Substitution plans can be added to specific items so that when that item runs out of stock, there is a backup item (or multiple items) that can be added to an order in that item’s place. You can have more than one substitution plan if needed on a single item and can even add query filters to the plans to only substitute if a certain criteria is met!
Every substitution plan contains one or more Substitution Plan Options allowing for a hierarchy of alternate items when the primary item is out of stock.
Note: Substitutions are view-only in ColdTrack Live - to create or change Substitutions, please contact your ColdTrack representative to help set these up for you.
Where are Substitutions Located?
Within the left-hand navigation menu, within the “Inventory” dropdown, select “Items”:
Within the “Substitutions” and “Data” section. There are two tables relating to substitutions within this section that you can navigate to:
- Select “Item Substitution Plan” to navigate to an Item Substitution Plan Table
- Select “Item Substitution Plan Option” to navigate to an Item Substitution Plan Option Table
You can also navigate to this section by using the Quick Navigation Menu and searching “Substitution”:
Item Substitution Plan Table
This table includes the following fields: Id, Create Date, Is Active, Item, Modify Date, Name, Order Query Filter, Sequence No, and Substitution Failure Rule.
Each row represents a single Item Substitution Plan. You can select the Id to navigate you to an Item Substitution Plan Record. You can also select the Item value to navigate you to the Item Record for the item’s details and dimensions.
Item Substitution Plan Record
The Item Substitution Plan Record is a record view of a specific Item Substitution Plan. This Record includes all of the information included in the table as well as Substitution Options available within the plan.
Item Substitution Plan Option Table
This table can be used to quickly reference all Item Substitution Plan Options available to you within ColdTrack Live. Each option includes the fields: Id, Create Date, Item, Item Substitution Plan, Modify Date, Quantity, and Sequence No.
Each row represents a single item substitution plan option. You can select the Id value to navigate you to an Item Substitution Plan Option Record. You can select the Item value to navigate you to the Item Record for the substitution item if you want the full item details and dimensions. You can select the Item Substitution Plan field to navigate to the Item Substitution Plan Record related to that option.
Item Substitution Plan Option Record
The Item Substitution Plan Option Record contains the same information included within a row of the Item Substitution Plan Option Table, but only displays information for the single Substitution Option selected. You can reference this for a quick view of a specific substitution option.
How do I add substitution plans?
If you would like to add a substitution plan, contact ColdTrack Support at support@coldtrack.com. Within the email, please include all of the following required information for both the Item Substitution Plan and at least one Item Substitution Option:
Creating New Item Substitution Plan:
- Item: The Item that you want to be replaced when the substitution plan is applied
- Name: The name you would like to give the substitution plan
Properties:
- Is Active: Yes or No
- Sequence No: The order in which you want the substitution options to apply
- Substitution Failure Rule: What you want to happen when the substitution fails
Order Filters:
- Query Filter: Can be added to only add the substitution when the order meets specific criteria
Creating New Item Substitution Plan Option:
- Item Substitution Plan: The Item Substitution Plan that you want this option added to
- Item: The item that will be replacing the item within the item substitution plan
Properties:
- Sequence No: The order in which you would like the item substitution plan options to replace the original item
- Quantity: The quantity of the item that will be replacing the original item
For more information on substitutions, check out the How to Use Substitution Plans Article!