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aashtoware project construction and materials™ 5.02 tennessee department of transportation january 2026 managing construction stockpiles
basic keyboard shortcuts use the tab key to move from one interactive object to another (including back and next buttons), skipping text and images use tab + shift to return to a previous interactive object use the space bar or enter to activate an interactive item use the up arrow and down arrow to move through content on a slide use the z key to access the zoom control use ctrl + alt + . to navigate to the next slide use ctrl + alt + , to navigate to the previous slide use ctrl + alt + s to submit an answer on a question slide use alt + a to open the basic keyboard shortcuts window at any time and alt + c to close it
prepared by prepared by info tech operating, llc, dba infotech. aashtoware solutions and aashtoware are registered trademarks and service marks of aashto. the aashtoware project logo, the aashtoware project construction & materials logo, and the mobile tester logo are registered trademarks of aashto. aashtoware project, aashtoware project construction & materials, and aashtoware project mobile tester are proprietary software products of aashto. mobile inspector is a proprietary software product of info tech operating, llc. © copyright 2026 by the american association of state highway and transportation officials, inc. all rights reserved. all rights reserved.
before you begin screens are representative for training purposes and may differ slightly from your role’s and system’s appearance. these instructions cover how to use the construction and materials™ module in support of tennessee dot processes; however, these are not instructions on the tdot requirements. you can access tdot’s qrgs on the left-hand side bar of the player by click on resources and opening the pdf file. to move from slide to slide, use the next and back navigation arrows near the progress bar. alternatively, you can press enter on your keyboard. some of the screens in this training have a scroll bar on the right side of the screen. the scroll bar will only work on the steps where scrolling up and down are part of the instructions.
overview – managing construction stockpiles in this training, you will learn how to manage construction stockpiles. this training includes the following exercises: exercise 1 – adding a construction stockpile exercise 2 – closing a construction stockpile exercise 3 – reviewing stockpile adjustments aashtoware project (awp) establishes stockpiles based on dollar amounts instead of quantity. this is also translated in how it recovers stockpile payments - a paid dollar amount that is based on the percentage of the item that has been installed. by default, tdot will default the item recover percentage as 100%. this means any stockpiles set up on the project should be fully recovered once 100% of the contract quantity (remaining at the time the stockpile is set up) has been paid. as an example… a stockpile is established for $5,000. if the first 20% of the contract quantity is installed on an estimate, then $1,000 (20% of the stockpile amount) would be reimbursed to the department as credit for the original stockpile payment.
overview continued– managing construction stockpiles if additional quantities of the same stockpiled material are added to an existing stockpile in the field, do not create an additional stockpile in awp. instead, replenish the existing stockpile by adding another transaction and to document the additional material being stockpiled.. if different materials are being stockpiled for the same contract item, create separate stockpiles in awp for each material being stockpiled. should multiple stockpiles be created for a bid item and/or replenishments are added to a stockpile, be sure the total stockpile amount between all stockpiles for that bid item does not exceed 100% of the invoice amount or 75% of the contract unit price, whichever is less. reference tdot standard specification 109.09 for more information regarding stockpiles.
exercise 1 – adding a construction stockpile in this exercise, you will add a construction stockpile. this example begins from the aashtoware project™ home page.
to the left, click contract progress. welcome to the aashtoware project™ dashboard. navigate to the construction component, and click the contract progress link.
to the left, click and type cnw999. click in the quick find search box and type cnw999; then press enter on your keyboard.
to the left, click cnw999 link. click the contract id cnw999 link.
above, click construction stockpile link. click the construction stockpile quick link. note: the construction stockpile link is the only way to navigate to the construction stockpile overview component for a contract.
above, click the component actions menu. click the component actions menu.
to the right, click add. click the add action.
to the left, click and type aggregate. click the description field and type aggregate; then press enter on your keyboard.
to the left, click and type 303-01. click the item field and type 303-01; then press enter on your keyboard.
to the left, select the 0440 item. select the 0440 303-01 mineral aggregate, type a base, grading d item.
to the left, click and type 01/31/2023. click the recovery start date field and type 01/31/2023; then press enter on your keyboard. notes: only item postings after the recovery date will be recovered. if a future date is needed, this date can be updated later once that date has passed if the initial payment on this transaction has not been made.
above, click save. click the save button.
to the right, click the scroll bar. click the scroll bar to see remaining construction stockpile summary.
to the left, click and type 01/31/2023. click the transaction date field and type 01/31/2023; then press enter on your keyboard. notes: the transaction date is the date the stockpile arrives on the job site. the transaction date is informational to show when the stockpile was processed. the transaction date is informational to show when the material was added to the ground (positive invoice quantity) or taken off the ground (negative invoice quantity).
to the left, click the transaction type field. click the transaction type field.
to the left, select the stmi- stockpile materials invoice payment option. select the stmi – stockpile materials invoice payment option.
to the left, click and type 06/29/2022. click the invoice date field and type 06/29/2022; then press enter on your keyboard.
to the left, click and type 1000. click the invoice quantity field and type 1000; then press enter on your keyboard. notes: enter the quantity on the invoice, unless some of the stockpiled material has already been used on the item by the stockpile is created. in that case, enter only the quantity remaining to be paid on the stockpile. per standard specification 109.09, the stockpile for an item should not exceed 100% of the invoice amount or 75% of the contract unit price, whichever is less. 06/29/2022
to the left, click and type abc-001. click the invoice number field and type abc-001; then press enter on your keyboard. 06/29/2022
to the right, click and type 1000 tons of aggregate. click the invoice description field and type 1000 tons of aggregate; then press enter on your keyboard. 06/29/2022
to the left, click and type initial invoice. click the comments field and type initial invoice; then press enter on your keyboard. 06/29/2022
to the right, click the scroll bar. click the scroll bar to see project item distribution section. 06/29/2022
to the left, click the item field. click the item field. note: the item chosen in the project item distribution will show the project item line number. the line number at the top of the window is the contract item line number. 06/29/2022
to the left, click the 0440 – 33070 - 3233 - 15 – 01000 item. select the 0440 – 33070 - 3233 - 15 - 0100 option. 06/29/2022
to the left, click and type 33,500. click the constr stockpile amt field and type 33,500; then press enter on your keyboard. note: enter the amount on the invoice applicable to the project/category, unless some of the stockpiled material has already been installed on the project. in that case, enter only the amount remaining to be paid on the stockpile. 06/29/2022
to the right, click the back to top button. click the back to top button. 06/29/2022
above, click save. click the save button.
you have successfully completed adding a construction stockpile exercise! click the next arrow to continue. notes: transactions will always be paid on the very next payment estimate. recoveries occur on payment estimates having postings on the associated contract project items after the recovery date has passed. to activate this stockpile, it will need to be on a payment estimate. the initial payment will show on that estimate and change the status from open to active.
exercise 2 – closing a construction stockpile in this exercise, you will close a construction stockpile. if a stockpile is completely incorporated into the project but the stockpile in awp has not been fully recovered, follow this exercise to close the stockpile and reimburse the department. a comment should be added on the negative transaction to document the stockpiled materials were fully incorporated to the project. this example begins from construction stockpile overview.
to the left, click the 004 link. review the notes below. then, click the 0004 construction stockpile id link. notes: the status of stockpile will only display closed if the balance is zero and all dwrs and transactions are on a fully approved estimate. under these circumstances the system should close the stockpile for you. if the stockpile status is active, there is a remaining balance. you can enter a negative adjusting entry manually (invoice quantity) to close the stockpile and click save. then, click the row actions button and select close stockpile. for this exercise, there is a $10 remaining balance on construction stockpile 0004 so we will create an adjusting entry and then close the construction stockpile.
to the right, click the scroll bar. click the scroll bar to see remaining construction stockpile summary.
above, click new. click the new button.
to the left, click and type 11/14/2023. click in the transaction date field and type 11/14/2023; then press enter on your keyboard.
to the left, click the transaction type field. click the transaction type field.
to the left, select the stmc- stockpile materials closure option. select the stmc – stockpile materials closure option.
to the left, click and type closure for stockpile material for $10. click the comments field and type closure for construction material for $10; then press enter on your keyboard.
to the left, click the item field. click the item field.
to the left, click the 0440 – 33070 - 3233 - 15 – 01000 item. select the 0440 – 33070 - 3233 - 15 - 0100 option.
to the left, click and type -10. click the constr stockpile amt field and type -10; then press enter on your keyboard.
above, click save. click the save button.
to the right, click the back to top button. click the back to top button.
above, click construction stockpile overview link. click the construction stockpile overview quick link.
above, click the row actions menu. click the row actions menu for construction stockpile id 0004.
above, click the clock stockpile action. click the close stockpile action.
you have successfully completed closing a construction stockpile exercise! click the next arrow to continue.
additional closing a construction stockpile information if a stockpile is completely incorporated into the project but the stockpile in awp has not been fully recovered, follow the above steps to close the stockpile and reimburse the department. a comment should be added on the negative transaction to document the stockpiled materials were fully incorporated to the project. if (1) a stockpile is not completely incorporated into the project, and (2) the stockpile in awp has not been fully recovered, and (3) the contract item has finished being installed/is underrun, do the following: o if the department is retaining possession of the remining stockpile balance, a negative transaction should be recorded on the stockpile to close it out. a comment should be added on the negative transaction to document the department is retaining possession of the remaining balance and an estimate adjustment will be made to pay for the remaining stockpiled material. a positive manual adjustment should be made on the next payment estimate for the material being purchased by the department. o if the contractor is retaining possession of the remaining stockpile balance, a negative transaction should be recorded on the stockpile to close it out. a comment should be added on the negative transaction to document the contractor is retaining possession of the remaining balance and the stockpile is being closed to reimburse the department the remaining balance.
exercise 3 – reviewing stockpile adjustments in this exercise, you will review stockpile adjustments. the construction stockpile review component allows you to view a list of all stockpile adjustments for the contract including those added by the system. this list of all stockpile adjustments for the contract, includes those created through line-item adjustments and payment estimates. you cannot change or delete information in this list. this example begins from construction stockpile overview
above, click construction stockpile link. click the construction stockpile review quick link.
above, click the expand/collapse arrow. click the expand/collapse arrow to review the construction stockpile information.
above, click the expand/collapse arrow. review the notes below. then, click the expand/collapse arrow to collapse the stockpile adjustment information. notes: these adjustments are all created by the payment estimate process. the fields on this record are pulled directly from the same database field (e.g., quantity posted to date) and it will be the same on every one of these records even though it was different at the time the transaction was created. you can also use the item adjustment tab on contract progress and filter for your needs there.
above, click contract progress click the contract progress quick link.
above, click the component actions menu. click the component actions menu and select the stockpile report.
to the right, click the stockpile report. click the component actions menu and select the stockpile report.
above, click execute. click the execute button.
you have successfully completed the reviewing stockpile adjustment exercise! click the next arrow to continue. note: the report will open in a new tab in your web browser as a pdf.
next steps refer to tdot quick reference guides and cbts for more information.
managing construction stockpiles aashtoware project construction and materials™ tennessee department of transportation click here to close the training click here to close the training click here to close the training click here to close the training click here to close the training click here to close the training you have successfully completed the training for