Use Replace Item when a customer needs a different item after the original Special Order has already been created. This lets you keep the same Special Order record while swapping the original item for a replacement item.
This is useful when:
The customer changes their mind.
The original item is no longer available.
A different size, style, or variation needs to be ordered instead.
Before you replace an item
To replace an item, the Special Order must already be created and linked to a Purchase Order.
The usual workflow is:
Create the Special Order.
Create a Purchase Order for the Special Order.
Receive the Purchase Order from the vendor.
Return to the Special Order and replace the item if needed.
Replace the item
Open the related Special Order.
In the top-right corner of the Special Order, click the dropdown menu.
Click Replace Item.
In the confirmation window, leave Return item if it was already received selected if the original item should be returned.
Click Replace Item.
When the replacement is complete, click Finish.
What happens after the item is replaced
After the replacement is completed:
The original item can be returned automatically if Return item if it was already received was selected.
A new item is added to the existing Special Order.
A new Purchase Order is automatically created for the replacement item.
This lets you keep the original Special Order while updating the item being ordered for the customer.