About product replacement
A product replacement deactivates one product record and makes the configuration that used it use a different product record. A practice manager can use a product replacement to correct a product record that has the incorrect product type.
When your ezyVet site has a product record that staff must not use again, you can replace it with a different product record. ezyVet deactivates the replaced product record and records which product record replaced it. ezyVet also changes the configuration that used the replaced product record so that it uses the replacing product record.
A product replacement is different from a record merge. A record merge puts the information of one record in the other record. A product replacement keeps the two product records, and each product record keeps its history.
Methods of product replacement
There are two methods of product replacement. The first method is a manual replacement. A practice manager replaces one product record with a different product record in the Replace/Merge tab of a product record. Or a practice manager replaces many product records with a CSV file. The two product records can have different product types.
The second method is a change of product type. A practice manager selects Change type in the Properties section of a product record. Then the practice manager selects a different type in the Change product type dialog box. ezyVet makes a new product record of the new type and replaces the initial product record with the new product record. For a product record that a central site controls, the Re-Sync Product button uses the same method.
To replace one product record, do the procedure given in Replace a product record. To replace many product records, do the procedure given in Replace many product records (CSV file method).
Configuration that ezyVet changes
- Sales template items
- Products that ezyVet invoices automatically for diagnostic tests
- Products that ezyVet invoices automatically for clinical procedures
- Products that ezyVet invoices automatically for other records
- Product bundles that have the replaced product record as an item
- Product records that have the replaced product record as their service fee product
- Standard of Care plans that include the replaced product record
- Prices
- The service fee product
- Barcodes
- Tags
- Dosage settings
- Documents
- Inventory settings
Records and configuration that ezyVet does not change
- Invoice records
- Estimate records
- Recurring invoice records
- Customer order records
- Purchase order records
- Clinical records
- Inventory adjustments
- Inventory transfers
- Inventory counts
- Receipts
- Insurance claim line items
- The items of product containers and packages
- Prices
- Inventory settings
- Product locations
- Suppliers
- Dosage settings
- Barcodes
- Tags
- Attachments
- Product availability restrictions and separations
- The products that other settings use as a fee product. Two examples are wellness plan fee products and appointment type travel fee products
- The fee products of the financial settings
If staff must use the replacing product record in this configuration, a practice manager must change the configuration.
The replaced product record
- Is deactivated
- Shows a message that tells you which product record replaced it
- Shows a row in the replace history table of the product record
When the replacement is the result of a change of product type, ezyVet also adds -1 to the code of the initial product record. For example, the code SPLEN becomes SPLEN-1.
The replace history table
- The date and time
- The type of change
- The related product record
- The status, Active or Reverted
- An Undo button
The table of product records also has a Replaced By column.
Cancel a replacement or activate a replaced product record again
- Sales template items
- Products that ezyVet invoices automatically
- Product bundles
- Service fee products
- Standard of Care plans
When a practice manager activates a replaced product record again with the Restore button, ezyVet also removes the record of the replacement. But the replace history row of the product record keeps the status Active.
To cancel a replacement, do the procedure given in Cancel a product replacement.
Conditions that prevent a replacement
- The replacing product record is the replaced product record
- The replacing product record is deactivated
- The replaced product record is deactivated
- The replaced product record is merged or replaced
- A central site controls the replaced product record
- The same product record is replaced two times in the file
- A replacing product record in one row is the replaced product record in a different row
Product replacement and centralized inheritance
If your organization uses centralized inheritance, a practice manager replaces a product record at the central site. Then ezyVet does the same replacement at each inherited site that has the two product records. If an inherited site does not have the replacing product record, ezyVet does not do the replacement at the inherited site.
When a practice manager cancels a replacement at the central site, ezyVet also cancels the replacement at the inherited sites.
An inherited product record can have a different product type from the central product record. Then ezyVet shows a message at the inherited site. The message tells you that the sync did not complete. A practice manager can select Re-Sync Product at the top of the inherited product record. ezyVet replaces the inherited product record with a new product record of the central product type. ezyVet includes the new product record in the subsequent scheduled sync.
Reports
The Invoice Revenue By Group report has a Consolidate replaced products checkbox. When you select the checkbox, the report shows the revenue of a replaced product record with the revenue of the replacing product record. Other reports show the revenue of each product record independently.
Permission
To replace a product record or to cancel a replacement, a user account must have the permission. Previously, the name of the permission was Merge Products.