Overview
A substitution keeps the item you need connected to the item actually supplied or used. Review quantity equivalence and physical stock rather than changing names to make two different items look identical.
When a supplier delivers a substitute
- Open the incoming order or receiving review.
- Compare the original ordered item with the actual goods received.
- Use the available substitute or item-matching action to select the correct stock item.
- Review its supplier, SKU, pack, size, and quantity relationship.
- Save the match and complete the receiving review with the actual delivered quantity.
Approve substitutes for a recipe
- Open the recipe ingredient and choose Manage substitutes.
- Select the purchasing or in-house item your team can use instead.
- Describe how much of that substitute replaces the original quantity using the yield controls.
- Save and review the approved-substitute list.
Only add a substitute your team has approved for the real recipe or assembly. A lower price or similar product name is not enough to establish suitability.
Check quantities and capacity
Different packs or ingredient strengths can require different quantities. Review the yield relationship before relying on substitute capacity, costs, or replenishment suggestions. Equivalent use does not mean both items represent two independent piles of stock.
Do not record the same stock twice
A substitute delivered against an order should have one physical receipt. Review the item match and Stock Activity before adding another receipt or adjusting both the original and substitute counts.
If the substitute cannot be selected
Check the business unit, relationship access, active items, item eligibility, and any dependency restriction shown in the picker. Resolve the relationship or quantity conversion instead of forcing an unrelated item into the match.