Creating and using Product Substitutions

Add the list of products that can be substituted under the product list window and choose from them on sales orders by clicking the Substitutions button.

Acctivate provides the functionality to specify substitute products for a given item. By defining substitutes, users can easily choose from a pre-approved list of alternatives on the sales order or assembly screens. This feature proves especially beneficial when faced with inventory shortages. By checking the available substitutes, you can expedite order shipments and ensure customer satisfaction.

Add substitutions to a product:

1. Open the Product List window that you want to assign substitutes to.

2. Click Create... > Substitution or use the hot keys Ctrl+Shift+S to open the New Substitute window.



3. In the New Substitute window, use the Browse icon to select the Substitute Product ID.
Substitute.

• Substitute: The Product ID you want to setup as a Substitute.
• Preferred substitute: When checked, the substitution is the preferred substitution for this product. Only one substitution can be defined as the Preferred substitute.
• Valid: This is the earliest date in which the substitution is available and the date the substitution is no longer valid or selectable.
• Reference: A short reference text.
• Note: A lengthy text field for recording notes regarding the substitution.

Select a substitute on a sales order:

1. Open a sales order that contains a product that has substitutes.
2. If the item has substitutes defined, then the Substitutions button will appear in the "Detail" sub section for the line item. 
   
   
3. In the window that appears, select which substitute you would like to use and click the Substitute button.
4. If the price of the substitute is different the the price of the originally ordered product, Acctivate will prompt with a message asking if you would like to keep the original price. Select Yes or No.

Acctivate users who have a web store integration may have the export shipments option enabled. With this option, Acctivate will export the items and quantities shipped. If you use the method above to substitute a product on a web order, Acctivate will export the original item, not the substitute. Web shopping carts typically don’t allow you to ship something that was not ordered, but by using the substitution button to select an approved substitute, Acctivate will export the original product ID and the shipped quantity.

Select a substitution on a kit:

If one of your kit components has substitutions setup for it already, you are able to substitute the component on the fly while on an order. The kit must be setup as a custom kit, and the component must be marked as variable. Standard kits do not allow substitutions.

1. On the order, click the Components button on the detail footer pane.
2. Click the component you wish to substitute.
3. Click the Substitutions button on the top toolbar of the component window.
4. Select the desired substitution.

Select a substitution on an assembly:

New to 12.2 is the ability to select a substitution on an assembly if a component is out of stock. The assembly must be setup as either Custom or Process. Standard assemblies do not allow substitutions.

1. On the assembly session, click on the row with the product you'd like to substitute.
2. Click on the Options button.
3. Click the Substitute Product button.
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4. Select the substitute from the window that appears. 

The line item will be swapped out for the chosen substitute. You can also use this system for commonly swapped out items on your custom and process assemblies, not just for components out of stock!