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Materials receiving and asset management for mega sites

Know what arrived, where it sits, and what it will cost to keep.

Vista Asset receives material against the purchase order line, scans it at the gate, and tracks it to the laydown bay it was put away in — then carries the same record through installation, inspection and condition.

One record, from the PO line to the girder to the award.

Request a demo Try the receiving demo See receiving on site

        What it does
        Four of twelve modules
      

        Receiving
        Assets
        Inventory
        Inspection
      

01 · Receiving

Received against the purchase order line, not the shipment.

Scan the tag at the gate, match it to the ordered quantity, and record short shipments and damage before the truck leaves.

Anchor bolt assy, 1¼″

240 / 384

Cable tray, 24″ ladder

588 / 640

Precast box culvert, 8′ × 6′

42 / 44

Splice kit, moment connection

16 / 64

            1,286 open PO lines96.4% received within 1 hr
          

02 · Asset management

Every element held with its own condition state.

A configurable taxonomy down to the girder, the panel and the invert, each carrying quantity by condition state and a full lifecycle history.

Bridges & culverts

4,218

Retaining walls

2,904

Pavement segments

6,140

Drainage & water

3,472

            18,432 elements · 7 classesGoodFairPoorNot rated
          

03 · Inventory management

Material located to the yard, the row and the bay.

Put-away and move transactions keep occupancy current, so a crew can be sent straight to the bay instead of walking the laydown.

Zone C1 · rebar

92%

Zone B1 · structural steel

88%

Zone A3 · fabricated steel

81%

Warehouse 2 · valves and fittings

84%

            12,904 items on site26 zones and warehouses
          

04 · Inspection management

Scheduled by class, assigned by route, reviewed in tiers.

Configurable forms with recurrence rules, automated reminders, and critical conditions flagged the moment they are filed from the field.

Bridge 12/S · special
R. Okafor · due 21 Aug

Assigned

Culvert run 118–142 · annual
Unassigned · 6 days past due

Overdue

Zone C3 racking · routine
J. Reyes · due 24 Aug

Scheduled

Switchgear MV-04 · commissioning
Ridgeline Electrical · due 29 Aug

Scheduled

            91.2% on schedule148 overdue · 2 tiers of review
          

PO lines received · 1.42M
Repair backlog · $412.6M
Inspections on schedule · 91.2%
Deployment · hosted or on-premise

Receiving logistics

Every PO line, scanned at the gate and tracked to its bay.

A mega site takes thousands of deliveries against hundreds of open purchase orders. Vista Asset receives against the PO line itself, not the shipment: scan the tag at the gate, match it to the ordered quantity, record over- and short-shipments and damage on the spot.

Put-away writes a location — yard, zone, row, bay — so a crew can find a column at 5 a.m. without walking the laydown. Material issued to the field carries through to the installed asset record.

Try the receiving demo →

1,286

Open PO lines on NG-8200

96.4%

Received within 1 hr of gate scan

Laydown zones and warehouses

Paper receiving tickets re-keyed

Receiving flow

01Advance shipping notice

02Gate check-in

03Scan to PO line

04Inspect and photograph

05Put away to bay

06Issue to crew

              5:04LTE · 86%
            

Purchase order

PO-24817

Meridian Steel Works · 5 lines

Open 3 Received 2 All

L00148 / 48

Column W14×120, 40 ft

Zone B1 · Row 2 · Bay 03

L00248 / 96

Beam W24×68, 30 ft

Zone B1 · Row 4 · Bay 12

L00396 / 384

Anchor bolt assy, 1¼″ × 36″

MW-2210 at Gate 4 · 288 on the packing slip

L00448 / 48

Base plate PL1¼ × 24 × 24

Zone B2 · Row 1 · Bay 06

L0050 / 64

Splice kit, moment connection

ASN for 16 on MW-2214 · Gate 1 at 08:10

              Orders
              Scan
              On site
            

              5:11Offline · queued 3
            

Gate 4 · receiving

Scan item tag

Matched

PO-24817 · L003

Anchor bolt assy, 1¼″ × 36″

Ordered 384 · received to date 96 · slip 288

Quantity this delivery

− 144 +

Damage Photo · 3

Put away → Warehouse 1 · Bay 02-C

Receive 144 · flag 144 short

              Orders
              Scan
              On site
            

              5:18GPS ±10 ft
            

NG-8200 Northgate

Where is it on site

                  Laydown A–F · W1–W2Warehouse 1 selected
                

Current location

Warehouse 1 · Bay 02-C

240 × anchor bolt assy, 1¼″ × 36″ — reserved for WP-114, pedestrian bridge foundations

Put away 5:14 by J. Reyes · 690 ft from you

Movement history

5:14Put away · W1-02-C 5:11Received 144 at Gate 4, 144 short 4:52Truck MW-2210 checked in 15 AugASN posted by supplier

Move Issue to crew

              Orders
              Scan
              On site
            

          Mobile receiving — PO line items, gate scan with short-shipment capture, and on-site location. Works offline; queued scans sync when the crew is back in coverage.
          Fig. 01
        

Receiving register · NG-8200 Northgate

Today · 18 Aug 2026 · 214 lines touched

PO · line	Description	Supplier	Ordered	Received	Outstanding	Location	Status
24817 · L003	Anchor bolt assy, 1¼″ × 36″	Meridian Steel Works	384	240	144	Warehouse 1 · Bay 02-C	Short 144 · OSD-0418
24817 · L005	Splice kit, moment connection	Meridian Steel Works	64	16	48	Warehouse 1 · Bay 02-D	ASN 22 Aug
24902 · L011	Cable tray, 24″ ladder, 10 ft	Ridgeline Electrical	640	588	52	Warehouse 2 · Rack D	Partial
24902 · L012	Medium-voltage switchgear, 15 kV	Ridgeline Electrical	6	6	0	Building 3 · staged	Closed 08:02
25044 · L002	Precast box culvert, 8′ × 6′	Harrow Civil Products	44	42	2	Zone F2 · open yard	2 damaged · claim
25101 · L007	Rebar #8 × 40 ft, epoxy coated	Coastal Reinforcing	18,400	18,400	0	Zone C2 · R1 · B03	Issued to crew 9

Laydown occupancy

26 zones · 12,904 tracked items on site

A381%

Fabricated steel

B188%

Structural steel

B274%

Structural steel

C192%

Rebar

D279%

Pipe and cable

F296%

Precast

W168%

Warehouse · fasteners

W284%

Warehouse · valves

Receiving to PO line

Scan, match, over- and short-shipment, damage claims, put-away location.

Element-level inventory

Configurable taxonomy, custom attributes per class, material and geometry.

Geospatial and linear

Point, line and polygon geometry alongside milepost, station and chainage.

Inspection to procurement

Findings become scopes, scopes become packages, awards write back.

Field capture offline

iOS and Android, cached map tiles, background sync, conflict resolution.

      Executive dashboard — network health index, condition trajectory and obligation against appropriation.
      Fig. 02
    

Vista Asset map view with condition symbology and layer panel

Geospatial and GIS

Your GIS of record, in both directions.

Consume Esri ArcGIS Online and ArcGIS Enterprise feature services and OGC WMS/WFS layers as reference basemaps and overlays, with coordinate system configuration per deployment.

Publish Vista Asset condition data back out as a service, so the agency's own GIS keeps reading one source of truth. Every layer carries its source and last sync time.

Site and laydown layers

Zones, bays and haul routes drawn as geometry, not a text field.

Spatial selection

Draw a polygon or corridor buffer to filter the inventory by geography.

Condition symbology

Assets rendered on the rating ramp, clustered at low zoom.

Offline tiles

Cached basemaps and GPS accuracy metadata for field crews.

Asset record

From the PO line to the element.

Material provenanceThe PO line, supplier, heat number and receiving date stay attached to the installed element.

Element hierarchyQuantity by condition state for every element, rolled up to the asset under your own rule.

Defects in placeType, severity and location, positioned both geospatially and by chainage.

Lifecycle historyConstruction, widening, retrofits and renewals, kept as events on the record.

Evidence and drawingsPhotos and video with timestamp and GPS, general arrangements, reports.

Revision historyTime-stamped on every entry, with completed repairs written back as improvements.

Vista Asset record with element ratings and defects

From delivery to award

Nothing is re-typed. Material received against a PO line becomes an installed element; a defect on that element becomes a scope, scopes bundle into a package, and the award closes the loop.

Receive

Scan at the gate against the PO line, with quantity, damage and photos.

Put away and issue

Zone, row and bay recorded; material issued to a crew and work package.

Install and inspect

Configurable forms, recurrence by class, multi-tier review.

Rate and record defect

Element condition on configurable scales; structured defect libraries with evidence.

Scope and procure

Line items against a unit-cost catalog, then solicitation, bid tabulation and award.

Write back

Completed repairs land on the asset as condition improvements.

Modules

01 Receiving and materials

Purchase order and line-item import, advance shipping notices, gate check-in, barcode and QR scanning, receipt against the PO line, over- and short-shipment handling, damage and claim capture, packing slip and photo attachment.

02 Site logistics and laydown

Yard, zone, row and bay hierarchy, put-away and move transactions, occupancy by zone, issue to crew and work package, material search by PO, tag or description, pick lists, and cycle counting.

03 Mobile field application

iOS and Android, fully offline scanning and capture, queued sync with conflict resolution, offline map tiles, photo and video with timestamp and GPS, voice notes, on-image annotation, preloaded PO and route data.

04 Asset inventory

Element-level hierarchy, configurable taxonomy, lifecycle history, material and geometry records, photos and drawings, custom attributes per class, bulk import and edit.

05 Geospatial and GIS

Esri and OGC service integration in both directions, agency and site layers as reference, linear referencing with dynamic segmentation, spatial query, GPS capture, offline tiles, scheduled sync with status reporting.

06 Inspection management

Configurable forms, scheduling with recurrence by asset class, automated reminders, assignment and route views, multi-tier approval, automatic flagging of critical conditions.

07 Defects and condition

Structured defect libraries, element-level ratings on configurable scales, photo and video evidence, geospatial and linear positioning, automatic trending, side-by-side historical comparison.

08 Repair and procurement

Scopes from defects, bundling into packages, line-item estimating, funding source tracking, priority and risk scoring, staged pipeline to award, backlog and spend reporting by fiscal year.

09 Linear referencing

Milepost, station and chainage referencing with dynamic segmentation, condition heat-mapping along a route, overlays for inspections, defects, ratings and projects, and range selection driving cross-page filtering.

10 Reporting and dashboards

Role-based dashboards, receiving and outstanding-order reporting, overdue inspection tracking, critical alerts, multi-year deterioration analysis, configurable report builder, PDF, Excel and CSV export.

11 Integrations

Purchase orders and vendors from the ERP, receipts written back for invoice matching, supplier ASN feeds, REST API and webhooks, scheduled file exchange for agencies without an API.

12 Deployment

Hosted or on-premise, with coordinate system configuration per deployment, configurable asset classes and rating scales, and role-based access across office, warehouse and field.

Bring your open POs. We will receive against them.

A demo runs on your own data: a live purchase order file and a site plan, loaded with your zones and bays, so you can scan your own material in rather than ours.

Vista Asset BY HGA Receiving, materials control, inspection and condition for organizations that build and own infrastructure.

Product Receiving Receiving demo Map and GIS Asset record Modules

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