How to Use Materials and Inventory Reports in Onsite

Before You Start

• Materials must be created in the Material Library before material reports show items
• Material requests, GRNs, and usage entries must be recorded before the relevant reports show data
• You need a role with Download Reports permission to access these reports

How to Open Materials and Inventory Reports

1. Click Reports in the left sidebar
2. Scroll to the Materials and Inventory section
3. Click the gear icon next to the report you want to open with full filters
4. Click the download icon to download directly with default settings

Report 1 — Material Request Item Report

Shows all material request line items across projects with ordering status.

Filters:

Filter	What It Does
Material Name	Filter to a specific material
Project Name	Filter to one project or show all
Request No.	Filter by a specific MR number
Status	Pending, Approved, Ordered, or Rejected
Request Date	Set a date range
Approved or Rejected By	Filter by the approver or rejecter
Requested By	Filter by the person who raised the request

Columns:

Column	What It Shows
Request Date	Date the MR was raised
Request No.	Auto-generated MR reference number
Project Name	Project the request is for
Material Name	Material requested
Specifications	Any specifications entered on the request
Unit	Unit of measurement
Request Quantity	Quantity originally requested
Ordered Quantity	Quantity already covered by a PO
Pending Quantity	Request Quantity minus Ordered Quantity
PO No.	PO number linked to this MR (if ordered)
Requested By	Team member who raised the request
Status	Current status of the MR
Approved or Rejected By	Name of the approver or rejecter
Request Notes	Notes added to the request

Best used for: Reviewing all outstanding material requests that have not yet been ordered, or tracking which requests have been converted to POs and which are still pending.

Report 2 — Material Received and Used Report

Shows all material movement entries across projects in one view: received, used, transferred, and purchased.

Filters:

Filter	What It Does
Material	Filter to a specific material
Project Name	Filter to one project or show all
Entry Type	Filter by movement type (see below)
Date	Set a date range
Task Name	Filter by task the material was used against
Challan Number	Filter by delivery challan
Party Name	Filter by vendor or party
Created By	Filter by the person who recorded the entry
Material Category	Filter by category
PO Number	Filter by a specific PO

Entry Types:

Entry Type	What It Means
Material Received	GRN recorded — material arrived on site
Material Used	Consumption entry — material used for a task or activity
Transfer In	Material received from another project or store
Transfer Out	Material sent to another project or store
Material Received and Purchased	GRN and purchase bill recorded simultaneously

Columns:

Column	What It Shows
Material Category	Category the material belongs to
Material	Material name
Project Name	Project the entry is for
Party Name	Vendor (for received) or party (for used or transferred)
Created By	Person who recorded the entry
GRN No.	GRN reference number (for received entries)
Challan Number	Delivery challan number
Entry Type	Type of movement (see above)
Purchase Done	Whether a Material Purchase bill was raised against this GRN
Receiving Date	Date the material arrived or was recorded
Unit	Unit of measurement
Quantity	Quantity involved in this entry
Unit Price	Rate per unit
Total Amount	Quantity multiplied by unit price
Remark	Notes added to the entry
Vehicle Number	Vehicle number recorded on the GRN
PO Number	Linked PO reference
PO Quantity	Quantity on the linked PO
PO Date	Date of the linked PO
Main Task Name	Top-level task the material was used against
Group Task Name	Sub-group task
Task Name	Specific task

Best used for: Auditing all material movement in a project for a period, tracing where a specific material went across projects, or reconciling received quantities against used quantities.

Report 3 — Material Stock Report

Shows the current stock position per material per project — from estimated quantity through to the remaining balance.

Filters: Project Name, Material Name, Material Category.

Columns:

Column	What It Shows
Project Name	Project
Material Category	Category
Material Name	Material name
Unit	Unit of measurement
Material Request Pending	Quantity and cost of materials in pending requests (not yet ordered)
Estimated Qty	BOQ-estimated quantity and cost
Material Received	Total received quantity and cost
Material Used	Total consumed quantity and cost
Current Stock	Remaining quantity and cost (Received minus Used)

Each section shows both Total Quantity and Total Cost.

Best used for: Checking how much of any material is left on a project, comparing received vs used quantities for a reconciliation, or identifying materials that are running low before raising a new request.

Report 4 — Unbilled Item Report

Shows materials received from vendors that have not yet been invoiced — GRNs without a matching Material Purchase bill.

Filters: Party Name, Project Name, Material, Receiving Date.

Columns:

Column	What It Shows
Project Name	Project where the material was received
Party Name	Vendor who delivered the material
Material	Material name
Unit	Unit of measurement
Quantity	Quantity received but not yet billed
Receiving Date	Date the GRN was recorded

Best used for: Weekly accounts payable reconciliation. Every row in this report is a liability that has not yet been recorded as a bill. Running this report before month-end ensures no vendor dues are missed.

Report 5 — PO Summary Report

Shows all purchase orders across projects with vendor, amount, and approval status.

Filters: Project Name, Vendor Name, Approval Status, Approved or Rejected By, Creator Name.

Columns:

Column	What It Shows
Project Name	Project the PO belongs to
Creator Name	Person who created the PO
PO Creation Date	Date the PO was created in Onsite
PO Date	Date printed on the PO document
Vendor Name	Supplier
PO Number	PO reference number
Material Amount	Total value of materials on the PO before tax and charges
Discount	Discount applied
Other Charges	Additional charges
Total Amount	Final PO value
Approval Status	Draft, Approved, or Rejected
Approved or Rejected By	Name of the approver or rejecter

Best used for: Reviewing total procurement value per vendor or project, checking which POs are still in Draft or pending approval, or preparing a procurement summary for management.

Report 6 — Material Received without PO

Shows all GRN entries where materials were received without a linked purchase order.

Columns:

Column	What It Shows
Material	Material name
Project Name	Project where the material was received
Party Name	Vendor who delivered the material
Created By	Person who created the GRN
Receiving Date	Date of the GRN
Unit	Unit of measurement
Quantity	Quantity received

Best used for: Identifying procurement that bypassed the PO process. Each row here represents a delivery that came in without a formal purchase order, which may indicate a process compliance gap.

Report 7 — Purchase Order Item Report

Shows item-level details for every purchase order — quantities ordered, received, pending, and GRN linkage.

Filters:

Filter	What It Does
PO Number	Filter to a specific PO
PO Date	Set a date range for PO creation
Project Name	Filter to one project
Vendor Name	Filter by supplier
Material Name	Filter by material
Approval Status	Draft, Approved, or Rejected
Material Category	Filter by category
Item Status	Opened (delivery pending) or Closed (fully received)
GRN No.	Filter by a specific GRN

Columns:

Column	What It Shows
PO Date	Date of the PO
PO Number	PO reference number
Project Name	Project the PO is for
Vendor Name	Supplier
Material Category	Category
Material Name	Material on the PO line
Unit	Unit of measurement
Unit Price	Rate per unit
PO Qty	Quantity ordered
PO Received Qty	Quantity received so far (via GRN)
PO Pending Qty	Ordered quantity minus received quantity
Item Status	Opened (partial or no delivery) or Closed (fully delivered)
Approval Status	Approval state of the PO
MR No.	Material Request linked to this PO item
Challan Number	Delivery challan reference
GRN No.	GRN linked to this PO item

Best used for: Tracking which PO items are still awaiting delivery (Item Status = Opened), or reconciling PO quantities against GRN quantities for a specific vendor or project.

Report 8 — Production Material Report

Shows production entries with the raw materials consumed per production run.

Filters: Project Name, Production Date, Production Material Name, Raw Material Consumed.

Columns:

Column	What It Shows
Project Name	Project the production was recorded on
Production Material Name	Output material (what was produced)
Unit	Unit of the output material
Quantity	Quantity produced
Production Date	Date of the production entry
Raw Material Consumed	Summary of all input materials used (e.g. Sand: 10 bags, Cement: 20 bags)
Notes	Notes added to the production entry

Best used for: Reviewing raw material consumption per production run on projects that use batching or in-house fabrication.

Report 9 — Material Purchase Item Report

Shows every purchased material line with full cost, tax, PO linkage, GRN reference, and payment status. This is the most detailed purchase view available.

Filters: Purchase Date, Receiving Date, Party Name, Party GST, Project Name, Material.

Columns:

Column	What It Shows
Party Name	Vendor
Party GST	Vendor’s GSTIN
Purchase Date	Date the Material Purchase bill was recorded
Receiving Date	Date the GRN was created
Project Name	Project
Material	Material name
Unit	Unit of measurement
Unit Price	Rate per unit
Quantity	Quantity billed
Basic Amount	Quantity multiplied by unit price
Tax	GST or tax amount
Discount	Discount applied
Total Amount	Net amount after tax and discount
Material Category	Category
PO Number	Linked PO reference
PO Quantity	Quantity on the linked PO
PO Item Rate	Rate per unit on the PO
PO Date	Date of the linked PO
PO Total Amount	Total value of the linked PO
GRN No.	GRN reference
Reference No.	Vendor invoice or reference number
Remark	Notes
Created By	Person who recorded the bill
Vehicle Number	Vehicle number from the GRN
Expense Status	Paid, Partially Paid, or Unpaid
Due Date	Payment due date
Expense Amount	Total payable
Expense Paid Amount	Amount paid to date
Unpaid Expense Amount	Remaining outstanding amount

Best used for: Reconciling all material purchases for a vendor against POs and GRNs, tracking outstanding material bills, or generating a detailed procurement cost report for a project.

Tips

• Use Material Request Item Report with Status set to Pending to see everything that has been requested but not yet ordered. This is the daily procurement action list.
• Use Material Stock Report to check current inventory levels before raising a new material request. If stock is sufficient, a new request may not be needed.
• Use Unbilled Item Report every week before month-end. Every row is an unrecorded liability. Clearing this report ensures all vendor dues are posted.
• Use Purchase Order Item Report with Item Status set to Opened to see all outstanding deliveries. Follow up with vendors on any items that are overdue.
• Use Material Purchase Item Report with Expense Status set to Unpaid to generate a vendor payment priority list for the accounts team.
• Use Material Received without PO regularly to catch procurement that bypassed the formal PO process. Each entry here represents a delivery that has no purchase order backing it.
• Use Material Received and Used Report with Entry Type set to Material Used and a Task filter to verify material consumption against a specific task for resource budget reconciliation.

If Something Goes Wrong

Problem	Likely Cause	What to Do
Material Request report shows no data	No material requests raised	Raise material requests from the project’s Material tab first
Stock Report showing zero current stock	No GRNs recorded or all stock consumed	Check that GRN entries have been created for material deliveries
Unbilled Item Report is empty	All received materials have been invoiced	This is the correct state — no action needed
PO report showing no items for a vendor	PO not created for that vendor	Create a Purchase Order in Procurement first
Material Purchase Item Report shows no Unpaid items	All bills are settled	Filter by Partially Paid to see bills with remaining balances
Cannot access the reports	Role does not have Download Reports permission	Ask Admin to enable Download Reports on your role in Settings, then Roles and Access
Received without PO report showing unexpected entries	Team is creating GRNs before raising POs	Address with the procurement team and ensure POs are raised before deliveries