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How does Material Stockpile work

The standard FACS Material Stockpile template is designed to track payment for the material portion of select items.

Key Fields and Sections

Item Details

Each project item can have only one stockpile payment entry.

  • Item Number (Required, Unique) – selected from the Pay Item list
    Default displys:

    • Funding Source, Item Number, Item Description, Unit, Authorized Quantity

Auto-Calculated Fields (Read-only):

  • Item quantity recorded – Sum of all quantity from published Daily Reports

  • Item amount paid to date - Dollars paid from Daily Reports

  • Item quantity paid to date – Sum of all quantity from approved Daily Reports that has been paid 

  • Stockpile amount to date - Sum of all stockpile payments in this entry

  • Item quantity remaining - Authorized quantity minus paid quantity

  • Remaining stockpile amount allowed - Shows the dollar amount remaining allowed to be paid via stockpile taking into consideration stockpile payments to date, quantity recorded to date and the items stockpile threshold, if any.

    • If allowed stockpile amount is negative, the entry will not allow for saving until a reduction in the stockpile amount paid to date has been entered. This is to prevent overpayment.

  • Stockpile quantity recorded - Sum of stockpile quantities in this entry 

     

WARNING: Approving Daily Report quantities may cause Material Stockpile payments to exceed their allowable thresholds. A payment period cannot be approved if any Material Stockpile entry has a negative Remaining Stockpile Amount Allowed value.

If this occurs, the Material Stockpile entry must be corrected before the payment period can be approved.

Material Section

Material Stockpile Details Table

Captures each stockpile payment record:

  • Stockpile Unit Quantity (4 decimal places)

  • Stockpile Unit Price (2 decimal places)

  • Stockpile Amount (calculated)

  • Date (Required)

  • Remarks

  • Creator

CAUTION: Stockpile payments cannot exceed the authorized amount for an item. Projects may apply a stockpile threshold (less than 100%) to preserve funds for labor and equipment when setting up their project item list.

 

Additional Features

  • Includes standard fields: Workflow, Contributors, Comments, References

  • Once a specific Material Stockpile records has been used in a payment period, that record cannot be edited or deleted

  • Material Stockpile has no workflow.

 

Location

Documents > Material Stockpile

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.