V9 - 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 standalone item, please see Converting a variant to a standalone item.

 

Adding an item variant

warningIMPORTANT: Bulk editing cannot be used to create or edit master items and variants.
edit_noteNOTE: Master items do not sync to QuickBooks Online. However, variants do. Only variants can be added in transactions.
  1. Create a new item that will serve as the master item. Set it up 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.
    edit_noteNOTE: A master item name, which serves as the prefix for variant names, is limited to 60 characters.
  1. Define each variant, then link it to the master item.
    1. Locate the master item in the Items list (Operations > Inventory > Items), then select Variants from the Actions dropdown list.
       
    2. The Variants table for your master item will appear in a pop-up window. 
      1. Select the Add lines (add_circle) icon to add lines to the table. The number of lines that are added is dependent upon your company’s Default lines setting (Tools & settings > Configuration > Company > General). You can use the icon to add lines as often as needed.
         
    3. If you defined the master item to include an SKU, sales price, and/or purchase cost, they will be imported into the Variants table automatically.  
      1. For a variant that does not already exist as a standalone item in SOS Inventory:
        1. Enter a Variant name. Maximum length: 25 characters.
        2. Edit the SKU, Sales price, and Purchase cost fields as needed.
        3. Leave the Linked item field blank.
        4. Save and close. SOS will create new variant items and link them to the master upon saving.
        5. When a saved variant table is reopened, it appears as shown on the Variants table for master item Sapphire Halo Ring - 2 ct, 14K Yellow Gold, size 7.5 below:

          A Variants table for master item Sapphire Halo Ring - 2 ct, 14K Yellow Gold, size 7.5

          If you click on the down arrow in the Linked item column, you will see the full name of the linked item, as shown in the graphic below. In this example, the category Jewelry is also in the linked item name for the Blue variant. The naming convention is [category]:[master item name] - [variant name].

          The full name of a linked item can be viewed by selecting its arrow.
           
      2. If the desired variant already exists as a standalone item in the system:
        1. Enter a Variant name. This is a required field, as the linked variant's name will be changed upon saving. SOS will not save the existing item as a variant if the Variant name field is left blank. Maximum length: 25 characters.
        2. Locate that item in the dropdown list of the Linked item field.
        3. Save and close.
           
  2. Upon saving the Variants table, SOS Inventory changes the name of variants. The variant names are displayed in the format [master item name] - [variant name]. This same format is also how the variants will be listed in the Items dropdown on transactions. However, on the Variants table, the master item name is not added as a prefix to the variant name.

Use the red and graydeleteicons to unlink a variant from the master and remove it from the table. This will not delete the item from the Items list.
 

Master and variant items will appear on the Items list as shown in the example below. Note that the variants for master item Sapphire Halo Ring - 2 ct, 14K Yellow Gold, size 7.5 are listed below the master and are indented.

 

A sample Items list with a master item and its variants.

 

Editing an item variant

A master or variant can be revised as necessary by going to the Items list and selecting the item name to open its Edit page. However, the only way to change a variant's name is to do so on the master item's Variants table.

 

Make the desired changes and save. 

 

Converting a variant to a standalone item

Converting a variant to a standalone 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 standalone item. Before converting the variant to a standalone 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 of your standalone 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 standalone items:

 

  1. Open the variant table of the master item.
  2. Delete the variant item from the table. Use the red and graydeleteicons to unlink a variant from the master and remove it from the table.
  3. Save and Close.

 

If further changes to a standalone item are needed, locate it in the Items list and edit the item as needed. Be sure to save your changes.