Each material can be associated with each instance of an item one time. Items can have more than one material association.
Changes to a usage rate will not affect items posted on daily reports that have been submitted for approval. Previously saved material quantities in draft daily reports will need to be reviewed to take effect.
You can associate an item with a material either through the project’s item list or materials list.

With your project open, click Materials, or select Items or Bid Items in the Sidebar menu.
Select Items from the material’s slide menu or select Materials from the item’s slide menu, represented by the three straight lines at the beginning of the row. The Appia service brings you to the association's detail page.
Click Edit.
If you are editing the usage rate, make the change and click Save. The rate will not be changed for materials already submitted for approval in a daily report. The Appia service changes the rate and returns you to the details page.
If you are adding an association, click Add Items or Add Materials. The Appia service displays the project’s item or materials list.
Select the items or materials.
When you are finished, click Add Items or Add Materials.
Enter the material usage rate in the field for the item.
Click Save.

The Appia service adds or changes the association and returns you to the details page.

Delete material item association

If you find that a material was associated with an item in error, you can remove the association as long the material hasn't been reviewed for any associated project item on any daily report posting.

With your project open, click Materials, or select Items or Bid Items in the Sidebar menu.
Select Items from the material’s slide menu or select Materials from the item’s slide menu, represented by the three straight lines at the beginning of the row. The Appia service brings you to the association's detail page.
Click Edit.
Click the X for the association you want to delete. If you do not see the X, then the material has been reviewed and cannot be deleted.
Click Save.

The Appia service deletes the association and returns you to the detail page. Return to the materials list or items list by selecting Materials or Items in the navigation trail.

Approve project material item usage

Materials usage must be approved before payment on the item using the material can be made. This is done on the Materials page. You will see the number of materials already approved on the material’s slide menu.

The Material Approvals page lists the details about the material and includes a table of previous approvals, including the date of approval, the quantity approved, and any added remarks. Click the date to see the details about the approval. You can switch between materials by clicking the material under the project header and choosing the new material.

Click the date of the approval to view the approval details.

If you have unapproved materials when a payment is created for the item, the Appia service will exclude that item from payment.

Add or edit approve material item usage

Fill in the other fields as necessary. Use the Made in America option to designate an item made in the United States.

On the Materials page, select Approve from the material’s slide menu, represented by the three straight lines at the beginning of the material’s row. The Appia service brings you to the Material Approvals page.
Click Add, or click the pencil Edit icon.
Enter or change the approval date, form, and quantity in the appropriate fields. These fields are required.
Enter or change information in the other fields as necessary.
If you need to include an attachment, click Add Attachment. Enter a name for the attachment, then click Browse or click Choose File (depending on your browser). Navigate to and select the attachment, and click Open. Enter the description if necessary. Photos uploaded as attachments also display on the Photos tab.
To change the attachment name, enter its new name in the Name field.
When you are finished, click Save.

The Appia service returns you to the Material Approvals page for the material with the approval listed under the material details. Click Materials in the navigation trail to return to the Materials page.

Delete material item usage approval

You cannot delete an approved material usage that has been included on a payment that has been approved or submitted for approval.

On the Materials page, select Approve from the material’s slide menu, represented by the three straight lines at the beginning of the material’s row. The Appia service brings you to the Material Approvals page.
Click the X for the approval you want to delete.
Click OK in the delete confirmation window.

The Appia service deletes the selected approval and stays on the Material Approvals page.

Insufficient material certification

You must certify a material with an insufficient quantity before that material can be paid. If there is an insufficient quantity, the Material Quantity field in the Material Review section on the daily report will be negative, and there will be an insufficient quantity indicator on the work performed tab on the Payments page

On the Materials page, select Approve from the material’s slide menu.
Click Add.
Enter the approval date, form, and quantity. The quantity must be equal to or greater than the insufficient quantity in order for the material to be paid. These fields are required.
Enter information in other fields as necessary.
Click Save.