Manage Bills of Quantities (BoQ) and Work Breakdown Structures

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Manage Bills of Quantities (BoQ) and Work Breakdown Structures within SmartERP.

Importing engineering BoQs, hierarchical division codes (Earthworks, Concrete, Masonry), unit rates, and quantity takeoffs.

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2. Prerequisites & Security Access Groups#

• Required Modules: project, smarterp_project_governance, hr_timesheet
• Security Groups:
  • Project User (Technical ID: project.group_project_user)
  • Project Administrator (Technical ID: project.group_project_manager)
  • Timesheet Approver (Technical ID: hr_timesheet.group_hr_timesheet_approver)
• Master Data Dependencies: Project master records, milestone stages, work breakdown structures (WBS), bill of quantities (BoQ), and employee billing cost rates.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Projects app icon.
4. From the top navigation bar, open Projects → Dashboard → My Tasks / All Projects; Timesheets → Timesheets.

{screenshot:bill-of-quantities-boq-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Project / Task Name (Mandatory): Descriptive title of work package or milestone deliverable
   • Assigned Project Team (Mandatory): Lead project manager and operational contributors
   • Planned Dates (Mandatory): Scheduled commencement and milestone completion deadlines
   • Customer / Stakeholder (Mandatory): Client partner linked to project contract and invoicing terms
3. Configure optional operational parameters and localized tags as required:
   • Analytic Cost Center (Optional): Dedicated project accounting account for expenditure tracking
   • Bill of Quantities (BoQ) Line (Optional): Specific contractual BoQ item code for construction tracking
   • Milestone Billing Weight (Optional): Percentage of contract value tied to milestone acceptance
4. Click the Save icon in the control bar to commit the record.

{screenshot:bill-of-quantities-boq-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (New / Scoping → In Progress → Review / Testing → Completed → Archived).
• Ledger & System Impact: Timesheet confirmations and project purchases post direct expenditures to the project analytic account, enabling real-time cost vs. revenue margin analysis.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:bill-of-quantities-boq-transaction-processing-state}

Structure of the Construction BoQ#

The Bill of Quantities (BoQ) is the definitive technical and commercial pricing document governing a construction project. SmartERP organizes BoQ line items in accordance with standard civil engineering divisional standards:

• Division 01: Substructure: Excavation, Bulk Earthworks, Hardcore, Blinding, Reinforced Concrete Footings, Foundation Columns, Grade Beams.
• Division 02: Superstructure: Columns, Suspended Floor Slabs, Shear Walls, Staircases, Structural Steel Roof Framing.
• Division 03: Blockwork & Masonry: HCB Hollow Concrete Blocks (10cm, 15cm, 20cm), Stone Masonry.
• Division 04: Finishes: Plastering, Gypsum Stucco, Ceramic/Porcelain Tiles, Terrazzo, Painting.
• Division 05: MEP Services: Electrical conduits, sanitary drainage, water supply, HVAC.

Procedure: Importing and Managing BoQ Items#

1. Open the construction project and click the BoQ Lines smart button.
2. Click Import BoQ (Excel / CSV).
3. Map columns:
   • Item No (e.g., 1.04.B).
   • Description (e.g., Class C-25 Reinforced Concrete in Foundation Columns).
   • Unit of Measure (e.g., m3).
   • Tender / Contract Quantity (e.g., 480.00).
   • Contract Unit Rate (e.g., 18,500.00 ETB/m3).
4. Click Process Import.
5. SmartERP automatically establishes the baseline budget envelope and assigns analytic accounts to each division.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Project: Flag overdue milestone deadlines (project.ir_cron_overdue_tasks): Runs daily to notify project managers of pending schedule delays
  • Timesheets: Send unsubmitted reminder alerts (hr_timesheet.ir_cron_timesheet_reminder): Runs weekly on Friday afternoon to remind team members
• Custom Print Templates & Reports:
  • Project Status & Milestone Execution Scorecard
  • Interim Payment Certificate (IPC) for Construction
  • Project Timesheet & Resource Utilization Summary
  • Earned Value Management (EVM) Financial Report
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#