Exchange Criteria in Sale Bill

YouTube: How to Configure Item Exchange in Sales Bills?

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

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Understanding Exchange Criteria Options

Exchange Criteria:

• None (Default)

• Same Item

• Same Item with Different Shade

Exchange Rate Criteria:

• None

• Basic Rate

• Sales Rate

• Purchase Rate

• MRP

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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.

Exchange Process:

• Enter the article that the customer wants to exchange.

• 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.

• 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.

• The exchange entry completes successfully

• The bill amount is adjusted and becomes zero

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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.

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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):

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.

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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