Replacing items tab

Replacing items on active orders.

The Replaced Order Lines displays a total overview of all order lines (i.e. items and/or serial numbers) that have been replaced or are still in progress. The list consists of order lines, not just orders. This overview enables you to see exactly what the status of a replacement is. The status indicates which replacements still have to be completed. You can of course only complete replacements when the items/serials to be exchanged are taken from the customer, which means that the exchange is complete. After all, if the collection never takes place, it would mean that the customer is holding two items/serial numbers.

Replacements that take place too late are coloured red.

Changing the status of a replacement

It is possible to change the status of currently replaced items.

Delivery

The replacement can be dispatched.

In order to deliver the replacement:

• Use the filter to search for a specific replacement with a keyword. 
• Select the replacement in the overview.
• Click on Distribute in the action bar.

The replacement item is then sent to the customer in the system.

Split

If, while waiting for the products to be replaced, it is decided not to return them after all, it means that the replacement can be closed with a split. The final status will then be split and the replacement will go to replacement closed status.

To split the replacement:

• Use the filter to search for a specific replacement with a keyword. 
• Select the replacement in the overview.
• Click Split in the action bar.

Carried out

If the products to be returned are taken back, the status is returned pending approval. The products to be taken back must be approved and then the replacement can be completed.

To carry out and complete the replacement:

• Use the filter to search for a specific replacement with a keyword. 
• Select the replacement in the overview.
• Click Execute in the action bar.

 The final status is then set to Approved and the replacement is complete.

Cancellation

If the replacement can be cancelled in its entirety, for example because the replacement is no longer needed, then the replacement can be cancelled.

To cancel the replacement:

• Use the filter to search for a specific replacement with a keyword. 
• Select the replacement in the overview.
• Click Cancel in the action bar.

 The replacement has been cancelled.

Field information

Replacement

Information and reason for replacement.

• Interim status
  The current status of the replacement. This is the initial status when creating a replacement. The status can be:
  
  • Returned pending approval: 
    The replaced products have been taken back into the warehouse, but still need to be checked before the final status of the replacement is approved.

• • Replacement closed: 
    The replacement has taken place and a choice of final status has been made, it has been split or approved.
  • Replacement cancelled: 
    If the replacement does not go ahead after all, it can be cancelled. For example, the customer indicates that the products do not need to be replaced after all.
• Final replacement status
  When the replacement has taken place, it is decided what the final status of the replacement will be. The status can be:

• • Empty:
    The replacement has not yet taken place or has been cancelled.
  • Approved: 
    The replacement has been completed and the product to be replaced has been taken back.
  • Split:
    The replacement has been completed but the product to be replaced has not been taken back. Both the product to be replaced and the replacement product are now active at the customer. An additional order line has been created on the original order.
• Replacement reason
  A selectable reason for replacement. These reasons can be managed in this module.
• Max period of replacement (in days)
  The number of days to complete the replacement. This means that the customer has this number of days to return the product to be replaced. If this period is exceeded the lines are coloured red.
• Notes
  An internal comments field. This is a free-to-use field.

Item

Which item and serial number have been replaced.

• Original article number
  The item number of the product to be replaced.
• Replacement item number:
  The item number of the replacement product. It is not recommended, but it may differ from the original item. Please take into account the price calculations and conditions.
• Original serial number:
  The serial number of the item to be replaced.
• Replacement serial number:
  The serial number of the replacement item.

Order

The active order on which the replacement takes place.

• Order number.
  The order for which the replacement is to take place or has taken place.

Activity

Last activities on the replacement.

• Replaced on
  The date when the replacement was initiated. Usually this is also the date when the replacement product is shipped to the customer.
• Intake date
  The date when the product to be replaced is taken back. This collection must take place before the period in days before the date of replacement expires.