Adding and Modifying BOM Revisions

BOMs may be created or modified in either the Inventory > Bills Of Material area or from within Item Master via the “Edit BOM” button on the Item Master list. Items may have several different revisions of a formula with one revision being designated as the default. For example, there might be different revisions based on the equipment used to produce the product or different revisions based on different type of items or ingredients.

Configuration

The following must exist prior to performing BOM Management:

  • Parts and Facilities.
  • Routings. For information on setup, refer to the Managing Routings Best Practice page.
  • Formulators, used to indicate the name of individuals or departments responsible for conceiving and maintaining item formulas and bill of materials revisions, must be added via Inventory > Maintenance > Formulators.
  • One or more Units of Measure must be setup via Inventory > Maintenance > Units of Measure.
  • If QC tests will be required for this Part/Revision, they must be setup prior. For more information, refer to Managing QC Tests.
  • If security for adding BOM Revisions is desired, Work Flows may also be added. For more information, refer to the Configuring Work Flows Best Practice page.

Note: When the user has a facility restriction they have the option via the "Facility" field on the BOM to leave it blank or to select only the facility they are restricted to. This option was added to support companies that do not use facility specific BOMs but still wish to utilize facility restrictions elsewhere in the system.

Process

Adding a BOM Revision

The steps required to create or modify a new bill of materials in DEACOM are indicated below.

  1. Navigate to Inventory > Bills Of Material. (Users may also navigate to Inventory > Item Master > (select a part) > Click "View" and "Edit BOM")
  2. Click the "New" (or "Modify) button to launch the "Edit Bill of Materials" form.
  3. Select a part number on the "General" tab.
  4. Fill out all required fields which are indicated with blue text.
  5. Fill in any additional, non required fields as necessary.
  6. Determine if the BOM will be the default, for lab only or regulatory only purposes and check the appropriate boxes.
  7. Ensure the "Active" box is checked.
  8. Navigate to the other tabs on the "Edit Bill of Materials" form and fill them out as necessary. The fields on these tabs are not required by DEACOM but in many cases will be based on company requirements.
  9. Click the "Save" and "Exit" button to complete the process.

Please note that simply modifying the name in the "Revision" field does not create a new revision, this may be accomplished by following the steps below.

Adding multiple BOM Revisions

  1. To create another revision of a current Bills Of Material, navigate to Inventory > Bills Of Material.
  2. From the Bills Of Material pre-filter click the "New" button, this will open the "Edit Bill of Materials" form.
  3. Enter the appropriate part number you would like to create a new revision for.
  4. Press the "Same As" button.
  5. The "Make the Same As" form will be displayed.
  6. Select the part number in which to copy a bill of materials from.
  7. After selecting a part number to copy, the "Revision" field will populate with the revision that has been set as default. If the user wishes to select a different revision they may choose to do so.
  8. Click "Apply" to populate the "Edit Bill of Materials" form with the revision selected.
  9. Next, make any additional changes to the BOM including a the addition of name in the "Revision" field.
  10. After all changes are made click the "Save" and "Exit" button to add a new Revision to that part number.

Adding Facility-specific BOM Revisions

Some companies require Facility-specific Formula Revisions due to the fact that the same item is made in different ways at different Facilities. Facility-specific revisions also allow for more accurate suggestions when using MRP. When creating a Job, the default revision for that Facility is selected. If there is none, the default revision for all Facilities is used.

Viewing the BOM and drilling down into default subassemblies for a Job or Sales Order, the system will first check to see if a default revision for the Facility on the order is present. If not, the default revision for all Facilities will be used. MRP will also use the Facility for the first level of Job requirements or indirect requirements, however, unless the MRP is filtered by Facility, all subsequent requirements will use the default revision for all Facilities.

When rolling up the standard costs to parent items, the Facility-specific costs are now rolled up as well. For a given Facility: If the Facility entry on Raw Material is flagged to use costs, the Facility cost is used, otherwise the Item Master cost is used. If the parent item has a Facility entry that the Raw Material does not, the Item Master costs are used to fill it. If there is a default Facility-specific BOM for the parent item, it is used to calculate the costs. If not, the application looks for a default BOM that is not assigned to any Facility. If not found, then it looks for a default BOM assigned to the default Facility. If still not found, it falls back on the default BOM for the Facility with the lowest ID.

If a Facility is specified on the BOM revision, the BOM line costs (the cost for the items contained on the BOM as seen on the Edit Bill of Materials grid) will display correctly based on applicable Facility Items, if Facility Items are specified, otherwise the main item master costs will be used.

Facility specific revision security is available via System > Maintenance > Revision Facility Security. This feature is explained in Managing Users and User Security. To create a Facility-specific BOM Revision:

  1. Navigate to Inventory > Bills Of Material.
  2. If modifying an existing revision, select a part in the "Part Number" field and click the "Modify" button. If adding a new revision, click the "New" button.
  3. Select a Facility in the "Facility" field on the "General" tab. This is the only requirement necessary to make the revision Facility specific. Note that users may wish to check the "Default" box in order to make the revision the default for this specific Facility. Items may have several different Facility specific revisions of a formula with one revision being designated as the default.
  4. Fill in any additional fields as necessary according to the steps indicated in the "Creating a bill of materials revision" section.
  5. Click the "Save" and "Exit" buttons to complete the process.

Adding BOM Line substitutions

BOM Line substitutions are more specific than Item Master level substitutions and allow customers to define a date range when various substitutions may be used in the system.

To create BOM Line substitutions:

  1. Navigate to Inventory > Bills Of Material.
  2. Select a part in the "Part Number" field and click "View."
  3. Select the appropriate revision and click the "Modify" button to display the Edit Bill of Materials form.
  4. Select the appropriate BOM line and double click or hit the "Modify" button.
  5. On the Edit BOM Line form, click the Substitutions tab.
  6. Click the "Add" button to display the Substitute Part form. Additional information on this form is available via Bills Of Material.
  7. Make the appropriate entries that save and exit the form.
  8. Save and exit the Edit BOM line form.
  9. The user will be returned to the Edit Bill of Material form.
  10. Save and exit here to complete the process.

Understanding key BOM line options

Information Propagation

The "Propagate" flags on the "Edit BOM Line" form allows users to specify certain lot information from the bulk materials used on BOM revisions to be carried over to the finished good(s) when finishing production. The options are:

  • Propagate Expiration Date - If checked, the Expiration Date from a subassembly will transfer to the finished goods produced from that subassembly. DEACOM will check the relieving lots for this BOM line for each of the BOMs for the specific BOM parent. If any of these relieving lots have an Expiration Date, the earliest date will be used for the finished product's Expiration Date. The expiration date calculated using the “Propagate Expiration Date” function will trump the finished good’s Shelf Life from the Item Master.
  • Propagate User Lot - If checked, the user lot number from the bulk material used in production will carry over to the finished good when finishing production. “Propagate User Lot” works in conjunction with the CHILDLOT function, which is available to the "Lot # Expression" field in Inventory Options. The CHILDLOT function gives the ability to pull the lot number from the bulk material being relieved and include it in an expression to generate the new lot number for the finished good lot. The “Lot # Expression” can then be set to use either the exact lot number from the relieved material, or parse out any piece or pieces of the relieved lot number to generate a new lot number.
  • Propagate Lot Attributes - If checked, the lot attributes from a subassembly or raw material transfer to the finished goods produced from that subassembly or raw material. If a job has issued materials and the BOM has a line with this flag checked, users will be able to see the attributes populated on the finished good lot. Otherwise if there is nothing issued and the finished good is marked with backflush, and this box is checked, the attributes will be copied from the first lot relieved. Only one BOM line can have this checked within a Revision.

Group By

Option to group BOM lines for issuing that share the same field values. There are two options for this, a facility setting to group all issuing quantities by part number when allocating materials to a job in that facility, or a custom setting on each formula line that gives the potential to group materials with the same BOM line field values.

  • Group By Part Number When Issuing (found on the Production tab of the Facility setup in Inventory > Maintenance > Facilities) - If checked, BOM lines will be grouped by Part Number on the Issue/Reserve Inventory form when issuing to a Job in the selected Facility. If not checked, BOM lines will be listed individually by BOM Sequence number.
  • Group By (found on the BOM Line setup in Inventory > Bills Of Material) - If populated, gives the option to group BOM lines for issuing that share the same field values. All fields from the BOM Lines are available for use in this field. Example: If a formula contains two lines for the same item with the same exact scrap factor, these could be grouped for issuing by adding "bo_scrap" to the "Group By" field on each item.

Issue Options

Issuing inventory refers to the act of removing inventory from available and assigning it to a Job, which will then be consumed/finished, sold, or stored for future use. The requirements for this process can be defined using the fields on the Item Masters and BOM Lines for the formula on a job. These options allow formulators to require specific issuing quantities, increments, and certain lot information for the lots that are selected to issue.

  • Scrap - The ‘Scrap %’ allows formulators to define the scrap percentage for items and thus define the material used to complete the job versus the final amount produced. For raw materials and subassemblies, this defines the amount of material that must be issued to a job to get a usable quantity of 1 into the final assembly. Note that scrap % can be defined on item master records as well. The system will add the scrap % on the item master to the scrap % on the BOM line is this case. The use of Scrap % does not affect the weight or volume measurements of the item(s) produced on the job. ‘Scrap Cost %’ defines the percentage of the item’s standard total cost, as indicated on the BOM line, that will be used when rolling up standard costs to parent items. The Scrap Cost % field can be used without using the Scrap % above. Like scrap %, scrap cost % can be defined on item master records as well. The system will add the scrap cost % on the item master to the scrap cost % on the BOM line is this case.
  • Over-issue – “Over-issue %” is the percentage that will be added to the "required" and "to issue" amount when issuing material to jobs, but not be relieved when backflushing the BOM of the finished item. This option can be used together with scrap factors as the "required" and "to issue" amount will include both the scrap factor amount and the over-issue% amount. During job finish, the quantity backflushed will only include the scrap factor, leaving the over-issue amount in WIP to be handled manually. Any amount left in WIP will be relieved during job close. If not issuing, then the over-issue% will have no effect. The item master record and BOM Line both contain an over-issue% field. If the BOM line and the item master record both have an over-issue%, these percentages will both be factored when determining the issue quantity. Note that all three of these fields may be defined on BOM lines as well as Item Master files. This allows formulators greater flexibility when using different formulas. For example, a raw material may consistently have a 10% scrap factor which is defined on the item master record, but may incur an additional 2% scrap factor when undergoing production under a specific BOM revision. DEACOM will multiply the two fields together to factor in a summated 12.2% scrap factor for the applicable job(s).
  • Issue Increment/Increment Expression - Option to set incremental issuing for this BOM item. This field is controlled by the "Issue Inc Type" field on the Edit BOM Line form. Users have two options: Fixed (default) and Expression. The Expression choice allows for the issue increment to be based on variable factors. If the increment is nonzero, the system will replace the quantity in the "To Issue" column with this increment when issuing to jobs in the Main and WMS applications. When issuing, users will enter the appropriate increment for those lines that have issuing increments specified. All other BOM lines will be issued as before, namely, users will issue the full required amount. When returning to the issue form, only those lines with remaining issuing increments will remain. Note: Users have the option to set incremental final staging based on the "Job Staging Counts" value in Production Options. This option works with the "Incremental Issuing" feature above. Example: A Bill of Material contains Raw1/Raw2/Raw3 all set at 1 per for 1 finished good, each with an issuing increment of 100 and a job is created for 300 finished good. If job stage count = 3, the first time through the system will final stage 100 Raw1, 100 Raw2, then 100 Raw3 for iteration 1. The system will present 100 each of Raw1/Raw2/Raw3 for the 2nd and 3rd iteration of final staging. At the conclusion of the third iteration, all the inventory will be issued. If the "Job Staging Counts" is set to "1", the system will not allow you to final stage more than the increment + overissue% until a job finish complete. Note: Beginning in version 17.04.001, these fields are also available on the Custom BOM Line form.
  • Degradation/Overage – Using the “Calculation Type” and “Calculation Factor” fields on BOM lines, these options can be set to specify additional raw materials that must be put into a batch to compensate for degradation during manufacture or a product's shelf life. Overage and degradation factors are typically setup in the pharmaceutical industry, and the FDA recommends that any overage or degradation factor be justified considering the safety and efficacy of the product. In most cases, pharmaceutical companies will use overage factors to account for the breakdown or degradation of ingredients. DEACOM provides the ability to input the overage quantity and select the "Calculation Type" used on each line of the BOM. The default type used is defined via the "BOM Line Calc" in Inventory Options. For example, consider a label for a multivitamin that indicates the vitamin contains 100% of the recommended daily allowance (% Daily Value) of B12. The multivitamins contain a shelf life of 18 months. Over time the multivitamin may breakdown so that 12 months after the date of manufacture the % of B12 is more like 95% of the % Daily Value. To offset this, the manufacturer would add a 10% overage factor on the BOM line to indicate that they add 10% more then the quantity specified on the BOM line for B12 to ensure the % of B12 is maintained throughout the multivitamin's shelf life.
  • Min/Max Age - Specifies a minimum and/or maximum age of inventory lot that can be used in production for this formula. Setting a value in this field defines the minimum/maximum allowable age, in days, that lots of the Part Number specified on this BOM line will be displayed during lot selection when Issuing, Prestaging, or Closing/Relieving. The field is useful in situations where companies want to define a "holding days" type constraint to determine how long lots will be eligible for use in the production process.

Note: A zero in this field specifies that there is no maximum limit on the age of lots.

Substitutions

Using Substitute Parts can be useful as it allows users to manually determine that if one material is not available, another similar material can be used in its’ place during the production process. The Substitutes tab on the Item Master lists the items that are acceptable as substitutes for a given Part during shipping or issuing to production Jobs. Substitutes may be a one for one exchange or a fraction based on the value entered in the "Factor" field. If a substitutes list exists, then those will be the only substitutes allowed. If no Parts are listed on this tab, any active item may be substituted for this Part. If the "No Substitutes Allowed" flag on the Properties tab is checked, then no substitutions will be allowed even if a substitutes list exists. In addition, the Substitutions tab on the BOM line lists the items that are acceptable as substitutes for this specific BOM line during issuing to production Jobs for this formula. If a substitutes list exists, then those will be the only substitutes allowed. Additional information on using substitutes can be found in Utilizing Substitutes in Production and Utilizing Substitutes in Sales.

Using Bill of Material User Calculations

The calculation tab on a BOM header displays the results for all the bill of material user calculations, which are setup in Tools > Edit User Calculations. User Calculations are available for use on Job Batch Tickets and Part Forms. This can help provide specific parameters for the BOM on the printed reports. For example, allergens or specification calculations can be printed. User calculations on the Edit Bill of Materials form will be indicated in red anytime they are different than what is stored in the database. These calculations will remain red until the bill of material is saved. For example, if a user were to modify a BOM line and change the quantity, the calculations on the BOM calculations tab that are affected by the change will show as red until the BOM is saved. Full information on configuring and implementin BOM calculations is available on the Designing Nutrition Labels page.

Examples

Below are some BOM User Calculation examples. In these examples, as with most calculations, the expressions that contain the actual calculations include user defined fields and other User Calculations.

Note: BOM Calcs will not fire if the Part is not flagged as "Stocked" on its Item Master Properties tab.

User Calculation Field

Calculation: Allergens Present

Calculation: Calories Per Serving

Table

BOM

BOM

Description

"Allergens Present"

"Calories Per Serving"

Field Name

"u_Allergens_Present"

"u_Calories_Per_Serving"

 

Character

Field Type Numeric

Type

Secondary Total

Secondary Total

Expression

IIF(u_allergenwgt > 0.0,"YES","NO ")

u_serving_size * uc_tot_calories / uc_totwgt / 454

Expression Breakdowns:

  • Calculation: Allergens Present: This is a SQL logical statement that evaluates the value of the u_allergenwgt Item Master User Field. If the value is greater than 0.0, the calculation result will be YES, indicating allergens are present. If the value is 0.0 or less, the calculation result will be NO, indicating allergens are not present.
  • Calculation: Calories Per Serving: This expression calculates the total calories in a serving size of a product by using two other User Calculations (for total calories and total weight of the materials that went into said finished product) and a pre-defined value, then multiplying the result by the serving size of the finished product, as defined on it's Item Master User Fields tab (since that field is a user-defined field).
    • u_serving_size - Item Master User Field that is populated with the typical serving size.
    • uc_tot_calories - Another BOM User Calculation (454 * totwgt * u_calories / u_serving_size) which takes the total weight of the finished product, multiplied by the number 454, multiplied by the result of dividing the value in the Item Master "u_calories" field and the "u_serving_size" Item Master User Field.
    • uc_totwgt - Another BOM User Calculation that is the sum of the total weight of all the items on the finished product's Item Master parts.

454 - Customer-defined value to be used in calculation.