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Stock Maintenance - Using the Size/Color Matrix
General Information
The size/color matrix feature of the
Stock Maintenance function splits the
20-character stock code into two separate sections of 10 characters
each - the first 10 characters being the "master" portion of the
code and second 10 being the size/color code for the item.
The size/color matrix feature enables
you to quickly set up an entire set of separate stock numbers for
an item that is sold in sizes and/or colors. For example, a men's
wing-tip shoe that is sold in 12 sizes and comes in 3 colors. That
would be 36 separate stock units (12 x 3 = 36). The size/color
matrix feature lets you set up one item (say, size 10 in brown) and
then use SAVE AS to copy that first item 35 times, changing only
the size and color description for the remaining items.
How to Set Up a New Matrix for a New Item
Setting Up the First Item in a New Matrix
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Use the Lookup an Object screen to enter the
stock code for the NEW item. Remember, the stock code that you
enter will be the master code for all of the items in the matrix.
It should not contain any information about size or color, but only
the basic stock number. For instance, for the men's wing-tip shoe,
the stock code might be M-SH-WING1 - a men's shoe, wingtip design
number 1.
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Set up the information for the first
item for the matrix just as you would any other new item,
completing all of the information on any/all of the Stock
Maintenance screen tabs. There is no restriction on the type of
item that you can use to create a size color matrix. The items in a
matrix can be drop shipped, composite, break-out, etc.
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After all of the information is
completed in the other tabs (selling price, buying price, etc.), go
back to the General Information tab and check the
PRODUCT HAS SIZE/COLOR MATRIX check box in the "Product Attributes"
section of the screen. (You can check the box at any time during
the setup of the first item, but for the sake of making this
procedure clear, it is best to do it at the end.)
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As soon as you check the box, a pop-up
screen is displayed to enable to enter the SIZE/COLOR code for the
first item. Remember, this is not the description of the item. You
have already entered this when you set up the item in Step 1. The
size/color code is a code signifying only the size and color, for
example, 10BRN for size 10 in brown. The size color code may be as
many as 10 characters in length. After you enter the code, press
ENTER to return to the General Information screen tab.
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Notice how there is now a SIZE/COLOR
list box right below the STOCK NUMBER field. And, a second
DESCRIPTION field is displayed to the right of the SIZE/COLOR
field. Enter the description for the size and color the first item
in this second description field. The best way to do this is to
enter the size and color separated by a comma, for example, SIZE
10, BROWN.
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After the first item is set up, the
other items can be set up quickly. Continue with the instructions
below for setting up the other items in the matrix.
Setting Up the Other Items in the New Matrix
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The first item will be used as the
"template" for all of the other items in the size/color matrix. So,
all we need to do is "copy" it. Press the SAVE AS button, and
M.O.M. asks if you are saving "As a New Size/Color Variation."
Answer YES, and the the same size/color code pop-up screen is
displayed to enable you to enter the next size color in the product
matrix.
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Enter the size/color code for the next
item in the product matrix. Remember our shoe example? We've
already set up the Size 10 in Brown, so now we'll set up the Size
10 1/2 in Brown. We'd type in 10.5BRN for size 10 1/2 in Brown.
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After entering the size/color code,
press ENTER and then enter the size/color DESCRIPTION for the next
item.
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Continue entering all of the items in
the matrix using the same three steps above.
How to Copy an Existing Matrix for a Similar Stock Item
If you sell one item that has sizes and
colors, you probably sell other items that also have sizes and
colors. To save time, you can copy an entire matrix of products
that you've already set up and make it a new matrix. For instance,
in the above procedure, we used a men's wing-tip shoe as an
example. There were 12 sizes and 3 colors for a total of 36
individual stock items. Maybe the same shoe company also sells a
men's loafer shoe in the same 12 sizes and 3 colors. Instead of
setting up a new matrix for the loafer model, you could copy the
matrix (and all 36 products) and just change the stock code for the
loafer.
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Use the Stock Maintenance function to
lookup and select the "master item" that you want to copy.
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On the General Information tab, press
the SAVE AS and M.O.M. asks if you are saving "As a New Size/Color
Variation." Answer NO, and M.O.M. asks "Save As A New Stock Item
With the Same Size Color Variations." Answer YES, and enter the new
10-character "master" stock code for the new item.
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On the General Information tab, enter
the DESCRIPTION (top line) for the new item.
The new "master" item is now set up
with all of the size/color variations just as they were for the
"master" item that you copied from.
Using the Size/Color Matrix in Order Entry
When an item has a size/color matrix
associated with it, you can easily view the entire size color
matrix for item selection just by typing in the "master" code
portion of the stock code. For instance, in our shoe example, if a
customer wanted the men's wingtip, we would enter M-SH-WING1 as the
line item and press ENTER to display all of the sizes and colors
for the item.
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