Variant Templates and Item Variants
Create reusable variant templates, and turn an item into a product with variants in a few clicks.
Variants are set up in two steps:
- Variant Templates (Masters) — a reusable set of variant attributes and options, for example Tablets: strength × pack. No item, no stock.
- Item Variants (Items) — pick an item, pick a template, untick what this item does not need, and generate the variant items.
One template can be used by any number of items: a pharmacy uses Tablets: strength × pack for every tablet medicine.
Variant templates
Menu: Inventory Tracking → Masters → Variant Templates
- Click New.
- Enter Code and Name.
- Under Variant attributes and options, tick up to 3 attributes, then click the options items may offer.
- Click Save.
Variant Templates → "Tablets: strength × pack"
Editing or deleting a template never changes items already set up from it: each item keeps its own copy. The list shows how many items used each template (Used by items).
Item variants
Menu: Inventory Tracking → Items → Item Variants
Set up an item with variants
- Create the base item in Item Master as usual (units, category, VAT, prices). The variants copy these.
- In Item Variants, click New.
- Pick the Item. Variant code prefix and Name are filled from it; you can change them. Example: item MILK POWDER → prefix MILKPOWDER.
- Under Variant attributes and options, pick a Variant template. Its attributes and options are copied in.
- Untick the options this item does not offer.
- Click Save.
Item Variants → DOLO with the template applied and some options unticked
Generate the variant items
- Click Generate Variants. Every combination is listed with its proposed Item Code and Name.
- Tick the combinations to create (Select all new). Optionally fill Barcode and Sale Price per variant; more columns via Show columns.
- Click Create selected. Each variant is created as a normal item with the base item's category, units, VAT and prices.
| Item Code | Name | Barcode | Sale Price | |
|---|---|---|---|---|
| DOLO-500-10T | DOLO 500 mg 10 tablets | 6281000000017 | 8.50 | |
| DOLO-500-20T | DOLO 500 mg 20 tablets | 15.00 | ||
| DOLO-650-10T | DOLO 650 mg 10 tablets | 10.00 | ||
| DOLO-650-20T | DOLO 650 mg 20 tablets | 18.00 |
Generate Variants: 2 strengths × 2 packs = 4 items
Set up an item with variants from a template
This video will show: creating a variant template, applying it to an item, unticking options, generating the variant items and opening one in Item Master.
Later changes
| You want to | Do this |
|---|---|
| Offer a new option (e.g. size XXL) | Click it under the attribute, Update, then Generate Variants for the new combinations |
| Bring in options added to the template since | Update from template, then Update |
| Reuse this item's attributes for other items | Save as template — creates a new variant template |
| Set up a similar product quickly | The copy icon in the list opens a new record with the same attributes and options |
| Remove the whole setup | The delete icon in the list (refused if any variant has transactions) |
Rules
- Up to 3 attributes per item; variant codes are at most 20 characters (prefix + options).
- One item, one Item Variants record.
- Once variants exist, the attributes are fixed; options can only be added. Each variant's code and name were built from all attributes, and items with history cannot be renamed. For another dimension, use a descriptive attribute or set up a new item.
- Options used by a variant stay ticked.
- Deleting refuses variants that already appear in purchases, sales, stock documents or batches, and lists them.
Example: one template for many medicines
| Item | Template | Unticked | Variants created |
|---|---|---|---|
| DOLO | Tablets: strength × pack | 250 mg, 1 g, 30 tablets | DOLO-500-10T, DOLO-500-20T, DOLO-650-10T, DOLO-650-20T |
| IBUPROFEN | Tablets: strength × pack | 650 mg, 1 g | IBUPROFEN-250-10T … IBUPROFEN-500-30T (6 items) |