BOM sourcing: what to include in your request to get an accurate quote fast
Most slow quotes are not caused by the supplier. They are caused by the list. A truncated part number, a missing coil voltage or a quantity in the wrong unit means a question by e-mail, a wait for the answer and a second round of pricing. Multiply that by 80 lines and a two-hour job becomes a week.
This is the checklist we would give a new buyer. Follow it and a supplier can quote every line on the first pass.
The columns your BOM needs
| Column | Why it matters |
|---|---|
| Line number | So both sides can refer to "line 23" instead of re-typing a part number |
| Manufacturer | The same code can exist at two brands |
| Full part number | The single most important field (see below) |
| Description | Lets the supplier spot a typo in the part number |
| Quantity and unit | Pieces, metres or packs - terminal blocks and ferrules are often sold in packs |
| Alternatives allowed? | Yes / no / same brand only |
| Required approvals | e.g. UL for North America, ATEX for hazardous areas, marine type approval |
| Notes | Revision, firmware, colour, anything the engineer cares about |
A short example, taken from a real industrial project:
| # | Item | Brand | Part no. | Qty |
|---|---|---|---|---|
| 1 | PLC CPU S7-1200, 8DI/6DO, Ethernet | Siemens | 6ES7212-1BE40-0XB0 | 1 |
| 2 | HMI PanelView 800, 7" touch | Allen-Bradley | 2711R-T7T | 1 |
| 3 | Pressure sensor 0-10 bar, 4-20 mA | IFM | PN7004 | 2 |
| 4 | Contactor 3P, 9 A, 230 V AC coil | Schneider Electric | LC1D09P7 | 3 |
| 5 | Power supply QUINT 24 V / 10 A | Phoenix Contact | 2904617 | 1 |
Get the part number right
The full order code carries details that the description often leaves out. On a Schneider Electric TeSys D contactor, the suffix is the coil voltage: LC1D09P7 has a 230 V AC coil. Send "LC1D09" alone and the supplier has to ask, or guess. The same goes for Siemens order codes, where the last characters define the variant, and for colours and lengths on accessories.
Three Excel traps we see every week:
- Codes turned into numbers. Excel drops leading zeros and can turn long numeric codes into scientific notation. Format the part-number column as text before you paste.
- Codes turned into dates. Short codes with a dash or slash can become a date. Same fix.
- Merged cells and hidden rows. They break sorting and filters on the supplier's side. Keep one line per item and no merged cells.
Say clearly what you accept
"Alternatives allowed" is the column that saves the most money and time, but only if it is honest. If the engineer will reject anything that is not the specified brand, say so - otherwise you will get a cheaper quote you cannot use. If you do accept alternatives, say on what basis: same function and dimensions, same certification, same brand family.
In one plant modernisation, the integrator's BOM was 10-15% over budget. With alternatives allowed on selected lines, the total came down by 9.5%, with up to 30% saved on some items, and the full set arrived in 4 weeks. That only works when the buyer has decided in advance where flexibility is acceptable.
Tell the supplier about delivery
A price without a delivery date is half a quote. Add:
- required date at your site, and whether partial deliveries are welcome,
- delivery address and preferred Incoterms (for example EXW, FCA or DAP),
- for exports: destination country and end user. Some automation products fall under EU dual-use export rules (Regulation (EU) 2021/821) or sanctions checks, and a supplier needs this information before quoting, not after.
Send what you have
You do not need a perfect file. An Excel or CSV list is fastest, but a PDF or a scan of a printed panel BOM works too. Better to send it today and answer two questions than to spend a week tidying it.
What a good quote should give you back
Line by line: price, lead time, where the stock is, condition (new, original packaging), any alternative clearly marked next to the original, quote validity and delivery terms. If a line is missing or marked "on request", ask why before you order the rest.
How we work with BOMs
Send the list as it is to info@gpenergia.com.pl or through the contact form. We check every line, mark alternatives where they help, and often reply within 1-6 hours. More on BOM sourcing.
Frequently asked questions
What is a BOM in electrical and automation projects?
A BOM (bill of materials) is the complete list of components needed to build a panel, a machine or an installation: manufacturer, part number, description and quantity for every item.
Which format is best for a BOM request?
Excel or CSV, with the part-number column formatted as text. PDF or a scanned list also works, but a spreadsheet is faster to quote.
Why does the full part number matter so much?
Suffixes define the variant. On a Schneider TeSys D contactor, for example, "P7" means a 230 V AC coil. Without the suffix, the supplier has to ask or guess.
Should I allow alternatives in my BOM?
Only where your engineer will genuinely accept them. Mark each line as yes, no or same brand only. Honest flexibility on selected lines can cut cost and lead time noticeably.
What should I add for an export order?
Destination country, end user and preferred Incoterms. Some products need export-control or sanctions checks before a supplier can quote.
Sources
- Schneider Electric TeSys D coil code P7 = 230 V AC 50/60 Hz (manufacturer catalogue, e.g. LC1D09P7 product page on se.com)
- EU dual-use export control: Regulation (EU) 2021/821
