Best way to define subs in Lawson?

Greg: Did you ever get an answer to this question??

Because you don't have to specify a Lawson number to add a substitute item, we were told that a sub item in PO13.3 HAD to have the same Conversion as the original item otherwise there would be issues with receiving. Are you running into issues with replacing one item with another that has a different conversion factor? I would also be interested in knowing how you overcame this issue as well as how you all are handling items that have been replaced with another item either as a facility decision or from the manufacturer....

Good Morning,

We currently utalize the following process for Inventory Items.


Stock Product Substitution Procedure:
Inventory Control (IC) is responsible for identifying when an issue of product availability may create the need for product substitution. Therefore, this procedure assumes that IC has already attempted to obtain the original product from various sources.
1. IC researches all available information pertaining to substitute product(s).
• IC checks the Materials Management Information System (MMIS) for any previously approved substitute product and inquires on availability and estimated lead time, if one is found.
• IC also gathers availability and product information on potential substitutes/replacements from other available sources, including the vendor, other distributors, and the manufacturer.
2. IC sends out the appropriate e-mail notification with original product information and, if applicable, substitute/replacement product information to the Perpetual Inventory Purchasing Agent (PIPA), Clinical Value Analysis (CVA) and Materials Staff.
3. CVA verifies the acceptability of the recommended substitute/replacement and/or extends the search for suitable substitute product, with the assistance of the PIPA and Materials Staff.
a. If the recommended substitute/replacement product is verified by CVA and has received approval and coding (such as a previously approved product identified in Step 1 of this procedure), continue to Step 4.
b. If the recommended substitute/replacement product has not received approval and coding, that information is to be obtained through the following steps:
i. The PIPA coordinates efforts with the Purchasing Agent (PA) responsible for the highest end using cost center(s) to provide CVA with any additional information needed for approval. If CVA requires the provision of sample product, the PIPA will work with IC to coordinate ordering and delivery.
ii. CVA or a designee approves the substitute product, once sufficient information has been provided and the product is deemed acceptable.
iii. CVA or a designee determines whether the substitute product will be considered an Equivalent or an Alternative product, consulting with clinical experts as needed.
iv. IC inputs the substitute/replacement item information in the MMIS.
• Substitutes are assigned an item number, which is the original MMIS number followed by the "E" (Equivalent) or "A" (Alternative) substitute code. Additional "E" or "A" substitute numbers are identified by duplicating the letter code (e.g., XXXXXXEE or XXXXXXAA).
• If the approved substitute is another stocked product or products, the designation of the substitute as an Equivalent or an Alternative is documented in the MMIS.
• In the case of discontinued product, an equivalent/approved replacement product would replace the original.
4. IC places an order for the substitute/replacement product.
5. IC sends out the Substitute Item Notification (or the Item Change Notification, in the case of replacement) providing original product and substitute/replacement product information to the PIPA, CVA, and Materials Staff, who will distribute the information as necessary.
6. If additional education for the substitute/replacement is needed, CVA notifies Nursing Staff Development and coordinates with the appropriate Clinical Educator(s) to provide communication and education for BH.
7. IC maintains adequate supply levels of the substitute product(s) until the original product becomes available (or until a suitable replacement can be found, in the case of discontinued product).
8. Once the original product becomes available, IC replenishes stock with original product, upon depletion of substitute product.




In the instance that the substitute is ordered, we utalize the replacement item field in IC11 for the original product.

If you are intererested in hearing more about this process, you are welcome to email me.