We have two way of entering items with variants or variant handled items on purchase and sell orders.
If you work with variant-handled items in Business Central, you can enter quantities on purchase and sales orders using the item variant matrix order view. This is a two-dimensional matrix where one variant dimension appears as columns and another as rows, so you can fill in quantities for many variant combinations at once.
The matrix view only shows variant combinations that actually exist on your items. If a color like green is defined as a variant value but is not used on any item, it will not appear in the matrix. If you try to enter a quantity for a combination that does not exist, you get an error because there is no item number behind it.
When you confirm your entries, Business Central updates the order lines automatically. It inserts new lines, changes existing ones, and creates a summary line that shows the total variant quantity. The matrix order works the same way on both purchase orders and sales orders.
The matrix view works with both variant codes and separate item numbers. Whether your items use variant codes or specific item numbers per combination, the entry experience is the same.
Two ways to enter variant items on orders
There are two ways to enter items with variants on purchase and sales orders. They look very similar, but they differ in how they present the data:
- Item variant order view is a one-dimensional view.
- Item variant matrix order view is a two-dimensional matrix view.
This article covers the matrix view. The matrix displays one variant dimension as columns across the top and the other dimension as rows down the side. When you edit the list, you can enter the quantity for each combination you want to buy or sell.
How the matrix order works on a purchase order
On a purchase order, open the item variant matrix order view. The matrix automatically figures out all the variant combinations that exist on your items and displays them.
One thing to be aware of is that the matrix only shows combinations that actually exist. For example, if green is part of your color variant values but is not used on any item for this variant, green will not show up in the matrix. You can only enter quantities in the allowed fields.
If you try to enter a quantity for a combination that does not exist, such as an extra small, length 32 T-shirt that has no item number, Business Central gives you an error. There is no item that represents that combination, so you cannot enter it.
You can add, delete, or modify quantities directly in the matrix. When you press OK, Business Central updates the purchase lines with the data you entered. New lines are inserted and existing lines are changed accordingly.
How the matrix order works on a sales order
The same functionality is available on a sales order. Create a new sales order and select a line with a variant item. The matrix also sums up the quantity across all the variants.
Take an item set up with variant codes, for example item number 6,000, a racing T-shirt. When you open the item variant matrix order, it displays the available combinations just like on the purchase side. You can see existing quantities in the background, edit the list, and enter the quantities you want.
When you press OK, Business Central automatically creates the order lines. The original line is changed into a comment line, so it no longer carries a number, and it sums up the total variant quantity, for example to 10. Every time you go into the matrix and change a quantity, the total variant quantity on that summary line updates automatically. This gives you one line where you can keep the full overview.
Matrix order with item numbers instead of variant codes
The matrix order also works with items that use separate item numbers per combination instead of variant codes. Select such an item, open the item variant matrix order, and edit the list. The experience is exactly the same.
Behind the scenes, this approach creates lines using the specific standard item numbers that match each specification, rather than using variant codes. Business Central still creates the order lines and adds a summary line with the total quantity, just as it does with variant-coded items.
Q&A
What is the difference between the item variant order view and the item variant matrix order view?
The item variant order view is a one-dimensional view, while the item variant matrix order view is a two-dimensional matrix. The matrix shows one variant dimension as columns and another as rows, so you can enter quantities for many combinations at once.
Can I enter a variant combination that does not exist on any item?
No. The matrix only shows and allows combinations that exist on your items. If you try to enter a quantity for a combination with no item number behind it, Business Central gives you an error.
Why does a variant value like green not appear in the matrix?
The matrix only displays combinations that are actually used on items. If green is defined as a color variant value but is not used on any item for that variant, it will not appear in the matrix.
What happens to the order line when I use the matrix order?
Business Central creates separate lines for each variant combination you enter and changes the original line into a comment line that sums up the total variant quantity. The total updates automatically whenever you change a quantity in the matrix.
Does the matrix order work on both purchase and sales orders?
Yes. The item variant matrix order works the same way on purchase orders and sales orders.
Does the matrix order work with item numbers instead of variant codes?
Yes. The matrix order works with both variant codes and separate item numbers per combination. The entry experience is the same in both cases.