Let's review the main use case for Substitute button: you received an order with product that was discontinued from the manufacturer. Your vendor informed you that there's a replacement SKU from same manufacturer under almost the same price and your end customer approved the change.


Here's how you should process it in QuickSales:


  1. Select original line and hit Substitute button.


  2. Locate the product you are going to use as substitute or create a new one on the go.



  3. System will show you substitute product instead of the original one. Save order to make substitution effective.


    Substitute product will be used for customer and vendor-facing documents.
    Original product will be used to indicate status to GSA via EDI so that line item gets shipped at their side and PO gets closed when all items are shipped.


  4. System will also show warning signs for substituted products – hover over to see details on the original product if needed.


Note: You can use Substitute button to fix product matching issues that happened during order import.


Recently we upgraded above logic to support products with different UOM & Quantity per UOM.


Let's say you received an order with line item having 6 rolls per pack while your vendor currently only provides SKU with 3 rolls per pack.


  1. Click on the original Part Number from the Sales Order to open product in new tab.


  2. Open 2nd tab "Properties" to enter Quantity per UOM for original product.


  3. Enter Quantity per UOM value that corresponds to original item


  4. While you are still on Catalog page after saving & closing the original product, create substitute product if not existing yet.


  5. Make sure to update UOM and Quantity per UOM for substitute product.


  6. Perform substitute as usual - note the qty/price fields before the substitute.


  7. When you hit Select, system will recalculate qty and price to match what was originally ordered by end customer.



  8. Now that you have UOM that matches your vendor's UOM, you can place PO. When it gets shipped, system will show you actual vendor qty shipped onscreen, but will send recalculated qty for original product to GSA via EDI.

System can handle any combinations of original UOM & Qty per UOM versus substitute UOM & Qty per UOM: 1-10, 100-1, 25-50, 3-4, 12-3, etc.


Note: Currently this logic only includes EDI 856 Ship Notices sent to GSA ADV EDI / GSA OMS EDI for transmitting tracking numbers / shipping the PO. Please use PO portal to process BO updates / partial cancellations for such orders.