Add a Materials Delivery Document

Contents

Add a Materials Delivery document when you need to keep close track of what material has been delivered to you, how much was delivered, what's left to be delivered, and how much you've actually spent on material to date.

Tracking material deliveries is a two-step process:

1. Create a materials delivery document for each material you plan to track.
2. Update the document each time you receive a delivery of that material.

You can add materials delivery documents directly in the Materials Delivery Log Window, or Generate Materials Delivery Documents from a Contract or PO. Generally, if you set up unit price contracts or purchase orders, and plan to track material deliveries, it's faster to generate them.

Add a Materials Delivery document:

1. Expand the Logs folder, click Materials to open the Materials Delivery Log Window.
2. Click Add Document to open a Materials Delivery Document Window.

On the General tab:

1. Enter a material code and material title.
2. Click Select Contract to link this material delivery to a contract. You can only change this field when adding the document. You cannot change this field once you save this document.
3. If applicable, use the Spec Section drop-down list to select a specification.

On the Status tab:

Select a Ball In Court and a priority for the material.

On the Cost tab:

Use the fields on this tab to keep a record of the quantity of the material ordered and delivered.

1. In the Contract/PO Quantity, Units, and Unit Price fields, enter the original amount for the materials, plus the unit of measure, and the cost per unit.
2. On subsequent updates to the materials delivery document, use the Amendment fields to enter changed values.

On the Delivery Tickets tab:

Click Add to open the Delivery Ticket Dialog Box to record each delivery installment. You should add a new delivery ticket for each delivery installment. On the Delivery Ticket dialog box, do the following:

1. Enter information about the delivery ticket in the fields such as the received date, ticket number, quantity, and description.
2. To link an issue to the delivery ticket, click Link to open the Select Issue Dialog Box, and select the issue.

• To link a file or URL to the delivery ticket, click Attach File, Attach from Repository, or Attach URL.

On the Billing and Delivery tab:

Use the fields on this tab to track the contacts providing and receiving the material, and the dates.

1. Click Select to enter contacts in the Ordered From or Delivered To fields.
2. Click Select Date to enter dates in the First Delivery and Final Delivery fields.

On the Requisition tab:

1. Click Select Contract to select the contract to link to the requisition.
2. From the Requisition Line Number drop-down list, select the line number to link to the requisition.

On the Schedule tab:

If Contract Management is connected to a P6 EPPM database, certain fields are active on this tab. If you are not connected to P6 EPPM, you can enter values in the fields that are visible.

1. Click the icon to open the Schedule Dialog Box to view early/actual start and finish dates, original and remaining durations, percent complete, and total float for a document linked to a P6 EPPM activity.
2. Click Browse next to the Activity ID field to open the Select Activity Dialog Box to associate a Project Management activity from a linked P6 EPPM project to this delivery. Browse only displays when the project is connected to a P6 EPPM database. You can use the early/actual start and early/actual finish date of this activity to update the Start and Finish fields.
3. Click Select Date to enter date in the Start and Finish date fields.

On the Issues tab:

• Click Link to open the Select Issue Dialog Box to link an issue to this materials delivery document.
• Click Issue Title and Code to open the Issue Document Window if you want to view the issue details.

On the Attachments tab:

On this tab you can do the following:

• Click Attach File to open the Attach File Dialog Box to add an attachment to this invoice.
• Click Attach from Repository to attach a document from the content repository.
• Click Attach URL to attach a web address to the document.

Save the document when finished:

Click Save when finished.