When the BOM and the work order don't match

When a BOM and work order disagree, pause the affected material decision and identify which approved revision and configuration apply to the job. Compare the source records, confirm the change with engineering and planning, then update the purchasing or production action through the approved process.

A mismatch can come from a changed drawing, a copied work order, an old BOM export, a unit conversion or an approved substitution that never reached every record. Buying from the wrong version can create a shortage, excess material or rework, even when each source looked plausible on its own.

Do not solve the discrepancy by choosing whichever quantity is larger or newer-looking. Preserve the original records, capture what changed and ask the owner of the product definition to confirm the valid configuration. The goal is a traceable decision, not a silent correction.

Practical steps

1. 01Stop only the affected purchase or issue decision. Record the work order, part, operation, quantity and required date, and tell planning which commitment is under review. Avoid holding unrelated work when the discrepancy is limited to one item.
2. 02Compare the BOM and work order against their source drawing and revision history. Check units, quantity per assembly, scrap assumptions, options, customer configuration and any engineering change notice that applies to the job.
3. 03Ask engineering to confirm the valid part and configuration. Ask planning whether the job quantity or sequence changed. Capture who approved the interpretation and the source document that supports it.
4. 04Recalculate material need and compare it with stock, reservations and open orders. Decide whether to use an approved equivalent, adjust an order, return excess or request a new quote. Make each action visible to the people affected.
5. 05Update the controlled record and notify procurement, production and quality. Keep the old value and reason for change in the audit trail, then check that the same source discrepancy will not carry into the next job.

How Achilles does this

Achilles reads work orders and BOM information from the records a manufacturer already uses, then highlights conflicts in part, quantity or revision. It can show the related job and purchasing context so the team can see the operational effect before acting.

A person with the right authority decides which configuration is valid. Achilles can preserve the evidence, route the question to engineering or planning and prepare the approved purchasing change. It does not silently overwrite engineering intent or release a PO on an unresolved mismatch.

The review should include the source of each value and the job affected by it. A quantity difference may reflect a documented engineering change, a planning update or a stale copy. Compare the revision and effective date, confirm the approved record with its owner, then make the correction through the normal controlled process. If the right configuration is still unclear, keep the question open and prevent an unapproved assumption from becoming a purchase commitment.

After a decision, make the outcome visible to purchasing, receiving and production as well as engineering. Include which source was authoritative, what changed and which open orders or jobs need attention. A traceable handoff helps the next person use the approved configuration and makes it easier to understand why the BOM or work order differs from an older document.