How to Create a Product Variant Substitution Order Rule [Step-By-Step guide]

By default, techOMS uses the original product variant or alternates setup within the Product Variant SKU file to allocate to orders. 

In the event that a product variant does not have alternates setup, or the alternates are also out of stock, the Product Variant Substitution Order Rule can be used as a batch replacement for a product variant.

This process is comprised of several phases:

1. Create the Sales order Rule

2. Define and set the Rule parameters and logic

3. Run the rule to have it impact your information

4. Verify the Logs to make sure the Rule has properly worked

Follow the steps below to do so:

CREATE THE SALES ORDER RULE

1. Click Order Rules under Sales

2. Click Create to begin the process

3. Add a Description/Name to your rule

4. Select Allocate & Fulfill Sales Order UI from the Trigger dropdown

5. Press Save to confirm

6. Press Edit in the newly added Order Rule to begin the setup process

DEFINE AND SET THE RULE PARAMETERS AND LOGIC 

1. Click Add and select Add Product Variant Substitution Action

2. Select the Product Variant which might need to be replaced from the Product Variant dropdown

3. Select the Alternate Product from the Product Variant Substitution dropdown

4. Define the priority, where Priority 1 will be the preferred options over the other alternatives

5. Press Save to apply the changes

NOTE: You can select more than one product variant as a replacement product, in the event that neither substitute product have sufficient quantity to satisfy the initial requirement.

Once ready, you will see the action added as this. Press Save to complete the action.

RUN THE RULE TO HAVE IT IMPACT YOUR INFORMATION 

1. Click Sales Orders 

2. Open Advanced Filter to be able to filter by SKU

3. Complete SKU with the SKU value applying to the case

4. Press Apply to apply the filter to the Sales Orders list, which will return every Order with the SKU in question

5. Select orders that are applicable to be impacted:

• All orders in a Draft status (these will need to be moved to an approved status before they can be processed)
• Orders in an Approved Status that do not contain shipments

6. Select Allocate and Fulfill under the Actions dropdown; this will trigger the Product Variant Substitution Rule to run

VERIFY THE LOGS TO MAKE SURE THE RULE HAS PROPERLY WORKED

1. Click Logs under Sales

2. Select the row with the Rule entry

3. Verify the result of the operation on the logs

Return to Sales Orders, Advanced Filtering and search for the next product variant to be substituted and repeat the process.

Once completed, disable the Sales Order Rule to prevent unintentional substitutions.

NOTE: The product substitution order rule will override the alternate product library within the sku file. If the rule is created with the trigger set to Create Sales Order API, all orders matching the product variant sku condition will be replaced as mapped in the order rule.