Project Items — Knowledge Base

What is “Project Items”?

Project Items is a centralized list of all purchased items across your projects. It lets you quickly find, review, and export line-items from purchase orders (POs) without opening each PO one by one.

Typical uses:

• Track materials bought for a specific project or time range

• Check delivery or approval status for an item

• Compare vendor pricing and quantities

• Export filtered items for reporting or reconciliation

How to access

Purchase → Project items

Page layout & controls

Filters (top)

• From date / To date — limit results by PO/order date.

• Vendors — show items from one vendor or all.

• Project — show items for one project or all.

• Delivery status — filter by delivery state (e.g., Undelivered, Partial, Delivered).

• Search (top-right) — type any keyword (item name, PO number, vendor, project).

Tip: Combine filters (e.g., Project = Brock’s Villas + Vendor = INDAH JAYA + date range) to narrow down quickly.

Table columns (center)

• Items — item name/description.

• Project — the project this line belongs to.

• Purchase order — clickable PO code to open the original PO.

• Order date — date of the PO line.

• Vendors — supplier name.

• Quantity — ordered quantity.

• Unit price — price per unit.

• Into money — line amount (Quantity × Unit price).

• Tax — tax applied on the line (if any).

• Sub total — amount before discount/tax as configured.

• Discount / Discount (money) — discount shown in % and value.

• Total — final line total after discount/tax (per system settings).

• Approval status — e.g., Approved, Pending, Rejected.

• Delivery status — e.g., Undelivered, Partial, Delivered.

• Payment status — payment progress (e.g., 100% = fully paid).

Note: Exact tax/total calculations follow your organization’s PO settings (tax inclusive/exclusive, rounding).

List controls (above the table)

• Page size (e.g., 25) — change how many rows you see per page.

• EXPORT — export the current view (respects all filters & search).

• Pagination — move between result pages.

Common workflows

Find a specific purchased item

1. Open Purchase → Project items.

2. Use Search with a keyword (item name or PO code).

3. Refine using Project and Vendors filters.

4. Click the Purchase order link to drill into details if needed.

See all items for one project in a date range

1. Set Project to the target project.

2. Fill From date and To date.

3. (Optional) Choose Delivery status to show only Undelivered items.

Check delivery and payment progress

1. Filter Project (optional).

2. Set Delivery status = Undelivered or Partial to find open items.

3. Review Payment status to see what’s unpaid or partially paid.

Export a filtered list

1. Apply filters/search until the table shows exactly what you need.

2. Click EXPORT and choose your preferred format.

3. Share with site teams, accounting, or vendors as needed.

Tips & good practices

• Save time with combined filters. Start broad, then narrow down.

• Use PO links to verify specs, attachments, and approval history.

• Watch badges. Approved (green) means the item is cleared; Undelivered (red) flags logistics follow-up; 100% in payment means fully settled.

• Reconcile monthly. Export by month and compare with vendor invoices and GRNs/DOs.

• Standardize item names. Consistent naming improves search accuracy.

Troubleshooting

• I can’t see some items.

  • Clear all filters and search; check the date range.

  • Ensure you have permission to view those projects/POs.

• Numbers don’t match my invoice.

  • Confirm tax settings (inclusive/exclusive), discount type, and rounding rules on the original PO.

• Export is empty.

  • Remove filters or broaden the date range, then try again.

FAQ

• Does the list include cancelled POs?
  Depends on your PO workflow. If a PO/line is cancelled, it may be hidden or marked; check your PO status and filters.

• What does “Into money” mean?
  It’s the line extension amount (Quantity × Unit price) before tax/discount, unless your org’s config states otherwise.

• Who can access Project Items?
  Access follows your role/permissions for the Purchase module and projects.