Bill of Materials & Services (BoMS)

Source file: 2026-06-08-user-manual-boms.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Bill of Materials & Services (BoMS)
Version Number	1.0
Document Date	May 20, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 20, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Platform users are encouraged to review this document in full before proceeding to other module manuals to ensure they understand how the Bill of Materials & Services module fits into the broader procurement workflow and how their role interacts with it.

1.1 Purpose of the Document

This document serves as the official user manual for the Bill of Materials & Services (BoMS) module of the GRINEA Internal Operations Portal. It provides clear, step-by-step guidance on how authorized personnel can navigate, populate, submit, approve, and manage a BoMS across its full lifecycle, from initial draft through to an active procurement state. This document is intended to complement, not replace, any organization-specific procurement policies, project governance frameworks, or system administration guidelines. Users who encounter platform issues not covered in this manual should contact their designated system and network administrator.

1.2 Scope of the Document

This document covers all aspects of the Bill of Materials & Services module on the GRINEA Internal Operations Portal. The scope is limited to BoMS-related functionality and does not extend to other operational modules. Specifically, this document covers:

• Understanding the 1:1 relationship between a Project Profile and its BoMS, and how the BoMS is automatically created
• Navigating to the Bill of Materials & Services module from the Internal Operations Portal
• Adding line items using the three-step wizard, including Material and Service item configuration
• Understanding Service Type options and their effect on Payment Structure, Quantity, and Unit fields
• Working in the Cost Layer: adding and editing line items and unit costs
• Submitting the Cost Layer for validation and understanding the Buyer validation process
• Working in the Schedule Layer: setting delivery dates, delivery locations, and PR generation dates
• Submitting the Schedule Layer for final approval and understanding the Project Manager approval process
• Understanding the Actuals Layer, Base Plan immutability, and Variance tracking
• Generating Purchase Requisitions from eligible line items, individually and in bulk
• Using the Line Item Drawer to review full item details, comments, and references
• Uploading files to the BoMS Media library and linking them to line items
• Creating and managing Groups of line items
• Searching, filtering by column range and status, and configuring Table Settings
• Adding, replying to, editing, and deleting comments on line items
• Understanding Summation Cards and the computed totals they display
• BoMS statuses and Line Item statuses across the full lifecycle
• Receiving and acting on email and in-app notifications generated by BoMS workflow events

The following areas are out of scope and are addressed in separate documentation:

• User account provisioning, RBAC role assignment and permission configuration — covered in the User Management and RBAC manuals
• Project Profile creation, project locations, and project team assignment — covered in the Project Profile manual
• TES file upload and processing — covered in the Project Profile manual
• Purchase Requisition creation, approval workflows, and submission — covered in the Purchase Requisitions manual
• RFQ, PO, and Receiving workflows — covered in their respective module manuals
• Material and Service Category Management — covered in the Material Management manual
• ERP integration with Impuls and system-to-system synchronization
• IT infrastructure, network access, and device management policies

1.3 Intended Audience

This manual is intended for all end users of the Bill of Materials & Services module across the organization, written to be accessible regardless of technical experience.

Production Preparation Specialist (PPS)

The PPS is the primary owner of the BoMS. The PPS creates the Cost Layer by adding line items, configuring their specifications and quantities, and submitting the BoMS for cost validation. After the Cost Layer is approved by the Project Manager, the PPS creates the Schedule Layer by entering delivery dates, delivery locations, and PR generation dates for each line item and submitting for final approval. Once the BoMS is Active, the PPS can add new line items directly to the Actuals Layer and initiate PR generation for eligible line items.

Buyer (Purchasing Specialist)

The Buyer is responsible for the cost validation step of the BoMS workflow. When the PPS submits the Cost Layer for validation, the Buyer reviews each line item and applies validated unit costs based on historical data and current market references. Once all line items have been validated, the Buyer submits the BoMS to the Project Manager for cost approval. The Buyer does not participate in the Schedule Layer workflow.

Project Manager (PM)

The Project Manager is the final approver at both stages of the BoMS approval flow. The Project Manager approves or rejects the Cost Layer after the Buyer completes cost validation, and approves or rejects the Schedule Layer after the PPS submits delivery details. Approval at both stages is required before the BoMS transitions to Active status. The Project Manager is assigned to the project at the Project Profile level and only acts on BoMS records linked to projects they oversee.

Backoffice Users

Backoffice users search and view all BoMS records across the platform regardless of project assignment. They cannot initiate workflow actions, add or edit line items, or take approval steps on any BoMS. Their access is limited to read-only review and audit purposes.

Other Roles with RBAC Access

Beyond the primary audiences above, the BoMS module is governed by RBAC. Any user granted Create access can add line items to a BoMS, and any user granted View access can open the BoMS and review its contents. The primary roles listed above should not be interpreted as a closed list.

2.0 Module Overview

2.1 Description

The Bill of Materials & Services module is the procurement planning foundation for all project-based purchasing on the GRINEA Internal Operations Portal. It is accessed from the platform navigation under Internal Operations Portal > Bill of Materials & Services. Every project has exactly one BoMS. A BoMS is created automatically when a Project Profile is saved — no manual creation step is required. The BoMS inherits the project context from the Project Profile, including the project identifier and any TES data processed during project setup. On creation, the BoMS enters Draft status, and the PPS begins the Cost Layer by adding line items sourced from the Material and Service catalogue.

2.2.1 BoMS List (Landing Page)

The BoMS list is the default landing page of the Bill of Materials & Services module. It displays all BoMS records visible to the current user in a table format. Frontoffice users see only BoMS records linked to projects they are assigned to as part of the Project Working Team. Backoffice users see every BoMS on the platform regardless of project assignment.

The list defaults to 100 rows per page. Pagination size is configurable from the bottom of the table. Each row shows the project identifier, BoMS name, current BoMS status, and summation data at a glance. Clicking a row opens the full BoMS detail view.

[Screenshot: BoMS List – Landing Page]

2.2.2 BoMS Structure and Layers

Each BoMS is organized into three layers that represent successive stages of procurement planning. The layers are visible as tabs or views within the BoMS detail page and become accessible based on the current BoMS status.

Cost Layer — The working environment for the PPS during the initial drafting phase. It is the layer where line items are added, specifications and quantities are defined, and unit costs are validated by the Buyer. The Cost Layer is the only layer available until the BoMS reaches For Schedule Creation status.

Schedule Layer — Becomes available once the Cost Layer is approved. It is where the PPS assigns delivery dates, delivery locations, and PR generation dates to each existing line item. No new line items can be added or deleted in the Schedule Layer.

Actuals Layer — The live operational view of the BoMS after it reaches Active status. It begins as a copy of the approved Base Plan (Cost Layer + Schedule Layer) and then changes as downstream procurement activity progresses. New line items can be added in the Actuals Layer, but with no base plan. The Base Plan remains immutable and serves as the fixed reference point for variance calculations.

2.2.3 Adding a Line Item

Adding a line item to the BoMS is performed through a guided three-step wizard. Line items can only be added during the Cost Layer or the Actuals Layer of the BoMS. The same wizard is used in both layers, and the same three steps apply whether the user is adding a Material or a Service line item.

Step 1 – Search Line Item

The first stepper presents a searchable table displaying all materials and services line items defined within the platform. The user searches by line item name and selects a single item from the result set to proceed to the next step.

Step 2 – Select Specification

Once a line item is selected, the second stepper displays all historical purchase specifications associated with that line item. For a Material line item, the uniqueness of a specification is defined by the combination of attribute values; equivalent specifications are grouped as a single unique specification. For a Service line item, the uniqueness criteria is the Description field. From this stepper the user can either select an existing historical specification to reuse, or choose to create a new specification.

Step 3 – Configure Specification

The third stepper is the specification configuration screen. Fields and behaviour differ depending on whether the selected line item is a Material or a Service.

Material Specification Configuration

For a Material line item, an Item Attributes sidebar lists all defined attributes that can be linked to the selected material. The user checks or unchecks the attributes they wish to apply. Each checked attribute appears as an editable free-text field where the user enters the attribute value (e.g., for Cable: Color = Red, Length = 50m). The PKK option is restricted to the PKK code(s) connected to the line item from Material Management. A Recent Purchases table displays the top 3 most recent purchases matching the product and specification being added; the top entry is automatically used as the Historical reference.

[Screenshot: Material Specification Configuration]

Service Specification Configuration

For a Service line item, the configuration screen does not include an Item Attributes sidebar. Instead, it introduces the Service Type field, the Task List Tab, and the Description field. The Recent Purchases table for a service is based on line item historical data only (no attribute filtering). The Description field is critical as it determines whether the service specification should be treated as unique. The Service Type field drives the behaviour of the Payment Structure, Quantity, and Unit fields:

Service Type	Payment Structure	Quantity & Unit Behaviour
Fixed Fee	Single Payment	Quantity disabled, fixed at 1. Unit disabled, fixed at lot.
Milestone-based Service	Milestone-based	Quantity disabled, fixed at 1. Unit disabled, fixed at lot.
Recurring/Retainer	Periodic	Quantity enabled as a number field. Unit enabled, restricted to weeks or months only.
Time & Materials (Rate-based)	Progress Billing	Quantity enabled as a number field. Unit enabled, restricted to hours, days, weeks, or months only.

[Screenshot: Service Specification Configuration]

Service Task List Tab

Every service line item also includes a Task List Tab on the configuration screen, which captures operational details:

• Location: a select option listing only the locations assigned to the parent Project Profile.
• Target Start Date: any date from today onwards, but never later than the Target End Date.
• Target End Date: any date from the Target Start Date onwards (the same date is allowed).
• Task Lists table: an optional table where the user can add an unlimited number of tasks. Each task captures a Task Name and Task Description. Within each task, the user can add sub-tasks, each capturing a Subtask Name and Subtask Description.

[Screenshot: Service Task List Tab]

2.2.4 Cost Layer

The Cost Layer is active from Draft status through to For Cost Approval. It is the primary working environment for the PPS and the Buyer.

The PPS uses the Cost Layer to build the full list of materials and services required for the project. Line items can be added using the three-step wizard (section 2.2.3), edited by updating Quantity, Unit, and specification fields, and deleted if no longer required. An explicit Save action is required to persist changes; the platform also performs periodic auto-save.

Once all required line items have been added and the PPS is satisfied with the list, the PPS submits the Cost Layer for validation using the Submit Cost Layer for Validation action. The BoMS transitions to FOR COST VALIDATION status, the Cost Layer becomes read-only for the PPS, and email and in-app notifications are sent to the Buyer.

The Buyer reviews the submitted Cost Layer and applies validated unit costs to each line item. Total Cost recalculates automatically per line as unit costs are entered. Summation Cards at the top of the page reflect the updated validated totals. Once all line items have been validated, the Buyer submits to the Project Manager using the Submit for Cost Approval action, transitioning the BoMS to FOR COST APPROVAL and notifying the Project Manager.

The Project Manager reviews the total validated cost against the project budget and clicks Approve or Reject. Approval transitions the BoMS to FOR SCHEDULE CREATION and notifies the PPS. Rejection returns the BoMS to DRAFT, notifying the PPS to address the rejection comments before resubmitting.

[Screenshot: Cost Layer – View]

2.2.5 Schedule Layer

The Schedule Layer becomes active once the Project Manager approves the Cost Layer, advancing the BoMS to FOR SCHEDULE CREATION status. The PPS is responsible for completing the Schedule Layer.

In the Schedule Layer, the PPS assigns the following delivery details to each existing line item: Delivery Date, Delivery Location, and PR Generation Date. No new line items can be added in the Schedule Layer. Changes to existing delivery details are persisted on save.

Once all line items have delivery details, the PPS submits the Schedule Layer for final approval. The BoMS transitions to FOR FINAL APPROVAL and email and in-app notifications are sent to the Project Manager.

The Project Manager reviews the delivery schedule against the project timeline and clicks Approve or Reject. Approval transitions the BoMS to ACTIVE status. Rejection returns the BoMS to FOR SCHEDULE CREATION, notifying the PPS to update the delivery details and resubmit.

[Screenshot: Schedule Layer – View]

2.2.6 Actuals Layer and Base Plan

When the Project Manager approves the Schedule Layer, the BoMS transitions to ACTIVE status. At this transition, the platform creates an immutable snapshot of the combined Cost Layer and Schedule Layer values as the Base Plan. The Base Plan is permanently locked and cannot be modified by any user or system action after this point.

The Actuals Layer begins as an exact copy of the Base Plan and then evolves independently as procurement activity progresses downstream. Line item statuses advance from PR - For Generation through the Purchase Requisition, RFQ, and Purchase Order phases. Actual quantities, unit costs, delivery dates, and delivery locations are updated as procurement activity records values.

The Variance column on each line item displays the difference between the Base Plan Total Cost and the live Actuals Total Cost. Variance recalculates automatically as Actuals values change.

New line items can be added to an Active BoMS at any time using the same three-step wizard used in the Cost Layer. Line items added to the Actuals Layer have no Base Plan data, as they did not exist when the Base Plan was locked.

[Screenshot: Actuals Layer – With Variance Tracking]

2.2.7 Line Item Drawer

Clicking any line item row in the BoMS table opens the Line Item Drawer, a right-side panel that displays the full detail of the selected line item without leaving the main BoMS view. The drawer is organized into two tabs.

The Details tab contains: Primary Line Item Info (Line ID, Item Name, PKK, Quantity, Unit, and specification details), Actuals (current actuals values), Delivery Info (the delivery details assigned in the Schedule Layer), Base Plan (the immutable locked values for reference and variance comparison), TES Data (imported from the TES file during project setup, if applicable), Historical Cost (the historical unit and total cost reference), and References (documentary references including Assignment, Reference, Section, and Schematic; for Service items, this also displays task and sub-task details).

The Comments tab displays the full comment thread for the line item and allows users to add new comments, reply to existing ones, edit their own comments, and delete their own comments.

[Screenshot: Line Item Drawer]

2.2.8 Media (Attachments)

The BoMS includes a global Media library accessible from the BoMS detail page. Files uploaded to the Media library are available across the entire BoMS and can be linked to any number of line items.

To upload a file, the user opens the Media library and uploads a supported file type such as a PDF drawing or specification document. Once uploaded, the file appears in the library with its file name, size, and document ID.

To link a file to line items, the user selects the file from the library and assigns it to one or more line items. The same file can be linked to multiple line items without creating duplicate entries. Once linked, the file is visible from the Attachments section within the Line Item Drawer for each linked item.

[Screenshot: BoMS Media Library]

2.2.9 Groups

The Groups feature allows users to organize BoMS line items into named logical groupings. Groups act as snapshots or categorizations of related items and support full create, rename, and delete operations. A line item can belong to multiple groups. Groups are visible on the BoMS table and can be used in combination with filters to isolate specific subsets of the BoMS.

2.2.10 Search, Filter, and Table Settings

The BoMS table provides search and filter tools to help users locate specific line items across large BoMS records.

The search field above the table accepts a line item name or Line ID and filters the table in real time.

The Filter drawer provides the following filter options:

• Column value range: Apply a minimum and maximum range on any numeric column (e.g., Historical Total Cost or Base Plan Total Cost)
• Show only line items with comments: Displays only line items that have at least one comment thread entry
• Show only items due for PR generation: Displays only line items in status PR - For Generation whose PR generation date has been reached
• Line item status: Filter by one or more specific line item statuses

Table Settings, accessible from the toolbar beside the filter button, allow the user to reorder columns by dragging, show or hide individual columns using visibility toggles (organized by group: TES Data, BoMS, Historical Estimates, Base Plan, Actuals), and freeze specific column groups. All filter and table settings are applied per session and do not persist after the user navigates away.

[Screenshot: Search, Filter & Table Settings]

2.2.11 Comments

Every line item on the BoMS supports a comment thread accessible from the Comments tab in the Line Item Drawer. Comments are available across the full BoMS lifecycle, from Draft through to Active. Any user with access to the BoMS can post a comment on any line item. Each comment is recorded with the author's name, role, and timestamp. Users can reply to any comment, including comments posted by other users. Only the comment owner can edit or delete their own comments.

[Screenshot: Line Item Comments]

2.2.12 Summation Cards

Summation Cards are displayed at the top of the BoMS detail page and provide computed totals across all line items currently visible in the table. The following four cards are shown: TES Total Cost, Historical Total Cost, Base Plan Total Cost, and Actual Total Cost. Summation Cards reflect the totals for the current filtered and visible set of line items, not the full BoMS. Clearing active filters will update the card values accordingly.

2.2.13 PR Generation from BoMS

Once the BoMS is Active and one or more line items have reached their PR generation date, those line items transition to the status PR - For Generation. The PPS can generate Purchase Requisitions from these items directly within the BoMS.

To generate a PR from a single line item, the PPS enables the BoMS edit mode, opens the action menu on the eligible line item row, and clicks Generate PR.

To generate a PR from multiple eligible line items, the PPS enables edit mode, activates the Select Item option, and selects multiple line items. All selected items must be in status PR - For Generation. Clicking Generate PR from the bulk action bar opens the confirmation pop-up with the details of all selected items. On confirmation, a single PR is created covering all selected items and they all transition to PR - Draft.

Note: If the PPS attempts to bulk-generate a PR from a selection that includes one or more line items not in status PR - For Generation, the platform displays a warning identifying the ineligible items and prevents PR creation. None of the selected line item statuses change in this case. The PPS must deselect the ineligible items before proceeding.

[Screenshot: PR Generation from BoMS]

2.2.14 Email and In-App Notifications

The BoMS module generates notifications at every key event in the BoMS lifecycle. Notifications are triggered when: the Cost Layer is submitted for validation; the Buyer submits for cost approval; the Project Manager approves or rejects the Cost Layer; the PPS submits the Schedule Layer for final approval; the Project Manager approves or rejects the Schedule Layer; and when the BoMS transitions to Active status.

Notifications are delivered through two channels: email and in-app notifications within the Internal Operations Portal. Recipients are determined by the user's role in the active workflow step. Email notifications include call-to-action links that navigate the recipient directly to the relevant BoMS. In-app notifications use the same trigger events and deliver a condensed version of the email content inside the platform shell.

2.3 BoMS Status Lifecycle

Each Bill of Materials & Services record progresses through the following statuses across its lifecycle:

#	Status	Description
1	DRAFT	The initial status of a BoMS, set automatically when the associated Project Profile is created. The PPS can add and edit line items freely in this state. The BoMS has not yet entered the approval flow or was rejected.
2	FOR COST VALIDATION	The PPS has submitted the Cost Layer for validation. The BoMS is routed to the Buyer, who reviews and applies validated unit costs to each line item. The Cost Layer is read-only for the PPS during this stage.
3	FOR COST APPROVAL	The Buyer has completed cost validation and submitted the BoMS to the Project Manager for approval. The BoMS is read-only for the Buyer. The Project Manager reviews the total validated cost against the project budget and either approves or rejects.
4	FOR SCHEDULE CREATION	The Project Manager has approved the Cost Layer. The PPS receives notification to begin Schedule Layer creation, entering delivery dates, delivery locations, and PR generation dates for each line item. No new line items can be added at this stage.
5	FOR FINAL APPROVAL	The PPS has submitted the completed Schedule Layer to the Project Manager for final approval. The BoMS is read-only. The Project Manager reviews the delivery schedule against the project timeline and either approves or rejects.
6	ACTIVE	The Project Manager has approved the Schedule Layer. The platform creates an immutable snapshot of the combined Cost Layer and Schedule Layer values as the Base Plan. The Actuals Layer begins tracking and line items advance to PR - For Generation when their PR generation date is reached. New line items can be added directly to the Actuals Layer.
7	ARCHIVED	The BoMS has been archived. This is the terminal status of the BoMS lifecycle, reached when the associated project is closed or the BoMS is no longer operationally required. An archived BoMS is read-only; no further edits, approvals, or PR generation actions can be performed. Archived BoMSs remain visible in the system for historical and audit purposes.

2.4 Approval Flows

The BoMS approval flow is divided into two sequential stages: the Cost Layer approval and the Schedule Layer approval. Both stages must be completed before the BoMS can reach Active status. Each flow is fixed by the platform and cannot be modified at the BoMS level. Notifications are sent at every routing event to keep the relevant users informed.

3.0 Error Handling and Troubleshooting

This section lists the most common scenarios users may encounter while working with the Bill of Materials & Services module, the typical underlying cause, and the recommended resolution. Issues that persist after the suggested resolution should be escalated to the system administrator.

Scenario	Possible Cause	Resolution
Delivery location dropdown is empty	No project locations have been defined on the parent Project Profile.	Open the Project Profile and create the required project locations, then return to the BoMS to complete the Schedule Layer.
Comment cannot be edited or deleted	Only the original comment author can edit or delete their own comment.	Add a reply to the existing comment with the corrected information instead, or contact the comment author.

4.0 FAQs

The following frequently asked questions address common queries about the Bill of Materials & Services module.

Question	Answer
How is a BoMS created?	A BoMS is created automatically when a Project Profile is created. Each Project Profile has exactly one BoMS associated with it; users do not need to create a BoMS manually.
Who can edit the Cost Layer?	The PPS creates and edits the Cost Layer in Draft. Once the Cost Layer is submitted, the Buyer takes over to apply validated unit costs and route the BoMS to the Project Manager for approval.
Who can approve the BoMS?	The Project Manager approves both the Cost Layer (during the For Cost Approval stage) and the Schedule Layer (during the For Final Approval stage).
Can the Base Plan be edited after the BoMS becomes Active?	No. The Base Plan is locked once the BoMS becomes Active. Only the Actuals Layer evolves over time as line items move through PR, RFQ and PO workflows.
What is the Variance column?	Variance is the difference between the Base Plan total value and the live Actuals total value, calculated automatically. It allows the project team to monitor cost performance against the approved plan.
Can I customize the BoMS table view?	Yes. Each user can customize column placement, visibility and freezing through Table Settings. The default page size is 100 rows and can be changed from the bottom-right of the page.
Can I attach drawings or specifications to a line item?	Yes. Upload the file to the BoMS-level media library and then link it to one or more line items. The same media file can be linked to multiple line items.

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