Substitute Standard Orders

If a product is discontinued, you may need to remove that product from existing standard orders. The Substitute Standard Orders option allows you to:

• Remove the product from customer Standard Orders without replacing it, or
• Replace the the unavailable product with a substitute product

If you have created customer orders in advance, you may also need to Substitute Customer Orders.

Note that this menu option is hidden for Users for whom the restriction Not allow to modify standard order products or adjustment is ticked.

Removing or Substituting a product in customer orders

• Click the Batch Update option in the Orders menu
• Select Substitute Standard Orders in the submenu
• Select the product to be removed or substituted:
  • Product: Select the product that is unavailable from the drop-down list
    • Type in a partial Product Name or a Product Code to filter the list
• If required, enter the criteria to filter the standard orders to be processed:
  • Customer Billing Type: Restrict the standard orders to customers with a specific billing type, or select All Billing Methods
    • For supplier customers (Central Billing and Fee for Service), you can only substitute another product from that same supplier, so you may need to do different substitutions depending on the customer's billing type
  • Rounds: To restrict standard orders to only some customer rounds, select one or more rounds here
    • Leave blank to include all Rounds when moving orders
    • To remove a Round from the criteria, click the x to the right of the Round name
  • Customer Groups: To restrict standard orders to only some customer groups, select one or more Groups from the drop-down list
    • Leave blank to include all Groups when updating
    • To remove a Group from the criteria, click the x to the right of the Group name
  • Customer Code From and Customer Code To: If required, you can restrict updating to a range of customer codes
    • Leave blank to include all customer codes
    • Enter the same code in both From and To to update just that customer's order
• Click Search to list the selected product in customer standard orders that meet the criteria you have entered
  • Standard Orders in the list can be selected/deselected for update by ticking/unticking the checkbox on the left
  • You can select/deselect all standard orders in the list by ticking/unticking the checkbox in the column header
  • Click on a customer to open that customer's details screen in a new tab
    
    
• Once you have selected the customers for which the standard order is to be updated:
  
  
  • To remove the product from the standard orders without substituting another product: 
    • Click Delete Orders
    • Click Yes to confirm you wish to continue
      •  The unavailable product will be removed from the selected standard orders
        
        
  • To substitute another product:
    • Replace Products With: Select the replacement product from the list
    • Click Update Product
    • Click Yes to confirm the substitution
      • The unavailable product will be replaced with the substitute product 
        • The daily quantities and any price adjustment for the replacement product are the same as for the original, unavailable product
      • If the replacement product is already in the standard order, the unavailable product is removed and the standard order for the replacement product is increased by any quantities that were in the standard order of the unavailable product
        • If the replacement product has a price adjustment, it is retained and it will apply to any increased quantities resulting from adding the standard order of the unavailable product
        • Any price adjustments for the unavailable product are lost
          
          
• Note:
  • For supplier customers (Central Billing and Fee for Service), you can only substitute another product from that same supplier
    • A warning message is displayed if a customer is skipped because the replacement product is not from the customer's supplier