BigCommerce Item Variations

There are different ways in which configurable products can be set up in Business Central:

• Items: a separate item record is set up for each product configuration
• Variants: a single item record is set up for the top-level item, which then has separate variant records

Regardless of which method your company employees, the process of creating separate records for configurable product variations can be time-consuming: if we have a t-shirt available in eight different colors and 10 different sizes, there would be 80 different variations to define.

To assist in the process of setting up configurable item structures that can subsequently be exported to your external eCommerce platform, CSM contains an item variations module. This functionality allows you to set up the criteria you want to use for defining an item’s many configurations, then generate Business Central items or variants based on these criteria.

Note: while the item variations module is included in CSM to assist with the creation of configurable CSM listings, it is not strictly tied to CSM listing functionality. You can use this feature to create item variations for any of your Business Central items, regardless of whether they are involved in your eCommerce activities.

Setup

Item Attribute Setup

Before you can create item variations, you must set up default item attributes that represent non-variable item variation characteristics in Business Central:

• Brand: an item attribute that represents an item’s brand.
• Common Item: an item attribute with an item-specific value that can be used to establish a clear link between a top-level “parent” item and the separate “children” items that represent that item’s different product configurations. For example, if an item with a common item attribute value of 1234 has a number of children items representing different product configurations, each of these child items’ unique identification number would begin with 1234.

These item attributes represent static characteristics of an item’s variations, meaning that an assigned value is shared across an item’s product configurations. For example, if an item has a brand of Suite Engine, that Suite Engine brand remains the same for all of that item’s variations.

These item attributes are set up in the same manner as any item attribute in Business Central. It is recommended that they be set up as text type attributes.

Once you have set up these item attributes, you must indicate that they will be assigned to new item variations:

• Search BC for Variations Setup
• On the Variations Setup page, assign the item attributes you want to use for default brand and common item information for item variations.
• Enable the Confirm After Create Item Variation field, if desired. Enabling this option will instruct the system to present a notification message to users whenever an item variation is created for an item.

The Variation Option Limit field presents the maximum number of variation options that can be assigned to an item variation. The item variations module supports a maximum of three variation options per item variation, and by default this field is set to three. To prevent inadvertent changes to this functionality, this field is uneditable. If you wish to adjust your variation option limit, please contact your Suite Engine partner for assistance.

Item Variation Templates

You can streamline the process of item variation creation by defining item variation templates. When you create a new item variation for an item, you can choose to copy it from an existing template. You can then make any item-specific adjustments as needed.

To create a new item variation template:

• Search BC for Item Variation Templates
• On the Item Variation Templates page, choose the New action in the ribbon. A new item variation template card opens.
• Fill in the Template Code field to identify the item variation template as a unique record in the system.
• The remaining values have corresponding fields on the Item Variation Card page. 

Note: the one unique field on the item variation template that does not have a corresponding value on the Item Variation Card page is Common Item Attribute Value Max Length. An item variation’s common item attribute is an item attribute with an item-specific value that can be used to establish a clear link between a top-level “parent” item and the separate “children” items that represent that item’s different product configurations. For example, if an item with a common item attribute value of 1234 has a number of children items representing different product configurations, each of these child items’ unique identification number would begin with 1234. Because an item variation template is not associated to a specific item record, it is not possible to enter an item-specific value for this common item attribute. It is still necessary to specify the maximum number of allowable characters, however, to ensure that the generated identification numbers for child items does not exceed maximum field lengths.

You can also copy an existing item variation template and use it as the basis for a new one:

1. Search BC for Item Variation Templates
2. Open the item variation template you want to copy
3. Choose the Actions ribbon, then choose the Copy Template action
4. In the New Template Code field, enter a unique code for the new item variation template you want to create
5. Choose the OK button

The system will create a new item variation template based on the one from which you executed the copy function. You can now make any adjustments to this new template as needed.

Assigning Item Attributes

Each item variation supports two non-variable characteristics described above. When you are creating an item variation for an item, it is necessary for you to assign the item attributes that will be used as the item variation’s brand and common item attributes:

• Open the item for which you want to create an item variation
• Choose the Item ribbon, then choose the Attributes action
• On a new line, in the Attribute field, enter the item attribute you want to assign as the item’s brand attribute.
• In the Value field, enter the value you want to assign as the item’s brand attribute
• Repeat above steps for the item attribute you want to assign as the item’s common item attribute

Creating Item Variations

An item variation contains the setup and configuration options that instruct the system on how an item’s variation SKUs will be built. An item variation is also where you define the item’s configurable item variation options and item variation option values:

• Item variation options: the variable characteristics or attributes that comprise different product configurations
• Item variation option values: the different values that a given characteristic can take

For example, if we offered a product in multiple colors and were setting up an item variation to reflect this variable characteristic, we would create an item variation option called Color. This variation option would then have option values such as Red, Blue, and Yellow.

Each item in Business Central can have a single corresponding item variation:

• Open the item for which you want to create an item variation
• Choose the Actions ribbon, then choose the Create Variation action in the Functions menu
• If you wish to create the item variation from an existing item variation template, enable the Create From Template field, then enter the Item Variation Template Code field to enter the desired template
• Choose the OK button

A new item variation is created for the item; depending on how you have set up the item variations module, the system may notify you then the item variation has been created. You can view this item variation by choosing the Related ribbon, then choosing the Variation Info action in the Item menu.

It is not possible to create more than one item variation for an item. Accordingly, if an item has a related item variation, the Create Variation action is removed from the ribbon. If you wish to re-run this action for an item, you must first delete the item variation. This will restore the Create Variation action to the ribbon.

Configuring an Item Variation

Once an item variation has been created for an item, you must configure it to instruct the system how to generate variation SKUs. If the item variation was created from a template, by default that template’s settings will be assigned, but you can modify them, if desired.

• Open the item for which you want to create an item variation
• Choose the Related ribbon, then choose the Variation Info action in the Item menu

The item variation card opens. The Item Number and Item Description fields will default to present information about the related item.

• In the Brand Item Attribute Name and Common Item Attribute Name fields, enter the item attributes that you want to use as the item variation’s brand and common item attributes. The system will automatically assign the brand and common item attributes that have been defined as global defaults, but you can modify them, if desired. The corresponding value fields will present the attribute value that has been assigned to the item.
• Assign SKU explosion values that will instruct the system how to create new Business Central records for the item variation SKUs
  • SKU Explode Method: select the type of Business Central record that will be created from an item’s variation SKUs. Item variation SKUs can be used as the basis for either item or variant records.

• • SKU Key Mask: select the manner in which the identification number that identifies each variation SKU’s corresponding Business Central record is generated. 
    • Segments: identification numbers will be generated from a series of segment values that reflect each one of an item variation SKU’s variable values.
    • Numerical: if the item variation’s SKUs will be used to generate variants, it is possible to assign identification numbers from a defined number It is not possible to use a number series if the item variation’s explosion method instructs the application to create items.
  • Variant Nos.: if you select the Numerical option in the SKU Key Mask field, enter the number series that will be used to assign unique identification numbers to variants that are created for item variation SKUs.

If the item variation was created from an item variation template, that template’s code will be presented in the Item Variation Template Code field. The Synchronize with Template field can be ignored, as the ability to synchronize an item variation with an assigned template is not supported at this time.

Item Variation Options

Item variation options represent the variable characteristics or attributes that comprise different product configurations. These characteristics are defined as option values, such as colors of Red, Blue and Yellow.

As part of setting up an item variation, you must configure options and option values. If the item variation was created from a template, by default that template’s options and options values will be assigned, but you can modify them, if desired.

Item variations support up to three options. Each item variation option is entered as a separate line in the Options FastTab.

Fill in the fields as follows:

Once you have set up an item variation option, you must define its option values. You can view the option values that have been defined for a selected item variation option in the Option Values FactBox.

The manner in which you perform this setup depends on the selected link type:

• None: you must manually define option values on the Item Variation Option Card page by choosing the Line ribbon on the Options FastTab, then choosing the Option Card action.
• Item Attribute: you can automatically retrieve the Business Central item attribute’s values by choosing the Line ribbon on the Options FastTab, then choosing the Synchronize with Link action.

The Item Variation Option Card page is where you either define a variation option’s values or, if you have copied this information from Business Central item attributes, edit existing ones. You can open this card by choosing the Line ribbon on the Options FastTab, then choosing the Option Card action.

The values on the General and Matrix Settings FastTabs present the corresponding fields on the item variation option line. You can make any changes to these values, if desired.

You can define as many option values as you wish. Each value is entered as a separate line in the Option Values FastTab.  

Creating Item Variation SKUs

Once you have defined the configuration settings, options, and option values for an item variation, you can instruct the system to suggest variation SKUs based on these variable characteristics by choosing the Actions ribbon, then choosing the Create Item Variation SKUs action. The system will enter a separate line for each combination of configurable option values in the SKUs FastTab.

When we instruct the system to create new variation SKUs, a separate SKU line will be entered for each color/size configuration (Red-Small, Blue-Small, Yellow-Small, Red-Medium, etc.).

If you wish to add a value to an option, you can do so and then re-run the item variations SKU creation action. Additional lines will be created based on your changes.

The item variations SKU creation action will create new SKU lines, but it will not update existing ones. If you wish to modify existing variation SKU lines due to changes to option values, you must first delete the lines, make the necessary changes, and then re-run the item variations SKU creation action.

Exploding Item Variation SKUs

An item variation’s SKUs do not represent separate Business Central items or item variants. They are, however, used as the basis for new Business Central records. Once you have reviewed an item variation’s SKUs and confirmed they are correct, you can create new records from them:

• Choose the Actions ribbon, then choose the Explode SKUs action
• If you only wish to create records for a selected group of SKUS, set the necessary filters on the Filter: Item Variation SKU FastTab. Please note that the filters for option values do not use the related option’s column caption, but rather generic Option Value 1, Option Value 2, and Option Value 3 captions.
• Choose the OK button

New Business Central records are created according to the criteria that you specified in the Explode Item Variation page. The SKU Item No. and (if relevant) SKU Variant Code fields are automatically updated with information about these new records.

• Enter other variation SKU values on the line, if desired:
  • SKU: enter a value that identifies the variation SKU as a unique record. You can either enter a value manually orlly, or choose the Functions ribbon and then choose the Generate SKUs action to build a value from the SKU item number and (if applicable) SKU variant code, then assign it in the SKU field. This field can be used if there are other identification values for a given SKU beyond what is automatically generated via the item variations feature. For example, if a variation SKU has an external UPC value, it could be entered in this field. If you intend to create CSM listings based on a configurable item’s variations, you must assign a SKU on the relevant variation SKU lines.
  • SKU Unit of Measure: enter a unit of measure to the variation SKU. If you intend to create CSM listings based on a configurable item’s variations, CSM will assign this value as the unit of measure to the related child listing. If this value is left blank, CSM will assign the parent item’s assigned unit of measure to the related child listing.
  • SKU Status: select a status to indicate the SKU’s place in your product workflow. SKUs are initially created with a status of Pending, but if you intend to create CSM listings based on a configurable item’s variations, you must update the status on the relevant variation SKU lines to either Active or No Replenish. You can either manually select a value on each line, or select multiple lines, then choose the Functions ribbon and choose the Update SKU Status action to automatically update the status for all selected lines to Active.

The SKU explosion action will create a number of new Business Central records based on the item variation’s SKUs. The type of record that is created is determined by the value in the item variation’s SKU Explode Method field:

• Items: an item is created for each SKU. These items exist as separate item records from the item variation’s parent item.

• Variants: an item variant is created for each SKU. These variants are assigned to the item variation’s parent item.

The manner in which these records’ identification numbers are assigned is determined by the value in the item variation’s

SKU Key Mask field:

• Segments: the item or variant’s identification number is comprised of a series of “segments,” with each segment representing a separate option value. When an option value is being created, a key segment value must be defined. When a new item or item variant involving the option value is created, the relevant key segment is entered as part of that record’s identification number. The manner in which segments are used to create identification numbers depends on the item variation’s SKU explosion method:

• • Items: for each variation SKU, the item’s identification number is determined by the item variation’s common item attribute value, followed by the key segments for each value. These key segments are segregated by key segment delimiters.

For example, assume we have an item variation with a common item attribute value of SE200. This item variation has a SKU with two values: a color value of RED and a size value of S. Both of these values have a preceding delimiter character of -. If we instruct the system to generate an item for the SKU, it will be assigned an identification number of SE200-RED-S.

• • Variants: for each variation SKU, an item variant’s identification number is determined by the key segments for each These key segments are segregated by key segment delimiters. Because the key segment delimiter precedes the key segment value, it is not necessary to assign a delimiter to the item variation option with the first key segment position.

For example, assume we have an item variation with a SKU that has two values: a color value of RED and a size value of S. The size value also has a preceding delimiter character of -. If we instruct the system to generate an item variant for the SKU, it will be assigned an identification number of RED-S.

• Numerical: when exploding variation SKUs into item variants, it is possible to assign variant codes from the number series that has been defined in the item variation’s Variant Nos. field. The system will assign the next available number from the defined series to each new item variant. If you are exploding variation SKUs into items, it is not possible to use a number series.

A variation record’s unique identification number will be presented in the SKU Item No. or SKU Variant Code field (depending on the relevant record type) on the item variation’s SKU line.

Regardless of whether a variation’s SKU is exploded into an item or variant, the record’s description is determined by the parent item’s description, followed by the descriptions for the variation’s values. For example, assume we have an item variation for an item with a description of T-Shirt. This item variation has a SKU with two values: a color value with a description of Red and a size value with a description of Small. If we instruct the system to generate an item or variant for the SKU, it will be assigned a description of T-Shirt, Red, Small.

In addition, items that are created from variation SKUs inherit all field values (excluding calculated values) from the parent item, including unit of measure, price and cost information, and posting group setup. Any item attribute values that have been defined for the parent item are also copied to the children items. There are no inheritance considerations for item variants, which are not comprised of much more than a code and a description.

Following the explosion of a variation SKU into an item or item variant, the system will update fields on the variation SKU’s line with information about the related Business Central record:

• SKU Item No: if the variation SKU is used as the basis for a Business Central item, that item’s number is presented in this field. If the variation SKU is used as the basis for a Business Central item variant, the item number for the variant’s parent item is presented in this field.
• SKU Variant Code: if the variation SKU is used as the basis for a Business Central item variant, that variant’s code is presented in this field. This field remains blank if the variation SKU is used as the basis for a Business Central item.

The Item Variation Details FactBox presents the number of item variation SKUs that have been created for the item variation, as well as the number of item or variant records that have been created from these SKUs. These values are presented as cues, meaning that you can choose one of them to open a separate list of the records that comprise the total. In this way, you can compare the number of Business Central records that have been created against the number of SKUs that exist for the item variation.

Using the Item Variation Worksheet

The standard process flow of the item variations functionality is as follows:

• You begin with a top-level parent item;
• The item variations framework is used to define variation SKUs based on configurable attribute values;
• New items or item variants are built from these variation SKUs

It may be, however, that both the parent and children records already exist in Business Central. In such a scenario, it is necessary to establish an item variations framework that links these existing records together in a parent/child relationship.

The item variations module includes a worksheet that can be used to link existing records together as part of an item variation. This worksheet can also be used as an alternative way to create variation SKUs for new configurable variations.

To use the item variation worksheet:

• Search BC for Item Variation Worksheet
• In the Batch Name field, enter the worksheet batch in which you want to work.

The item variation worksheet uses standard Business Central journal batch functionality. You can create multiple batches if you want to segregate your worksheet activities.

• In the Worksheet Visible Fields field, select the column view you want to see.
  • Normal: this is a view of the standard information that is typically entered across three configurable options. 
  • Required option views: by default, the item variations functionality supports up to three configurable options for a given item. The required option view selections allow you to present only those columns that are required for the number of attributes with which you are working. For example, if you are entering worksheet lines for a series of items that only use a single configurable attribute, you could choose the Required – 1 Option selection. This would result in all columns for options 2 and 3 being removed from the worksheet.
  • All: all setup fields are presented on the worksheet. This selection presents columns for three configurable options and includes fields for optional information such as common, brand, and industry values.
• On the first available line, enter the Business Central item for which you are defining the item variation SKU in the Item No. field.
• By default, the item variation worksheet will create/establish variation SKUs as variants of the parent item. If you want these variation SKUs to exist for other Business Central items, enter a value of Items in the SKU Explode Method field.
• In the Option 1 Code field, enter the unique code for the configurable option you are assigning to the item variation SKU.
• In the Option 1 Value field, enter the option value that you are assigning to the item variation SKU.
• In the Option 1 Key Segment Value 1 field, enter the value that will be used to represent the option value when it is included as part of a key segment, if desired. If this field is left blank, Business Central will attempt to use the entry in the Option 1 Value field as the key segment value.
• Fill in other, optional, fields, as desired
• If necessary, repeat above steps for configuration options 2 and 3, if necessary.
• In the SKU field, enter a value that will identify the variation SKU as a unique record.
• Depending on how you want the item variation worksheet to generate records, populate the SKU Item and SKU Variant Code fields:
  • If you are creating a variation SKU for an existing Business Central item or item variant, enter these values
  • If you are creating a variation SKU for configurable variants that do not yet exist as records in Business Central, leave these fields blank.
• Repeat this process for additional variation SKUs

Every variable configuration of an item must be entered as a separate worksheet line. For example, if we offered a product in multiple colors and were setting up an item variation to reflect this variable characteristic, we would create separate worksheet lines for red, blue, and yellow.

• Select the worksheet lines for which you want to create variation SKUs, then choose the Process Selected Lines action

The item variation worksheet will attempt to create new variation SKUs for the item that is assigned as the worksheet line’s parent item; the Line Status field on each line will indicate whether this was successful. In addition, the Status Message field will contain information about the processing activity. This is especially useful if the line failed to process, as information about the nature of the failure can assist in correcting the underlying issue. Lines will typically fail to process due to validation issues. For example, if you entered a SKU item number for an item that doesn’t exist in Business Central, the validation would fail and a message would be presented to the user indicating that the item variation worksheet was unable to find the specified item.

If an item variation record did not exist for a parent item at the time of line processing, a new one will automatically be created based on the settings and values that were entered on the worksheet line. The manner in which key segment information is determined for these newly created item variations is dependent on worksheet line values:

• If key segment values are assigned on item variation worksheet lines, they will also be assigned as key segment values for the newly created item variation’s option values. However, if key segment values are not specified on item variation worksheet lines, the option value will be assigned as the key segment value for the newly created item variation’s option values.

For example, if we created an item variation worksheet line with an option code of COLOR, an option value of Yellow, and a blank key segment value, the system would assign a key segment value of Yellow to the newly created item variation’s option value. If in that same scenario we assigned YLW as the key segment value on the worksheet line, the system would use this as the key segment value for the newly created item variation’s option value.

• The maximum length for an item variation option’s key segments is determined by the longest value that is used to create item variations for that option from the item variation worksheet.

For example, if we created three item variation worksheet lines with an option code of COLOR and option values of Red, Blue, and Yellow, the maximum key segment length for the newly created item variation option COLOR would be 6, based on the number of characters in Yellow.

If an item variation worksheet line is used to create a variation SKU for a record (either item or variant) that does not yet exist in Business Central, please be aware that it is still necessary to explode these variation SKUs from the related item variation card. This process will not be automatically performed as part of the item variation worksheet processing actions.

Processed lines are not automatically removed from the item variation worksheet. You can choose the Delete Processed Lines action to remove any successfully processed line from the worksheet.

Note: the steps described above assume the manual entry of values in worksheet lines. In scenarios where you are working with a large volume of records, it is also possible to populate worksheet lines via a RapidStart configuration package or other import process.