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Setting Up Variants in a Product

If you are working with a product that will have variants of different sizes, colors, and/or styles, it is critically important to set the product to have Variants before you save it for the first time. You can do this by switching on the Variant toggle in the upper right, as pictured below.

For your core product details for variants including identifier codes such as SKUs, pricing, and images, you will work on the Product Information tab.

Please Note: You MUST set the Variant toggle before saving the product for the first time or the option will no longer be available for that product. We have set it up this way because when we allowed it to be changed after saving previously, it was making bad data and causing problems.

1. Variant Toggle - Be sure to turn this on before you save the product for the first time. If you forget, you cannot change it later and will have to delete and recreate the product. 
2. Variant Group Name - This will be major divisions of your variants such as Size, Color, Style, etc. You can have multiple variant groups if needed, but it's recommended not to create more than three.
3. Variant Options - You can add as many variants as needed, and in this version of the Product page there is no need for side-scrolling, so you'll be able to see all variant options you create in a stack, as pictured below. You can drag and drop your variant options into whatever order you need them to appear.
4. Save Variant - The Save button doesn't save the whole product, but does save whatever variant group you have created. It is necessary to save it in this way in order for the Variant Image area to show up. It is also necessary to save here before saving the product at the bottom of the page.
5. Variant Groupings - You can click to expand or collapse any variant group you have created. Only one can be open at a time.
6. Add a Variant - This will add a new variant group to the product.
7. Edit - Once you have saved a variant group, you can click this button to Edit anything about it. It can be renamed or removed if you don't need it. When editing a variant, you will also see any variant options you've created, and you can edit their names or delete them as needed.

 

Adding Variant Product Details

For each of your variants you are able to enter core information such as identifier codes, weight, dimensions, condition, and finish / color, as indicated below:

1. Location - If you have multiple store locations, they will be listed here, and you can add the data detailed below and have it apply to just the current specified location or to all of them.

2. Search - If you're working with a lot of variants / combinations, you can search them here by entering keywords and clicking the search button.

3. Variants - For each variant group in the product, you'll have a tab in this area. You can either work within the group, which will change the view to group all variant options under that group as pictured below, or work with All at once and see a master list of all variants.

   

4. Print Label - If you click this button at the top, it will load a label line item for every variant in the product, as pictured below. If you are viewing a specific variant, it will also have this button, and it will load only that variant for print. All line items will default to print one label, but you can set whatever quantities you need.

   

5. View Options - This function controls what optional data you want to see. Options include Show Items with 0 Inventory, which is on by default, and Show Deactivated Items. Set these the way you want, and then click Done.

6. Open / Close Variant Option - Clicking this arrow will expand the variant option so you can enter data for it. When this is open, you are able to add a Variant image on the right. If all variant options are closed, that area does not display and you can only have one open at a time.

7. Product Identifier Codes - These include UPC, Manufacturer Number, and SKU. If you have created the product from the Catalog and if that catalog works with variant data, the available identifier codes will already appear here. Even without the catalog, the system will populate a unique SKU for each variant you create, and you can either use the pre-generated SKUs or you can change it to whatever is needed. Any time you click on one of these codes, if you have multiple locations, you will have the option to Apply to All Store Locations.

8. Alternate Barcode Title - By default, when you print a barcode label, the title for the barcode itself will be the Product Title Plus Variant Name, but if you want to display something different on the label for the product you can enter an Alternate Barcode Title here and the system will use that when printing the label for the variant.

9. Alternate Lookups - If you have alternative names for a variant that you use internally, you can enter those terms here and when searching for the items anywhere in the system, e.g. Register, Products page, etc., the item will come up in searches using those terms.

10. Product Weight & Dimensions - You can enter weight and dimension values for your variant in this area. These will use your store default measurement system, which will either decimal values of pounds or kilograms for Weight, inches or centimeters for Height, Width, and Length. The values you enter here for weight will work with system weight-based shipping methods. The values you enter for weight and dimensions will work for our integrations with Shipstation, Reverb, and Shopify.

11. Condition - If you have non-serialized Conditions enabled (under Settings > Website Settings > Products) you can select the Condition of the variant here. Conditions include Brand New, Like New, Mint, Excellent, Very Good, Good, Used, Fair, Poor, Non-Functioning, and Floor Model.

12. Finish / Color - If the item has a special Finish, e.g. glossy or matte, or a particular Color, you can enter a brief description here of those features.

13. Variant Media - Whenever you have expanded the detail area of a variant, the Variant Media area will be visible. You can upload an image file here to represent the variant. Only one image per variant is allowed. Recommended formats are JPG, PNG, and WebP. Images that are 2k pixels wide are recommended, with a file size less than 4mb. If you want an animated image, you can use a GIF file as long as it's less than 4mb. Please see the post about Images for further details on best practices for the images you upload.

 

Adding Variant Product Pricing

Please note that for all values entered in this area, you have the option of applying each to all Store Locations, all Variants, or All Variants and Locations, which can save you a lot of data entry time.

In the Pricing area, you are able to add unique values for the variant you are editing for the following price fields:

1. Price - The standard selling price for the item.
2. Sale Price - If the item is part of a Scheduled Sale, or if you want to enter a price discounted from the regular Price, you can do so here.
3. MAP Price - If the maker of the product lists a Minimum Advertised Price you need to respect, entering that price here will help you make sure your pricing does not go below MAP if you run a sale or do a bulk price edit. Doing any bulk activity or trying to save a price lower than MAP Price here will pop up a warning letting you know so you can avoid violating price agreements with your manufacturers. PLEASE NOTE: This feature is available only in version 3.0 of the Product Page or later.
4. Website Price - If you have pricing you use on your website that is different from in-store pricing, this optional field allows you to list your standard price for web sales for the variant. If you do not use this field, the regular Price field will be used for both in-store and website sales.
5. Website Sale Price - Again, if you use pricing that is different on your website from in-store prices, this field will allow you to list a discounted sale price from your Website Price for online sales only. If you don't use this field, the regular Sale Price field will be used for both in-store and website sales.
6. Reverb Price - If you use the Reverb integration, you can list the price the system will use on Reverb for the item here, and it can be different from any of the above prices.
7. Shopify Price - Shopify doesn't need dedicated pricing fields. If you use the Shopify integration, it will use whatever active pricing you have set. So if you only list a Price and Sale Price, those will display on your Shopify site. If you use Website Price and Website Sale Price, whatever is active for the product will display on Shopify.

 

Adding Variant Purchasing Information

For each Vendor you have added to the product, you will be able to set the Purchasing information listed below:

1. Vendor Name - Each Vendor you have listed for the product (which is set in the upper section of the Product Information tab) will be listed here, with the Primary Vendor at the top. If you need to change your Primary Vendor, you can do so a the top of the page.
2. Vendor Part Number - If the vendor has a specific part number they use, you can save that here and it will appear in relevant areas of the system such as the Inventory and Low Inventory reports, and on your Purchase Orders and Receiving Orders for the item.
3. Packaging Quantity - If the vendor always sends the item packaged a specific way, you can list the quantity in that packaging here.
4. Packaging Unit Type - If the item's Unit Type is relevant, you can list it as being a number of Items, Inches, Feet, Yards, or Meters.
5. Packaging Container Type - If the package container is a Case, Bolt, Box, Roll, or Pack, you can specify that here.
6. Apply To - All specific vendor data for the variant can be applied to all Store Locations, Variants, or to all Variants and Locations to save you data entry time.
7. Default Cost - This value will apply to the variant and will be used when doing a new Purchase Order for the item. Please note, this value is NOT used in reporting. The actual Cost you enter for each time you receive or add inventory to the variant will be listed on the Inventory tab for the item and the reporting will use that cost to determine your inventory value and profit margins.
8. Reorder Point - If you want this product to be included in our automated reordering recommendations, you will want to set the Reorder Point value. When the product's inventory gets down to this value, it will appear on the Low Inventory report or in the Low Inventory view of the main Inventory report. It will also display in the Purchase Queue when doing a Purchase Order for any of the Vendors saved for the product.
9. Desired Stock Level - Again, if you are wanting this product to be included in our automated reordering recommendations, you can set a Desired Stock Level. When adding the item to a Purchase Order or Receiving Order, the system will make sure the quantity being ordered will result in an inventory level that is at or above the number entered here. For example, If the product pictured above is down to 1 item in stock and it's added to a Purchase Order, the system will recommend ordering a case of 8 items, which will bring the stock level to 9.

 

Adding Inventory to Your Variants

On the Inventory tab for the product, each of your variants will have an area for entering inventory quantities and costs and for tracking inventory history events, as detailed below.

1. Inventory Tab - To work with the variant quantities and cost, click on the product's Inventory tab.
2. Location - You will work with specific inventory quantities and costs for a single location at a time if you have multiple locations saved in the system. You can easily switch between locations using these tabs at the top.
3. Search Variants - Each variant you have saved for the product will be listed below and you can search and jump to the one you want from here.
4. View Options - You have some view options for this area that allow you to Show Items with Zero Inventory and Show Deactivated Items. By default, you won't see deactivated variants and you will see items with zero inventory.
5. Variant Inventory Expand / Collapse - Click here to expand or collapse the full Inventory info area for the variant. Only one variant can be open at once.
6. Active Location - The location you are working with will be highlighted here, you can change to a different location using the tabs at the top.
7. Add New Inventory Quantity - If you wish to manually add inventory quantity to the variant at the active location, enter the quantity here. For items that sell by the yard or meter, this can be entered as a decimal value for fractional yardage / meterage.
8. Cost Per Item - When adding new inventory to the variant, enter your base cost for the item here. The cost should be entered for a full yard or meter for items sold that way. This amount is calculated and added for you whenever entering inventory via Receiving Order.
9. Extra Cost Per Item - When adding new inventory to the variant, enter the cost of freight and/or other secondary costs per item in this area. It will be calculated into your profit margins and total cost for the item on the sales and inventory reports. This amount is calculated and added for you whenever entering inventory via Receiving Order.
10. Receive Date - When adding new inventory to the variant, this area is populated automatically with today's date, but you can click to change it to whatever you need.
11. Vendor Consignment - If you have the Vendor Consignment feature active and if the item is a vendor consignment item, you can check this box and it will properly register as a vendor consignment sale.
12. Add New Inventory Button - Once you have entered the quantity and cost information for your new inventory, click the Add button to add it to the line item.
13. Current Inventory - This table shows every 'batch' of inventory received / added for this variant in chronological order. The system will use the FIFO method of inventory management, First-In-First-Out, meaning it will always sell the oldest inventory first. Costs will be used from the specific 'batch' where inventory is sold for your reporting. Each line item lists the Remaining Quantity (current on-hand amount), Total Quantity (starting quantity; this number does not change), Cost and Extra Cost Per Item, the Receive Date for the inventory, and the Type (standard inventory is a - and the other types include Consignment, Vendor Consignment, and Memo).
14. Edit Inventory - If any of your inventory numbers were entered incorrectly, you can click the Edit button to manually make changes.
15. Inventory History - All events in the system that adjust inventory quantities will be listed here. This includes sales, merchandise returns, and manual adjustments. This information can also be found on your Inventory History report.

 

Explore Version 3.0 of the Product Page:

Overview

Images

Variants

Serialized Items

Product Information Tab

Inventory Tab

Website Settings Tab

Advanced Settings Tab

Notes Tab