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Product Substitutions

Distributor setup for automatic product substitutions in Encompass when an item is out of stock, by customer, chain or premise type. Runs with Out of Stock Rules. Needs InvoiceEditRouting permission; v23.05+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.05

Pre-Conditions

  • Required Permission - InvoiceEditRouting.

Steps

Substitute Products Automatically when they are Out of Stock
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3 common reasons you may want to use Product Substitutions:
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  1. On-premise customers order loose 24 packs and you want to replace their orders with 6 or 12 packs
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  2. You are low on a seasonal and you want to substitute for a similarly priced seasonal
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  3. If new packaging on a product changes, the customer can still order the product they are used to ordering, but receive the substitute product.

Setup:
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  1. Navigate to the Product Substitutions table
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  2. Add records for each product that needs substitutions, using the various fields to control filters on the logic for what is substituted. See the Fields and Definitions tab for how each column controls the filtering

*Product Substitutions will only occur when Out of Stock Rules runs.

Fields And Definitions

  • Location - Filters on the load sheet location or alternate location
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  • Ordered Product - Product that was originally ordered
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  • Substitute Product 1 - Product to replace the ordered product
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  • Substitute Product 2 - Product to replace the ordered product if substitute product 1 is oversold
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  • On-Premise - Only substitute products for on or off-premise customers
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  • Customer Type - Only substitute products for certain customer types
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  • Chain - Only substitute products for certain chains
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  • Customer - Only substitute product for a certain customer
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  • State Date - Only substitute when the start date is on or before the invoice date
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  • End Date - Only substitute until the end date. If blank, the product substitution will not expire
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  • Substitution Pricing - If false, the price of the ordered product will be used, otherwise a promotion override will occur and the price of the substituted product will be used.

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