Substitutions/Interchangeable Items

TRASER DMS 365 allows you to offer substitutions or interchangeable items should a requested item not be in stock. Configuring substitutions or interchangeable items allows you to connect similar products. If the system informs you that an item requested by a customer is not available, you can look up substitutions or interchangeable items and select an alternative item that is in stock. You can use the this feature in the following documents:

• Sales Quote
• Sales Order
• Purchase Request
• Purchase Order
• Requisition Worksheet
• (Service)Item Card
• Service Lines

This chapter is divided into the following sections:

• Setup
  • Add Substitutions/Interchangeable Items to Item
• Process
  • Use Substitutions/Interchangeable Item in Standard Service Codes
  • Use Substitutions/Interchangeable Items in Sales

Setup

The following section describes how to set up substitutions/interchangeable items.

Add Substitutions/Interchangeable Items to Item

You can add substitutions/interchangeable items to the item card. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the page Items in TRASER DMS 365.
• On the Items page, select the item that you would like to add a substitution/interchangeable item to.
• The item card is displayed.
• Click on Related > Item > Substitutions in the menu bar.
• Complete the columns according to the table below.

• Your changes are saved automatically.

To gain a clearer overview of the substitutions/interchangeable items, you can also open the extended substitutions/interchangeable items list via the item card. You can find it in the menu bar under Related > Item > Other > Show ext. Substitutions/Interchangeables. The starting item will be shown in black on this page, the substitutions in green and the interchangeable items in turquoise. Furthermore, you get a clear overview on the relations between the starting item and the substitutions and/or the interchangeable items.

Process

The following chapter describes how to use substitutions and interchangeable items in different processes.

Use Substitutions/Interchangeable Items in Sales

This chapter describes how to use substitutions and interchangeable items in sales. The following example uses a sales order to describe the process. These steps can also be used to apply this feature to sales quotes. To use substitutions and interchangeable items in sales orders, please proceed as follows:

• Use the quick search (ALT+Q) to find the page Sales Orders.
• The page Sales Orders is displayed.
• Create a new sales order or select a sales order that has already been created.
• The page Sales Order is displayed.
• Navigate to the Lines FastTab.
• If the Lines FastTab has not been filled in yet, add one or several items which have previously had Substitutions or Interchangeable Items added to it via the item card.
• Scroll to the P/S/I column in the Lines FastTab and click on the value in the item line to open an overview of all substitutions and interchangeable items.
• If you now wish to use a substitution or an interchangeable item, for example if the original item is not available, you can enter a quantity in the Assigned Quantity field.
• The item of the respective line will now be replaced by the substitution or interchangeable item.
• You can now continue the sales process.

Use Substitutions/Interchangeable Item in Standard Service Codes

You can use items with added substitutions or interchangeable items in Standard Service Codes and Worksheets. You can also use this feature in the service process. The following documentation uses a service order to show you how to use substitutions/interchangeable items in standard service codes:

• Use the quick search (ALT+Q) to find the page Standard Service Codes.
• Open an existing standard service code or create a new one.
• The Standard Service Code Card is displayed.
• Navigate to the Lines FastTab.
  If the Lines FastTab has not been filled in yet, add one or several items which have previously had Substitutions or Interchangeable Items added to it via the item card.
• You can add additional information if necessary. Your changes are saved automatically.

You can now use the standard service code in the worksheets of a service order for example. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the page Service Orders.
• Open an existing Service Order or create a new one.
• Navigate to the Lines FastTab.
• Select Line > Worksheet from the menu bar of the FastTab.
• The worksheet of the service order is opened.
• Select Actions > Open standard service codes... from the menu bar.
• Select the previously set up standard service code and click OK.
• The information added to the standard service code, for example the added items, will now be shown on the worksheet in the Lines FastTab.
• Scroll to the P/S/I column in the lines and click on the value in the item line to open up an overview on all substitutions and interchangeable items.
• If you now wish to use a substitution or an interchangeable item, for example if the original item is not available, you can enter a quantity in the Assigned Quantity field.
• The item of the respective line will now be replaced by the substitution or interchangeable item.
• You can now resume the service process.