Concept: Item Substitutions Through Change Orders
Item substitution enables you to replace procurement items directly on existing purchase order goods lines during the change order process. This eliminates the requirement to manually cancel and recreate lines. You can also automate item substitutions using purchase order acknowledgments (POA).
When you substitute an item on a purchase order line, Workday re-evaluates and updates these values based on the substitute item:
- Spend category
- Commodity code
- Tax information
- Supplier contract
- Worktag types
When you cancel a purchase order line through a change order, Workday resets all field values to the persisted values from the original order line. If prepaid amortization details exist, Workday doesn’t reset the prepaid flag.
You can also use the
Submit Purchase Order Change Order
web service to substitute items. You can use the web service to cancel lines but not to uncancel lines.Substitution Restrictions
You can’t substitute items when:
- Downstream documents in a Non-cancelled Non-denied status, such as an ASN, receipt, supplier invoice, or P-Card, are associated with the purchase order line.
- The upstream document has a supplier contract allocation that originates from a supplier contract or a cart line allocation from punchout requisition.
- The purchase order type is for consignment or bill-only.
- The purchase order line has splits. You must remove the splits to make the item field editable.
- The substitute item doesn’t meet the requirements of the original ordered item for freight allocation, inventory replenishment, or prepaid line support.
Validations and Reporting
You can use these report fields to configure warnings or validations on the Change Order business process warnings to control the substitution process:
- Change Order Lines with Item Substitution, which you can use to prevent the submission of any change order that includes an item substitution for the existing purchase order line.
- Change Order Line has Invalid Substitute Item, which you can use to ensure the substituted item is valid for the ordered item.
- Change Order Line has Invalid Inventory Site for Substitute Item, which you can use to ensure that the inventory site is valid for the substitute item for inventory replenishment.