Manage Quotation BOMs in Batoi Flex

What this guide covers

Use this guide to:

1. create and cost a BOM draft;
2. add catalog-linked or free-form components;
3. choose a pricing method and customer presentation;
4. approve and revise a BOM;
5. select an approved BOM in a quotation; and
6. understand snapshot, invoice, and analytics behavior.

Availability

Quotation BOM management is available with the Scale plan.

The workspace must also have access to Quotations. If the menu or quotation picker is unavailable, confirm the workspace subscription and your workspace role.

Who can do what

Finance users prepare and cost definitions, while approval remains with the Owner or Admin.

Workflow overview

Open the BOM library

1. Open your workspace.
2. Expand Finance.
3. Select Quotation BOMs.

The library shows the BOM name and number, revision, status, component count, suggested price, usage, and—when your role permits—cost and margin. Use the search and filters to narrow the list.

If the library is empty, select Create BOM to prepare the first draft.

Create a BOM draft

1. Open Finance → Quotation BOMs.
2. Select Create BOM.
3. Review the generated BOM number.
4. Enter a clear name for the package or assembly.
5. Optionally select an output catalog item.
6. Enter a customer-safe description.
7. Confirm the effective dates.
8. Choose the customer presentation.
9. Confirm the currency.
10. Choose a pricing mode.
11. Add and review the components.
12. Add internal notes when needed.
13. Select Save Draft.

Saving creates a draft. A draft cannot be selected in a quotation until an Owner or Admin approves it.

Understand the header fields

BOM No

The BOM number identifies the definition and its revisions. Use the generated value unless your workspace has an agreed numbering convention.

Name

Use a name that Sales and Finance can recognize in the quotation picker, such as:

• Standard Workstation Package
• Annual Support Bundle
• Conference Equipment Kit
• Website Launch Package

Output Catalog Item

Select an output catalog item when the BOM represents an existing sellable catalog entry. Leave it as None for a named package that does not need a catalog link.

Description

Enter wording suitable for the quotation parent line. Do not put confidential component costs or supplier information in this field.

Effective From and Effective Until

An approved BOM appears in the quotation picker only while it is effective.

• Effective From controls when it becomes available.
• Effective Until is optional and controls when new selection should stop.

Existing quotations retain their stored snapshots after a BOM expires or is retired.

Customer Presentation

Choose how the BOM should normally appear on customer-facing quotation output:

• Summary: show the priced parent package only.
• Customer detail: show the parent package and selected customer-safe components.
• Internal only: keep components available for internal review but show the customer a summary parent line.

The quotation user may be able to choose a different presentation mode for a particular quotation.

Currency

The BOM currency should match the quotation currency. A BOM with a different currency will not normally appear in the quotation picker.

Pricing Mode

Choose one pricing method and complete the corresponding value:

• Fixed: enter the fixed or default selling price.
• Cost + percent: enter the markup percentage.
• Cost + amount: enter the fixed markup amount.
• Manual on quote: use the calculated cost as guidance and confirm the selling price in the quotation.

Only the field that belongs to the selected pricing method affects the suggested price.

Add components

A BOM requires at least one component before approval.

For each component:

1. Choose a catalog item or keep Free-form.
2. Enter or review the component code.
3. Enter the component name.
4. Add a customer-safe description where useful.
5. Enter the quantity required for one parent package.
6. Enter the unit, such as pcs, hours, kg, or license.
7. Enter wastage when additional quantity should be included.
8. Enter the unit cost.
9. Choose whether the component can be shown to the customer.

Select Add Component to add another row.

Catalog-linked components

Selecting a catalog item can prefill available reference details. Always enter or confirm the expected internal unit cost before saving; do not assume that a catalog selling price is the component cost.

Free-form components

Use free-form components for materials, services, labor, or package elements that do not have a catalog record.

Enter a clear name, quantity, unit, and cost. Use consistent unit wording so demand analytics groups similar components correctly.

Wastage

Wastage increases the required component quantity used in costing and quotation snapshots. For example:

• Quantity: 10
• Wastage: 5%
• Required quantity: 10.5

Use wastage only where it reflects a genuine planning allowance.

Customer visibility

Choose Yes only when the component name, description, quantity, and unit are suitable for a customer-facing quotation.

Review cost and margin

The editor calculates:

• Rolled-up unit cost: total component cost for one parent package, including wastage.
• Suggested unit price: selling price based on the selected pricing mode.
• Suggested margin: expected margin as a percentage of the suggested price.

Review these values before saving and before requesting approval. If a component cost is missing or uncertain, keep the BOM as a draft until Finance confirms the value.

Save and approve

Save the draft

Select Save Draft after reviewing the header, pricing, and component rows. If validation fails, correct the reported fields and save again.

Approve the revision

An Owner or Admin can open the saved draft and select Approve Revision.

Approval requires:

• a BOM name and number;
• a valid currency;
• valid effective dates;
• at least one component;
• a positive quantity for every component; and
• valid workspace-linked catalog references.

An approved revision is read-only and can be used in quotations while effective.

Create a new revision

Do not edit an approved revision in place.

1. Open the approved BOM.
2. Select Create New Revision.
3. Edit the new draft.
4. Review component quantities, costs, presentation, and pricing.
5. Save the draft.
6. Ask an Owner or Admin to approve it.

The earlier revision remains unchanged for historical quotations and invoices.

Retire or archive a BOM

Retire

Retire an approved revision when it should no longer be selected for new quotations. Existing quotation and invoice snapshots remain available.

Archive

Archive a BOM when it should be removed from the active library. Archiving does not rewrite quotations or invoices that already use the BOM.

Review quotation usage before retiring or archiving a definition.

Select a BOM in a quotation

1. Open Finance → Quotations.
2. Create or edit a quotation.
3. In Items And Taxes, open BOM / Item Source.
4. Select an approved BOM revision.
5. Review the populated item title and unit price.
6. Choose the BOM presentation mode.
7. Enter the parent quantity.
8. Review discount and tax mode.
9. Complete the remaining quotation fields.
10. Save or send the quotation.

What is stored with the quotation

When the quotation is saved, Flex stores:

• BOM identity and revision;
• pricing mode;
• parent quantity and final unit price;
• unit-cost and margin snapshots for authorized internal reporting;
• component names and descriptions;
• quantity per parent unit;
• required quantity;
• unit and wastage; and
• customer visibility.

This snapshot protects the quotation from later BOM changes.

Convert the quotation to an invoice

When a quotation is converted to an invoice, Flex copies the BOM traceability and component snapshot from the quotation.

The conversion:

• keeps the accepted parent-line price and totals;
• retains the BOM revision;
• preserves component traceability;
• does not recalculate from a newer BOM; and
• does not automatically reserve or consume inventory.

Use BOM analytics

Quotation BOM Analytics helps authorized users review usage, quoted value, expected margin, and component demand.

Use analytics to identify:

• frequently quoted packages;
• high-value BOMs;
• expected margin;
• demand concentration by component; and
• changes in quoted value and margin over time.

Troubleshooting

Good operating practice

• Use clear BOM names that Sales can recognize.
• Keep component units consistent.
• Confirm every cost before approval.
• Use effective dates for planned price or package changes.
• Keep customer-visible descriptions free of internal information.
• Create a new revision instead of changing approved commercial history.
• Review quotation usage before retirement or archive.
• Use analytics to watch margin and expected component demand.

Helpful tips

• Start with one frequently quoted package and validate the complete workflow before building a large BOM library.
• Use Summary presentation unless customers benefit from seeing component detail.
• Keep internal notes focused on costing, sourcing, or approval context.
• For more details, use Batoi Intelligence without including restricted customer, supplier, cost, or payment information in a prompt.

Related reading

For the product overview and practical business benefits, read Build Accurate Quotations Faster with Bill of Materials Management in Batoi Flex.

Next step

Continue with Coordinate Invoices and Payments in Batoi Flex, or return to the Batoi Flex Product Guide.