Let me give you a quick introduction to how we can create many item variants based on master data information.
If you sell configurable products in Microsoft Dynamics 365 Business Central, you can generate large numbers of item variants automatically from master data instead of creating each one by hand. This article shows you how it works with a configurable touring bike as the example.
You define which parameters should vary, such as gender, gear, brake type, tire type, and size. The system then combines those parameters and creates one item variant for every valid combination. In the example, a handful of parameter selections produced 48 variants in a single run.
You control the output with filters in the Create Item Variant Worksheet. You can include male and female but exclude children, exclude specific gear types, or limit sizes to a range. This keeps you from creating hundreds of variants you do not need.
Each generated variant carries its own description and the master data values tied to its specific parameter combination. Once created, the variants are ready to use directly in purchase orders and matrix windows.
Setting up a configurable item with a style master and style template
The starting point is a configurable item. In the example, a touring bike was created by copying an existing item. At the top level, the bike has fixed specifications that apply to every variant: it is an aluminium touring bike with 29-inch wheels. The configurable parameters are the ones that should differ between variants, such as gender, gear, brake type, and tire type.
To drive the variant creation, you set up a style master and a style template. On the template you list the parameters you want to vary. Instead of limiting yourself to two or three parameters, you can add several at once: gender, gear, brake type, tire type, and even size.
A key setting on the style template is the table number it points to. When the template is set to table 5401, the process creates item variants rather than separate items. This is what lets you keep everything under one item number with many variants beneath it.
Mass creating item variants in the Create Item Variant Worksheet
With the parameters defined on the template, you create the variants in the Create Item Variant Worksheet. This is the master data creation worksheet, and it runs on the same import worksheet logic used elsewhere in the system.
You start by letting the worksheet suggest new records. You can set the number you want the variant codes to start from. This matters because with many parameters the combined variant code can exceed 10 characters, so you assign running numbers manually instead of letting the system build the code from the parameter values.
For each parameter you then apply filters to decide what gets included:
- Gender: include male and female, but filter out children.
- Gear: include everything except the last two gear types.
- Brake type and tire type: include all of them, or filter as needed.
- Size: limit to a specific size or a range, for example sizes 28 up to 35, or just size large.
You can also build more complex filters if you need them. Without filters, taking every parameter value could easily produce 200 or more variants, so the filtering is what keeps the result manageable.
When you confirm, the worksheet calculates the combinations and asks whether you want to create the resulting number of variants. In the example this came to 48 variants. The worksheet then shows the suggested item variants across all columns, with the different master data parameters merged into each line.
Creating the variants and checking for errors
To finish, set the action to accept all the suggested lines and carry out the actions. The system creates the item variants and reports import success for each one.
If a line fails, you can run the carry out again with the check mark in “stop and show first error” to see exactly what went wrong and fix it.
After the run, open the item variants for the item. You will see all the created variants, each with its own description and with the master data that relates to that description and to its specific parameter combination.
Using the generated item variants
Once the variants exist, they are ready to use directly. You can select them in purchase orders and in the matrix and order windows where variant selection is supported. There is no extra step needed before you start ordering or selling the configured products.
Q&A
How do I create item variants instead of separate items?
Set the style template to point to table 5401. This tells the process to create item variants under one item number rather than creating standalone items.
Why do I sometimes have to assign variant code numbers manually?
When you vary many parameters, the combined variant code can exceed 10 characters. In that case you set a starting number and let the system assign running numbers instead of building the code from the parameter values.
How do I avoid creating too many variants?
Apply filters in the Create Item Variant Worksheet for each parameter. For example, include male and female but exclude children, exclude specific gear types, or limit sizes to a range. Without filters, the combinations can run into the hundreds.
Which worksheet do I use to mass create item variants?
Use the Create Item Variant Worksheet, which is the master data creation worksheet. It runs on the same import worksheet logic used elsewhere in the system.
What do I do if a variant fails to create?
Run the carry out action again with the check mark set in “stop and show first error”. This shows you exactly what went wrong so you can correct it.
What does each generated variant contain?
Each variant has its own description and the master data values that match its specific parameter combination, so it is ready to use directly in purchase orders and matrix or order windows.