Item Substitutions

Define item substitutions to suggest alternatives during sales.

Bevica has the ability to easily swap items on sales orders and quotes when, for example, you are out of stock of one or the customer asks for an alternative.

Prerequisites

Ability to manage item and sales/assembly documents.

Item Card

Substitutions are manually set against an item.

• From the Item List, navigate to Actions, Item Substitutions.
• From the Item Card navigate to Related, Item, Substitutions

This opens the Item Substitutions Entries page.

Field	Note
Substitution Type	Set this to Item.
Substitute No.	Set the substitute item number.
Description	This defaults to the substitute item's description but can be changed. The description here will be copied to the sale line.
Interchangeable	Set this to Yes if you want the substitution to work both ways.
Condition	This denotes if there is explanatory text against the line. You can add the text by selecting Condition on the page ribbon.
Variant Code	Best to leave this field blank so that the substitution is available on all orders.

Sales Order & Quotes

These documents have the ability to swap an existing item for a substitute, the Sales Line Details factbox shows you if the item has any predefined substitutions.

• From the document subform, select Line, Related Information, Select Item Substitutions.
• From Sales Line Details factbox find the Substitutions line and click the number.

The Item Substitution Entries page that appears shows you the pre-defined substitute items alongside their total available stock. You can also read the Condition text for any line.

Once ready, highlight the line you want to swap and click OK. When you do this, the item on the sales line will be swapped for the substitution item.

Notes:

• The new item applies its own pricing.
• The old and new items must have the same units of measure.Notes

Reporting on Substitutions

The sales line also records the old item in a hidden field 'Originally Ordered No.'. This can be used for reporting on the sales document line or on the posted document lines.

To view an A4 report of items setup with their substitutions, search for report Item Substitutions.

Other documents

Substitutions are also available on:

• Assembly Quotes
• Assembly Orders
• Blanket Assembly Order