The Swap Item action allows you to replace a specific piece of equipment on a prepared delivery without cancelling and recreating the dispatch. This is useful when an item becomes unavailable, is damaged, or needs to be substituted before the delivery is confirmed.
The original delivery details remain unchanged, while the replacement is recorded in the audit history for full traceability.
Before You Start
The dispatch must be in a Dispatched state.
The delivery must not yet be confirmed.
The item being replaced must not have been invoiced.
A suitable replacement item must be available in your inventory.
Swap an Item on a Dispatch
Open the Movements module.
Locate and open the Dispatch Movement by clicking view. This is where the equipment needs to be swapped.
Review the items on the dispatch and identify the item you want to swap.
Select the Swap Item movement action by clicking the 3 dots.
Choose the replacement item from the available inventory list.
Confirm the swap.
The system automatically updates the dispatch with the replacement equipment.
Review the updated dispatch to ensure the correct item has been substituted.
Continue with your normal delivery process and confirm the dispatch when ready.
What Happens After the Swap?
When a swap is completed:
The original item is removed from the dispatch.
The replacement item is added automatically.
Existing delivery details remain intact.
There is no need to cancel and recreate the movement.
The change is recorded in the system's audit trail for future reference.
The dispatch reflects the updated equipment before delivery confirmation.
Why Use Swap Item?
The Swap Item feature helps your team:
Respond quickly when equipment availability changes.
Avoid unnecessary dispatch cancellations and rework.
Maintain accurate delivery records.
Keep a full audit history of equipment substitutions.
Ensure deliveries stay on schedule with minimal disruption.