EDOT Agency - Ops Portal - Reconciliation Tools & Pay Code Management

Linking Contract Items (also known as Bid Items or Pay Codes) to material tickets is called reconciliation. Accessing Reconciliation Tools and Pay Coding tickets is easy and can be done by selecting multiple tickets from the Ticket Management page, or directly from the Ticket Details Pane.

42 steps

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There are multiple ways to access the **Reconciliation Tools to Pay Code Tickets**. These tools are **only available for delivered tickets**, meaning tickets must be **marked as delivered first**. Regardless of your **user role**, the process remains the same once you navigate to manage the tickets associated with your project.

First, we'll cover how you can use the various quick access reconciliation tools from the **Ticket Management** page within a project in the **Ops Portal**.

When you select **multiple tickets**, the **Code by Materials** option in the **quick access menu** becomes available.

It's important to note that this **quick access action** applies **only one pay code** to each selected ticket(s). This tool is useful for coding multiple tickets with **different material types**, as long as they **do not require a split load**.

In this example, we selected multiple tickets with different **material types**. As a result, the **Code By Material** workflow has automatically grouped the tickets by **material type**.

Each group is **collapsible** and **expandable** for easier navigation. The **material types** and corresponding **ticket counts** are displayed for each group.

Within each group, the **ticket number** and **net quantity** are displayed on the left.

The **middle section** requires you to **select a contract item** to code the tickets for the specified **material type**.

Choose a **contract item** from the **list of all contract items** associated with this project.

Take note that the **Do Not Pay** option is also available in this list.

You can filter the list by **Recently Applied Contract Items** or by **Unit of Measure (UOM)**.

You can quickly find contract items by using the **search bar**.

Once selected, you can **quickly apply** the same **contract item** to all tickets within the **material type group**.

This workflow **streamlines** the process by making it **quick and convenient** to code multiple tickets with contract items efficiently.

Next, enter the **quantity** to be coded to the **selected contract item**. Some contract items allow you to manually enter a value other than the net quantity of the ticket.

For convenience, you can click the **Use Net** button to automatically apply the full **net quantity** from the ticket.

Similarly, you can **quickly apply** the **Use Net** value or the **manually entered quantity** to all tickets within the **material type group**.

Some **contract items** are restricted to using only the **source value** for coding. This option allows users to **track material usage** for an activity related to a **pay item**, without basing payment on the **quantity used**. **Administrators** manage this option for the **unit of measure settings** to ensure compliance with project requirements.

Note that the **unit of measure** assigned to the **contract item** is also automatically populated.

You can **remove** a ticket from the workflow if needed.

You can **reset all entered values** and start over if needed.

You can **add a note** to a ticket if needed.

**Notes are applied per individual ticket**, not as a group.

Expand the next **material ticket group** and repeat the process until all **selected tickets** have been pay coded.

Once finished, click **Apply** to complete the process. **Pay coding tickets** also **marks them as delivered**.

Selecting a **single ticket** enables the **Split Ticket** action.

The **Split Ticket** workflow functions similarly to other **reconciliation tools**.

The **ticket number, ticketed quantity,** and **unit of measure (UOM)** are displayed at the top for reference.

Select **two pay codes** to split the ticket between them.

Enter the **quantity** to be assigned to each **pay code**.

You also have the option to **add a note**. Once complete, click **Confirm** to **pay code** the ticket and **mark it as delivered**.

**Quick Assign** is used for **multiple tickets** of the **same material type**, allowing you to **set the pay quantity for all tickets of that material for the day** in one action.

For example, if **paving a sidewalk** with a **pay item measured in linear feet (LF)**, users may **not know the exact LF per individual load**. Instead, they can **assign the total LF paved for the entire day**, ensuring accurate tracking without needing to specify quantities per load.

Selecting a **coded ticket** allows you to **edit** or **clear** the pay code.

Clearing a ticket's **pay code** does **not** change its status from **Delivered** back to **Pending**.

Follow the **familiar workflow** to **edit** the pay code of the selected ticket.

Finally, you can access reconciliation tools for individual tickets by navigating to the **Ticket Details Pane** using your preferred method.

Marking a **Pending** ticket as **Delivered** will prompt you to **apply Pay Items** to confirm the delivery.

**Recently used pay items** are pinned at the top for quick access. You can also **search** through all available pay items.

You can select **up to two pay items** to split the load or mark it as **Do Not Pay** if needed.

Enter the **quantity** for each **pay code**, and add a **note** if needed to confirm the **ticket delivery**.

You can review a **delivered ticket's** coded pay items in the **Reconciliation** section of the **Ticket** tab. To **edit** or **clear** the pay code, select the appropriate action from the **More Actions** menu.