Site diary and progress
hayaterp.com ↗Record what happens on site in Hayat Projects — the daily site diary with weather, manpower by trade, equipment, work done, delays and photos; progress measurement per BOQ item; material requests from site with approval and fulfilment from a store, to the site store or by purchase requisition; consumption from the site store; timesheets with payroll or daily wages and paying wages; plant hours; site expenses; direct purchases; and the project cost ledger.
The Site tab of a project is where the site team works: Site diary, Photos, Measurements, Timesheets & wages, Plant hours, Site expense and Consumption. Site entries need proj.site; approving material requests, direct purchases and paying wages need proj.manage. A closed or cancelled project takes no more site entries.
Site diary and photos
The diary has one page per day; the calendar shows the last five weeks and which days are filled.
- Open Site → Site diary and click the day (not a future one).
- Fill Weather and Temperature °C.
- Add manpower rows (trade and head count, e.g. Mason 12, Steel fixer 8) and equipment rows (e.g. Excavator 1, Concrete pump 1).
- Write the Work done, Issues / delays, visitors and Safety notes.
- Add photos of the day, then Save diary.
Saving the same day again updates it. Only proj.manage can delete a diary page.
Photos (JPG, PNG, WebP or PDF, up to 10 MB each) can be attached to the project, a diary day, a material request, a measurement or an IPC, with a caption and the date taken. They are kept privately and open only for signed-in staff — never through a public link.
Measure progress
Site → Measurements is a grid of the BOQ items. For each item type the quantity done to date (or the quantity since the last measurement) and, if useful, the location (Grid C-D, 3rd floor slab), then Save measurements. A warning appears when a quantity goes beyond the BOQ quantity — that usually means a variation order is needed.
Measurements drive everything after them: the item's % done and value done, the project's % complete, the Gantt bars and the next IPC, which bills the quantity measured but not yet certified. The Progress by BOQ item report shows certified and uncertified quantities side by side.
Material requests and the site store
The site store. On the project page click Create site store once: Hayat makes an Inventory store for the project in its branch (code SITE- + the project code). Material moved there stays stock until it is used.
A request from site (proj.site): Material requests → + Request (or from the project), choose the project, the Needed by date, the BOQ item it is for and the items with quantities (and an estimated cost if you know it), then Send request. The project managers are notified.
The manager opens the request and can Approve, Reject (with a reason) or the requester can cancel it. An approved request is fulfilled with Fulfil, choosing how:
| How | What happens | Status |
|---|---|---|
| Issue from a store | Stock goes out of that store and is charged to the project as material cost at once | Issued (stays Approved while only part is issued) |
| Transfer to the site store | Stock moves to the site store; it is charged when consumed | Transferred |
| Purchase requisition | A requisition is made in Purchasing (source Projects) and follows your normal approval | Requisitioned |
Open requests count as committed cost on the project until they are fulfilled.
Consumption. When material in the site store is used, Site → Consumption: the store (the site store by default), the BOQ item and the items and quantities, then Post consumption. That is the stock issue and the material cost.
Timesheets and wages
Site → Timesheets & wages: pick the date and the Pay mode, then add a line per worker (+ Worker): name (or employee), trade, hours and overtime hours, rate and overtime rate per hour, and the BOQ item. Save timesheet (up to 500 workers a day).
| Pay mode | Use for | Accounts |
|---|---|---|
| Payroll | Staff on your HR payroll | Cost row on the project only — payroll posts the salary |
| Wages | Daily-wage labour paid at site | Labour cost and Site wages payable at once |
Unpaid wages are totalled on the tab. Pay wages (proj.manage) pays all unpaid wages up to a date (or the ones you pick) by cash or another method, with a reference — one payment numbered PWG-….
Plant hours
Site → Plant hours: date, equipment, optional link to a fixed asset, ownership (Own or Hired), hours, rate / hour, BOQ item and operator.
- Own plant at a rate is charged to the project as plant cost (and, with Post plant recovery on in the settings, credits Plant Cost Recovery).
- Hired plant records hours only; its cost comes in when you enter the hire company's bill as a direct purchase.
Site expenses
Site → Site expense for petty costs paid at site — water tanker, local transport, small tools: date, category, BOQ item, amount, paid by (cash, bank …), description and reference. It is posted at once (number PEX-…).
Direct purchases and the cost ledger
The Costs tab is the cost ledger of the project: every cost row with its date, category, source (stock issue, purchase, expense, timesheet, plant, subcontractor bill), BOQ item, reference and amount. Filter by category, BOQ item and dates; CSV downloads it.
+ Direct purchase (proj.manage) enters a supplier's bill straight to the project, without stock — the hire company, a testing lab, a consultant: supplier, supplier invoice no., date and lines with description, category, BOQ item, quantity, unit price and tax %. It becomes a posted Purchasing bill on the supplier's account, paid in Purchasing as usual.