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Project Materials

Form ID: (PM306500)

This form is available in the Modern UI if the Material Management feature is enabled on the Enable/Disable Features (CS100000) form.

This form lets you manage project materials throughout their lifecycle. You can purchase and issue stock items and non-stock items requiring shipment, as well as track their quantities and costs against the related project budget lines.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes only standard buttons.

Back to TopSelection Area

This area contains the basic settings of the selected project.

Element Description
Project The project for which you’re managing and tracking materials.
Start Date The start date of the selected project.
End Date The end date of the selected project.
Quote Ref. Nbr. The reference number of the project quote if the project was created from a quote.
Project Manager The project manager assigned to the selected project.
Customer The customer associated with the selected project.
Description The description of the selected project.
Required Qty. The budgeted quantity of materials for the selected project.
Estimated Total Cost The budgeted cost of materials for the selected project.
Total Budgeted Amount The total budgeted amount of materials related to cost budget lines whose expense account group is assigned to the Material reporting group.
Estimated Variance The variance between the total budgeted amount and the estimated total cost.

Back to TopDetails Tab

On this tab, you can add and manage material lines with items required for the project. You can create documents for a material line, such as purchase orders and material issues, and track each material line’s quantities, costs, and status.

Table Toolbar

The table toolbar includes the buttons described below.

Command Description
Add Quote Lines Opens the Add Quote Lines dialog box, in which you can add the selected project quote’s lines to the material list.The button appears only if the Project Quotes feature is enabled on the Enable/Disable Features (CS100000) form the project was created from a project quote.
The button is available only if the project status is In Planning or Active.
Add Budget Lines Opens the Add Budget Lines dialog box, in which you can add the selected project’s cost budget lines to the material list.The button is available only if the project status is In Planning or Active.
Add Items Opens the Inventory Lookup dialog box, in which you can select stock items or non-stock items requiring a purchase receipt and shipment and add them to the table.
Line Details Opens the Line Details dialog box, in which you can allocate an inventory item for the selected material line and specify the quantity to allocate.The button is available only if the provisioning source is None or Purchase to Order.
PO Link Opens the Purchasing Settings dialog box, in which you can link the selected material line to a line of an existing purchase order or drop-ship purchase order.The button is available if the provisioning source is Purchase to Order or Project Drop-Ship.
Create Purchase Order Initiates purchase order creation for the listed material lines. Depending on the option selected in the Provisioning Source column, the system does either of the following:
Create Material Issue Creates a material issue for the selected material lines. Clicking this button opens the Create Material Issue dialog box, which you use to initiate the creation process.
You can create multiple material issues for a single material line even if no existing material issue for the line has yet been confirmed.
The button is available if the project status is Active.
Change Line Status Opens a menu in which you select a command to change the status of the selected material lines.
  • Hold Line: Changes the line status to On Hold to temporarily prevent the creation of a purchase order or material issue for the line. This command is available only if the line has no open material issues.
  • Remove Line from Hold: Changes the line status from On Hold to its previous status in the workflow: Pending Procurement or Awaiting Delivery.
  • Complete Line: Changes the line status to Completed.
  • Cancel Line: Changes the line status to Canceled.
  • Reopen Line: Changes the line status from Completed or Canceled to its previous status in the workflow: Pending Procurement or Awaiting Delivery.

Table Columns

Column Description
Included An unlabeled check box that you select to act upon this line (and any other included lines) as follows, depending on the button you click on the table toolbar:
  • Create a material issue if you click Create Material Issue
  • Change the line status if you click Change Line Status and then click the needed menu command
  • Delete the line if you click Delete Lines.
Line Nbr. The number of the material line. By default, this column is hidden.
Branch The branch of the material line.
Inventory ID The item required for the project. You can select either of the following:
Description The description of the item.
Warehouse The warehouse from which the item will be dispatched or to which the item will be received.
Required Qty. The quantity of the item required for the project.
UOM The unit of measure for the required item quantity.
By default, the system inserts the item’s base unit of measure.
Unit Cost The unit cost of the item in the project currency.
Ext. Cost The extended cost of the item, which the system calculates as the unit cost multiplied by the quantity.
Status The status of the material line, which can be:
  • On Hold: The line is temporarily on hold, and you can’t create a purchase order or material issue for the line.
  • Pending Procurement: The required quantity isn’t fully available or allocated, so you need to purchase it.
  • Awaiting Delivery: A purchase order has been created, and the item is awaiting receipt in the warehouse.
  • Ready for Dispatch: The purchased quantity has been received, and the item is available in the warehouse for dispatch.
  • Completed: The item has been received and used, and the line is unavailable for editing. You cannot edit the line or create a purchase order or material issue for it. You can reopen the line, if needed.
  • Canceled: The item is no longer needed for the project, and the line unavailable for editing. You cannot edit the line or create a purchase order or material issue for it. You can reopen the line, if needed.
The system updates the status when related documents are processed. You can change the status by using the commands on the Change Line Status menu.
Provisioning Source The way the item will be supplied for the project. You review the quantity available for dispatch and select one of the following options:
  • None: The required quantity is available in the warehouse and can be allocated for the project.
  • Purchase to Order: The item should be purchased and delivered to a warehouse.
  • Project Drop-Ship: The item should be drop-shipped from the vendor to the project site.
Qty. on Orders The quantity specified in the lines of the related purchase orders.
Qty. Awaiting Delivery The quantity in the related purchase order line that is to be received in the warehouse.
Qty. to Order or Allocate The quantity that must be purchased or allocated for the project.
Qty. Procured The obtained (drop-shipped to the site or received by the company) quantity of the item.
Qty. Available for Dispatch The quantity available in the warehouse for dispatching to the project site.
Qty. on Dispatch The quantity included in material issue documents for the line.
Qty. Dispatched The quantity issued from the warehouse to the project site.
Qty. Used The actual quantity of materials used for the project, which you specify manually, if needed.
Vendor The vendor from which the item is purchased or drop-shipped.
Provisioning Doc. Ref. Nbr. The reference number of the document created to supply the item (such as a purchase order).
Needed By The date when the item is needed for the project.
Expected By The expected date when the item will be delivered or available for dispatch in the warehouse.
Dispatch On The date when the item is planned to be dispatched from the warehouse to the project site.
Project Task The project task for which the material is required.
Cost Code The cost code of the project budget line linked to the material line.
Inventory Source The source of inventory for the material line, which can be either of the following options:
  • Free Stock: The inventory stock for items that meet one or both of the following conditions:
    • The items are not allocated to any project
    • The item location is not linked to any project
  • Project Stock (default): The project inventory stock which is taken from a project cost center or project related location. One of following conditions should be met:
    • The inventory stock is for items located at a location linked to a project or both a project and a project task.
    • The inventory stock is for items allocated to projects that have Track by Project Quantity or Track by Project Quantity and Cost in the Inventory Tracking box of the Projects (PM301000) form (the Summary tab).
This column appears only if the Project-Specific Inventory feature is enabled on the Enable/Disable Features (CS100000) form.
PO Creation Date The date when the purchase order was created for the material line.

Add Quote Lines Dialog Box

In this dialog box, which opens when you click Add Quote Lines on the table toolbar, you add estimation lines from the project quote to the material list. The table shows only estimation lines with an expense account group assigned and whose items are either stock items or non-stock items requiring receipt and shipment. The dialog box has a table toolbar with only standard buttons and includes the following elements.

Element Description
The table has the following columns.
A check box that you select to include the line in the material list if you click Add Lines or Add Lines & Close.
Inventory ID The identifier of the item in the project quote’s estimation line. This can be either the stock item or the non-stock item that requires receipt and shipment.
Description The description of the item in the project quote’s estimation line.
Quantity The quantity of the item in the project quote’s estimation line.
UOM The unit of measure for the item quantity in the project quote’s estimation line.
Unit Cost The unit cost of the item in the project quote’s estimation line.
Ext. Cost The extended cost of the item in the project quote’s estimation line.
Unit Price The unit price of the item in the project quote’s estimation line.
Manual Price A check box that indicates (if selected) that the unit price is entered manually.
Ext. Price The extended price of the item in the project quote’s estimation line.
Discount, % The discount percentage for the item in the project quote’s estimation line.
Discount Amount The discount amount for the project quote’s estimation line.
Amount The line amount after the discount is applied.
Discount Code The discount code applied to the project quote’s estimation line.
Manual Discount A check box that indicates (if selected) that the discount is entered manually.
Project Task The project task associated with the project quote’s estimation line.
Cost Code The cost code associated with the project quote’s estimation line.
Cost Account Group The expense account group associated with the project quote’s estimation line.
Revenue Account Group The revenue account group associated with the project quote’s estimation line.
Tax Category The tax category applied to the project quote’s estimation line.
Employee ID The identifier of the employee associated with the project quote’s estimation line.
The dialog box contains the following buttons.
Add Lines Adds the selected project quote’s estimation lines to the material list.
Add Lines & Close Adds the selected project quote’s estimation lines to the material list and closes the dialog box.
Close Closes the dialog box.

Add Budget Lines Dialog Box

In this dialog box, which opens when you click Add Budget Lines on the table toolbar, you add the project’s cost budget lines to the material list. The dialog box has a table toolbar with only standard buttons and includes the following elements.

Element Description
The dialog box has the following columns.
Included A check box that you select to include the cost budget line in the material list if you click Add Lines or Add Lines & Close.
Project Task The identifier of the project task in the project’s cost budget line.
Inventory ID The identifier of the item in the project’s cost budget line. This item is either a stock item or a non-stock item requiring receipt and shipment.If project costs aren’t budgeted at the item level—that is, the Inventory ID column has N/A on the Cost Budget tab of the Projects (PM301000) form—this column remains empty in the added material lines. You can manually select an item in the added line.
Cost Code The cost code that is associated with the project’s cost budget line.
Account Group The account group to which the line’s expense account is mapped, which is:
  • If the line contains a stock item, the account group mapped to the account specified in the COGS Account box on the GL Accounts tab of the Stock Items (IN202500) form
  • If the line contains a non-stock item, the account group mapped to the account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form
Description The description of the cost budget line.
The dialog box contains the following buttons.
Add Lines Adds the selected cost budget lines to the material list.
Add Lines & Close Adds the selected lines to the material list and closes the dialog box.
Close Closes the dialog box.

Inventory Lookup Dialog Box

In this dialog box, which opens when you click Add Items on the table toolbar, you select the items to be added to the material list across warehouses and locations and specify their quantities.You use the Selection area to specify criteria to narrow the list of items, which you can select in the table. The dialog box has a table toolbar with only standard buttons and includes the following elements.

Element Description
The Selection area of the dialog box has the following elements.
Inventory The identifier of the item you want to find, which is either a stock item or a non-stock item requiring receipt and shipment.
You can type a string from the item’s alternate ID of the Global or Customer Part Number type specified for the item on the Cross-Reference tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form. You can leave the box blank to filter items by other criteria.
For more details on alternate IDs, see Managing Item Cross-References.
Barcode An alternate ID of the stock or non-stock item that you want to find.
You can type a string from the item’s alternate ID of the Barcode or GTIN/EAN/UPC/ISBN type specified for the item on the Cross-Reference tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form. You can leave the box blank to filter items by other criteria.
For more details on alternate IDs, see Managing Item Cross-References.
Warehouse The warehouse where the items are stored. You can leave the box blank to view items in all warehouses to which you have access. This column is shown only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS10000) form.
Item Class ID The item class of the items to be listed.
Selection Mode The way the system shows items in this dialog box. You can select one of the following option buttons:
  • All Items: All items matching other specified criteria will be shown.
  • Sold Since: Only items sold to the customer since a particular date are shown. You specify this date in the adjacent date selection box, which appears when you select this option. By default, the system inserts the date that is three months earlier than the current business date.
Show Available Items Only A check box that indicates (if selected) that only items whose available quantities are greater than 0 will be listed.
The table contains the following columns.
Included An unlabeled check box that you select to include the item in the material list if you click Add Lines or Add Lines & Close.
Qty. Selected The quantity of sales units of the inventory item that you want to add to the material list.
Warehouse The warehouse in which the items are stored.
This column is shown only if the Multiple Warehouses feature is enabled on the Enable/Disable Features form.
Inventory ID The identifier of the item that can be added to the material list, which is a stock item or a non-stock item requiring receipt and shipment.
Description The description of the item.
Sales Unit The unit of measure used as a sales unit for the item.
Qty. Available The available quantity of this item at the warehouse specified in the line.
Qty. on Hand The quantity on hand of this item at the warehouse specified in the line.
Alternate ID The alternate ID of the item specified on the Cross-Reference tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form.
Alternate Type The type of alternative codification used for the item, if applicable. The type can be one of the following: Customer Part Number, Vendor Part Number, Global, or Barcode.
The dialog box contains the following buttons.
Add Lines Adds the selected items to the material list.
Add Lines & Close Adds the selected items to the material list and closes the dialog box.
Close Closes the dialog box.

Line Details Dialog Box

In this dialog box, which opens when you click Line Details on the table toolbar, you specify the item quantity and allocate items for the material line. The dialog box has a table toolbar with only standard buttons and includes the following elements.

Element Description
The dialog box has the following columns.
Dispatch On The date of shipping for the item’s quantity specified for this allocation line. It can be different from the date specified on the first allocation line if you need to back order the partial quantity of the item. This column is available only for order lines with Back Order Allowed selected as the Shipping Rule on the Shipments (SO302000) form.
Allocated A check box that indicates (if selected) that the specified quantity of the item has been hard allocated or reserved for the project’s material list.
Alloc. Warehouse The warehouse in which the item is allocated. If the Allocated check box is selected, you can select the warehouse where the specified quantity of the item is hard allocated or reserved.This column is shown only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
Completed A check box that indicates (if selected) that all required actions have been performed for this line. For example, the line has been fully shipped.
Lot/Serial Nbr. The serial number of the unit of the stock item, or the lot number of the specified quantity of the stock item to be allocated. Click the cell to select the lot or serial number. Once you specify the number, the line quantity is updated and a new line with the remaining quantity is added automatically.This column is shown only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form and does not appear for a blanket sales order.
Quantity The quantity of the item on allocation (shipping schedule) with the specified shipping date or in the selected warehouse with the specified lot or serial number. The quantity is 1 if the item has a serial number.
Qty. on Dispatch The quantity of the item to be shipped.
Qty. Received The quantity of the item that has been received from other warehouses if a transfer has occurred or from a vendor if the requested quantity was back ordered.
UOM The unit of measure for the requested quantity of the item.
By default, the system inserts the unit of measure from the Base Unit box on the General tab of:You can change this value to the purchase or sales unit of measure, if applicable.
Mark for PO A check box that is automatically selected for the lines with non-allocated items if the Mark for PO check box is selected for the corresponding material line. This check box is cleared for completed and canceled purchase order lines that are linked to material lines.
This column is shown only if the Drop Shipments or Sales Order to Purchase Order Link feature is enabled on the Enable/Disable Features (CS100000) form.
Related Document The reference number of a related document—for example, a material issue that fulfills or partially fulfills the material line, a transfer for allocation from other warehouses, or a purchase order if the material line was marked as a back order on the Shipments (SO302000) form.
The dialog box contains the following button.
OK Saves the changes (if any) and closes the dialog box.

Purchasing Settings Dialog Box

You use this dialog box, which opens when you click PO Link on the table toolbar, to link a material line to a line of an existing purchase order. The dialog box has a table toolbar with only standard buttons and includes the following elements.

Element Description
The Selection area of the dialog box has the following elements.
Provisioning Source The provisioning source to be used to fulfill this line, which can be either of the following options:
  • Project Drop-Ship: You need to drop-ship the item directly from the vendor to the project site—that is, create a project drop-ship order.
  • Purchase to Order: You need to purchase the item—that is, create a purchase order—and have the item delivered to a warehouse.
By default, the system inserts the provisioning source specified in the material line.
Vendor The vendor from which the goods are to be ordered.By default, the system inserts the vendor specified in the material line.
Purchase Warehouse The destination warehouse for the items to be purchased.By default, the system inserts the warehouse specified in the material line.
This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
The table has the following columns.
Selected A check box that you select to link the purchase order line to the selected line of the material list.
PO Type The type of purchase order.
PO Nbr. The reference number of the purchase order. The number is also a link that you can click to open the purchase order on the Purchase Orders (PO301000) form.
Vendor Ref. The reference number used by the vendor.
Line Type The line type of the purchase order, which can be one of the following options: Material Goods, Goods for IN, Goods for SO, Goods for Project, Non-Stock, Non-Stock Materials, or Non-Stock for Project.
Inventory ID The identifier of the item to be purchased, which is either a stock item or a non-stock item that requires receipt and shipment.
Vendor The identifier of the vendor that supplies the item.
Vendor Name The name of the vendor that supplies the item. The identifier is also a link that you can click to open the vendor on the Vendors (AP303000) form.
Promised The date when the items should be shipped, according to the purchase order.
UOM The unit of measure for the quantity of the item.
Order Qty. The quantity of the item ordered.
Open Qty. The quantity of the item that hasn’t been yet shipped.
Line Description The description of the purchase order line.
The dialog box has the following buttons.
Save Saves your changes and closes the dialog box.
Cancel Cancels your changes and closes the dialog box.

Create Material Issue Dialog Box

You use this dialog box, which opens when you click Create Material Issue on the table toolbar, to record the movement of materials from your warehouse to the project site. The dialog box has the following elements.

Element Description
Date The date of the material issue to be created.
Warehouse ID
The warehouse from which the item will be shipped.
This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
The dialog box has the following button.
OK Creates and opens the material issue on the Shipments (SO302000) form.

Back to TopSide Panel

By using the side panel, you can view all material issues, purchase receipts, and inventory issues related to the project’s material lines. To view these documents for a particular material line:

  1. You add the Line Nbr. column to the visible columns of the Project Materials (PM306500) form to view the number of a particular line.
  2. You select this line number in the Project Material Line Nbr. box of the side panel tab.
Tab Description
Linked Documents The Linked Documents (PM406500) form, which lists all material issues, purchase receipts, and inventory issues related to the project’s material lines.