Search and Replace Items or Item Variants
The Search & Replace Item function allows you to find and replace items or item variants in the following documents:
- Master BOM Template
- Document BOMs
- Construction Order
- Service BOM
- Production BOM
- Production Order Component
- Production Structure
In addition to replacing an item/item variant in the documents, you can choose various fields to be overwritten by the new item or item variant. This is useful when you need to change some or all information. For example, if you need to change the Calculation Group Code field for an item or the Description 2 field in an item variant, you don't have to change all documents manually.
Item Search and Replace Page
The Search & Replace Item action is accessible from the Item Card (Actions > Functions) or the Item Variants page (Actions menu). These actions open the same Item Search and Replace page but have different filtering:
- Item Card: Search Item No. field is populated with the item number.
- Item Variants: Search Item No. field is populated with the item number and the Search Variant Code field is populated with the variant code of the selected line.
The fields/field groups on Item Search and Replace page are described in the following table.
| Field Group | Field | Description |
|---|---|---|
| Search Item No. | Indicates the item to be found and displays its description below. For more information about using this setting with the replace and variant settings, see Item/Item Variant Combinations. |
|
| Search Variant Code | Indicates the item variant to be found and displays its description below. For more information about using this setting with the replace and item settings, see Item/Item Variant Combinations. |
|
| Replace with Item No. | Identifies the item number that the searched for item is to be replaced with. If the same item number in the Search Item No. field is entered in this field, then the item with master data relating to the documents is overwritten based on the fields selected in the Overwrite Fields area. For more information about using this setting with the search and variant settings, see Item/Item Variant Combinations. |
|
| Replace with Variant Code | Identifies the item variant number that the searched for item variant is to be replaced with. If the item in the Search Item No. and the Replace with Item No. fields is the same, then this field must be filled in. For more information about using this setting with the search and item settings, see Item/Item Variant Combinations. |
|
| Search & Replace in | In this field group, choose the documents to be included in the search and replace process. Turning on or off the All Tables toggle will turn on or off the other toggles. Turning on or off the Master BOM, Document BOM, Construction Line, Production BOM, and Production Structure toggles make the related sections below active or inactive. | |
| Master BOM | Defines how the system is to behave with changes to the Master BOMs. | |
| Version Management | Specifies which Master BOM Versions should be changed or if a version should be created. The options are: - Create New Version: A new version of the Master BOM is to be added. - Change Actual Version: The current BOM version is to be changed. - Change All Versions: The exchange in all BOM versions is made. |
|
| Change Status | Determines if the status of the changed Master BOM should be set to a predefined status or if the status should remain at its current state. | |
| Status After Change | Defines which status the Master BOM will have after the exchange and/or change of items/item variants. The options are New, Certified, Under Development, and Closed. | |
| Doc. BOM / Construction Line | Only Status = Open | Determines if approved Document BOMs and construction orders can be changed. NOTE: If Document BOMs and construction orders are to be included in supply planning (as defined in the Configure to Order Setup page), purchase orders or production orders may have been already created for these lines. The Item Search and Replace function does not examine whether document lines, which should be replaced, have been created. |
| Production BOM | Defines how the system is to behave with changes to the Production BOMs. | |
| Version Management | Specifies which Production BOM Versions should be changed or if a version should be created. The options are: - Create New Version: A new version of the Production BOM is to be added. - Change Actual Version: The current BOM version is to be changed. - Change All Versions: The exchange in all BOM versions is made. |
|
| Change Status | Determines if the status of the changed Production BOM should be set to a predefined status or if the status should remain at its current state. | |
| Status After Change | Defines which status the Production BOMs will have after the exchange and/or change of items. The options are New, Certified, Under Development, and Closed. | |
| Production Structure | Defines how the system is to behave with changes to the Production Structures. | |
| Change Status | Determines if the status of the changed Production Structure should be set to a predefined status or if the status should remain at its current state. | |
| Status After Change | Defines which status the Production Structure will have after the exchange and/or change of items. The options are New, Under Development, and Closed. NOTE: The Certified option is available but is not allowed for production structures. |
|
| Overwrite Fields | Fields turned on in this group will be overwritten for the items/item variants on the selected document(s) during the Item Search and Replace function. Turning on or off the All Fields toggle will turn on or off the other toggles. For more information about using this setting with item variants, see Item/Item Variant Combinations. |
After choosing the OK button, a page opens that lists all lines that would be changed. You can select individual lines to exclude and delete them using the standard Delete Line function. Choose the OK button to complete the replace function of the remaining lines.
Note
The Service BOM document has no special status change option in the Item Search and Replace page. Choosing this option will search and can replace active and inactive items in the Service BOM.
Item/Item Variant Combinations
The data update differs depending on how the search/replace fields are populated:
- Search Item No. filled and Replace with Item No. empty – No change in Item No. or Variant Code is applied, only related data is taken from the master data.
- Search Item No. and Replace with Item No. fields are identical but Search Variant Code and Replace with Variant Code fields differ – New Variant Code is copied to the data entries and all selected master data is copied.
- Search Item No. differs from Replace with Item No. – New Item No. and new Variant Code is copied to the data entries including all selected field content from master data.
The value in the Search Variant Code field is always used for searching the entries (also if empty) and replaced with the one in the Replace with Variant Code field.
When using the Overwrite Fields option while replacing item variants, only the five Description fields are taken from the Item Variant; all other data is copied from the Item.
Example
The following table uses items 1151 and 1251 with variants A and B to show how data is updated based on how the search/replace fields are populated:
| Search Item No. | Search Variant Code | Replace with Item No. | Replace with Variant Code | Result |
|---|---|---|---|---|
| 1151 | No change in Item No. or Variant Code is applied, only related data is taken from the master data of item 1151 to the documents. | |||
| 1151 | 1151 | A | No change in Item No., new Variant Code A is copied to the data entries and all descriptions from item variant A and all selected master data from item 1151 is copied to the documents. | |
| 1151 | A | 1151 | B | New Variant Code B is copied to the data entries and all descriptions from item variant B and all selected master data from item 1151 is copied to the documents. NOTE: The Replace with Variant Code field must be filled in with this configuration. |
| 1151 | B | 1251 | B | New Item No. 1251 and new Variant Code B is copied to the data entries in the documents, including all descriptions from item variant B and all selected field content from the master data. |
| 1251 | B | 1151 | New Item No. 1151 is copied to the data entries in the documents, including all selected field content from the master data, and the variant code is cleared. | |
| 1151 | 1251 | A | New Item No. 1251 and new Variant Code A is copied to the data entries in the documents, including all descriptions from item variant A and selected field content from the master data. |
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