Approve/Reject a Bill of Materials (Task)

• Only retailer users can approve or reject a Bill of Materials.

Once all of a Bill of Materials' components have been 'Confirmed' by the product supplier, the product supplier can complete the 'Complete Bill of Materials' task to send it on approval. The retailer will then receive the task to 'Approve Bill of Materials'.

How-to:

1. Navigate to your Task Hub and click on the 'Approve Bill of Materials'.

You will be redirected to the Bill of Materials details page, where you can review the Bill of Materials.

2. Under the Overview tab, you can see all the components added by the product supplier. You can access the components' details including the specification and technical drawing by clicking on the component's name.

3. Under the Attached Components tab, you can review all the attached component groups and set provided by the product supplier.

4. The Documentation tab will show all files uploaded to the Bill of Materials.

5. The Approval History tab will show you all the approval/rejection rounds for the Bill of Materials and any supporting comments.

6. Lastly, the Compliance tab will show you the recyclability of the Bill of Materials and the compliance of the components.

The compliance will tell you if a component in the Bill of Materials is at risk, sustainably sourced, compostable and if it's had a technical drawing uploaded.

7. When you have finished your review and are ready to approve/reject the Bill of Materials, click on the 'Complete' button in the top right corner:

Select your verdict in the verdict popup:

Approving a Bill of Materials

1. Click on the green tick button from the verdict popup.

2. You will need to confirm you have reviewed and accepted all the risks in the Bill of Materials by clicking on the 'Accept' tick-box.

If you don't confirm the risks have been reviewed and accepted, you cannot approve the Bill of Materials. (For more information about at-risk components, please refer to our guide.)

Once the Bill of Material is approved:

• If the Bill of Materials is 1-stage spec:
  • Its status will change to 'Active' finishing the process.
• If the Bill of Materials is 2-stage spec:
  • The Bill of Materials will either move onto the 2nd stage or become 'Active'
• Once 'Active', the Bill of Materials will be locked (un-editable). Any components within the approved Bill of Materials will automatically be changed to 'Active' too and will now be locked (un-editable).
• The 'Approve Bill of Materials' task will close and disappear from your Task hub.

Rejecting a Bill of Materials

1. Click on the red cross from the verdict popup.

2. The modal will expand to include all components so the user can approve and reject them individually. Click 'Next' to proceed to the next page.

This ensures that only the rejected components go back to the supplier for amendments.

3. You will then be asked to provide a rejection reason (drop-down) and provide any comments (optional) per rejected component.

4. You will be required to select a rejection reason and a new due date. There is a space for optional comments if you would like to add extra detail for the product supplier. 

Once the Bill of Materials is rejected:

• The status will change to 'In Progress'.
• The 'rejected' verdict will be set against the Bill of Materials.
• The 'Approve Bill of Materials' task will close and disappear from your Task Hub.

The product supplier user that submitted the Bill of Materials will get a new task to amend and resubmit the Bill of Materials and components within it.

Missing Mandatory Fields

When you click ‘Complete’ on an ‘Approve a Bill of Materials’ task, e-halo will validate the information on every component linked to the Bill of Materials, to ensure no mandatory fields are missing.

If any components are missing mandatory fields, the verdict modal will have a verdict of rejected for the Bill of Materials and for all components with missing fields. This ‘rejected’ verdict cannot be amended.

You will be able to select a verdict for all components that are not missing mandatory information, as per the existing functionality.

The Bill of Materials cannot be approved if any of their components are missing mandatory fields.

Both the Bill of Materials and the components missing information will be rejected. This is so that a ‘Complete component’ task is kicked off for all components missing information, allowing the users to enter the missing information.

(For more information, please see our guide on Missing Mandatory Fields.)

Note: if any of the components missing mandatory information have a status of ‘Active’ (are locked for editing), users will only be able to complete the new empty fields when they receive the ‘Complete Component’ task. Any fields previously completed will be read-only and cannot be edited, this is because the existing information in the component has been previously approved.

(For more information, please see our guide on component statuses.)