V8 - Working with item variants

If you sell variations of the same product, SOS Inventory’s item variants feature allows you to create a master item and establish variations that link to the master product. Many SOS reports track master items with a breakdown that includes variant data.

Creating and editing item variants

Setting up item variants requires the creation of a master item to which the variants are linked. SOS automatically applies the description, pricing, cost, and other information defined for the master product to new product variants. But you can edit each variant’s item definition as needed. If you need to change a variant to a stand-alone item, please see Converting a variant to a stand-alone item.

Adding an item variant

1. Create a new item that will serve as the master product. Set up the master item as you would any other inventory item but enable Has variants on the item definition. When you finish creating the master item, Save and close.

    

   edit_noteNOTE: A master item cannot be created by editing an existing item.

2. Define each variant and link it to the master product. First, locate the master product in the Items list (Operations menu > Inventory > Items), then select Variants from the Actions drop-down list. A Variants edit page of your master item will appear, displaying a table for each item variant that you wish to add. For variants that are new items, leave the Linked item field blank. SOS will create a link to the master upon saving.
   
   If the desired variant already exists as a stand-alone item in the system, locate that item in the drop-down list of the Linked item field.

    

   edit_noteNOTE: When the table is saved, the name of the linked item will be changed to the name specified in the Variant name field. If the Variant name field is left blank, SOS will not save the existing item as a variant.

The screenshot below shows a table of variants for the master item, Aurora natural spinel ring. In this example, a three-carat peach spinel ring is being added to the list. The Variant name field consists of a prefix (the master item name, Aurora natural spinel ring), followed by the variant-specific designation (14K rose gold, 3ct peach).
 

SOS automatically imported the SKU, sales price, and purchase cost information from the master item definition, but the information has been manually changed to reflect the data needed for this variant. 

Master and variant items will appear on the Items list as shown in the following screenshot. They can be revised as necessary by going to the Items list and selecting the Edit button to open the item's Edit page. Make the desired changes and save. 

Converting a variant to a stand-alone item

Converting a variant to a stand-alone item will result in a change to the name of the item, as the master item prefix will be removed—leaving the variant designation as the new name of the stand-alone item. Before converting the variant to a stand-alone item, check your existing items to ensure that your variant designation does not duplicate an item that already exists in the system.

If you need to change the name for your stand-alone item to avoid duplicates:

1. Open the variant table of the master item.
2. Change the variant name to the desired name for the standalone item.
3. Save and Close.

To convert the variants to stand-alone items:

1. Open the variant table of the master item.
2. Delete the variant item from the table.
3. Save and Close.

If further changes to the stand-alone item are needed, locate it in the Items list and use the Edit action to access the item’s edit page. Enter and save your changes.