How to Manage the Complete Material Flow in Onsite

The complete material lifecycle in Onsite — from adding materials to a project, raising a Material Request on site, through procurement (RFQ and PO), receiving goods (GRN), recording usage, issuing to subcontractors, and booking the financial purchase transaction.

Before You Start

• Materials must exist in the Material Library before they can be requested, received, or issued
• Suppliers must be added as parties before they can be linked to RFQs or POs
• Subcontractor Work Orders must be created before issuing materials to subcontractors

How the Material Flow Works

Step	What Happens	Where
0	Add materials to the project	Project, Material tab
1	Site team raises a Material Request	Project, Material tab
2	Procurement raises an RFQ for supplier quotes	Procurement, left sidebar
3	Purchase Order raised for selected supplier	Procurement, left sidebar
4	Materials arrive on site — GRN created	Project, Material tab
5	Materials consumed from stock	Project, Material tab
6	Materials handed to subcontractor	Project, Material tab
7	Financial expense transaction created	Project, Transaction tab

Not every project uses all steps. Small purchases can skip the RFQ. Some projects go directly from GRN to Purchase Booking. Follow the steps relevant to your company’s workflow.

Step 0 — Add Materials to the Project

Before raising requests or tracking stock, add the materials you want to track to the project’s material list.

Option A: Add from Library

1. Open the project and click the Material tab
2. Click + Add Material
3. Search and select materials from the Material Library
4. Enter the Opening Stock — the quantity already physically on site when you start tracking
5. Enter the Estimated Quantity — the total quantity expected to be used for this project
6. Enter the Budgeted Unit Rate — cost per unit in Rs
7. Click Save

Option B: Import via CSV

Use this to add multiple materials to the project at once.

1. Open the project and click the Material tab
2. Click the Import icon
3. Upload your CSV file

The CSV must use this format:

Column	What to Enter
Material Name	Must match the name exactly as it appears in the Material Library
Opening Stock	Quantity currently on site at the time of setup
Estimated Quantity	Total expected consumption for this project
Budgeted Unit Rate	Cost per unit in Rs

💡 Material names in the CSV must match the Material Library exactly. If a name does not match, that row will not import. Add new materials to the Library first, then import.

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Step 1 — Material Request

A Material Request (MR) is raised by the site team when materials are needed for the project.

How to Create a Material Request

Open the project, click the Material tab, click + Create, and select + Request.

Fill in the Request

1. The system auto-generates an MR number (e.g. MR-72)
2. Select materials from the Material Library — search by name or filter by category, then tick the checkboxes
3. Enter the Quantity for each material
4. Optional: add Specifications, upload a photo, or add a Note
5. Click Save

What Happens After Saving

• The MR appears in the material list with status Pending
• Relevant team members are notified based on Alert Settings
• The MR flows into procurement for RFQ or direct PO creation

MR Status Flow

Status	Meaning
Pending	Request raised, awaiting action
Approved	Approved by a manager
Rejected	Not approved
Ordered	A Purchase Order has been raised against this MR

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Step 2 — Material RFQ (Request for Quotation)

An RFQ collects quotes from multiple suppliers before placing an order. This step is optional for small or routine purchases.

How to Create an RFQ

Click Procurement in the left sidebar, click RFQ, then click + New RFQ.

Fill in RFQ Details

Field	What to Enter
Project	Select the project this RFQ is for
Bidding Start Date	When suppliers can start submitting quotes
Bidding End Date	Deadline for quote submission
Bill To / Ship To	Billing and delivery addresses
Tax Type	Item Level Tax or Bill Level Tax

Add materials: Click Import from Material Request to pull in items from an approved MR — this links the RFQ to the original request. Alternatively, add materials manually from the library.

Add suppliers: Add one or more supplier parties. Each supplier gets their own column in the Supplier Entries tab for quote comparison.

Save and Publish

Option	What It Does
Save Draft	Saves without notifying suppliers
Save and Publish	Sends the RFQ to suppliers via email or WhatsApp

Collecting Quotes — Supplier Entries Tab

Column	What It Shows
Quantity	Quantity quoted by the supplier
Quoted Price	Price per unit
Tax	Tax on the quote
Total	Total quote amount

Punch Quotation: If a supplier sends their quote via phone or email, use Punch Quotation to manually enter their rates.

Send Reminder: Use Send Email or Send WhatsApp to follow up with suppliers directly from the RFQ screen.

Convert to PO

Once quotes are compared, click Convert to PO on the selected supplier’s quote. This creates a Purchase Order pre-filled with the supplier’s items and rates.

Step 3 — Material PO (Purchase Order)

A Purchase Order is the formal order sent to a supplier.

How to Create a PO

Click Procurement in the left sidebar, click Purchase Order, then click + Create PO.

You can also create a PO directly from an RFQ by clicking Convert to PO (see Step 2 above).

Fill in PO Details

Field	What to Enter
Vendor	Select the supplier party
Project	Select the project
Bill To	Billing address
Ship To	Delivery address

Add materials: Link to a Material Request to import items, or add materials manually. For each item enter: Unit Rate, Tax %, and Discount.

Save the PO

Option	What It Does
Save as Draft	PO created but not sent to vendor
Save and Publish	PO finalised and shared with vendor

The system auto-generates a PO number (e.g. PO-86).

PO Status

Status	Meaning
Draft	PO saved but not published
Approved	PO published and confirmed
Ordered	Materials ordered and pending delivery
Rejected	PO cancelled or declined

Pending to Receive

Once a PO is published, its items appear in the project’s Pending to Receive panel (badge on the Material tab header). This shows all outstanding PO items not yet received on site.

Step 4 — Material Received (GRN)

A GRN (Goods Received Note) records materials that have physically arrived on site.

How to Create a GRN

Open the project, click the Material tab, click + Create, and select + Received.

Fill in the GRN

1. The system auto-generates a GRN number (e.g. GRN-26)
2. Select the Party (supplier who delivered the materials)
3. Add materials received — either from the Material Library directly, or from Purchase Order Items to link this GRN to a specific PO for full traceability
4. Enter the Quantity for each material
5. Optional: Delivery Challan number, Vehicle Number, Note, Upload Media (delivery photo or challan scan)
6. Click Save

What Happens After Saving

• The Received count updates on the Material List
• Current Stock increases accordingly
• The GRN is available for linking in the Material Purchase Booking (Step 7)
• A WhatsApp alert is sent to relevant roles if enabled in Alert Settings

💡 Always use Purchase Order Items when receiving against a PO. This links the GRN to the original order and maintains the audit trail from request through to receipt and invoice.

Step 5 — Material Used

Recording material usage deducts quantities from the current project stock.

How to Record Material Used

Open the project, click the Material tab, click + Create, and select + Used.

Select the material and enter the quantity consumed.

Usage Type	When to Use
Used in Production	Material consumed in on-site construction or production work
Used in Equipment	Material used for equipment (e.g. diesel, lubricant, oil)

Checking Stock After Usage

The Material tab shows live stock for all materials:

Column	What It Shows
Estimated	Total quantity budgeted for the project
Received	Total quantity received via GRNs
Current Stock	Received minus Used minus Issued

Click the Received count on any material row to see a detailed stock breakdown including: Remaining on Site, Estimated Quantity, Stock In and Stock Out summary, and all movement entries with dates and sources.

Step 6 — Material Issued to Subcontractor

When materials are handed to a subcontractor for their work, record it as a Subcon Issue. This deducts from your stock and tracks what was given.

How to Issue Materials to a Subcontractor

Open the project, click the Material tab, click + Create, and select + Subcon Issue.

1. Select the Work Order for the subcontractor
2. Add materials from your inventory — select items and enter the quantity to issue
3. Click Save

What Happens After Saving

• Stock is deducted from the project’s current inventory
• The Subcon Work Order’s Materials tab reflects what was issued
• The subcontractor can see what materials were allocated to their work order

Step 7 — Material Purchase Booking

The Material Purchase Booking creates the financial expense transaction for materials received. This links the GRN (physical receipt) to the project accounts.

⚠️ Receiving materials via a GRN only updates stock counts. The financial expense is only recorded when you create a Material Purchase transaction. Always complete this step after receiving materials.

How to Book a Material Purchase

Open the project, click the Transaction tab, click + Transaction, and select Material Purchase.

Fill in the Purchase Booking

1. Select the Vendor (supplier party)
2. Click Select Received Items — shows all GRNs from that vendor not yet financially booked
3. Select the GRN or GRNs to book
4. Review and adjust per-item details if needed: Quantity, Unit Rate, Tax, Discount
5. Enter Paid Amount if a payment was made at the same time
6. Assign a Cost Code if applicable
7. Click Save

What Happens After Saving

• A Material Purchase expense entry is created in the project’s Transaction list
• The transaction appears in the vendor’s party ledger (To Pay balance)
• The GRN is now financially accounted for and disappears from the Unbilled Materials panel

Unbilled Materials: The Transaction tab toolbar shows an Unbilled Materials badge listing all GRNs received but not yet booked. Review this regularly to ensure nothing is missed before month-end.

Viewing All Material Activity

Material List

The main Material tab shows all materials for the project with live stock levels. Use the + and − buttons on any row to make quick manual stock adjustments when needed.

Recent Entries

The Recent Entries tab shows every material movement in chronological order.

Column	What It Shows
Date	When the entry was made
Material	Which material
Description	Entry details
Vendor	Supplier (for received items)
Status	Type of movement
Quantity / Amount	Quantity moved and financial value

Status types in Recent Entries:

Status	Meaning
Received	Material received via GRN
Purchased	Material Purchase Booking created
Used in Production	Consumed in construction work
Used in Equipment	Consumed by equipment
Issued	Issued to subcontractor
Production	Created via on-site production (e.g. RCC batching)
Material Sale	Sold to another party

Use the status filter dropdown to view only specific types of movements.

Pending to Receive

The Pending to Receive badge on the Material tab header shows the count of outstanding items from Purchase Orders.

Tab	What It Shows
PO Items	Materials ordered but not yet received (from published POs)
Transferred Items	Materials transferred in from other projects that are in transit

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Tips

• Add all materials to the project’s Material tab before the team starts recording entries. Materials not added to the project cannot be requested, received, or tracked.
• Link GRNs to PO Items when receiving against a Purchase Order. This maintains the full audit trail from request through to receipt and invoice.
• RFQ is optional. For small or routine purchases, go directly from Material Request to Purchase Order.
• Do not skip the Purchase Booking step. Receiving via a GRN only updates stock. The financial liability to the vendor is only recorded when the Material Purchase transaction is created.
• Use Issued to Subcon for materials handed to a subcontractor. Use Used for materials consumed by your own team. Both deduct from stock but are tracked separately in reports.
• Check Unbilled Materials in the Transaction tab weekly before month-end. Every item there is a GRN without a corresponding bill — an unrecorded vendor liability.
• Current Stock is live and updates immediately after every GRN, Used, or Issued entry.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Material not appearing in MR or GRN	Not in the Material Library	Go to Library in the left sidebar, open Material Library, and add the material
Material not available in the project	Not added to the project’s Material tab	Go to the Material tab, click + Add Material, and add it from the Library
RFQ not sent to supplier	Saved as Draft instead of Published	Open the RFQ and click Save and Publish
PO items not showing in Pending to Receive	PO not linked to this project or not published	Check the PO and verify the correct project is selected and the PO is published
GRN not updating stock	GRN not saved	Reopen the GRN entry and confirm it has a GRN number (confirms it was saved)
Material Purchase not in Transaction tab	Not yet created	Go to Transaction tab, click + Transaction, select Material Purchase, and book the GRN
Subcon Issue failing	Work Order not created	Create the Subcontractor Work Order first before issuing materials
Stock shows incorrect quantity	Manual entry error or wrong GRN quantity	Check Recent Entries to find the discrepancy and make a stock adjustment
Unbilled Materials showing old GRNs	Material Purchase not created for those GRNs	Create a Material Purchase transaction and link those GRNs