This guide explains how to efficiently update Bills of Material (BOMs) within Buymanager, ensuring your deal projects and costings remain accurate.
What is this feature?
This feature allows you to modify existing Bill of Material (BOM) data associated with your deal projects in Buymanager.
Why do you need it?
- To incorporate client-requested BOM adjustments (e.g., changes in parts or quantities).
- To update BOMs when significant internal revisions occur, especially before re-costing.
- To maintain accurate product structures and pricing within Buymanager.
Who is this for?
This guide is for Buymanager users involved in deal management, product definition, and costing.
Prerequisites
- Access to the relevant Deal project in Buymanager.
- Permissions to edit BOMs and manage costings. (Standard user roles typically cover minor updates; major re-uploads might require specific data import permissions.)
How it works
Buymanager offers two primary methods for BOM updates:
- Direct Editing: For minor changes, you can directly modify the BOM within the Buymanager interface.
- Re-uploading: For major revisions, you can re-upload an updated BOM file, allowing Buymanager to automatically identify and match parts. Both methods provide options for managing associated costings.
Method 1: Minor BOM Updates (Direct Editing)
Use this method when there are small adjustments to your BOM, such as modifying quantities of existing parts, adding one or two new components, or updating specific part attributes.
Steps to Update the BOM Directly:
1. Navigate to the Deal:
- Open your active deal project in Buymanager.
- Go to Step 1: Products.
2. Open BOM Draft:
- Click on the "Open BOM draft" button. This will take you to the BOM editing screen.
3. Access BOM Details:
Proceed to "Step 2: BOM" within the BOM draft interface.
Actions you can perform on this screen:
- Add a Component: Add parts that already exist in the Buymanager database.
- Create a Component: Add new parts that are not yet in the Buymanager database.
- Modify Quantities: Adjust the quantities for existing components.
- Update Attributes: Tick or untick options like "Customer Supply," "Customer Controlled Price," etc
- Add Memo: Include notes or comments for specific components.
After Saving Your BOM Updates, Choose a Costing Refresh Option:
Once you have saved your BOM changes, you need to decide how these changes should affect your existing costings.
1. Option A: Refresh All Existing Costings
- When to use: When you no longer need to preserve the history of previous BOM versions and their associated prices, and you want all existing costings to be reflected in the new BOM. Prices will remain, but the BOM structure within those costings will update.
- Action: Click on "Update All costings".
2. Option B: Refresh One Specific Costing
- When to use: In specific situations where you only need to update a single costing, rather than all of them.
- Action: Click on "update costings from B.O.M"
3. Option C: Keep History of Existing Costings (Create New Costings)
- When to use: When you want to preserve the historical record of previous BOM versions and their associated costings, and create new costings based on the updated BOM.
- Action: In the Deal, navigate to Step 2: Initial costing. > Click on "Add costing"> Enter the quantities to quote for the relevant BOMs.
- To maintain prices for unchanged parts: Copy prices from previous existing costings to the newly created ones.
Method 2: Major BOM Updates (Re-uploading BOM)
Use this method when the Bill of Material has undergone significant changes, such as a complete redesign by the customer, resulting in substantial differences between the old and new BOM versions.
Steps to Re-upload the BOM:
1. Prepare your new BOM file. (Ensure your updated BOM data is ready in the correct format for upload.)
2. Initiate Re-upload: In Buymanager, navigate to the BOM section (e.g., within the Deal, or a dedicated BOM management area) and select the option to "Import BOM" or "Upload BOM".
3. Perform Auto Search: After uploading, perform an "Auto search" to automatically match parts in your new BOM with existing parts in the Buymanager database. This helps identify new components and update existing ones efficiently.
Reusing Prices from Previous Costings (Historical Prices):
If you have re-uploaded a BOM and want to reuse prices from a previous costing for the new quantity, follow these steps:
1. Open the New Costing: From the costing of the new quantity (which was generated after the BOM re-upload).
2. Access Settings: Go to File > Settings > Price applied
3. Enable Costing History: Tick the checkbox for "Costing history"
4. Adjust Status to Display: Check the "status to display" and adjust it according to the status of your previous costing (e.g., "Quoted," "Won," etc.). This ensures the correct historical prices are considered.
5. View Historical Prices: The historical prices will now be displayed in the price list per part, alongside other prices (e.g., WQ, QUO), but marked with the trigram "HIS" (for History).