A Bill of Materials (BoM) is a comprehensive list of all the materials required to complete a project. This includes everything from small components like nuts and bolts to large equipment pieces.
A BoM ensures that all necessary materials are ordered and ready, helping streamline the project execution process.
Creating a Bill of Materials
A BoM can be created in two ways:
From a New Quote
Within an Existing Project
⚠️ Note: A BoM can be set up for all materials or only some materials depending on project requirements.
Creating a BoM from a Quote
This method is ideal for the initial project planning phase.
Steps to Create a BoM from a Quote:
Create a new quote.
From the Scope & Pricing tab, list the necessary materials under Parts & Materials for the relevant project tasks.
Click "GENERATE QUOTE" and send the quote to the customer for approval.
Once the quote is approved, click “ADD” → New Project.
Complete all required fields to create the project.
Once the project is created, the BoM will be automatically listed in the Bill of Materials tab within the Purchasing section of the project.
⚠️ Users cannot add new quotes with materials to an existing project. If a BoM needs to be added to an ongoing project, follow the steps below.
Creating a BoM for an Existing Project
If the project is already created, materials can be added manually.
Steps to Add a BoM Manually:
Navigate to the Project Page.
Go to Purchasing → Click the Bill of Materials tab.
Customize the BoM view by sorting, filtering, and rearranging columns.
Click "ADD ITEM" to manually add materials.
Select items from the Item List, or use a general material placeholder if necessary.
Click "ADD ITEMS" to save changes.
⚠️ Any items already included in the BoM will be marked as “already added to BoM.”
Creating Purchase Orders from the BoM List
Steps to Convert BoM Items into a Purchase Order:
Select the items you want to order by checking the box next to each item.
Click "CREATE PO".
Fill in the Purchase Order details.
The selected items will automatically be included in the purchase order.
Review all details, including quantities, pricing, and vendors, before confirming.
Click "SAVE" or "MARK AS ORDERED" to finalize the order.
Once items are received, their status will automatically update in the BoM list.
Allocating Inventory Items for a BoM
A new Item Type column is now available in the BoM tab under Project Management → Project → Purchasing.
Inventory Items → These can be allocated from warehouse stock.
Non-Inventory Items → These cannot be allocated (the "Allocate" button will be disabled).
Steps to Allocate Inventory Items to a BoM:
Select the inventory items you want to allocate.
Click "ALLOCATE".
Choose a warehouse and update the Quantity to Allocate.
Click "ALLOCATE" to confirm.
⚠️ When allocating inventory to a BoM:
The “Qty On Hand” remains unchanged in the warehouse.
The “Qty Available” will decrease.
The “Qty Reserved” will increase.
Linking a BoM to Submittals
Items in the Bill of Materials can be linked to submittal items to track approvals before ordering.
Steps to Link a BoM Item to a Submittal:
Click the three dots next to a BoM item → Click "Edit Item".
Select a Submittal Item to link to the BoM item.
Enter Lead Weeks (time required for item delivery).
Add a Required By date (deadline for the item to be on-site).
Click "SAVE".
Once linked, the BoM list will display the submittal approval status for easier tracking.
FAQs
1. How are the BoM figures calculated?
Qty Available → The total free stock available in the warehouse.
BoM Qty Outstanding → Quantity still needed for the project.
PO Qty Outstanding → Quantity ordered but not yet received.
BoM Qty Fulfilled → Quantity received or allocated.
2. What happens when an inventory item is allocated?
The available stock decreases, but the on-hand quantity remains unchanged.
3. Can I modify a BoM after creating a Purchase Order?
Yes, but changes may impact project tracking and material orders.
4. Can I track delivery lead times for BoM items?
Yes, by linking the BoM item to a submittal and entering Lead Weeks.