Products & Variants Setup
1. Overview & Purpose
What is the Products & Variants Submodule for?
2. When to Use Products & Variants
Standard Retail Goods (Single Items without Variants)
Packaged goods sold as individual standalone units without color, size, or flavor options (e.g., Bottled Mineral Water 600ml, Liquid Dish Soap 800ml).
Apparel & Multi-Attribute Goods (Sizes & Colors)
Merchandise offered in multiple attribute combinations, such as Shirts with sizes (S, M, L, XL) and colors (Black, White, Navy).
Tiered Packaging & Bulk Units (Pieces, Boxes, Cartons)
Items purchased in bulk cases from suppliers (Cartons or Crates) but sold individually at cashier counters (Packs or Pieces).
Electronics, Appliances & Spare Parts (Model Series)
Branded electronic hardware, accessories, or automotive spare parts grouped under specific product series (e.g., Galaxy S24 series under brand Samsung).
3. 4-Tab Product Setup Architecture
The Product Setup console under navigation Master Data > Product Setups organizes item creation into four operational tabs. Click each tab to inspect its purpose and input fields:
Product Model
Groups individual items under distinct model series beneath a parent brand (e.g., "Galaxy S24 Series" under "Samsung"). Helps cashiers, warehouse staff, and customers search and filter related products quickly.
Field Specifications & Usage Guide
| Field / Column | Input Type | Requirement | Description & Operational Guide |
|---|---|---|---|
brandId | Dropdown (Brand) | Required | Select the active parent brand that manufactures or owns this model line. Example: Samsung, Apple, Nike |
code | Text (Model Code) | Required | Unique operational identifier code for the model series. Example: MDL-SM-S24, MDL-IPH-15PRO |
name | Text (Model Name) | Required | Commercial title for this model series. Example: Galaxy S24 Ultra, Air Max 90 Series |
status | Select (Active / Inactive) | Required | Active models appear in product creation menus. Inactivate when a model series is permanently discontinued. Example: Active |
- A product model cannot be deleted if active items remain linked to it. Reassign linked products first or deactivate the model.
- Model names must be unique within the same parent brand.
4. Automated Variant Generator (Colors & Sizes)
When selling items that come in multiple choices (such as Shirts in various Colors and Sizes), you don’t need to type every SKU and barcode by hand. Simply select the options you carry, and the system instantly creates all possible variant items for you:
• Consistent Product Names: Automatically formats neat titles like [Product Name] - [Color] / [Size].
• No Barcode Clashes: Guarantees unique barcodes and SKU codes to prevent errors when cashiers scan items at checkout counters.
• Ready for Pricing: Quickly fill in cost and retail prices in the grid before releasing items to the sales floor.
5. Data Dictionary & Field Guide
Complete field definitions and input instructions for core product records:
| Field / Column | Input Type | Requirement | Description & Operational Guide |
|---|---|---|---|
name | Text (Product Name) | Required | Commercial title printed on receipts, price tags, and inventory lists. Example: Ergonomic Task Chair |
code | Text (Auto Code) | Required | Unique product code generated automatically by the store system. Example: ETC-00000001 |
categoryId | Dropdown (Category) | Required | Category hierarchy for organization and sales analysis. Example: Office Supplies > Seating |
brandId | Dropdown (Brand) | Optional | Product brand or official manufacturer. Example: ErgoComfort |
modelId | Dropdown (Model) | Optional | Specific model series under the selected brand. Example: Pro 2024 Series |
baseUomId | Dropdown (Base Unit) | Required | Standard unit for warehouse inventory balances and ledger valuation. Example: Units / Pieces |
hasVariant | Select (Has Variants? Yes / No) | Required | Specifies whether the item includes selectable colors, sizes, or specifications. Example: Yes / No |
sellPrice | Currency (Default Selling Price) | Optional | Required for standalone items without variants. For variant items, pricing is configured per SKU. Example: 1250000 |
productUomIds | Multi-Select (Packaging Units) | Required | Packaging units approved for sales receipts and supplier purchasing (e.g. Box of 4). Example: Unit, Box (4 Units) |
6. Interface Preview & Layout Mockup
7. Workflow: Adding Products & Variants
Navigate to Product Setups
Menu: Master Data > Product SetupsFrom the main navigation sidebar, open Master Data and click Product Setups.
Click Add Product
Add Product ButtonOn the Base Products tab, click the "+ Add Product" button at the top right of the screen.
Fill Master Product Details
Base Product FormEnter the Product Name, choose Category, Brand, and Base Unit. Select Has Variant (choose "No" for standalone single items, or "Yes" if offering size/color choices).
Generate Variant SKUs (If Applicable)
Auto-Generate Variants ButtonIf Has Variant is set to Yes, navigate to the Product Variants tab and click "Auto-Generate Variants". Check off available colors and sizes, then confirm. The system instantly creates all SKU combinations.
Save Product
Save Product ButtonReview the prices and packaging units, then click "Save Product". Your items are immediately active and ready for POS sales and warehouse receipts.
8. Workflow: Updating Product Information
Locate Product or Variant
Search Input BarIn the Base Products or Product Variants tab, search by item name, product code, SKU, or scan the barcode directly.
Click Edit (Pencil Icon)
Edit Action ButtonClick Edit on the target row. You can update item names, categories, selling prices, cost prices (COGS), or minimum stock alert thresholds.
Save Changes
Save Changes ButtonClick "Save Changes". Updated prices and details sync immediately across all connected cash registers and purchasing forms.
9. Deactivation & Ledger History Safety
Stock Balance & Ledger History Protection
Verify Physical Stock on Hand
Inventory > Stock BalanceBefore deactivating or archiving any product, ensure warehouse stock balance is zero via Inventory > Stock Balance.
Toggle Status to Inactive
Status Toggle (Active / Inactive)If an item has historical sales or purchase records, do not delete it. Simply switch its status toggle to "Inactive". It vanishes from cashier lookups while preserving past financial reports.
Deleting Unused Draft Items
Delete ButtonIf an item was created by mistake and has zero historical transactions across all modules, you can safely click "Delete". Its barcode and SKU become immediately available for reuse.
10. Cross-Module Impact & Integration Points
Cashiers scan variant barcodes to add items instantly to customer tickets. Inactive items or out-of-stock items are prevented from checkout when strict inventory enforcement is enabled.
Warehouse inventory cards and movement journals track stock quantities by exact SKU variant and storage rack location.
Wholesale sales orders can specify bulk packaging units (e.g., Cartons or Cases), and the system automatically calculates tiered price discounts and base stock deductions.
Purchase orders reference standard item cost prices so cost variances from suppliers are highlighted and tracked during goods receipt.
Product Management Pro-Tips
- Establish measurement units and conversions (e.g., 1 Box = 12 Pieces) before registering products so packaging units are immediately selectable in product forms.
- Use manufacturer UPC/EAN barcodes whenever possible so cashiers can scan merchandise without printing custom in-store labels.
- Never delete products that have past sales; switch their status to Inactive to protect your profit & loss statements and tax audit records.