Item Variant refers to the different versions of the same product that vary based on attributes such as size, color, material, or other specifications. Instead of creating separate products for each variation, you create one main product and define its variants under it.
For example, in clothes, variants can be size (Small, Medium, Large) and color (Red, Blue, Black). In mobile phones, variants can be storage capacity (64GB, 128GB, 256GB) and color. In electronic devices, variants can be model type, capacity, or configuration.
Enable Settings: Enable the required settings from the system user.
Assign Permissions: In the system, go to Configuration → User Role and tick the View, Edit, Delete, and Print options
Tick the “Has Variant Details” option while adding the variant product in the Product Master.
Step to Use Item Variant:
1. Click on Masters Module
2. Choose the Item Variant Info from the master menu and Click on the Item Variant Category from the available Options.
3. In the predefined category field, enter the category name (for example, “Size”), press Enter on your keyboard, then enter another category name (for example, “Color”). You can add more categories by repeating the same process.
4. Click on the Save button to save the variant category.
5. A “Saved Successfully” message will appear on your screen.
6. From the Item Variant Info, choose the Variant Category Master Option.
7. Click on the Add Category button to add a new category in the system.
8. In the Barcode Length field, enter the length for the variant (for example, 2). The length should be less than 4 (allowed values: 1, 2, or 3).
9. Enter the code based on the Barcode Length. For example, if the length is 2, the code could be 87.
10. Choose the category you created in the Variant Category Master. For example: Size.
11. In the Category Name field, enter the size names according to your product. For example: Small, Medium, Large, Extra Large.
12. Follow the same process: enter the length and barcode, then choose the category. You can add multiple variants in the same category. Each time, press Enter from your keyboard to add the next variant
13. You can change the category by simply selecting the category name (for example, Color) and entering the name of the product variant, e.g., Dark Green. You can add multiple variants using the same process before switching to another category.
14. Click on the Save button to add the new Variant Master to the system.
15. Save Successfully Message to your screen.
16. Click on Product Variant Mapping from the Item Variant Info.
17. Click on Add Product Variant button
18. In the Product Name field, enter and select the product from the popup product list, for example: SWEATSHIRT.
19. From the Product Variant section, click on Size, press Enter, and choose or tick the variant. You can also select All to map all variants for that product.
20. Click on the Color field and tick or select the required variant color. You can also choose Select All to apply all colors to that product.
21. Click on the Save button to save the variant for that product.
22. A Saved Successfully message will be displayed on your screen. Click OK to continue.
23. Click on the Edit button to edit the product variant details.
24. You can edit the product name and variant selection (Size, Color) as per your requirement, then click on the Save button to update the changes.
25. Click on the Delete button to remove the product variant. A popup will appear asking, ‘Are you sure you want to delete this variant?’ Click OK to confirm or Cancel to abort the deletion.
26. Click on the Back button to return to the main dashboard.
27. Click on the Transactions menu to enter variant-wise transactions.
28. Click on Purchase Invoice in the Transactions menu
29. Enter the Purchase Invoice Number for example “PI-998”.
30. Select Payment Terms For Example Cash.
31. In the Supplier Selection field, press Enter and select the supplier from the popup list, for example: ABC SUPPLIERS PVT. LTD.
32. In the Particular field, press Enter.
33. In the popup, uncheck Supplier Wise Items if it is selected. Then, select the product you want to purchase from the popup list, for example: SWEATSHIRTS
34. When you select the product, a variant selection popup will appear on the screen showing the products attributes. Choose purchased size and color as previously generated in the Variant Master—for example, Size: LARGE and Color: White.
35. Enter the quantity for that variant product. For example “11”.
36. You can load the old Purchase rate by ticking the “Load Old Rate” option. You can also set a new Purchase Rate (PRATE) and Sales Rate, including SRATE (W/V) with VAT and SRATE (Without VAT). Additionally, you can enter the product variant barcode manually in this section. After entering the required details, click the “Apply” button to add the price and quantity for the item.
37. Click on the Discount field to give a discount for that item.”
38. You can add multiple products using the same process. Click on the Save button to save items with the applied variant.
39. From the Sales Transactions menu, select Sales Tax Invoice to make a sales transaction using item variants.
40. Enter the sales invoice number, for example: SI-8754.
41. In the Customer field, press Enter and select the customer you want to sell to from the customer popup. for example: SURYA RAJ GHIMIRE.
42. In the Particular field, press Enter and select the item from the popup product list. for example SWEATSHIRTS.
43. The Sales item variant selection popup will appear on the screen. Select the required variant, then press Enter to continue.
44. Enter the sales quantity for the product, for example: 2.
45. You can enter the sales price and apply a discount as required. Press the Enter key or click the + icon to add another item and Repeat the same process, then click the Save button to save the sales transaction
46. From the Inventory Movement menu, select Opening Stock.from the dropdown menu option
47. In the Particular field, press Enter. From the product popup list, select the desired product. For Example: SWEATSHIRTS
48. When you select the product, a popup will appear on the screen showing the variants. Choose the size and color as previously defined in the Variant Master— for example, Size: small and Color: White. Then, enter the quantity as per your need. For example 20.
49. You can load the previous product rate by ticking the ‘Load Old Rate’ option. You can also enter a new Purchase Rate (PRATE), Sales Rate without VAT (SRATE W/V), and Sales Rate with VAT (SRATE). Additionally, you can manually enter the product variant barcode. Click the Apply button to add the price for the item.
50. You can add multiple items by pressing the + icon or the Enter key and repeating the process for each item. Then, click the Save button to save the opening stock entry
51. A successfully saved message will appear on your screen.
52. To upload the product variant via Excel, first go to the Utilities → Migration Module and choose Product Variant. Download the sample file, fill in the required data in Excel, and save the file. Then upload the completed file. If any error occurs, check the Upload Status, correct the errors in the Excel file, and upload it again. Repeat the process until the Successful message appears.
53. To load the variant-wise report in the Purchase, Sales, and Inventory report module, tick the “Load Variant Wise Report” option or choose the variant category options as per your requirement.
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