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Ailaaj Academy

Substitute an item (Swap / Swap*)

When to use this: an item is out of stock, or the customer wants “something similar.” The Counsellor offers in-stock equivalents so you can save the sale.

When a line is out of stock

The line stays calm — it doesn’t turn red or block the sale — and shows a small “Out of stock here” chip. Just beneath it, the Counsellor tells you whether there’s anything to offer:

  • If equivalents are in stock: “{N} in-stock substitute(s) · top match … · see the Counsellor”, plus a Check other warehouses button (in case another branch still has the original).
  • If nothing matches: “Find a substitute in the Counsellor.”
Out-of-stock cart line with calm Out of stock here chip and substitute prompt
An out-of-stock line stays calm — the chip, substitute count, and Check other warehouses button point you to the Counsellor.

View and pick a substitute

  1. Select the cart line — click it, or arrow to it. The right-hand Counsellor tab switches to that line’s substitutes, headed “Substitutes for {product} · ranked by equivalence · in stock.”
  2. Rows are ranked Same molecule → Diff. strength → Same class, each showing live stock, the price delta (green = cheaper), and molecule·form.
  3. Tap Swap for an interchangeable equivalent. For a Swap* (same-class, different molecule) a pharmacist must approve — the approval is recorded on the sale.
Counsellor tab listing substitutes for the selected line, ranked Same molecule / Diff. strength / Same class, each with stock, price delta, and a Swap button
The Counsellor tab for the selected line — substitutes ranked by equivalence: Same molecule (a different brand of the same drug), Diff. strength (adjust dose), and Same class (pharmacist approval), each in stock with its price delta and a Swap.

You’re done when

The out-of-stock or declined line is replaced with the in-stock equivalent and the total updates — the sale proceeds instead of being lost.

Cart line after a swap
After a Swap — the line is replaced with the chosen product and the total updates.

Good to know

  • Substitutes always open in the Counsellor panel — selecting any cart line (not just out-of-stock ones) shows its equivalents there, for when a customer asks for an alternative. (The old inline ⇄ swap menu on the line has been retired.)
  • Swap vs Swap*: plain Swap is a same-molecule / same-strength equivalent (interchangeable). Swap* is same-class, different-molecule — it needs pharmacist approval and is logged to the sale. Rules: Recommendation types.
  • Clinical safety locks (route, form, release, strength) are never relaxed — see How it stays safe. A wrong-looking substitute should be reported.