Master Data · Daily operations · 9 min read

Build product templates and variants

Define attributes, create a template, generate all size and colour variants, and take the template through validation, approval and release.

Before you begin

A template describes what its variants share. Each variant is a real product with its own code, barcode and stock. A template moves through four stages and is not sellable until it is released:

Draft then Validated then Approved then Released, and finally Archived.

You need the base unit and a category ready. The person who prepares the template (creates it or validates it) cannot also approve it.

Create the attributes

1. Open Master Data > Products > Attributes and press New attribute. You need mdm.steward.
2. Enter the Code (SIZE) and Name. The code never changes.
3. Choose the Type: list, text, number or boolean.
4. Tick Variant axis for a list attribute that distinguishes variants. Only a list can be an axis: 'Only a list attribute can be a variant axis.'
5. Enter the Values separated by commas (S, M, L). Each value follows the same code rule, and its label equals its code.
6. Press Save.

The attribute type cannot change once a template uses it. There is no edit or deprecate button on screen.

Create the template

1. Open Master Data > Products > Templates and variants and press New template.
2. Enter the Code (TSHIRT) and Name. 'Another template has this code.' if it exists.
3. Choose the Type: Goods, Service, Non-stock or Kit.
4. Choose the Category, Brand and Base unit.
5. Choose the Variant axes (SIZE, COLOUR). Only active list attributes marked as axes are offered.
6. Enter a Price (50.00) and Cost (20.00). They are copied to each new variant.
7. Press Save. The template opens in Draft.

Generate the variants

1. Open the template and press Generate all variants.
2. With SIZE (S, M, L) and COLOUR (RED, BLUE) the message is '6 variants created.' The SKUs are TSHIRT-S-RED to TSHIRT-L-BLUE, each a product at price 50.00 and cost 20.00, with Sellable showing Not until released.
3. Pressing the button again says '0 variants created.'

To add a single one, name exactly one value for each axis and press Add variant. An existing combination is refused: 'TSHIRT already has the variant SIZE=M|COLOUR=RED.' A matrix of more than 500 combinations is refused: 'That is more than 500 variants; narrow the values first.'

Take it through the stages

1. Validate. The template needs a category, and for goods a base unit: 'Give the template a base unit and a category before validating it.'
2. Approve. A steward (mdm.steward) other than the one who created or validated it: 'Somebody other than the person who prepared this template must decide it.'
3. Release. Every variant product becomes active and sellable.

Stages cannot be skipped: 'A draft template cannot be released.'

What happens next

After release the six variants are active products that Sales, Purchasing and POS can use. Variants added later are active at once. Register barcodes on them: Publish products and manage item codes.

Archive

Press Archive. The lifecycle becomes Archived and every variant product becomes inactive: closed to new documents, history unchanged. Generate and Add variant are no longer offered. A catalogue also stops returning the archived variants.

Good to know

• Once variants exist, the type, base unit and axes are fixed: 'The template has variants; its axes are fixed.'
• Only a draft or validated template can be edited: 'Only a draft or validated template is edited; reopen it.' The screen has no Edit or Reopen button, so plan the template carefully.
• Two people adding the same combination at the same moment: one succeeds and the other gets the duplicate message. No half-made product remains.