Starting an Exchange in the Orders Module
To initiate an exchange:
- Go to the Orders module and click the “New” button to begin a new order.
- Select the customer, choose the delivery mode, and add the product(s) to the order.
- Apply any product combinations or add-ons, and if applicable, enter warranty information.
Initiate the Exchange
AltheaSuite allows you to start an exchange directly within the order:
- Click on the context menu (three dots) next to the item.
- Select “Add Exchange.”
- The same item appears again in red, indicating it will be returned.
- The price also appears in red, signifying a return or refund.
You can then select the QLN (Quick Lookup Number) from previous orders, ensuring the correct item is being exchanged. Once selected, AltheaSuite pulls relevant data (such as warranty information) and confirms the exchange details.
Finalize the Exchange Order
Click “Create” to complete the exchange. You’ll be prompted to confirm, acknowledging that the action is permanent. If the item is not serialized, the system will confirm that you’re proceeding without serial numbers.
AltheaSuite then generates a new order that includes:
- The returned item (marked in red).
- The replacement item to be delivered to the customer.
Scheduling & Delivery
The new order is now in your Pending Delivery queue. At this stage, you can:
- Schedule delivery and pickup together in one trip.
- Or separate them into different delivery appointments.
In the truck scheduling view:
- Items to be delivered are shown as positive quantities.
- Exchange items appear as -1 quantity (negative), signaling they need to be returned.
Once the truck is loaded, including the item marked for exchange, the trip can be started. On delivery:
- AltheaSuite allows for signature collection, photos, and notes to be added.
- The new item is marked as delivered.
- The returned item is logged into the “Picked Up Items” queue.
Managing Picked-Up Items
From the Deliveries module, navigate to Picked Up Items:
- The exchanged item is listed with a status of “Exchange.”
- Using the context menu, choose to move it into the warehouse of your choice:
- Back into general inventory.
- Or into a scratch & dent or return-only warehouse, based on item condition.
- Back into general inventory.
This action creates a stock-in transaction, visible in the Inventory > Stock Transactions tab.
Complete the Exchange Process
Finally, go to Delivery History, locate the order, and create the invoice for the new sale. AltheaSuite automatically tracks both:
- The stock-out of the new item.
- The stock-in of the returned item, with clear narration linking them to the order number.
Conclusion
AltheaSuite’s Orders module makes processing product exchanges easy, accurate, and fully traceable. With built-in controls for:
- Item selection,
- Inventory updates,
- Truck scheduling,
- And warehouse integration,
…you can confidently manage exchanges while delivering an exceptional experience to your customers.
Want to see it in action or schedule a demo? Contact us today!
