Supercession Maintenance

This form is accessible if the Supercessions module is in use, and the option to Use Supercessions is selected on the Options tab of the Module Control form. Use it to define supercession types, which are selected for application when a supercession is processed using the Supercession Processing function. A supercession type defines the rules that Greentree Desktop applies when an inventory item is superceded.

Before you can process a supercession, you must select the supercession type. The details and options associated with that type default to the processing form. You can edit options before processing a supercession only if the option to Allow default change during process is selected in the Supercession details section on the Options tab on the Inventory Module Control form.

If you don't select this option, the supercession type details defaults to the processing form in read-only format, and cannot be edited prior to processing.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Supercession Type

Enter a code to define the supercession type, up to 20 alphanumeric characters.

For example,a supercession type of one-to-one indicates that the type relates to a supercession if one item is being superceded by another. You can use it to distinguish between another type of supercession if one item is superceded by more than one item — for example, one-to-many.

Depending on your business, you can define supercession types for the reasons a supercession occurs — for example, Item Obsolete, or Item Substitution.

Supercession Description

Enter a description of the nature of the supercession.

Is Active

Select this option to choose this supercession type on the Supercession Processing form. If it is not selected, you can't process a supercession using this type.

You can select the remaining options on this form based on how you want to process this supercession type:

Inventory Quantities

When a supercession type is defined, the Inventory Quantities options define how you want deal with on-hand balances of the item that is being superceded:

Transfer all inventory on hand to new item - If you select this option, when the supercession is processed, the on-hand quantities (by location) is adjusted off the item being superceded, and adjusted on to the item that is superceding it.
Note: The quantity that is adjusted to the new item is using the ratio entered into the New Item Details table when a supercession is processed. Use this option if the new item is exactly the same as the old item, but the item number has changed, and you need to sell the item under the new number immediately.

When a supercession of this type is processed, it may involve some manual follow-up in terms of re-labelling cartons. When the option to transfer inventory is applied during the supercession process, you are prompted to enter the negative adjustment transaction type and reference (unique), positive adjustment transaction type and reference (unique), tax code, and branch.

Note: You can't select this option if you're processing a one-to-many supercession. You can only adjust the inventory on hand if the ratio of the old to new item is one to one.
Do not transfer all inventory on hand to new item - Select this option if you do not want to transfer inventory from the item being superceded to the new item. You would typically use this option to deplete inventory of the superceded item first, before selling the new item, and/or if the new item is not exactly the same as the old item, so must be purchased and stocked in its own right. If you select this option, you do not need to enter any transaction details (these fields do not appear on the form).

Sales orders

These options indicate how you want treat open sales orders when a supercession is processed:

Do not adjust sales orders - Select this option if you do not want adjust any open sales orders for the item being superceded. This would imply that you have sufficient inventory on hand of the superceded item to meet the demand of open orders, and want to deplete the inventory of the superceded item before selling the new item.
Transfer backorders to new item - Select this option to cancel outstanding order lines for the superceded item, and create new order lines for the new item.
The line quantity for the new item is adjusted if the ratio entered into the New Item Details table is greater than 1. If you select this option, you must enter an SO Cancel Reason which Greentree Desktop assigns to the cancelled sales order lines for the superceded item. You can set up a special reason code that can be used when a supercession is processed, so that you can easily tell that a sales order line was cancelled because of a supercession.
Get price from new item - Use this when transferring backordered items to an already existing item.
If you select this option, the price of the transferred backorder will come from the existing item rather than the superceded item.

Note: If Copy all superceded item maintenance details to new item(s) is selected, the price of the new item is copied from the superceded item.
SO cancel reason - Select the sales order cancel reason to apply to the old item of backorder transfers to the new item. The default is set up using supercession maintenance for the selected supercession type.

Reordering Sales History

These options relate to the reordering processes (basic and advanced), and indicate how you want use sales history for superceded items and new items when suggested reorder quantities are calculate:

Use combined sales history - Select this to combine the sales history of the superceded item and the new item for calculating a suggested reorder quantity of the new item.
Note: The sales history of the old item is adjusted if the Ratio entered into the New Item Details table is greater than 1.
Ignore superceded sales history - Select this option to treat the old item and new item as separate in terms of sales history. When the reorder process is run and a suggested order quantity is calculated for the new item, Greentree Desktop will only use the sales history of the new item. Select this option if the demand for the old item and demand for the new item are in no way related, and the sales history of the new item has its own pattern emerge over time.

Purchase orders

These options indicate how you want treat unreceived purchase orders when a supercession is processed:

Do not adjust purchase orders - Select this option if you do not want adjust any unreceived purchase orders for the item being superceded. If you select this option, when the orders are received, you will still receive the item under the old number, and consequently the on-hand balance of the superceded item is increased at that time.
Transfer unreceived orders to new item - Select this option to cancel unreceived order lines for the superceded item, and create new order lines for the new item.

The line quantity for the new item is adjusted if the ratio entered into the New Item Details table is greater than 1. If you select this option, you must enter a PO Cancel Reason which Greentree Desktop assigns to the cancelled purchase order lines for the superceded item. You can want to set up a special reason code that can be used when a supercession is processed, so that you can easily tell that a purchase order line was cancelled because of a supercession.

When the option to unreceived orders is selected, the new purchase order lines has the same details as the old line, except that the item number is different. The order is received under the new item number. Select this option if you know that the inventory you are expecting to receive is the new item — for example, if the supplier has notified you in advance of a supercession, and indicated that any new inventory being shipped is the new item instead of the old.

Inventory Item Maintenance

These options define whether you want update the new item details to be the same as the superceded item details. If the option to Copy all superceded item maintenance details to new item(s) is selected, when the supercession is processed, Greentree Desktop updates the new item with these details of the superceded item: Costing, Pricing, Supplier Details, Reorder Details, UOM details. Details assigned on the Main tab and general ledger accounts assigned in the Defaults tab on the Inventory Item Maintenance form for the superceded item are also assigned to the new item.

Note: If you are processing a one-to-many type supercession, and are copying item details, the costing and pricing details will not be copied.

If the copy option is selected, you can enter the new item number into the New Item Details table, Greentree Desktop creates it when the supercession is processed. If the option is not selected, you must set up the new item before processing the supercession, so that you can define the details for the new item. You must select an item in the New Item Details table when of processing, from a list of items already set up in Inventory Item Maintenance.

Whether the option to copy item details is selected or not, you must select an item status code in the Default status to superceded item field. This is the item status code that defaults to the superceded item when the supercession has processed. You can want to define a specific status code to represent supercessions — for example, you can set up a status code of Item Superceded, which is active, but do not allow purchases. For more information about how to define status codes.

If the option to copy details is selected, you must also select a status code in the Default status to new item(s) field. This is the status code that defaults to the new item when it is created by Greentree Desktop. during supercession processing.