--- title: "Substituting Ordered Product" canonical: "https://kb.myframeworks.com.au/space/CO/30508982/Substituting%20Ordered%20Product" format: markdown --- This operation guide explains how to substitute a product when picking and releasing an order. Overview The Frameworks Enterprise Picking module allows you to substitute products if the original product is not available at the time of picking. Depending on how you have configured the system settings, you can: Hold the price of the originally ordered product. Replace the existing produc t with the substituted product. Supply the new product but retain the original product line. Only specific users may be authorised to substitute products within a defined cost variance. Any cost variance will be then posted to the  Substitution Margin Variance  account defined in  Branch Maintenance This operation guide explains how to substitute a product when picking and releasing an order. Important:  Product Substitution is only available with Enterprise Picking. Refer to  Configuration of Product Substitutions for more information about the requirements.  How to Substitute an Ordered Product To substitute a product at time of picking and releasing a sales order, perform the following: 1. Access the Picking Dashboard Click the Frameworks Menu  and navigate to  Sales >  Transaction Processing > Picking Dashboard from the navigation tree. Alternatively, select Pick & Release from the Actions menu within the Sales Order. 2. Search and Select the Sales Order Locate the order you are ready to pick. Refer to  Enterprise Pick and Release for more information about picking and releasing products. Alternatively, from the  Actions  button within the Sales Order, you can select  Pick & Release. 3. Click the Substitute Link Under the Order Details tab, click the Substitute hyperlink at the end of the relevant product line. Tip : To substitute part of the ordered quantity of a product first split the line and then click Substitute  on the appropriate line. 4. View Substitution Type and Ordered Product Details From the Product Substitution window, you can view the Substitution Type and the details of the originally ordered product at the top of the screen. Refer to  Configuration of Product Substitutions for more information about the different substitution types. At the bottom section of the window, enter the details of the Substitution Product . The layout and available fields in this section may vary slightly depending on whether you are substituting a standard product or a tally product. 1. Product Substitution Window Search for and select the substitution product to be supplied to the customer. If the cost of the substituted product differs from the original, a red warning message will display at the bottom of the screen: "There is a variance of $XX.xx between the original cost and the new cost." Enable Hold Price to retain the original product’s sell price. This setting can also be defaulted per customer in Customer Maintenance . Refer to  Customer Substitution Method for more information. Make any necessary changes to the UOM and Quantity fields. A warning icon will appear if there is insufficient stock for the substitution product. Select a Substitution Reason from the dropdown list. Refer to  Product Substitution Reason Code for more information on defining the reason codes. In the Authorised By field, select the Frameworks user who approved the substitution. If the user performing the substitution has a User Substitution Variance Limit lower than the cost variance between the original and substituted product, an authorised user with an appropriate variance limit must be selected. Click Save to add the substituted product to the picking screen. 2. Product Substitution (Tally) Window Enable Hold Price to retain the sell price of the originally ordered product. This setting can be defaulted per customer in Customer Maintenance . Refer to  Customer Substitution Method for more information. Select a Substitution Reason from the available list. Refer to  Product Substitution Reason Code for more information on defining the reason codes. Use the Authorised By field to select the Frameworks user who approved the substitution. If the user performing the substitution has a User Substitution Variance Limit that is lower than the cost variance between the original and substituted product, an authorised user with a sufficient variance limit must be selected in the Authorised By field. Refer to  User Substitution Variance Limit for more information on defining a user's substitution variance limit. For tally products , the ordered product will appear in the Substitution Tally Product grid. You can edit the Product , Quantity , and/or Length as needed. Use the Add or Remove buttons to modify the substitution tally lines. Totals for the  Quantity, Length and Total LM of the  substitution tally product  are available as you make changes to the products to ensure you still supply the correct amounts required. Once a substitution product has been selected, if there is a cost difference from the original product, a message will appear in red at the bottom of the window: “There is a variance of $XX.xx between the original cost and the new cost.” A warning icon appears if there is insufficient stock available for the substitution product. Click Save to insert the substituted product into the picking screen. 5. Enter or Search for the Substitution Product Once the substitution product has been added to the order details, the outcome depends on the configured Customer Substitution Method . One of the following will occur: 1. Replace Existing Product If the  Customer Substitution Method  is set to Replace existing product (or the default option is set to SUB ), the product line will update as follows: The Description field displays the substituted product . The product notes include: Supplying in lieu of: The Sub Qty , Sub Length , and Sub UOM reflect the values entered in the Product Substitution window. The Substitute hyperlink is highlighted in green. 2. Supply new product but keep existing product If the Customer Substitution Method is set to Supply new product but keep existing product (or the default option is set to ORD) , the product line will update as follows: The Description field displays the original product . The product notes include: Substituted with: The Sub Qty , Sub Length , and Sub UOM reflect the values entered in the Product Substitution window. The Substitute hyperlink is highlighted in green. 6. Pick and release the order Proceed with the usual Pick and Release process. Refer to Pick and Release for more information. Additional Information Refer to  Enterprise Pick and Release for more information.  Refer to  Configuration of Product Substitutions for more information about the set-up requirements