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Replacement Reasons Management Documentation

This document provides a comprehensive guide for managing Order Replacement Reasons in the Exigo Admin portal.

Table of Contents

Overview

Replacement Reasons are used throughout the Exigo system to track why items are being replaced in orders. These reasons help maintain proper records for inventory management, customer service tracking, and reporting purposes.

Accessing Replacement Reasons

  1. Log in to the Exigo Admin portal at login.exigo.com
  2. From the main menu, navigate to Administration > Settings
  3. Scroll down to the Replacement Reasons section
  4. Click on MODIFY REPLACEMENT REASONS

Settings Page - Replacement Reasons Section

The Settings page displays a summary of existing replacement reasons, showing: - Description: The name/description of the replacement reason - Enabled: Whether the reason is currently active (True/False)

Viewing Replacement Reasons

Once you click "MODIFY REPLACEMENT REASONS", a modal window opens displaying the Replacement Reasons management interface.

Replacement Reasons Management Page

The management page includes: - Heading: "Replacement Reasons" - Add Button: "ADD ORDER REPLACEMENT REASON" to create new reasons - Table Columns: - REASON: The description of the replacement reason - ENABLED: Shows if the reason is active (True/False) - Action Buttons: Each row has: - EDIT: Opens the edit form for that reason - ⋮ (Three dots menu): Opens additional actions

Adding a New Replacement Reason

Steps to Add:

  1. Click the "ADD ORDER REPLACEMENT REASON" button at the top of the Replacement Reasons list

Add Replacement Reason Form

  1. The "Order Replacement Reason Setup" form appears with the following fields:
  2. Description (Required): Enter the name/description of the replacement reason

  3. Enabled (Checkbox): Check to make the reason active immediately

  4. Fill in the form:

Filled Add Form

Example: - Description: "Wrong Item Shipped" - Enabled: ✓ (checked)

  1. Click "ADD ORDER REPLACEMENT REASON" to save

  2. The new reason appears in the list:

Updated List with New Reason

The list now shows both replacement reasons: - Damaged Item (Enabled: True) - Wrong Item Shipped (Enabled: True)

Editing a Replacement Reason

Steps to Edit:

  1. From the Replacement Reasons list, click the "EDIT" button next to the reason you want to modify

Edit Replacement Reason Form

  1. The "Order Replacement Reason Setup" form appears with:
  2. Description field: Pre-filled with the current description
  3. Enabled checkbox: Shows current enabled status
  4. SAVE CHANGES button: Saves modifications
  5. Delete icon (🗑️): Allows deletion of the reason

  6. CANCEL button: Closes without saving

  7. Make your desired changes to the Description or Enabled status

  8. Click "SAVE CHANGES" to apply the modifications

Deleting a Replacement Reason

Steps to Delete:

  1. Click the "EDIT" button for the replacement reason you want to delete

  2. In the edit form, click the delete icon (🗑️) at the top of the form

  3. A confirmation dialog appears:

Delete Confirmation Dialog

The dialog displays: - Heading: "Confirm Delete" - Message: "Are you sure you want to delete order replacement reason [Reason Name]?" - DELETE button: Confirms the deletion - CANCEL button: Cancels the deletion

  1. Click "DELETE" to permanently remove the replacement reason, or "CANCEL" to abort

⚠️ Warning: Deleting a replacement reason is permanent. Ensure that the reason is not being used in any existing orders or system configurations before deleting.

Additional Actions

Three Dots Menu

Each replacement reason has a three dots menu (⋮) that provides quick access to common actions:

Three Dots Menu Options

The menu includes: - Edit: Opens the edit form for the replacement reason (same as clicking the EDIT button) - Delete: Opens the delete confirmation dialog directly

This menu provides a convenient alternative to the main action buttons, especially when working with multiple replacement reasons.

Best Practices

  1. Use Clear Descriptions: Make replacement reason descriptions clear and specific so users can easily select the appropriate reason
  2. Enable/Disable Instead of Delete: Consider disabling a replacement reason (unchecking "Enabled") rather than deleting it, especially if it has been used in historical orders
  3. Consistent Naming: Use a consistent naming convention for replacement reasons to maintain organization
  4. Regular Review: Periodically review replacement reasons to ensure they are still relevant and being used appropriately

System Notes

  • Replacement reasons with "Enabled" set to False will not appear in dropdown lists when processing orders
  • Historical orders will retain references to replacement reasons even if they are later deleted or disabled
  • The system displays replacement reasons in the order they are listed in the management interface

Documentation created: February 11, 2026 Environment: Exigo Admin v2025.5.7.8