Updating a BOM safely

Updating a BOM is risky: if you change the ingredients or quantities mid-production, you may end up with mismatched costs or inventory discrepancies. Usystems helps you manage this by allowing you to version or retire old BOMs.

Before you start

• You must have manufacturing/assembly permissions.
• Check whether any active production batches or orders use this BOM (your admin or production manager can tell you).
• Decide whether to amend the current BOM (affects future production) or retire it and create a new one (keeps past production records clean).

Steps — Amending an existing BOM

1. Go to Products and find the product whose BOM you want to update. Open in Usystems

2. Click on the product to open its detail page.

3. Click Edit on the product or scroll to the Bill of Materials section.

4. To change a component's quantity:

   • Click the component row or an Edit button on that line.
   • Update the quantity.
   • Click Save or Update.

5. To remove a component:

   • Click Delete or Remove on the component row.
   • Confirm the deletion.

6. To add a new component:

   • Click Add component.
   • Choose the component and enter the quantity.
   • Click Save.

7. Review the new total BOM cost. Any future production using this BOM will use the new recipe.

Steps — Creating a new BOM (when you need version control)

If the BOM change is significant (e.g., supplier change, redesign) and you have active production with the old recipe:

1. Go to Products and find the product.

2. In the Bill of Materials section, note the current BOM version or date.

3. Click Create New BOM or Create BOM Revision (if your version has this option).

4. Copy the old BOM's components as a starting point, or create it from scratch.

5. Make your changes to ingredients or quantities.

6. Click Save to store the new BOM.

7. Your old production runs will keep using the old BOM; new runs will use the new one.

Accounting impact

• If you amend a BOM: all future production will use the new costs. Past production records retain their original costs.
• If you create a version: Usystems tracks which BOM was used for each production batch, so your cost history stays accurate.

Tips & common mistakes

• Do not edit a BOM mid-batch if you can avoid it. Finish the current production run, then update the recipe.
• Tell your team. If the BOM changes, your production staff may need to know to order different quantities or check suppliers.
• Keep a changelog. Note the date and reason for each BOM change (new supplier, cost reduction, etc.) so you can audit it later.
• Check for linked orders. Some systems lock a BOM once production starts. If you cannot edit it, the production may be in progress—wait for it to complete.