Create Stored Material Invoice

Description

Certain construction items can be designated as eligible for stored material payments. This designation is made either on the Master Item Detail screen when the user is creating a new master item, or on the Item (design item) Detail screen when the user is creating a nonstandard item. The item is further categorized as being erected steel, if applicable.

When a construction item is eligible for stored material payments, the contractor submits invoices for the material to PENNDOT prior to its actual use on the project. PENNDOT pays these invoices by adding the eligible invoiced amount to the next available estimate in the form of an adjustment (positive dollar value). The process of creating the adjustment and including it in the next estimate is handled by the system based on the existence of the stored material invoice; users cannot elect to exclude stored material adjustments from an estimate.

When the stored material item is used on the project (that is, it is included in an estimate), the system automatically creates a negative adjustment to recoup the cost of the prepayment. Again, the stored material adjustment cannot be excluded form the estimate by the user. The system attempts to split adjustments only to prevent a negative Estimate from being created.

The Create Stored Material Invoice function allows the user to enter the information from the contractor’s invoice into the system and to attach a scanned image of the invoice (as an EDMS document). This is the information the system will use to create the Stored Material Adjustment. If the stored material is classified as erected steel, the user must also enter the price per pound of the item, the estimated total weight, and the invoice total weight. The system automatically calculates the maximum weight, maximum percentage, and maximum dollar values. (These calculations are made to assist the user on this screen but are not stored in the database; they are only displayed in ‘create’ mode.)

The Create Stored Material Invoice function can be performed by the Project Inspector. Prior to the stored material adjustment being included on an estimate, the invoice is not viewable by any other user, and it may be deleted. Once the adjustment is included on an estimate, the Stored Material Invoice is viewable by all PENNDOT users, as well as by Business Partner members of the Project Team.

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen….	perform this action:
My Projects	Select project by clicking in checkbox Choose ‘Stored Material Invoice’ from Add links Click ADD button
Stored Material Invoice screen	Click selection arrow to right of Stored Material Item field
Construction Item selection window (opened in separate browser)	Select construction item/type from Select Item to be Added list Click ADD>>> button Click OK button
Stored Material Invoice screen	Enter required data: · Description (of stored material) · Invoice Amount (this value plus Other Invoices cannot be greater than Max Amount) Attach scanned image of invoice (EDMS Link) Click SAVE & EXIT

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services options available to your user group are displayed.
Select the My Projects option beneath Contractor Services on the navigation bar.	The My Projects page is displayed and lists the projects associated with your personalized search.
If desired, update your personalized search by clicking the Personalize Project Search link.	The search fields are displayed and open for entry.
If needed, enter search criteria to narrow the displayed listing of projects, then click the REFRESH button.	The My Projects page is updated based on the search criteria.
Locate the project for which you want to create a stored material invoice and select it by clicking in the checkbox.	An ‘X’ appears in the selected checkbox.
Select ‘Stored Material Invoice’ from the Add links and click the ADD button.	The Stored Material Invoice screen is displayed in create mode.
Choose the item for which you want to create the invoice by clicking the selection arrow to the right of the Item Number field.	The Select Construction Item and Item Type screen is displayed in a separate browser window. Only items designated as eligible for stored material invoicing are listed.
Click the "X" in front of the item number to select it.	The item is moved to the Selected Items list box.
Click the OK button.	The Select Construction Item and Item Type screen closes, and you are returned to the Stored Material Invoice screen. If the stored material is erected steel, the Price per Pound, Estimated Total Weight, and Invoice Weight fields are open for entry.
If the item is erected steel, enter the Price per Pound, Estimated Total Weight, and Invoice Weight in the appropriate fields.	The values you entered appear in the fields. These fields are required. The Price per Pound field accepts up to 4 decimal places. Note: The Maximum Percentage, Maximum Weight, and Maximum Amount fields are calculated and displayed. The sum of the Invoice Total field and the Other Invoices Amount cannot exceed the Maximum Amount. The Maximum Percentage defaults to 97%.
Enter the Description of the stored material.	The text you entered appears in the field. This is a required field that accepts up to 255 alphanumeric characters.
Enter the Invoice Amount.	The amount you entered appears in the field in currency format. Note: The Invoice Amount plus the Other Invoice Amount cannot exceed the Maximum Amount.
To attach a scanned image of the invoice, click the selection arrow to the right of the EDMS Link field and select the document you want to link.	Follow the prompts. See “How Do I Attach EDMS Document” in the Help system.
Click the SAVE & EXIT button.	A ‘please wait’ message is displayed. When processing is complete a ‘successful’ message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Stored Material Invoices list. The invoice you just created appears in the list.

Related Help Documents

Topic	Help Document
Screen fields and definitions	Tell Me About Stored Material Invoice
List of stored material invoices for project	Tell Me About Stored Material Invoices list
Modify stored material invoice	How Do I Modify Stored Material Invoice
Delete stored material invoice	How Do I Delete Stored Material Invoice
View adjustments included in estimate	How Do I Create Estimate

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:51:18 AM