Using Item Substitution on Sales Orders

When you create sales orders, the feature checks the values you enter in certain fields on item records set up with substitutes. These values determine if you can use item substitution.

• Item

  The system checks if it is a supported item type and that there are no quantities already picked, packed, and shipped, or billed against it.

• Quantity

  The system checks if the specified quantity is on-hand.

• Location

  The system checks if the specified quantity is available in the selected location.

Important:

When entering sales orders, you have to click the Item Substitution column for the line-item to show an icon indicating the current inventory condition.

The feature uses two icons to show inventory conditions for a line item on the sales order.

• Alert icon

• Transposition icon

The Alert icon means there's not enough stock for the line item. Refer to the procedure below to use a substitute item.

The Transposition icon means there's enough stock for the line item, but you can still choose to use item substitution if you want. For example, you have enough on-hand to fill this order, but you're almost out. You know other orders are waiting for the item, so you may want to substitute now to avoid running out.

To substitute items during sales order entry:

1. Click the Item Substitution column for the line-item.

2. Click the item substitution icon for the line-item.

3. In the Item Substitution pop-up window:

   1. Under Primary Information, view the original item details. The values are read-only.

   2. View the list of substitute items. The list includes on-hand inventory values across available locations where the quantity available is greater than zero.

   3. Check the Select box for the substitute item you want to use.

   4. Click Submit.

4. When you're done with the sales order, click Save.

Original Items in Item Substitution

When substituting items, limitations might require the user to select another substitute for a substitute item. For example, if you substitute Item A with Item B, but then Item B can't meet the quantity needed, you replace it with Item C.

To help you keep track, the original item stays listed on the sales order record under the Original Item column.

Related Topics

• Item Substitution on Sales Orders
• Setup Requirements for Item Substitution on Sales Orders
• Sales Orders

General Notices