Substitutions/Interchangeable Items

This chapter describes how to set up and use substitutions and interchangeable items. TRASER DMS 365 allows you to offer substitutions or interchangeable items, should the 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. This chapter is divided into the following sections:

• Adding Substitutions/Interchangeable Items to an Item
• Using Substitutions/Interchangeable Items in Standard Service Codes
• Using Substitutions/Interchangeable Items in Documents

Adding Substitutions/Interchangeable Items to an Item

You can add substitutions/interchangeable Items to the item card. Please proceed as follows to set up a substitution or interchangeable item:

• Use the quick search (ALT+Q) to find the Items page.
• Select the item to which you want to add a substitution or interchangeable item.
• Click on Related > Item > Substitutions in the menu bar.
• Fill in the columns according to the following table:

You have successfully added a substitution or interchangeable item to an item. Your changes will be 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 by clicking on Related > Item > Other > Show ext. Substitutions/Interchangeables in the menu bar. On this page, the starting item will be shown in black, the substitutions in green and the interchangeable items in turquoise. Furthermore, you will receive an overview on the relations between the starting item and the substitutions and/or the interchangeable item.

Using Substitutions/Interchangeable Items in Standard Service Codes

You can use items with added substitutions or interchangeable items in Standard Service Codes as well as use these within the service process in Worksheets. You can also use the substitution/interchangeable item feature in the service process. The following describes this process using a service order. Please proceed as follows to use substitutions/interchangeable items from standard service codes:

• Use the quick search (ALT+Q) to find the Standard Service Codes page.
• Open an existing standard service code or create a new one.
• Navigate to the Lines FastTab.
• If the Lines FastTab is empty, 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 e.g. in the worksheet of a service order. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Open an existing Service Order or create a new one.
• Navigate to the Lines FastTab.
• Click on Line > Worksheet in the menu bar of the FastTab.
• 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, e.g. added items, will now be shown on the worksheet in the Lines FastTab.
• Navigate to the P/S/I column and click on the value in the item line to open an overview on all substitutions and interchangeable items.
• If you now want to use a substitution or an interchangeable item, e.g. because the original item is not available, you can add an amount to the respective substitution or interchangeable item in the Assigned Quantity field.
• Click Close to return to the worksheet.
• The item of the respective line will now be replaced by the substitutions or interchangeable item.

You have successfully used a substitution or interchangeable item in a standard service code. You can now resume the service process.

Using Substitutions/Interchangeable Items in Documents

You can use substitution or interchangeable items in several sales, purchase or service documents. The process is described using a sales order, but works analogously in the following documents:

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

To use substitutions and interchangeable items in a sales order, please proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Orders page.
• Create a new sales order or select a sales order that has already been created.
• Navigate to the Lines FastTab.
• If the Lines FastTab is empty, add one or several items which have previously had substitutions or interchangeable Items added to it via the item card.
• Navigate to the P/S/I column and click on the value in the item line to open an overview on all substitutions and interchangeable items.
• If you now want to use a substitution or an interchangeable item, e.g. because the original item is not available, you can add an amount to the respective substitution or interchangeable item in the Assigned Quantity field.
• Click OK to return to the document.
• The item of the respective line will now be replaced by the substitutions or interchangeable item.

You have successfully used a substitution or interchangeable item in a document. You can now resume the sales process.