Substitution Reason Codes

Sometimes when a rental product is not available for rent on a Contract, Reservation or Quote a similar replacement product usually of greater value is put on the document but the lesser product's rental rates are still charged to satisfy the customer.
This "down rent" substitution is capture in the Substitution Transaction window on the document, where the rental products are defined and a Reason Code must be logged with optional comments.
The substation information including product, reason and comments are printed in the product details on the document.
The "down rent" action is also reported on the Product Substitution Report.

An operator must be assigned a Security Role that allows permission to the Substitution Reasons in order to access this table.
The operator must be assigned a Security Role Permission with access to Create Substitution in Contract in the "Document Field Access" settings, to log the substitution on the Contract Details.

The fields in the Substitution Reason Code table include:

SEQ

System assigned sequence numbers are automatically assigned to track and organize the records in the file.
Multiple records can be entered.

CODE

Enter a reason code of up to 5 alpha/numeric characters.

DESCRIPTION

Enter a description for this 'Substitution Reason Code' of up to 30 characters.
This description could be printed on the document for the customer to view if there is no 'Customer Message' defined for the reason Code, so this Description needs to be "user friendly".
e.g. Product substitute required.

CUSTOMER MESSAGE

Enter notes for this 'Substitution Reason Code' that will print on the document of up to 250 characters.
These notes are visible to the customer and should suggest a general comment regarding the product upgrade.
The originally requested product is not printed on the document detail so these notes should not specifically refer to it.

e.g. Product upgrade at no additional charge.
or
Requested product in for service so substituted product upgraded at same rate.

If a 'Customer Message' is not defined then the Reason Code description is printed on the document.

Specific substitution comments can be logged by the operator on the document in the Substitution Transaction window that the customer does not see.
These are internal notes that are printed on the Substitution Report.

Finished?

Click ACCEPT to save the data and exit the table.