# Exchange Criteria in Sale Bill

**YouTube:** [How to Configure Item Exchange in Sales Bills?](https://youtu.be/5YV_yUmngZc)

## How to Configure Item Exchange in Sales Bills?

In this tutorial, we will discuss the **new exchange criteria options** introduced in the **Billing Module of Logic ERP** and understand how they work during exchange transactions.

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### Prerequisite – Exchange Bill Series

To manage **"Exchange Transactions"** separately, a **dedicated sales bill series for exchanges** must be created.\
In our case, this bill series has already been configured.

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### Configure Exchange Criteria in Sales Voucher Configuration

* Navigate to the **Main Menu** and open **Sales Voucher Configuration**.
* Select the required **Sales Bill Series** created for exchange transactions.
* Navigate to **Other Settings – 3**.

Here, you will find two newly added options:

* **Exchange Criteria**
* **Exchange Rate Criteria**

<figure><img src="/files/EmVj6TVNIhFZxs6o13YV" alt=""><figcaption></figcaption></figure>

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### Understanding Exchange Criteria Options

#### Exchange Criteria:

* **None** (Default)
* **Same Item**
* **Same Item with Different Shade**

<figure><img src="/files/dzM4N0yf7K3vQ26BokAW" alt=""><figcaption></figcaption></figure>

#### Exchange Rate Criteria:

* None
* Basic Rate
* Sales Rate
* Purchase Rate
* MRP

<figure><img src="/files/Vtcu0t3rPJpFx6AyJk9W" alt=""><figcaption></figcaption></figure>

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### Exchange Criteria – Same Item (Default Rate Behavior)

* Set **Exchange Criteria** to **Same Item**.
* Keep **Exchange Rate Criteria** as **None**.
* Save the configuration.
* Initiate a new transaction using the **Exchange Sales Bill Series**.

> In this bill series, the **entry mode is automatically set to Return / Exchange mode**.

<figure><img src="/files/We25vFJmj8gn1t9Vum4h" alt=""><figcaption></figcaption></figure>

#### Exchange Process:

* Enter the article that the customer wants to exchange.

<figure><img src="/files/v9gS0X9iheS0xT9KYLzh" alt=""><figcaption></figcaption></figure>

* After lot selection, a window appears asking you to select the **exchange item**.
* Since the criteria is **Same Item**, only:
  * The same article
  * Same shade
  * Different available sizes\
    will be displayed.

<figure><img src="/files/5K6P6nl5Pes7w86BZrD1" alt=""><figcaption></figcaption></figure>

* Select the required article.

**Rate Behavior:**

* Multiple lots may exist with different rates.
* If you select a lot with a **higher or lower rate**, the system **automatically adjusts the rate** to match the **original transaction rate**, because **Exchange Rate Criteria is set to None**.

<figure><img src="/files/fihm0Egrn1sQAjBvZJn8" alt=""><figcaption></figcaption></figure>

* The exchange entry completes successfully
* The bill amount is adjusted and becomes **zero**

<figure><img src="/files/u6t2DIhxPzhMPjAZM3m8" alt=""><figcaption></figcaption></figure>

***

### Exchange Criteria – Same Item with Different Shade

Now let’s review the next option.

* Go back to **Sales Voucher Configuration**.
* Set:
  * **Exchange Criteria** → *Same Item with Different Shade*
  * **Exchange Rate Criteria** → *MRP*
* Save the configuration.
* Initiate a new exchange transaction.

#### Exchange Behavior:

* All **shades of the same article** are now available for selection.
* When the lot selection window appears, multiple lots with different MRPs may be displayed.

<figure><img src="/files/SJk8D0AlMcukuPZ4Q0mA" alt=""><figcaption></figcaption></figure>

***

### Exchange Rate Validation (MRP Based)

* In this example:
  * Original transaction MRP = **₹5,999**
* If you select a lot with a **different MRP** (for example ₹4,000):

<figure><img src="/files/2g1JgpLP8SRXcETtmNyx" alt=""><figcaption></figcaption></figure>

The system displays an **error alert** stating that:

> *The exchange is invalid because the MRP of the sale item and the exchange item are not equal.*

To proceed successfully:

* You must select **only that lot** where the **MRP matches** the original transaction MRP.

<figure><img src="/files/OvZMC8Er7uZjtreujRFS" alt=""><figcaption></figcaption></figure>

***

### Summary

* **Exchange Criteria** controls *which items* are allowed for exchange
* **Exchange Rate Criteria** controls *rate validation during exchange*
* Supports:
  * Same item exchanges
  * Same item with different shade exchanges
* Prevents incorrect rate mismatches
* Ensures **accurate and controlled exchange billing**


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