Adding Materials to Inventory
How to add approved materials from Material Submittals to your project inventory.
- Click Add to Inventory in the toolbar
- Select from your project's Approved Materials list — name, spec, unit, and category auto-fill
- Set the Unit Rate (budgeted cost per unit)
- Optionally set Planned Quantity and Stock on Hand
- Click Add to Inventory — material appears with zero stock (or stock on hand value)
- Only materials approved through Material Submittals can be added
Full Guide
Why Only Approved Materials?
Traceability
Materials can only be added to inventory if they've been approved through the Material Submittals workflow. This ensures every material on your project:
- Has an approved specification and grade
- Has gone through your project's review process
- Is traceable back to the original submittal
- Can't be confused with unauthorized or out-of-spec materials
If you need to add a material that isn't in the approved list, submit it through Material Submittals first.
The Add to Inventory Dialog
When you click Add to Inventory, the dialog shows your project's approved materials:
| Field | Source | Required |
|---|---|---|
| Approved Material | Dropdown of approved submittals (shows name, spec, manufacturer) — materials already in inventory are not listed | Yes |
| Category, Unit, Manufacturer, Suppliers | Auto-filled info section — appears after selecting a material | Auto |
| Unit Rate (₹) | You enter this — your budgeted cost per unit | Yes |
| Planned Quantity | Total quantity you expect to need for the project | No |
| Stock on Hand | Current quantity already on-site (pre-existing) | No |
When you select a material from the dropdown, an info section appears showing the category, unit, manufacturer, and approved suppliers — all pulled from the submittal. You don't need to enter these manually.
Setting Budget Rate and Planned Quantity
- Unit Rate — This is your budgeted cost per unit. It's used to calculate whether you're over or under budget as deliveries arrive. Set it to the rate you negotiated with your vendor or your project estimate.
- Planned Quantity — How much of this material you expect to use across the entire project. This drives the Consumed progress bar (usage ÷ planned quantity) and the budget figure (rate × planned quantity). You can update this later via Edit Budget.
Stock on Hand
If material is already on-site before you start tracking (e.g., leftover from a previous phase, materials procured before using PleoStack):
- Enter the quantity in Stock on Hand
- This immediately sets the material's current stock
- It's recorded as a manual stock adjustment with the reason "Initial stock on hand", so it shows in the material's Adjustments tab
If you leave Stock on Hand at zero, stock will build up as you log deliveries.
After Adding
Your material appears in the inventory table with:
- Zero stock (or the stock on hand value)
- No consumption (Consumed at 0% if you set a planned quantity)
- Unit rate and planned quantity as set
Stock increases as you log deliveries. It decreases as you log usage.
Alternative Path
When logging a delivery in the Deliveries tab, you can select an approved submittal that hasn't been added to inventory yet. The system automatically creates the inventory entry and links the delivery.
Related
- Stock Tracking — How stock levels are calculated
- Usage Logging — Recording material consumption
- Inventory Overview — Back to the full inventory guide
Questions
Why isn't the material I want in the list?
The list shows only approved materials that aren't in inventory yet. If it's already in inventory, it's on the Inventory tab. If it isn't approved yet, it needs approving under Admin → Approved Materials first.
Why is the Add to Inventory button greyed out?
Pick a material and enter a Unit Rate above 0. The button stays greyed out until both are done.
Can I add the same material twice, say for two blocks?
No. Each approved material goes into inventory once. To tell uses apart, write the block or area in Remarks when you log usage.
If I delete a material, can I add it back?
Yes. A material can only be deleted while nothing is recorded against it: no deliveries, usage, adjustments or QC tests. While its submittal is still approved, it's listed again under Add to Inventory and comes back as a new entry.