Prospeno — Project Profit Tracker
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Finance & Control
Paid add-on

Materials & Requisition

Plan project materials, review requested quantities, approve requirements, record actual fulfillment costs and sources, and keep project material spending visible before it erodes profit.

Plan before purchasing

  • Record project material requirements with item lines, quantities, units, specifications, and notes

Controlled approval

  • Review requested materials before committing company funds or recognizing actual project cost

Actual fulfillment cost

  • Record what was actually supplied, its real unit cost, fulfillment source, and payment source

Overview

Materials & Requisition provides a controlled project workflow from material planning through actual fulfillment.

It helps contractors answer what materials a project needs, who requested them, which quantities were approved, which items remain pending, what was actually supplied, what each item really cost, how it was sourced, and which project cost was recognized.

Materials requests should not be treated as actual project cost until the supported fulfillment and expense-routing rules recognize the real supplied amount.

A submitted or approved request is not automatically an incurred project expense.

Who can use it

  • Role

    Admin

    View requests

    Company-wide

    Create or edit

    Yes

    Approve

    Yes

    Fulfill

    Yes

  • Role

    Manager

    View requests

    Assigned projects

    Create or edit

    Where supported on assigned projects

    Approve

    Yes on assigned projects

    Fulfill

    Yes on assigned projects

  • Role

    Supervisor

    View requests

    Assigned projects

    Create or edit

    Create and submit where permitted

    Approve

    No

    Fulfill

    No

  • Role

    Employee

    View requests

    No web module access in current implementation

    Create or edit

    No

    Approve

    No

    Fulfill

    No

Permission matrix

Only authorized users should approve requested quantities, record actual fulfillment, or change financial fields.

Managers and supervisors see material requests only for projects they can access.

Main workflow

Follow these steps from planning through completion.

  1. 1

    Create the request

    Select the project and record the required materials.

  2. 2

    Build request items

    Organize related materials with quantities, units, estimated costs, fulfillment source, and notes.

  3. 3

    Submit for review

    Move the completed request into the approval workflow.

  4. 4

    Approve or revise

    Review each item and confirm the approved quantity, unit cost, and fulfillment source or return the request for correction.

  5. 5

    Fulfill materials

    Record supplied quantities, actual unit cost, fulfillment source, and payment source.

  6. 6

    Complete the request

    Finish when approved items are fulfilled, payment source is recorded, and the supported completion workflow is satisfied.

Request structure

Material request fields

A material request may contain:

  • project
  • request number
  • requester
  • needed date
  • purpose
  • area or scope
  • notes
  • request items
  • material name
  • quantity
  • unit
  • estimated unit cost
  • price source
  • approved quantity
  • approved unit cost
  • fulfillment source
  • actual unit cost
  • actual total
  • fulfillment payment source
  • linked Budget Release where applicable
  • request status
  • fulfillment status
  • fulfillment history
  • activity and audit information

Composer sections and items

How the builder is organized

  • Request Materials For captures project and needed-by context
  • Request Items holds the material line list
  • each item remains individually measurable
  • quantities and units should be explicit
  • material names, remarks, and price-source notes should distinguish similar products
  • composer cards organize the form; they do not create separate expenses by themselves
  • long item names should remain readable in tables and the premium guide layout

The current builder does not use separate named section entities or inventory reservations. Items are added line by line inside the request composer.

Request statuses

  • Status

    Draft

    Meaning

    Request is being prepared

    Typical behavior

    Edit and submit

  • Status

    Submitted

    Meaning

    Waiting for review

    Typical behavior

    Approve, reject, or edit where supported

  • Status

    Approved for Fulfillment

    Meaning

    Request was authorized for fulfillment

    Typical behavior

    Begin fulfillment workflow

  • Status

    Rejected

    Meaning

    Request was not approved

    Typical behavior

    Revise or create a corrected request

  • Status

    Cancelled

    Meaning

    Request was stopped or voided

    Typical behavior

    Preserve audit history

  • Status

    Completed

    Meaning

    Supported fulfillment workflow finished

    Typical behavior

    Preserve read-only history

Status table

Fulfillment progress is tracked separately through fulfillment status:

  • Pending
  • Partially Fulfilled
  • Fulfilled
  • Completed

Stored request statuses also include partially approved and for fulfillment variants that display as Approved for Fulfillment in the UI. Cancelled is a stopped request, not a successful completion.

Requested, approved, and fulfilled quantities

Requested Quantity

  • What the requester initially identifies as needed on each line item.

Approved Quantity

  • What the authorized reviewer permits during approval.

Fulfilled Quantity

  • What was actually supplied or issued for the line item.
  • Approved quantity may differ from requested quantity.
  • Fulfilled quantity may be lower than approved quantity while the item remains partially approved or fulfillment remains in progress.
  • Completion uses approved quantity and actual unit cost for fulfilled items according to the current implementation.
  • Project cost should follow actual supported fulfillment, not merely the requested quantity.

Fulfillment workflow

  1. 1

    Open an approved request

    Use Manage Fulfillment on an Approved for Fulfillment request.

  2. 2

    Select the item being fulfilled

    Work through each approved or partially approved line.

  3. 3

    Enter actual unit cost

    Record the real supplied cost where required.

  4. 4

    Select fulfillment source

    Choose Supplier Purchase or Own Warehouse.

  5. 5

    Select payment source

    Choose Released Budget, Personal Reimbursement, or Company Direct Payment where applicable.

  6. 6

    Save progress or complete

    Save fulfillment progress, then complete the request when all required items, costs, and payment details are satisfied.

Actual Unit Cost

Actual material cost

Actual Unit Cost records the real cost of the material supplied.

Actual Material Cost = Approved Quantity × Actual Unit Cost for fulfilled line items

Estimated or requested values are planning references only.

Actual unit cost should reflect the supported purchasing or valuation basis entered during fulfillment.

Changes to actual cost affect project-cost reporting according to current module settings and completion rules.

Do not document estimated values as actual expense.

Prospeno does not automatically synchronize supplier prices into fulfillment records.

Fulfillment Source

Supplier Purchase

Materials were acquired for the request through an external purchase.

  • Use when the company buys materials for the project request.

Own Warehouse

Materials were issued from company-owned stock or existing supplies.

  • Use when materials come from internal stock.
  • This records source only; it does not create a complete inventory ledger.

Fulfillment source describes where materials came from. It does not by itself identify how the purchase was paid.

The current implementation supports Supplier Purchase and Own Warehouse only.

Payment Source

Released Budget

  • The purchase is tagged against an eligible Budget Release.
  • Only eligible releases should be selectable.
  • Available balance and project context may restrict selection.
  • The system may block or warn when fulfillment exceeds the eligible release balance.

Company Direct Payment

  • The purchase was paid directly by the company outside a linked Budget Release.

Personal Reimbursement

  • The purchase was paid personally and may require reimbursement review.

Linking a Budget Release must not create duplicate project cost through both fulfillment and a separate expense record.

Released Budget appears only when Budget Releases & Liquidation is active.

Partial fulfillment

Partial fulfillment means

  • only some approved quantity was supplied
  • remaining approved quantity stays visible
  • fulfillment records may accumulate against one item
  • actual costs may differ across fulfillment activity
  • fulfillment status may show Partially Fulfilled while work remains
  • completion should not occur while required fulfilled items, costs, or payment details remain unresolved

Materials vs Project Expenses

Materials & Requisition

Purpose: Plans and controls project material requirements before and during fulfillment.

  • requested quantity
  • approved quantity
  • fulfilled quantity
  • actual unit cost
  • fulfillment source
  • payment source

Project Expenses

Purpose: Records an actual project expense outside or alongside the dedicated material workflow.

  • expense amount
  • category
  • payment source
  • receipt
  • approval status

Avoid duplicate project cost

Do not record the same material cost through both fulfillment and a separate Project Expense unless the current implementation explicitly links or deduplicates those records.

Completed material fulfillment may be recognized as project material cost according to module settings. Project Expenses remain a separate approval workflow.

Materials vs Inventory

Not a complete inventory system

Materials & Requisition is not a complete inventory-management system.

It does not automatically provide warehouse stock counts, inventory valuation, purchase orders, supplier ledgers, stock transfers, reorder levels, barcode scanning, or full inventory audit.

Own Warehouse as a fulfillment source records where supplied material came from; it does not create a complete inventory ledger unless separately implemented.

Pricebook relationship

Shared company item pricebook

  • reusable pricebook items may populate material names, units, and pricing references
  • actual request and fulfillment quantities remain project-specific
  • pricebook cost is a starting reference, not automatic actual cost
  • actual unit cost should reflect the real fulfillment record
  • updating the pricebook does not silently rewrite historical completed fulfillment costs
  • the shared pricebook may also support Quotation Builder where that module is enabled

Attachments and evidence

Supporting records may include

  • supplier quotation references
  • invoice or official receipt details in notes or reference numbers
  • delivery receipt information
  • product specification in item remarks
  • supplier name on fulfillment records
  • internal approval notes
  • The current request builder does not include a dedicated file-attachment field.
  • Attach or reference relevant business proof through fulfillment notes, supplier details, and reference numbers where supported.
  • Verify evidence before approval or completion.
  • Do not upload passwords, OTPs, bank credentials, private keys, or unrelated personal data.
  • Proof requirements depend on company policy and current workflow.

Project-profit effect

When project cost is recognized

Draft or Submitted Request → No actual project cost

Approved Request → Authorized requirement, still not automatically actual cost

Fulfilled material with actual cost → Recognized project material cost according to current routing and module settings

Own Warehouse fulfillment → May still require actual unit cost according to company policy

Cancelled or Rejected Request → No new fulfillment cost

Actual project impact must follow the implemented fulfillment, completion, and expense-routing rules.

Secondary details

Editing and resubmission
  • Draft requests can be edited by the requester.
  • Submitted requests may be edited through the supported submitted-edit workflow where permitted.
  • Approved and completed requests are not casually edited.
  • Rejected requests can be revised by returning to draft or creating a corrected request.
  • Review and fulfillment history remain preserved.
Cancellation
  • Draft and in-progress requests may be cancelled according to current workflow rules.
  • Completed requests may be voided only by Admin through the supported correction workflow.
  • Voiding records audit notes and preserves financial history.
  • Physical deletion of material request history is not supported.
Over-fulfillment
  • Fulfillment records track supplied quantity against the approved line quantity.
  • Partial supply keeps the item in a partially approved state until the approved quantity is met.
  • Budget Release payment source may block fulfillment when the amount exceeds the eligible release balance.
  • The current implementation does not provide a separate over-fulfillment exception workflow beyond these controls.
Completion behavior
  • Completion requires the fulfillment builder workflow with valid actual unit costs and payment source.
  • All eligible items must be marked fulfilled with positive actual unit cost before completion where required.
  • Request status moves to Completed after the supported completion action.
  • Recognized project material cost uses fulfilled totals from completed requests when module settings include fulfilled materials.
Budget Release integration
  • Released Budget payment source appears when Budget Releases & Liquidation is active.
  • Eligible releases are filtered by project context and remaining balance.
  • Excess use against a linked release may be blocked or require review.
  • Fulfillment completion should not duplicate cost already recognized through a separate expense path.
Module cancellation or expiry
  • New request creation and fulfillment may be blocked when the module is inactive.
  • Historical requests and fulfillment records remain preserved.
  • Records may become read-only according to current module behavior.
  • Cancellation does not delete material or financial history.

Important limitations

  • Materials & Requisition is a paid add-on.
  • A request is not automatically a project expense.
  • Approval is authorization, not proof of purchase or delivery.
  • Project cost should follow actual supported fulfillment.
  • Fulfilled quantity and actual unit cost must be reviewed carefully.
  • A single material cost must not be duplicated through fulfillment and Project Expenses.
  • Own Warehouse does not provide a complete inventory system.
  • Budget Release usage remains subject to eligible balance and project rules.
  • Editing and cancellation become restricted after approval or fulfillment.
  • Historical requests and fulfillment records must remain auditable.
  • This module does not replace formal purchasing, inventory, supplier, or accounting systems.

Where to find help

Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.

Related links

Jump to the module, marketplace, or broader help resources.

Materials & Requisition Guide — Prospeno Docs