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Contract

Swap Out Configuration

Ribbon Access:  Configurator   >   Contract > Swap Out Configuration

1. The Swap Out Configuration screen will be displayed.
2. Select the site that you wish to configure.
• In this example, Durban is selected.

Select Supplier

3. Click in the Supplier Name field to reveal an ellipsis button, click on this button.

1. The Select the associated supplier screen will pop up.
2. Select from the list, the supplier that you wish to link to the swap out process.
3. Click on Ok.

1. The Supplier Name and Supplier Code fields will populate with the name and code of the new selection.

Select Customer

2. Click in the Customer Name field to reveal an ellipsis button, click on this button.

1. The Select the associated customer screen will pop up.
2. Select from the list, the customer that you wish to link to the swap out process.
3. Click on Ok.

1. The Customer Name and Customer Code fields will populate with the name and code of the new selection.

Important Note:

The documents that are processed as a result of the swap out depend on the following factors:

1. Whether the item being returned is an Internal Asset or a Client (Customer) Assetand
2. Whether the item replacing the returned item is a Serialised Stock item or an Internal Asset

as well as

2. Which check boxes are selected in the Auto Process Trx and the Create Supplier Inv columns.

Scenario 1 - Auto Process Trx and Create Supplier InvUnselected

• If both the Auto Process Trx check box and the Create Supplier Inv check boxes are unselected then when you process a Swap Out for:
1. an internal asset and replace with another internal asset, you will need to manually raise...
2. an internal asset and replace with a serialised stock item, you will need to manually raise...
3. a client (customer) asset and replace it with a serialised stock item, you will need to manually raise....
4. a client (customer) asset and replace it with an internal asset, you will need to manually raise....

Scenario 2 - Auto Process is selected and Create Supplier Inv is Unselected

• If the Auto Process Trx check box is selected and the Create Supplier Inv check box is unselected then when you process a Swap Out for
1. an internal asset and replace with another internal asset, the ... and the... are auto-created by the system but you will need to manually create a supplier invoice.
2. an internal asset and replace with a serialised stock item, the ... and the... are auto-created by the system but you will need to manually create a supplier invoice.
3. a client (customer) asset and replace it with a serialised stock item, the ... and the... are auto-created by the system but you will need to manually create a supplier invoice.
4. a client (customer) asset and replace it with an internal asset, the ... and the... are auto-created by the system but you will need to manually create a supplier invoice.

Scenario 3 - Auto Process and Create Supplier Inv are both selected

• If the Auto Process Trx check box and the Create Supplier Inv check box are both selected then when you process a Swap Out for:
1. an internal asset and replace with another internal asset, the ..., the ... and the supplier invoice are auto-created by the system.
2. an internal asset and replace with a serialised stock item, the ..., the... and the supplier invoice are auto-created by the system.
3. a client (customer) asset and replace it with a serialised stock item, the ..., the... and the supplier invoice are auto-created by the system.
4. a client (customer) asset and replace it with an internal asset,
• the GRN, the Supplier Invoice, the Part Issue note and the Sales Invoice are auto-created by the system

In all scenarios you will need to conclude the process by Accepting the Supplier Invoice.