Last Updated: June 9, 2022

Steer’s Site Materials Management enables you to seamlessly manage project materials from site requesting to releasing with just a few clicks. This solution accompanies each user in ensuring that the requested materials are properly tracked and tagged alongside the work package delivered.

The workflows included in this module are the following:

WorkflowsDescription
Materials RequestInitiates the request for site materials needed to deliver tasks and notifies the Warehouse for releasing. If certain materials are not available, a purchase request can be triggered.
Purchase RequestConsolidate and create purchase request for all materials requested that are not available in the inventory. The resulting data can be used to initiate the Purchase Order Process manually or through an existing ERP system.
Materials ReceivingLogs and inspects the materials upon receipt from the supplier or vendor.
Material Quality CheckPerforms additional assessment of materials if issues are found during the receiving process.
Materials ReleasingRecords the released materials to the site.
Materials ReturnIssues a return request for materials on site back to the warehouse.
Inventory Stock CountUpdates the current quantity of materials in the inventory based on the result of the actual count performed by the user.


The target users of this solution are the following:
Project Managers / Site Supervisors
Process Engineers
Warehouse Personnel
Purchasing


I. PROCESS FLOW
The flowchart below (Fig. 1) shows the relationship between these workflows and how they function to create a seamless management of materials for your project.

The Site Materials Management process

II. SOLUTION PREREQUISITES and SETUP
Project File
BOM – The Bill of Materials is the main source of material specifications that must be imported to Steer Master Records (see Steer Project Materials Master under Record below).

Access Settings
Ensure that the correct users are accessing the forms by reviewing the access settings.

Required Steer Records
The following records are required to use the Site Materials Solution. To Populate them, either encode directly to the form, or populate the excel template and import it.

Setup Records
Inventory Supply Type
Project Task
Project
Task Category
Unit of Measure
Vendor

Master Records
Steer Inventory Master
Steer Project Materials Master

IV. WORKFLOWS
1. Materials Request
The Materials Request workflow allows you to file a materials request , which will be reviewed for approval by the warehouse. It comes with a preconfigured request form and process that covers the routing of the request between the submitter and the approver. This workflow focuses on the requesting of materials from the warehouse.
The Materials Request form contains fields where users can enter specific details of the request such as Project Name, Task, the material specifications, and the quantity needed.

Workflow Procedure:
The Project Manager or Site Supervisor creates a ticket for the materials request and the Warehouse Staff reviews the ticket for approval of purchasing and releasing. Once the request is approved, the submitted materials for request will be added to the Work Order Material record, where the number of requested materials will be updated and ready for Purchase Request or releasing (if the warehouse has available supply).

Work Order Material record view

The Requested Quantity field is updated after the requestor submits the ticket.
The Purchase Request Quantity and For Releasing Quantity fields are updated after the Warehouse Staff reviews and approves the Materials Request.

Usage: Submitting a Materials Request form
Usage: Approving a Materials Request form

2. Purchase Request
The Construction Purchase Request workflow allows you to file purchase order/s for the requested materials. It comes with a preconfigured purchase order form and process that covers the routing of the request between Purchasing and Purchasing Officer.
This workflow calls the data from the Work Order Material record and automatically adds it to the Purchase Request form.

Workflow Procedure:
Once a Material Request is added to the Work Order Material record, the Purchasing Staff creates a purchase request for that material request. The Purchasing Officer approves the purchase request, which updates the request’s data on the Work Order Material record, where the number of materials approved for purchasing will be updated and moved under Receiving Quantity.

Work Order Material record view
Once the Purchase Request Quantity field receives a value greater than 0, the Purchase Request form automatically loads the material into the form for Purchase Request.
The Purchase Request Quantity field is updated after the Purchasing Staff submits the Purchase Request form.
The value will be transferred from Purchase Request Quantity to For Receiving Quantity after the Purchasing Officer approves the Purchase Request.

Usage: Submitting a Purchase Request
Usage: Approving a Purchase Request
Usage: Generating PO Details

3. Materials Receiving
The Materials Receiving workflow allows you to see the materials tagged for receiving. The workflow automatically detects pending materials after they are purchased. This workflow is a one-step process, which is followed by Materials Releasing once the Warehouse has confirmed receipt of the purchased materials.
This workflow calls the data from the Work Order Material record and automatically adds it to the Materials Receiving form.

Workflow Procedure:
After Purchasing the requested materials, Steer automatically routes the work order request to the Warehouse Staff to confirm receipt of the purchased materials. Once the Warehouse Staff receives the materials, they log in to Steer and declare the received quantity in the Materials Receiving form. Then, the request will be routed to the Releasing Officer for Materials Releasing.

Work Order Material record view

Once the For Receiving Quantity field receives a value greater than 0, the Materials Receiving form automatically loads the material into the form for Receiving.
The For Receiving Quantity field is updated after the Purchasing Officer approves the Purchase Request.
The value will be transferred from For Receiving Quantity to For Releasing Quantity after the Warehouse Staff files the Materials Receiving form.

Usage: Submitting a Materials Receiving form

4. Material Quality Check

Workflow Procedure:
Once the is tagged as For Quality Check under the PO Line Item Status field, the material will be processed the Material Quality Check workflow. From the Material Quality Check form, the user can reject the material and state the reason. Once done, the material will be recorded into the Inventory Transaction.

Usage: Submitting a Material Quality Check form

5. Materials Releasing
The Materials Releasing workflow allows you to file a request to release materials from the inventory or warehouse site. The workflow automatically detects which materials are ready for releasing either when the Warehouse confirmed receipt of the purchased materials, or when the Warehouse confirmed an available stock in the inventory for use.
This workflow calls the data from the Work Order Material record and automatically adds it to the Materials Releasing form.

Workflow Procedure:
Once the material has been requested for releasing or has passed through Receiving, the workflow automatically detects the status of the material’s work order number and adds all materials pending for releasing into the Materials Releasing form. The Warehouse Staff checks the received materials and goes to the Materials Releasing form to approve their release. They declare the quantity of materials

Work Order Material record view
The Materials Releasing form loads the data from the Work Order Material record when the For Releasing Quantity field is greater than 0.
Once the form is submitted with the released materials, the quantity of all released materials are added to the Released Quantity field.

Usage: Submitting a Materials Releasing form

6. Site Materials Return
The Steer Site Materials Return workflow allows you to file a request to return a certain quantity of materials after going through the receiving or releasing process. This usually happens when an inspector or the foreman has found defects or incorrect specifications with the material on site.

Workflow Procedure:
After the materials has gone through the Receiving and Releasing stage, some oversight may still occur with regards to quality checking. These instances can occur from incorrect material specifications to factory defects. In this case, the Site Supervisor creates a Materials Return request to the Warehouse by declaring which materials are needed for return stating the reason for the return request. Once the Warehouse Staff has reviewed the Materials Return request, the materials will be transferred back to the inventory.

Project Materials Master record view

The Stock field in the request updates the Project Materials Master record. The Materials Return form subtracts the amount in the Stock field from the Actual Quantity Used.

Usage: Submitting a Materials Return Form
Usage: Approving a Return Request

7. Inventory Stock Count
The Steer Stock Count workflow updates the stock count of each material in the inventory. This allows for regular stock corrections and keeps the record updated for any quantity errors.

Workflow Procedure:
During inventory inspections, the Warehouse Staff or Inspector checks the quantity of each inventory item. They simply log the material and its current quantity to the Stock Count form on Steer. The data in this form updates the logged material’s quantity in the Inventory Master record.

Once the form is submitted, the system routes the data into the Inventory Transaction record to log to track if each material is in their expected quantity based on the stock and actual quantity used in the project. If difference from expected and actual stock quantity arises, this can be immediately addressed by the Inspector and/or the Site Supervisor.

Inventory Transaction record view

Usage: Submitting a Form
Usage: Approving a Request
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