Substitution Transactions

Counter Menu -> Contracts / Reservations / Quotes -> Document Converts -> Over-Booked Items -> SUBSTITUTION button -> Substitution Transactions

Counter Menu -> Reservations / Quotes -> Convert to a Contract with GROUP -> Group Bookings -> Select a Product For This Group -> SUBSTITUTION button -> Substitution Transactions

Counter Menu -> Contracts / Reservations / Quotes -> Document Details / Document Converts -> Minimum Availability Exceeded -> SUBSTITUTION button -> Substitution Transactions

This window can be used to capture a "down rent" rental product substitution, that allows a replacement product of greater value to be put on a rental document when a lesser value rental product is not available, but the lesser product's rates are still applied.
This SUBSTITUTION button is only enabled in ADD mode when focus is on the 'Product Number' field of the document details if the operator has been assigned a Security Role Permission with access to 'Create Substitution in ~~~' in the "Document Field Access" settings.

This substitution feature does not apply to Sales parts or to Sales groups without a rental rate structure.

The Substitution transactions can be reviewed in the Product Substitution Report.

Substitution Example:
A customer calls in for a 40 ft. articulated boom lift for some stucco work.
The rental store only has 60 ft. articulated booms available, and is willing to provide the customer with the larger unit but at the rates of the 40 ft.
The rental store can then keep track of how many times this "down rent" action takes place, with the intended unit, the replacement unit, a reason code and notes.

The operator must be assigned a Security Role Permission with access to the appropriate document type for Create Substitution in Contract / Reservation/ Quote / OverBookiings in the "Document Field Access" settings, to access this window to log the substitution.

The information that is captured in this window includes:

PRODUCT/GROUP REQUESTED

Enter the rental product that has been requested by the customer but is not available for rent at this time, or search for it in the Inventory Search window.

Groups that have a rate structure defined can also be entered for substitution on rental documents that accept Group line items.
Group numbers need to be entered with a + prefix to identify them as a Group.
eg: +2014

Rental Rates:
The rental Rates for this product or group are displayed.
The Rate levels that are displayed include the first 5 rate codes defined to print on the "Rate Book" in the Company Default Rates for All divisions.
Any Special Rates defined for the Division or Customer on the document are respected.

PRODUCT/GROUP RENTED

Enter the replacement rental product or group to be put on the document, or search for it in the Inventory Search window.
Substitutions on a Contract must be replaced by a rental product and not by a Group.

Rental Rates:
The rental Rates for this product or group are displayed for reference only, as the customer will be charged the Rental Rates of the original 'Product Requested'.
Any Special Rates defined for the Division or Customer on the document are respected in the display.

REASON

Enter the reason code for the substitution or select it from the drop-down box as set up in the Substitution Reason Codes.

CLERK

Accept the Clerk code associated with the signed in operator or enter a preferred valid Clerk code.

NOTES

The Substitution Notes window is provided to capture multiple lines of internal notes to explain the need for the substitution and a print flag can be set for each note to indicate if it should be included on the Product Substitution Report.
These product detail substitution notes do NOT print on the document.

Note: When a substitution transaction is generated from a document convert utility the 'Requested' rental product that is not available is replaced by the substituted 'Rented' product on both the original source document and on the target or destination document.
This means that if the original source document is not deleted and is converted again at a later date, any new resulting documents will also reflect this substituted 'Rented' product instead of the originally requested product.