Let’s take a deep dive into the worksheet where you can create item variance, either as normal variance or as item numbers.
The variant worksheet in Microsoft Dynamics 365 Business Central lets you create item variants either as separate item numbers or as variants on a single item, depending on the style template you use. This article walks through how to create new variants as individual item numbers, using a T-shirt product as the example.
You start by copying an existing item to create a new style, then use the variant worksheet to generate the specific size, color, and length combinations you need. The style template determines whether the worksheet creates separate item numbers or item variants. If the template points directly at the item table, you get individual item numbers.
You can let the worksheet assign running numbers from a start number, or leave the start number blank to build the numbers from your master data. When you filter on sizes, you have to respect the sorting level defined in your information code, because the sort order may not be alphanumeric. You also need to use the correct filter signs so you don’t accidentally include sizes you didn’t want, such as extra small when you only asked for small.
Creating a new style by copying an existing item
The example uses a touring T-shirt that already exists as item number 7000. All its variants are green. The goal is to create a similar T-shirt in red, with sizes from small to extra large but not the other sizes.
The first step is to copy the existing item to create a new style. From the master data menu, use the copy item function and give it a new number, for example 7010. This copies the master data and everything attached to the original item.
After copying, open the new item and update the master data so it matches the new T-shirt. In this case most of the information stays the same, except the picture and the style label, which becomes red or “ocean side” rather than green.
How the style template decides between item numbers and item variants
The new item uses the same style template as the original. The style template determines whether the worksheet creates item numbers or item variants. Because the template in this example is based directly on the item table, the worksheet creates separate item numbers for each combination.
If you want to create item variants instead of separate items, you use a template that points at the item variant table. The same worksheet process applies either way. Only the underlying template differs.
Configuring the variant parameters in the worksheet
The template card defines the variable parameters, or dimensions, that you can configure. In this example those dimensions are color, size, and length. For the new red T-shirt you want only the color red, all four lengths, and the sizes from small to extra large.
When you open the variant handling window and integrate the item, the worksheet automatically recognizes that you are creating item numbers, because it knows the template is based on the item template. It also picks up the item number to copy from automatically.
Suggesting new records and assigning item numbers
Use Suggest new records to generate the variant lines based on the filtering parameters. If you select everything without filters, the worksheet creates all possible variants. In this example that produces 72 lines.
You control the numbering in two ways:
- If you enter a start number, for example 710001, the worksheet assigns running numbers from that point.
- If you leave the start number blank, the worksheet builds the item number from the master data instead.
With a start number set, the suggested item numbers run sequentially from item number 7010. With the start number blank, the item number is composed from the master data values for each variant.
Filtering on color, length, and size
To narrow down the 72 possible combinations, you add filters before suggesting records. For the red T-shirt you filter the color to red, leave length unfiltered so all four lengths are included, and filter the sizes from small to extra large.
The size filter needs care because of how the sizes are sorted. The sorting level defined in the information code means the order is not alphanumeric. Small comes after large, because large uses the code “ill”. So to get the range you want, you filter from large to small, then combine that with extra large using the correct filter sign.
You also have to use the right sign to exclude extra small, which otherwise gets pulled in because it sits inside the same folder. With the filter set correctly, you end up with the right item numbers, for example four sizes of large and four sizes of medium, with the item number composed accordingly.
Reviewing and carrying out the variants
Once the records are suggested, you can review and maintain them in the worksheet. You can delete lines, add lines manually, and check the full list before committing anything.
To create the items, you set the action message and mark the lines you want to carry out. You can check individual lines and carry out just those, or change the action message on all of them at once and carry out the full set.
When you carry out the actions, the worksheet copies the data from the source item number 7010. All the posting setup and other settings come from that item. The only thing substituted is the specification, which is replaced with the master data that fits each specific item variant.
Verifying the new items
After carrying out the actions, you can delete the worksheet lines. Go back to the item list and you will find all the new items. If you open any of the new variants, you will see it is set as a style variant, it carries the style you created, and it copied all the information from the item card while substituting the specification with the variant-specific master data.
This approach lets you create variants quickly while keeping a clean data structure underneath. The same method works whether you create separate item numbers or item variants. The difference comes down to which template you base the worksheet on.
Q&A
What decides whether the variant worksheet creates item numbers or item variants?
The style template decides. If the template is based directly on the item table, the worksheet creates separate item numbers. If it uses the item variant table, the worksheet creates item variants on a single item.
How do I assign item numbers when creating variants?
If you enter a start number, the worksheet assigns running numbers from that point. If you leave the start number blank, the worksheet builds the item number from the master data values for each variant.
Why does filtering on sizes from small to extra large not work as expected?
The sizes are sorted by a sorting level defined in the information code, not alphanumerically. Small comes after large in this order, so you filter from large to small and combine that with extra large using the correct filter sign. You also need the right sign to avoid pulling in extra small, which sits inside the same folder.
What data do the new variants inherit when I carry out the actions?
The new variants copy all data from the source item, including posting setup and the style. The only thing substituted is the specification, which is replaced with the master data that fits each specific variant.
Can I review the variants before they are created?
Yes. After suggesting records, you can review and maintain the lines in the worksheet. You can delete lines, add lines manually, and check the full list. You then mark the lines you want and carry out the action either on selected lines or on all of them.