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Variations in Rackbeat

If you have a product that is available in different variations, e.g. a T-shirt in different colors / sizes, you can link these variations to the item. Below we guide you through how to create variations.

Variations are managed through variation groups

A variation group will contain 1–2 variation types (e.g. size, color).
The variation group is then assigned to products. Once a variation group has been selected, a variation will be required for purchases, sales, and adjustments.

Table of Contents

Create Variation Group

First, you need to create the main variation group:

  1. Click on the “Items” tab at the top.

  2. Click “Variations” in the menu.

  3. Click “Create New” in the top right corner.

  4. Enter a name for the variation group and choose whether the group should have an SKU number. Finish by clicking “Create.”

    1. If the SKU number is activated, you will be able to assign an SKU to each variation. This is only visible internally in the variation group and is mainly used for external integrations

Now, you can define variation types and create up to two categories.
When importing variations, you must specify whether it is Variation 1 or 2, referring to Category 1 or 2.

Assign Variation to Product

Before the group takes effect, the product must be linked to the variation.

  1. Go to Items → Products.

  2. Open the product you want to assign to the variation.

  3. You can also do this via import by having one column with the product number and one with the variation group number.

  4. Inside the product, you can select the variation group under Variation.

Products with stock on hand cannot be assigned a variation.
You must first empty the stock, then the variation can be selected.

Variation Matrix and Counting Report

To see how many of each variation you have in stock, you can use either the Variation Matrix or the Counting Report.

Variation Matrix:

  • Once a product is linked to a variation group, a new function will appear via the three dots in the product overview.

  • Here, you will get an overview of stock on hand, on order, ordered, and available by each variation.

Counting Report:

  • If you want to export variations to Excel or get an overview of multiple products at once, you can use the counting report.

  1. Go to Reporting → Counting.

  2. Set up your search, or leave filters empty to search for all products.

  3. Check the box “Show per variation.”

  4. Click Search.

Variations in Purchasing and Sales

Once a variation has been activated on a product, you will be required to select a variation for all orders, purchases, and adjustments.

When the product with a variation is selected, a new pop-up will automatically appear where you can choose the variations:

  • Each variation will appear as its own order line.

  • Once added, each variation will be displayed individually on the shipment/receipt.

Shipments:

  • Variations on shipments are locked. If you need to change a variation on a line, you must reopen the order and edit the variation on the product line.

  • The order cannot be reopened if a shipment or invoice has already been posted.

  • In that case, you must create a new order with the correct variation and merge the two orders into one invoice.

Receipts:

  • On receipts, it is possible to adjust the variation if the supplier has delivered something different from what was expected.