In this article:
|Report Display Name
|Enter the name you wish to see on PDF reports if the agency name isn't being used. Leave it blank to use the agency name. This name will appear at the top of every PDF report in the Appia service.
|Report Logo Preference
Select the option to use for a logo on your reports. This logo will appear at the top of every PDF report in the Appia service.
If you decide to display your organization’s logo, use the Report Logo section to upload the file.
|Use to upload your logo.
|The unique identifier of the project. This field is required.
|Select the funding types that will be used. You can select more than one option.
|Select the type of work from the drop down list. The available work types are part of the Lists in the reference data.
|A description of the project. You can use the font options to change the look of your text.
|DBE, MBE, WBE % Goal
|The percentage of the project you want to contract to disadvantaged, women-owned, or minority-owned business enterprises.
|Analyze and Award Bid
Determines whether the project is going to import bids for analysis and award.
If you change this option, any items, item funding, previously imported bids, and bid analysis information will be deleted.
|Fields that specify the project locations, such as State, Region, and Counties, for projects that encompass more than one location. You can select more than one option.
|The physical location of the project.
|The latitude and longitude of the project.
An under construction project has additional fields that can be updated, as well as many of the same fields as a new project.
|The materials that are currently associated with this item posted.
|If the material has a requirement, it is displayed under the description.
|How the material is measured.
|The unique identifier of the material.
|The quantity of this material that has been approved.
|The amount of the material that has been used, as reported in daily reports.
|The amount of the remaining approved quantity that hasn't yet been placed.
The amount of the quantity used that is greater than the quantity approved.
Approve material item usage
When you select an item for the stockpile, the Appia service enters default information in several fields. Some of these fields can be changed.
|The item for which the stockpile is being created.
Specifies which source of funding will be used as the advance. Once saved, this field cannot be changed.
If more than one fund package is being used for the stockpile, you must enter a stockpile for each fund package.
|Value of Materials
The amount to be paid to the contractor up front for the delivered materials. This field defaults to the unit price of the selected item multiplied by the authorized item quantity available. If the item has already been posted in a daily report, this field displays the amount on the daily report.
The value of materials in a stockpile cannot exceed the item’s authorized amount. If the item is split, the value of materials cannot exceed the authorized amount for the fund package. If a stockpile already exists for the item, the value of materials in a new stockpile cannot exceeded the authorized amount minus the previously stockpiled amount or the amount on payments submitted for approval.
|Quantity for Recovery
The item quantity that needs to be posted to a daily report to recover the advanced payment from the contractor. This field defaults to the available quantity of the item. As quantities of the material are entered as part of the daily report, the Quantity for Recovery reduces to show the remaining stockpile. If the item has already been posted in a daily report, this field displays the amount on the daily report.
The quantity for recovery in a new stockpile cannot exceed the authorized item quantity and must be greater than zero. If a stockpile already exists for the item, the quantity for recovery in the new stockpile cannot exceed the authorized quantity minus the quantity on payments submitted for approval or on saved daily reports.
For every one unit of the item placed, this is the dollar amount at which the advanced payment to the contractor is recovered. This field cannot be changed.
|Begin Recovery On
The date when you can begin recovering the funds advanced to the contractor. This date must be after the notice to proceed date. You cannot enter a recovery date for the past if the quantity for recovery exceeds the quantity already submitted on a payment.
When a daily report includes a posting of the stored material, the quantity in the report is included in the recovery when a payment is made.
|A description of the material on hand or any other relevant information. This field
is not required.
The Appia service displays the following summary as information only
Pulled from the item list, the quantity of the item that has been authorized, either when the project was moved to the Under Construction phase or through change orders.
|Pulled from daily reports, the quantity of the item that has been used.
|Pulled from payments, the quantity of the item for which payment has been made.
|The quantity of the item from all fund packages that is available to be stockpiled.
|Pulled from the item list, the unit of measure for the item.
|Pulled from the item list, the price per unit of the item.
|Pulled from the item list, the number of units times the unit price.
|Pulled from the payments, the amount paid for the stockpiled item.
|The total value of the item from all fund packages and stockpiles that has been stockpiled.
|The value of the item from all fund packages that is available to be stockpiled.
When you edit the stockpile, you will see additional fields. Fields that have information copied from the Item list, such as unit and unit price, are not listed.
Payment and recovery of a changed stockpile remains the same.
|Each payment for the project is numbered sequentially. This field is automatically updated.
|The payment has four statuses: draft,pending approved, and paid. Each payment starts in draft status. This field is automatically updated.
|Displays the percentage of the project for which payments have already been made, based on the authorized project amount. This field is automatically updated.
|Item Payment Amount
|The item amount for the current payment. This field is automatically updated.
|The prime contractor on the project. This field is automatically updated.
|The managing office of the project. This field is automatically updated.
|The project manager on the project. This field is automatically updated.
|The date when the last payment was produced. For the first payment,the From Date field is the date of the Notice to Proceed.This field is automatically updated.
|The last date of the payment. It defaults to the current date, but it can be changed. Approved daily reports and stockpile begin recovery dates that fall before the To date are included in the payment. If this is the final payment, this date must be on or after the date of the last daily report.
|The date the payment was approved. This field is available when the payment is created and after it has been approved.
|The date the payment was made. This field is available when the payment is created and after it has been approved.
A percentage of the authorized or awarded amount for all items posted on a daily report and the advancement of a stockpiled item that will be held for this payment. Stockpile advancement retainage is selected in the global or project settings.
The fields displayed are dependent on which type of retainage is selected.
|A dollar amount of the retainage that will be released for this payment.
|Retainage Cap Percent
|The percentage of the authorized project amount at which the retainage for this payment is capped. You will not see this field if you do not have a cap for the retainage selected in the global or project settings.
|Retainage Cap Amount
|The dollar amount for this payment at which the retainage is capped. You will not see this field if you do not have a cap for the retainage selected in the global or project settings. This value can change if the awarded or authorized project amount changes.
|Edit Project Cap Settings
|Opens the project settings page where you can set retainage amounts.
|Enter any comments for the payment in the Remarks field. You can use the available buttons to format the text.
Aside from the adjustments, Summary fields are display only.
|A one-time adjustment to this payment.
|The reason for the one-time adjustment.
|The amount of the project that has been authorized for payment, including approved change orders.
|The amount of money that has been advanced to a contractor for a stockpiled item.
|The amount of the stockpiled item being recovered on this payment, based on stockpile recovery rates.
|The amount of the project that is being held on this payment, based on the global or project settings.
|The cost to the contractor when the project does not end as scheduled, based on the time limit authorized deadline or expected end date. If the deadline or expected end date changes after liquidated damages are assessed, the next payment will update the amount withheld to reflect the changes.
|The amount of the payment containing adjustment costs, based on item adjustment factors.
|The amount of the payment that contains released retainage, based on the global or project settings.
|The total authorized item amount.
|The dollar amount previously paid for the item.
|The amount being paid for this payment.
Indicates if the quantity used for an item is greater than the authorized quantity. Select the check mark to see the dollar or quantity amount of the overrun and the amount withheld from the payment. Payment for overages depends on your project or
Overage Amount – The dollar amount of the unauthorized item quantity.
Amount Placed – The dollar amount of the total item quantity.
Overage Quantity – The number of units of the unauthorized item.
Quantity Placed – The total number of units placed for the item.
Indicates if there are any materials that have not been certified. Click the check mark to see the current amount placed, the amount place to date and the amount withheld.
Amount Placed – The dollar amount of the unpaid item quantity.
Amount Placed to Date - The dollar amount of the total item quantity.
Amount Withheld - The dollar amount that needs approval in order to be paid.