How do I track the materials received at the site and reconcile the quantities with the appropriate Purchase Order?

In order to register materials delivered on site using your Daily Logs against a Purchase Order, you need to have created a Purchase Order, which must be under the status “Approved“, the items that you want keep track of must be “MTL” material items and the “QTY” must not be 1 lump sum. For example we will need 2000 CY of concrete, we will not put in the POs 1 lump sum, but instead the 2000 CY of concrete as shown below.

If the conditions previously stated are met, then we can use the option “Materials Items Delivered”. Click on the plus icon, then click on the drop down menu and you will see all the material items of the all approved POs in the Project. In the example given below, you can see that there are 3 items; Clean Sand, Backfill Material from Bank A and our 4000 PSI Concrete Mix. The first 2 materials come from a Purchase Order #1 and our 400 PSI Concrete Mix comes from the Purchase Order #2 that we created for this exercise.

Select the item of your preference (in this case the 4000 PSI concrete mix) and it will be added to the daily log.

Populate, as best practice, all the fields, but the one of our interest is the “QTY Delivered”, this will talk back to the PO. We have entered 180 CY delivered in the Daily Log. See below how that number is reflected in the PO. This helps the user to keep track of how many CY of Concrete were delivered, therefore how many we will have to pay to the concrete supplier or vendor.