Transition to Items with Variants
If your inventory includes basic items with options / modifiers, or if you’ve represented modifiers and options as unique items in the Item List, simplify reporting and data entry by combining these items into a single item with variants. This article will guide you through transitioning from existing basic items to new items with variants.
Table of Contents
Basic Items to Items with Variants
Recreate current basic inventory items as new items with variants (see the link for more details) for better inventory tracking. When creating these items, there are a couple of things to know. Let’s get started.
Things to know:
- Items must have unique names. So, if the existing basic item is called ‘Sheet Set’, give the item with variants a different name, like ‘Sheet Sets’. Do not delete the basic item.
- Add UPCs to each variant. If the existing basic item contains a UPC that must be used for a variant, remove the UPC from the basic item before adding it to the variant.
- When items with variants are created, the name of the main item will appear on the list. The Item List contains both basic items and items with variants. Click the dropdown arrow to view each variant in items that contain them.
- When recreating basic items as items with variants, items are recognized in BackOffice as separate items. Import items with variants the same way that you would basic items.
- Start a new Bulk Management job and download the blank import template. Visit the Bulk Management: Items with Variants article for detailed instructions.
- Input the variations, such as size and color, that you have for the existing basic item into the corresponding Option Name and Option Value fields of the template spreadsheet.
- Items must have unique names. So, if an existing basic item is called ‘Sheet Set’, give the item with variants a different name like ‘Sheet Sets’. Do not delete the basic item.
- If the existing basic item contains a UPC that must be used for a variant, remove the UPC from the basic item before adding it to the spreadsheet.
- The values you enter (e.g. UPC, Price, etc) apply to each of that item’s variants. You can edit each variant individually after import from the Items List.
- When the spreadsheet is finished, save and upload it to Bulk Management. Visit the Bulk Management: Items with Variants article for step-by-step instructions.
- When the import is done, the name of the main item will appear on the Items List. The Item List contains both basic items and items with variants. Click the dropdown arrow to view all of an item’s variants.
Reporting data starts for the item with variants when that item is created. Reporting data for the original basic items will remain in BackOffice but cannot be applied to the new item with variants. To view the totals, export reports to a spreadsheet and combine the data.
- You do not have to delete the existing basic item. Keep this item for reporting purposes.
- The example below includes an existing basic item followed by the newly created item with variants. The Quantity column contains the total quantity sold for both instances.
- Use the Adjustment History report to see adjustments made to both basic items and items with variants
- Unavailable report for items with variants:
Items with Variants at the Register
When an item with variants is selected at the register, the variants appear, similarly to modifiers. Keep in mind that each variant is representative of a separate item in reporting.
Currently, there are some BackOffice features that are incompatible with items that have variants. Not to worry, these all still work for basic items.
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