More and more items seem to be on back order, are no longer available and are substituted with another like item. Vendors are trying to help by sending a similar item in their place, or sending an item you can use in the meantime. There are a couple of different ways you can complete this process in AMSHub, to ensure all items are accounted for.
In the cases explained below, you can’t scan the substituted item into the order as it doesn’t exist on the original PO. You must also know if the vendor still plans to send you the backordered item when it comes available or you would need to contact the vendor to cancel the backordered item if you no longer want/need it.
The item sent in place of the backordered item already exists in your inventory and the vendor will NOT be sending the original item ordered. In this case, you will contact the AMSHub Support Team by using the Chat feature or sending an email to support@. You can let the Support Team know the PO number and the GTIN or ref number of the item you didn’t get and the GTIN or ref number of the item you got in its place. The item(s) will be replaced in AMSHub so you can scan the item you received into the initial order and that order can be fulfilled/delivered.
The item sent in place of the backordered item already exists in your inventory and the vendor WILL be sending the original item ordered when it becomes available. In this case, you will go to the inventory tab in AMSHub and will scan or pull up the item number in your existing inventory and click on the item number. You will then hit the +Add button. You will follow the steps you are prompted to follow. When you get to the question on whether or not you have a PO number, you will want to click on the yes button. You can’t use the exact same PO number twice so you will add a letter to the end of the PO so you know the substituted item is linked to the original order. For example, if the PO number for the original order is B421356, you would type in B421356A for the PO number in this case. The initial order will stay pending until the backordered item arrives and is scanned into the order. You don’t have to use this exact way of associating the PO numbers, but can do whatever works best for your facility.
The item sent in place of the backordered item is not currently in your inventory. In this case, you will go to the inventory tab in AMSHub and enter or scan the item number. If the item is not currently in the global catalog, you will be prompted to submit a catalog request. If this item is in the global catalog, a message will come up telling you that the item is in the global catalog and to click on the +Add Item button to add this item to your local inventory. You will then follow the prompts. You will follow the steps above based on whether or not the vendor is solely replacing the item or whether the original item ordered will also be sent when it becomes available.
If the original item, that is on back order, will be arriving at some point, there is nothing else you will need to do until the item arrives. The order will stay pending until you receive the backordered item. Once it arrives, you will scan it into the original order. If you decide you don’t want the back ordered item you will need to contact the vendor to cancel this item. If you cancel the item with the vendor, you will need to notify us by chat or email the Archer Support Team using support@ to let us know the item number you need deleted from the PO. That way we can delete the item(s) from the order since you won’t be receiving it.