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Create a contract with alternate items

Article05/15/20243 min read

Alternate items are vital substitutes for primary inventory, seamlessly stepping in when stock is depleted. This functionality proves valuable in sales or purchase contracts by ensuring a continuous sales or supply chain despite stock shortages.These items optimize inventory control, maintaining operational flow and enhancing order fulfillment, thus reducing disruptions within businesses’ inventory management processes.

You can create purchase and sales contracts with alternate items. The following procedure describes how to perform this activity.

Setup contract alternate items

Select the Search icon , enter Items, and then choose the related link.
The Items list page opens.
Select the desired No.
The Item Card page opens.
On the action bar, select Related > Items > Contract Alternate Items.
The Alternate Items page opens.
Fill in the following fields:

Field	Description
Item No.	Specifies the parent item number.
Alternate Item No.	Enter the assigned item number for the item intended for use with the parent item. You cannot add an identical item to the parent item as an alternate item, nor you can add the same item twice as an alternate.
Alternate Unit of Measure Code	Enter the unit of measure code that will be used for the defined alternate item.
Alternate Description	Enter the description for the alternate item.

Note
The system inherits the Item No., Alternate Unit of Measure Code, and Alternate Description field values from the associated Item Card page.

The alternate items are configured and can be linked to specific purchase contracts.

Assign alternate items to purchase contract

Select the Search icon , enter Purchase Contracts, and then choose the related link.
The Purchase Contracts list page opens.
Select the desired No.
The Purchase Contract card page opens.
On the Lines FastTab, select Line > Alternate Items.
The Purch. Contract Alt. Items page opens.

Note
When you select a parent item on the Purchase Contract page, the associated alternate items get inherited on the Purch. Contract Alt. Items page, and the Contract Alternate Item Exists checkbox is selected on the Lines FastTab of the associated Purchase Contract page.

In the Item No. field, select the dropdown to view all the registered alternate items configured on the Item Card page.
Select the desired Alternate Item No.
The alternate item is assigned to the purchase contract.
On the action bar, select Add Alternate Items to register alternate items.

Note
The pricing hierarchy principle extends to the alternate items. For more information, see Aptean Advanced Pricing.

Assign alternate items to sales contract

Select the Search icon , enter Sales Contracts, and then choose the related link.
The Sales Contracts list page opens.
Select the desired No.
The Sales Contract card page opens.
On the Lines FastTab, select Line > Alternate Items.
The Sales Contract Alt. Items page opens.

Note
When you select a parent item on the Sales Contract page, the associated alternate items get inherited on the Sales Contract Alt. Items page. Additionally, the Contract Alternate Item Exists checkbox is selected on the Lines FastTab of the associated Sales Contract page.

In the Item No. field, select the dropdown to view all the registered alternate items configured on the Item Card page.
Select the desired Alternate Item No.
The alternate item is assigned to the sales contract.
On the action bar, select Add Alternate Items to register alternate items.