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Suggest substitute items with Copilot

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[This article is prerelease documentation and is subject to change.]

This article explains how to find and assign substitute items faster by letting Copilot suggest the items to add.

Important

About item substitution suggestions

To ensure they can fulfill orders quickly, businesses often assign similar items to each other so they can use them as substitutes. For example, substitutes are good to have when the item that was originally requested is out of stock. Finding and assigning the right items to use as substitutes can be time consuming, and that's where Copilot can help. The suggest item substitutions capability for Copilot can speed up the process of finding similar items.

Information about products is stored in multiple places in Business Central. For example, item numbers and descriptions are stored in the Item table, multiple barcodes are stored in the Item Reference table, and item properties are stored in the Item Attributes table. Copilot uses a large language model combined with embedded search to comb through this information and suggest items that might be good substitutes. While you might prompt for Red bicycle, the actual product might be Crimson Tourer*, where Bicycle is an item category and Red is an attribute.

Available languages

This Copilot feature is available in all supported Business Central countries/regions. However, the feature uses Microsoft Azure OpenAI Service, which is currently available for Business Central in some geographies. If your environment is located in a country/region where Azure OpenAI Service isn't available, administrators must allow data to move across geographies. Learn more at Copilot data movement across geographies.

This feature was validated and is supported in specific languages. While it can be used in other languages, it might not function as intended. Language quality might vary based on the user's interaction or system settings, which might impact accuracy and the user experience.

Learn more about geographic and language availability at Copilot international availability.

Prerequisites

Suggest item substitutions on item substitution entries

This process describes how to get Copilot to suggest substitute items.

  1. Select the Lightbulb that opens the Tell Me feature. icon, enter Items, and then select the related link.
  2. Select the item you want Copilot to find substitutes for.
  3. Choose the Substitutions action.
  4. On the Item Substitution Entry page, choose Suggest with Copilot.
  5. Review the suggestions. To learn more, go to Review, save, discard, or regenerate suggestions.

By default, the capability uses the item description as search criteria, which you can adjust if you want to fine-tune the search results. To edit the prompt, select the Edit the prompt. icon in the Copilot window. For example, you can add more details to the prompt such as colors, sizes, or other item attributes.

Review, save, discard, or regenerate suggestions

After Copilot suggests the items to add, review the suggestions and decide whether they're what you want:

  • To discard a single proposed line, select it in the list, and then choose the Delete Line action.
  • To discard all proposed lines and close the Copilot window, choose Discard (trash can).
  • To transfer the lines shown in the Copilot window, choose Insert all. This step confirms that you want to transfer the lines to the Item Substitution Entry page. You can delete or edit the transferred lines there as well. The Score field that displays High (85+), Medium (83-85), and Low (79-83) scores and points you to lines that need attention.

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