Versions, comparing and locking

Why versions matter

A BoQ version is a locked snapshot of the whole BoQ at one moment. Locked versions never change, so you can always show what was sent, what was accepted and what changed since. A contract records the BoQ version it was signed on, and that version stays fixed until a change order. A good habit is to press Finish base right after you import the client's BoQ: version 1 then holds the quantities exactly as received, and every later change can be traced back to it — useful when the client asks "what did you change?".

The version button

The version button in the Edit family of the BoQ editor action bar changes its label with the situation:

The button is also inactive on read-only BoQs, while you view an old version and while a lock is running.

How to lock (save) the current version

1. In the BoQ editor, click Finish base (Завърши база) or Save version (Запази версията).
2. Read the confirmation: "Once the version is locked, it is saved and can no longer be changed. To continue making changes, you must create a new version. Are you sure you want to continue?"
3. Click Yes (Да).

On success: The version was locked successfully (Версията беше заключена успешно). The version's number, total, currency and date are stored in History. Locking does not stop you from sending: a locked offer can be sent straight away.

Version statuses

How versions move forward

1. Version 1 is open (Processing).
2. Finish base locks it (Bid request base).
3. The first edit opens version 2 without any warning.
4. Save version locks version 2 (Completed).
5. The next edit shows the New version warning and, after Continue, opens version 3.

Two actions also lock a version automatically: submitting an offer (status Sent) and accepting a budget draft (which locks it if needed, then turns it into the read-only investment budget).

The New version warning

When the latest version of the BoQ is locked (other than the base version 1), the first change you make — editing, deleting or pasting rows, typing a unit price, any change in the resource analysis — opens New version warning (Предупреждение за нова версия): "The current version of the bill of quantities is finalized. This action will create a new version. Do you want to continue?" with Current version: N. Continue (Продължи) opens version N+1 and applies your change; Cancel drops it. The old values stay in version N.

The History panel

Click History (История) in the BoQ editor action bar to open the panel History - {name}. It is a timeline, newest first:

• Version N entries with Total value, a status chip and a Preview (Прегледай) button that opens that version read-only;
• for offers, Offer sent, Update sent and Update request entries ("To version N"), without Preview.

The same panel opens from History in the ⋯ menu of a card on the Drafts or Offers page, without the Preview buttons.

1. The Save version / Finish base button; a closed lock means the version is already locked.
2. The History button opens the panel.
3. A Version N entry with its Total value.
4. The Preview button opens that version read-only.
5. The status chip, for example Completed or Bid request base.

How to view an older version

1. In the BoQ editor, click Preview on a version in History, or click Controls (Контроли) and choose the version in Version (Версия) under Versions and comparison (Версии и сравнение).
2. A banner appears: You are viewing an old version (Разглеждате стара версия) — "Editing is disabled because you are on version {N}. The latest version is {M}."
3. Click Go to latest version (Към последна версия) to return.

While viewing an old version you can select, search, filter and export, but not edit.

How to compare the BoQ with an earlier version

1. In the BoQ editor, click Controls (Контроли). The panel BoQ controls opens.
2. In Versions and comparison, tick Compare with version (Сравни с версия). It picks the newest version older than the one shown.
3. Choose another base in the Base version N dropdown if you need to (only older versions are offered).
4. Optionally tick Show base values (Покажи базовите стойности) to print the old number next to each change.

The grid then marks every difference:

• changed quantities, unit prices and values get a deviation badge with the difference;
• categories show the change of their total;
• positions added since the base are marked as added;
• positions deleted since the base appear as struck-through "deleted" rows with their old values; they cannot be selected or edited.

Changes apply automatically after a short pause; the panel shows "Refreshing..." meanwhile. Notifications such as "N changes in BoQ" open the BoQ with this comparison already on.

The separate option Show changes vs base (Покажи промени спрямо база) adds a collapsible panel Bill of quantities revisions (Редакции по количествена сметка) with only the added, edited and deleted rows and Total changes. The same list of revisions can be added to an Excel export with the scope Base version; see Exporting.

1. The Version dropdown in Versions and comparison.
2. Compare with version switched on, with the Base version dropdown.
3. Show base values prints old numbers next to the changes.
4. A deviation badge on a changed quantity or price.
5. A struck-through deleted row shown with its base values.

Comparing drafts and offers side by side

The comparison page puts several BoQs, or several versions of them, in columns next to each other. For budget drafts it is titled Compare drafts (Сравни чернови); for offers Compare offers.

How to open and set up the comparison

1. On the Drafts page, click ⋯ on a card → Compare (Сравни). It needs at least two drafts. (On the Offers page the card menu works the same.)
2. The page opens with the BoQ you started from as the fixed reference column: description and unit, then its quantity, unit price, value and note.
3. Click Select to compare (n) (Избери за сравнение). In the dialog Select offers and versions to compare, each draft is listed with Latest version and each locked Version N (with date and total). Search with "Search by offer…". The pane For comparison shows what is selected; the current BoQ is always included and marked "current".
4. Optionally switch on Official comparison (Служебно сравнение).
5. Click Done (Готово).

What the comparison shows

• One column group per selected BoQ or version: Qty, Unit price, Total value, Note, with subtotals per category.
• Official comparison adds a column for comparison with the lowest unit price of each position among the compared columns; category sums are built from those prices.
• Colour highlighting (Цветово маркиране) marks Lowest unit price (green) and Highest unit price (red), and New item, Changed item, Missing item, Unchanged.
• Include categories (Включи категории) switches between the tree and a flat list; Show / Hide unit of measure toggles the unit column.
• Back (Назад) returns to the BoQ. The dock has Expand all, Collapse all and Full screen.

With fewer than two BoQs the page says Not enough offers to compare — "At least two BoQs are required for comparison." The comparison is always within your own company. Comparing offers received from subcontractors is described in Comparing offers.

1. Back returns to the BoQ.
2. Select to compare (n) opens the selection of drafts and versions.
3. Colour highlighting and Include categories switches.
4. The fixed reference column of the current BoQ.
5. A compared draft or version with Qty, Unit price, Total value and Note.
6. The for comparison column with the lowest unit price (Official comparison).

Common questions

Related

• BoQ documents and versions list
• Working in the BoQ editor
• Comparing offers
• Exporting