Substitute an Item

The program displays Substitute Item Availability under these conditions:

  • The Allow item substitution? option in System Options Maintenance (XM) program (Order Processing Options) is selected.

  • The item the customer ordered is not available and the Manage negative inventory option in System Options Maintenance (XM) program (Inventory Control Options) is set to:
    N (negative inventory balances not allowed for any item)
    B     (not allowed for bin-controlled items) and the item ordered is warehouse/bin controlled
    C (not allowed for lot-controlled items) and the item ordered is not controlled

  • One or more substitutes are set up in the Item Substitution Maintenance (ISM) program.

  • The Allow subs? field in this customer's record in the Customer Maintenance (CM) program is set to Y or A, which means that this customer accepts substitutes or wants to approve them.

  • The Order processing availability option System Options Maintenance (XM) program (Order Processing Options) is set to A, I, or Y, if you want to check Available to Promise (ATP) before displaying the substitute item.

When these conditions are met, the program displays these fields:

Field Name

Displays

Primary item no

The item the customer ordered

Qty required

The quantity the customer ordered

Qty short

The quantity that is not available; if you click Sub short, this is the quantity that will be filled by the substitute item

Sub item no

The items that are substitutes for the item that the customer ordered

Description

The description of the substitute item

Pref

Whether this item is preferred over other substitute items

Br

The branches that can substitute this item

Local avl

The quantity of the substitute item that is available in the login branch: On hand + Floor stock - Obligated

Remote avl

The quantity of the substitute item that is available in other branches in your inventory group

  1. Select the item, if more than one displays, that you want to substitute, which in most cases should be the one with Y in the Pref column.

  2. Click Sub entire if you want to create a sales order line for the substitute item and the quantity required. The program displays the message Item number [number] was substituted for [item number]. Click OK.

OR

Click Sub short to use as many of the ordered item as are available. The program displays the message Create the next line for the substitute item [number] for the remaining quantity (quantity)?

Click

To

Yes

Create two sales order lines: the first for the original item ordered with the quantity available and the second for the substitute item with the remaining quantity. For example, if the order is for 700 and inventory for the original item is 450, then the second line is for 250 of the substitute item.  

No

Create a line of the original item with the quantity available.

Cancel

Not create a line for either the original or the substitute item.

OR

Choose the appropriate options:

To

Do This

Display substitute items from a specific item

Click Restart. The program prompts Substitute item. Enter the first item you want to display or leave blank to begin with the first substitute item.

Print the substitute list

Click Print. See Print.

Substitute the selected item for the full quantity of the ordered item

Click Sub entire. The program displays the message Item number [number] was substituted for [item number]. Click OK to acknowledge.

Substitute the selected item for part of the quantity of the ordered item

Click Sub short.

Change the default reason code

Click Chg reason. The program prompts Reason code. Select a code that explains this substitution.

Exit substitute selection

Click Exit. Continue with Enter a Sales Order Line or Enter a Sales Order Line Using Qic-Entry.