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The Nuts & Bolts of QicWorks Materials

23.10.20 03:00 PM By Karen Parker

Qic-Guide Series: 5 Key Components of Materials Management 

As I sit here writing this blog, I’m trying to think of an instance whereby you don’t need materials to complete a job.  I have to admit – I am finding it really, really hard to find an example.


That is because Materials are defined as tangible goods that are purchased, resold, allocated to or consumed on a Job.


Materials that are used to undertake any works can come from a large spectrum; from road base and concrete to construct a 100km road to a $4.00 pack of bright bullet head nails. Materials can include apparatuses, equipment, machinery and tools not to mention resources such as OEM (Original Equipment Owner) components to raw materials, hardware and consumables.


Obviously, different materials are required to perform different types of jobs. Construction will use hardware and raw materials, compared to service providers who use materials such as vehicles or office equipment and supplies to perform their work.


Regardless of which industry you come from, one thing remains the same – not having the right materials, at the right time will certainly have a huge impact on your job delivery and budget.


Material costs and lead time should not be overlooked when planning your works. Materials required to undertake works need to be identified, have quantities determined (often from a material take off from project drawings or bills of materials,) items purchased, assembled if required, transported and stored or stockpiled until needed.

Implementing a materials management process will ensure that the documentation, storage and control of materials, not to mention quantities and quality of goods are correct.


So, lets start at the beginning of materials management – consolidating your material data.


Upload bulk materials import

Having your materials lists consolidated into the one list that includes your buy and sell rates makes it really easy to import into Job Management software. One of the first steps to onboarding new customers to QicWorks is to use our handy bulk upload function to import your existing material lists.  Simply download the excel spreadsheet, populate it and import it into QicWorks using our Setup Wizard.


Once imported you will then be able to review one list and identify any discrepancies in your costs, duplication of similar materials, set standardised codes or naming conventions for materials and highlight high (or low) volumes of stock.


Adding New Materials

Once you have your materials list, you need to have the ability to edit existing or even add new materials.


QicWorks uses the Nett Cost table as our master materials list.  (This is because you may have materials that you buy and consume on the job, never charging the customer directly for the purchase.)


New materials can be added into QicWorks by a number of means.


1.  Add Individual Material Items

Head over to Business> Settings> Financial Settings: Cost Management> Nett Costs: View Table > Action: Update Net Costs> Add MaterialHere you will be asked to enter your materials data including name, nett and billable rates plus charge frequency.

 

When adding the item as a material we recommend that you also edit the following:

Supplier, Code (your internal part number for this material) and UOM (Unit of Measure) then save. Don’t forget to then resave your Nett pricing table to implement these changes.


If you entered both the nett and billable rates for this item, your material will now appear as active on both your Nett Cost Table and Base Billable tables.

 

2.  Within Webserver Shift Report.

Navigate to edit an existing report or create a new shift report.


Select the date this shift report is for, then expand the task the material is to be allocated to. Scroll down this task and then click on the Select button to the right of the Materials or Equipment Used header.

 

Here materials can be added to the task either as Assigned (drawing down on an existing allocation), Stock (details taken from Nett Cost {Actual cost} and applicable Pricing Table {Billable cost}) or Ad hoc (free form whereby you can add this material to your pricing tables by clicking Yes - Add to Account Material list)


Assign & Book materials to task

Planning which material (and how many) for your Job can be done from within your Task interface. Head over to Jobs>Job Management> Select the specific Job> Select the specific Task.  Scroll down the task until you reach the materials section. Here you can assign (or allocate) pre-purchased materials to the Task in preparation for the job’s commencement. These values can then be ‘drawn down’ on via Supervisor Shift Reports when quantities have been taken.


It is advantageous to have a designated area set aside for all assigned items to enable easy collection and make sure that the goods are clearly marked with the job number they are for. This makes for easy identification when materials have been ‘lost’ or ‘borrowed’ by others.


You can also book materials to a task. This feature is super handy when you have purchased goods outside of your procurement system, (such as using a personal credit card) but you want to still capture their costs against the job.


Delivery dockets for partial or full receipt

You have now reached the stage whereby your materials have been ordered and are starting to arrive. So, how do you capture their deliveries?

In QicWorks we use Delivery Dockets.


Delivery dockets is the paperwork that accompanies the shipment or delivery of goods. Delivery dockets generally do not contain any monetary details. Delivery dockets can also be called Proof of Delivery or Consignment Notes.


Delivery dockets are used to cross check what has been ordered and confirm the quantity shipped is the same as the quantity received. They can also highlight if any items are on back order.


Delivery dockets are entered in QicWorks against the purchase order that was raised for the procurement of that material item. Navigate to the purchase order either via the Jobs or Business menus and click on Delivery Receipts to enter your information. Note: Your purchase order needs to have a status of Issued for Delivery Receipts to be entered.


Capturing materials used in the field

Sometimes you might be out and about, either at a Suppliers or on site working when goods need to be ordered or deliveries are taken.


The QicWorks companion app allows users to capture their receipts, till dockets or delivery dockets, as well as raise purchase orders.


Click on the More menu item and then Receipts. Upload an image of your docket or receipt, enter the relevant job number and sync for processing. To find out more about this handy feature see: APP: Receipts & Docket Module


Once the receipt or docket has been received by the websever you will be able to finalise the job costs.

 

Purchase orders can be created direct from the app also, even if you are outside of mobile service. In these instances, a temporary order number is issued, and then referenced and assigned the next available purchase order number as soon as signal is received again.

 

Shift Reports completed on the companion app can also be used to capture the procurement of ad hoc materials. Simply click on the Work menu, select the job and create a Shift Report. Navigate to the task you wish to settle your costs to, click on the green Add Materials button and complete either the Stock tab (to consume items that already appear in your pricing tables) or Ad hoc tab to capture details of any other materials.

 

If the Task has already been assigned materials during setup, then these items will also appear within the app shift report to be drawn down against.

 

Find out more about our companion app features in our QicSeries – The Benefits of a Companion App

 

So whether it is a delivery of concrete or time, capturing the cost of materials you just bought at Bunnings or charging the customer for the use of a 4WD vehicle, QicWorks materials management will keep your job on time and on budget.


If you would like to know more about the nuts and bolts of QicWorks materials, please feel free to reach out to the QicWorks team at support@qicworks.com


QicWorks is a business management solution that has been designed to manage complex rate structures, across multiple entities and worksites, all from the one account. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today to see how QicWorks can transform how you do business.


The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions