Workflow 04 · Purchasing checks

Catch BOM errors before
the parts are ordered.

We check the approved BOM against the purchase order and list every mismatch, so your purchasing owner reviews before anything goes out.

Help shape this workflow See the path to the shelf ↓

Planned · shaped with our first partners

Illustrative scene: a purchasing owner checks an approved BOM against a draft purchase order — One check before anything is ordered

WE READBOM and order inThe approved BOM and the draft purchase order
WE COMPAREMatched line by linePart numbers, quantities, packs
WE FLAGMismatches listedEach one with its reason
YOUR PURCHASING OWNERYou approveBefore anything is ordered

01 / From BOM to parts on the shelf

The order is where
a BOM error becomes real.

Select a step to see what happens, and where the wrong part gets through. Each step also shows what it costs you.

01BOM approvedThe design is final.The source of truth.02Orders builtLines become purchase orders.Copying and regrouping.03Sources and alternatesWho supplies each part.Equivalent parts and preferences.04Quantities and packsHow many to buy.Pack sizes and minimums.05Lead time against the buildWill it arrive in time?The longest line sets the date.06Goods arriveParts are received and checked.The last place to catch it.

STEP 1 OF 6

BOM approved

WHAT HAPPENS

Engineering signs off the BOM. From here it drives the order, the build and the cost.

WHERE IT GOES WRONG

Late changes mean the approved BOM and the working BOM are not the same file.

WHAT IT COSTS YOU

Wrong part. The part arrives and does not fit. The build stops.

STEP 2 OF 6

Orders built

WHAT HAPPENS

Purchasing groups lines by supplier and builds the orders, often from a spreadsheet.

WHERE IT GOES WRONG

A part number is retyped, a line is dropped or a quantity is rounded wrongly.

WHAT IT COSTS YOU

Short order. A second order, more freight, and a delay.

STEP 3 OF 6

Sources and alternates

WHAT HAPPENS

Each line is assigned a supplier. Alternates are considered when stock or lead time is a problem.

WHERE IT GOES WRONG

An alternate is chosen without anyone checking it against the BOM.

WHAT IT COSTS YOU

Rush freight. A cost that comes straight out of margin.

STEP 4 OF 6

Quantities and packs

WHAT HAPPENS

Quantities are adjusted for pack sizes, minimum order quantities and a spares allowance.

WHERE IT GOES WRONG

The BOM says 7. The pack is 10. The order says 5.

WHAT IT COSTS YOU

Surplus. Cash tied up in parts the job did not need.

STEP 5 OF 6

Lead time against the build

WHAT HAPPENS

Lead times are compared with the build schedule to see what must be ordered first.

WHERE IT GOES WRONG

A long-lead part is ordered with the rest, and the build waits for it.

WHAT IT COSTS YOU

Late long-lead part. The whole build waits for one part.

STEP 6 OF 6

Goods arrive

WHAT HAPPENS

Receiving checks what arrived against the order.

WHERE IT GOES WRONG

By now, the error has a cost: freight, returns and a delayed build.

WHAT IT COSTS YOU

Idle build. Labour waits, and delivery slips.

02 / How it works

A second pair of eyes
that reads every line.

We compare documents and list every difference. Your purchasing owner decides.

Your data stays yours, under an NDA
You keep your own tools and files
A person approves every result

INTERACTIVE MOCK-UP · SAMPLE DATA

Order check / Sample job J-318SAMPLE DATA

The approved BOM (8 lines) and the draft purchase order (7 lines) are loaded and matched line by line.

PART	DESCRIPTION	BOM QTY	ORDER QTY
DEMO-DS-63	Main disconnect 63 A	1	1
DEMO-CT-25	Contactor 25 A	3	3
DEMO-OL-17	Overload relay 17–25 A	3	3
DEMO-TB-24	Terminal block	48	40
DEMO-PS-10	Power supply 24 VDC	1	1
DEMO-EN-81	Enclosure	1	1
DEMO-CT-12	Control transformer	1	—
DEMO-RL-01	Relay	4	4 (DEMO-RL-02)

Part numbers, quantities and missing items are compared against the BOM.

PART	BOM QTY	ORDER QTY	RESULT
DEMO-DS-63, CT-25, OL-17, PS-10, EN-81	as listed	as listed	Matched
DEMO-TB-24	48	40	Quantity differs
DEMO-CT-12	1	—	Not on the order
DEMO-RL-01	4	4	Different part on order

Three mismatches, each with both values and the reason it was flagged.

LINE	BOM SAYS	ORDER SAYS	WHY FLAGGED
Terminal block	48 × DEMO-TB-24	40 × DEMO-TB-24	Order is 8 below the BOM
Control transformer	1 × DEMO-CT-12	Not on the order	Line missing from the order
Relay	4 × DEMO-RL-01	4 × DEMO-RL-02	Part number differs from the BOM

An illustration with made-up parts and prices. Your own version is set up around your files and rules.

Read the BOM and the order
The approved BOM and the draft purchase order are loaded and matched line by line.
Compare every line
Part numbers, quantities, pack sizes and missing items are compared against the BOM.
List the mismatches
Each mismatch is listed with the line, both values and the reason it was flagged.
Your purchasing owner approves
Nothing is ordered until a person has reviewed the list and decided.

03 / How we work with you

A 4–6 week pilot on your own work.
A subscription only once it is proven.

We agree the scope and the definition of done, and sign the NDA together. We run the pilot on your own data and keep refining it until it meets that definition. Your annual subscription starts only after you sign off the result.

01START · AGREE THE SCOPE
Agreed up front, in writing.
We sign the NDA and agree the scope together: one workflow, the success measures and exactly what done looks like. Only then do any drawings or prices change hands.
02DURING · 4–6 WEEK PILOT
On your own data.
We run the pilot beside your live work, so nothing you rely on changes. Past jobs with the BOM and the purchase order that was actually placed.
03END · SIGN-OFF
Refined until it meets the bar.
A short report against the success measures you set. If it falls short, we refine and run it again until it meets the definition of done.
04AFTER · SUBSCRIPTION
Starts at sign-off.
One annual subscription per workflow covers running it, support and improvements. You already know it works on your own data, so this is not an experiment.

How you are protected. The pilot has a bounded scope and success measures agreed before it starts. Concerns about your data, or about how our two teams will work together, are tested against those measures. At the end you decide whether to go on, and the subscription starts only after you sign off.

Why work with us

Why panel shops
work with us.

Your data stays yours. The workflow gets better every year, for you and for everyone we work with.

Your data stays yours

Your drawings, prices and quotes are covered by the NDA and are never shared with other shops. Access, storage and deletion are agreed up front.

You get the best of every shop

What we learn about the work itself, the common gaps and the checks that catch them, goes back into the product. You benefit from it without anyone seeing your data.

It keeps getting better

We keep refining the format, the checks and the results throughout the year. Improvements to your workflow are included in your subscription.

You see it work first

The pilot runs on your own quotes against a definition of done you set. You subscribe once you have signed off the result.

We run it. You decide.

We set it up, run it and support it. Your team reviews and approves everything that reaches a customer.

Built by AI product engineers

AI product engineering is what we do every day, and that craft goes into your workflow: the design, the testing and the support.

04 / The checks behind every order check

Every line accounted for
before the order goes out.

Each check is simple on its own. Together they cover what a busy day lets slip.

Part numbersRight part, every line.

3 checks

Order part numbers matched to the BOM
Mistyped or transposed numbers flagged
Superseded or old-revision numbers flagged

QuantitiesRight count, every line.

3 checks

Order quantity compared with the BOM quantity
Pack size and minimum order quantity considered
Spares allowance visible, not hidden

Missing and extraNothing left out, nothing added.

3 checks

BOM lines missing from the order listed
Order lines not found in the BOM listed
Duplicate lines listed

AlternatesSubstitutes in plain sight.

3 checks

Alternate parts marked as alternates
Alternates compared with the BOM part
Alternate decisions left to your team

Lead time and scheduleWhat to order first.

3 checks

Longest-lead lines identified
Lead time compared with the build date
Lines at risk of arriving late listed

RecordA trail for the next question.

3 checks

Reviewer and date saved with the check
Decisions recorded per mismatch
Export of the check on request

Tap a card to see the checks.

What a flag looks like · sample

QTY MISMATCH

Terminal blocks, order below BOM
BOM requires 120. The draft order shows 100. Pack size is 20.

NOT ON ORDER

Line missing from the order
This BOM line does not appear on any draft purchase order.

ALTERNATE

Part differs from the BOM
Order uses a different part number. Marked as an alternate for review.

What we will not do · boundaries we keep, on purpose

×Place or send any purchase order

×Decide whether a substitute part is suitable

×Negotiate with or contact suppliers

×Change your BOM or your purchase order

×Guarantee supplier stock or pricing

×Replace your purchasing owner’s judgement

Scope, input, output and boundaries

Input

An approved BOM and the draft purchase order

Output

A list of mismatches: quantities, part numbers and missing items

Your review

Your purchasing owner approves before anything is ordered

Pilot

Past jobs with the BOM and the purchase order that was actually placed.

What we measure

Mismatches found against those your team confirms, false flags, and time to check.

Boundary

We check consistency between documents. We do not decide part suitability or place orders.

05 / Questions

What buyers ask
before they start.

What does a BOM-to-purchase-order check look at?

It compares the purchase order with the current BOM, line by line, for part numbers, quantities and revisions, and flags the lines that do not match before parts are ordered.

Can AI flag long lead-time parts before we order?

It flags lines whose lead time in the supplier data you provide is longer than a threshold you set. It does not predict shortages; it reads the data you give it.

Will it place or change purchase orders for us?

No. It never orders anything. It flags issues for the person who owns purchasing, who decides what to do.

How are substitute parts and alternates handled?

Substitution is an engineering decision. The workflow can show the alternates your team has already approved, but suitability and electrical design validation remain with your engineers.

What data do we need to supply for purchasing checks?

The BOM, the purchase order and a supplier price or lead-time file, as exports you already have. We sign an NDA before any data is shared and agree storage and deletion up front.

Is purchasing-check automation available now?

It is planned next and is being shaped with our first partners. Quote preparation is where we start. If this one matters most to you, tell us, because it helps set the order.

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