A new feature called Replacement Items was built to accommodate the need to use up one product and order another product in its place. This feature could be used for any of the following use cases: a product is no longer being manufactured and a new product needs to be ordered to replace it, a product is being phased out by a specific provider to be replaced with a new product, or long-term backorders. The key to this feature is the Par Level being automatically updated when a Restock is created so it doesn’t have to be manually modified on each the products. The Customer Success team will be automatically adding the replacement item into MotionMD accounts when directed to by OfficeCare Logistics or a request to set up a replacement item can be submitted via a Help Ticket by an RSM, FSR or Rep.
Standard Product Replacements
Once the Replacement Item product has been linked to the product being replaced, any time the product being replaced (Brace A) is dispensed the system will automatically recommend a restock for the Replacement Item (Brace B).
When viewing Brace A on the Stock by Item tab in the Inventory Location, a blue pill labeled Replaced Item is visible indicating it will be replaced by a different item. Hovering or clicking on the pill shows a tooltip This item will be replaced with Brace B if a stock record has been created.
After dispensing Brace A to the patient, the On-hand decremented and the Quantity Needed is now 1. The Par Level stays static at 10.
Clicking the Restock X button opens the Restock Form where Brace B is now visible. A blue pill labeled Replacement Item indicates it is replacing another product.
Hovering over or clicking the blue Replacement Item pill shows a tooltip reading Brace B is replacing 1 unit of Brace A. The On-hand + Outstanding Quantity bar has been removed and an informational tooltip reads Brace B is replacing 1 unit of Brace A.
Click the Create 1 Restock button to create the restock order.
As soon as the Replacement Item is on a Created restock the Par Levels of both items are automatically adjusted depending on the value of the Quantity Needed.
In the example below, a quantity of 1 was needed of Brace B to replace Brace A. Upon Creation of the Restock, the Par Level of Brace A decreased by 1 and the Par Level of Brace B increased by 1. This functionality makes it so no suggested restocks for Brace A will show until the On-hand level drops below the new Par Level of 9. And increasing Brace B’s Par Level will allow the value to continue to increase as Brace A’s decreases. Comparing the two products you will always see the Par Levels adding up to the Par Level originally set on the product being replaced.
The Check In process for replacement items works the same as any other product.
The replacement item (Brace B) stock record is updated to show the 1 item checked in is now on-hand.
Special Considerations
Visibility of the Replacment Item
The replacement item for Brace A, Brace B in this example, will not show on the Stock by Item tab under Needs Restock. The only time the replacement item, Brace B, becomes visible is when it has a Quantity Needed value.
From the Product page, the product being replaced will show a Replacement pill above the Item/SKU and the replacement item SKU and name appear on the Vendor Purchase Attribute line.
Phase Out or Obsolete Replacement Items
The Phase Out and Obsolete pills will still be visible on the Restock Form if the replacement product has been flagged with either status.
Canceling Restocks
If a Created restock needs to be cancelled, and it includes a replacement item, the cancellation will work as expected. However, the replacement item, Brace B, will show the Quantity Needed value on the next Restock generated. In this example, Brace B on Restock 74284 is being cancelled.
After Restock 74284 is cancelled, the Quantity Needed shows up under Brace B instead of Brace A. Clicking the Restock X button will show Brace B, but not as a replacement item. This happens because the Par Levels were adjusted as soon as the Restock was created.
Product Being Replaced and Replacement Item Need Restocked
If both products in the replacement process need restocked, complete the Restock process as usual. In this example both Brace A & Brace B need 1 item restocked.
Upon clicking the Restock button, both line items appear on the Restock Form. Proceed by Creating the restock.
Upon creation, both line items are combined into one for transmission to Oracle.
Inventory Transfers
If products being replaced are added to an Inventory Transfer, the Par Level will not automatically adjust. In this example, a quantity of 2 of 4 of Brace A are being transferred.
After the transfer, Brace A’s on-hand decreases by 2 and is suggesting a restock of 2, because the Par Level did not decrease upon transfer. If these 2 items do not need to be replaced with Brace B, then the Par Level of Brace A needs to be decreased by the quantity transferred.
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