Article Contents
Introduction
Item variations allow you to have multiple versions of an inventory item.
This could be because it can be ordered in different formats/sizes, or purchased from more than one distributor / supplier.
To learn more about item variations, please see:
There are 3 ways to create an item variation:
From an existing item
When adding an invoice
Grouping existing inventory items together to make them variations
From an Existing Item
Note: Currently, this feature is only available on the WISK Web Portal.
To add a variation from an existing item:
Hover your cursor over the item on the WISK Web Portal and click the “Edit” button (the pencil icon)
Click the “Item Variations” drop-down menu
Click “Create new item variation”
Note: “Clone this item variation” creates an exact copy of the variation. This is useful if most of the details are the same, except for something like the distributor. For more information, please see:
Fill in the item variation details. The only required field is the item measurement. When adding a Variation name, it should be a short description of what makes it distinct from the other variation(s) (this could be in regards to the case size, item size, or the distributor name if different). The Variation name appears beside the item when searching for it. In some cases this can be quite important. For example if you have an item called "Triple Sec" which can be many different brands, you would want the brand name to be included in the Variation name. The variation name needs to be unique.
Note: If you're adding an item variation that uses a different measurement type (weight, volume, unit-based), you'll need to set a conversion rate. See "Item Variation with a Different Measurement Type"
Click “Save”
Note: If the Variation Name field is left blank, it populates with the item measurement after clicking “Save”
The item variation now appears, and you can click it to edit or add information
Adding an Invoice
Just like when adding new items to your venue after your initial setup, you’ll mostly add new item variations from invoices.
You may order an item in a specific format from one of your suppliers, but they’ll send you a different size because of low or no stock.
Note: Item variations can only be created on invoices that are added to the WISK Web Portal at this time.
Manual Invoice or Purchase Order (Web)
Whether you’re adding a manual invoice on the WISK Web Portal, or have converted a purchase order into an invoice, the process to add an item variation is the same.
To create an item variation on an invoice:
Click the “New” button beside the “Add Item” field, and select “Item Variation”
Scroll through the item list, or use the search to find the item you want to create a new item variation for, and click the matching result
Give the new variation a name that describes the format, and set the item measurement size. Then click “Save”
The variation is created, and you can add the amount received and the cost. Then click “Add”
The new item variation is added to the invoice. The amount added on the invoice is converted into the default item variation measurement.
Note: If you’re adding an invoice from a purchase order, you’ll need to remove the item that you originally ordered if you didn’t receive any of it so you can replace it with the new variation. Click the blue arrow beside the item, then “Remove”
Draft Invoice
If you scanned or emailed an invoice and uploaded it to your account, or had an invoice imported directly into your account via a supplier integration, you can add the item variation when reviewing the draft invoice.
For more information, please see:
Item Variation with a Different Measurement Type
When adding an item variation, if it has a different measurement type, you have to set a conversion rate for it before it can be counted in inventory.
Note: This conversion only applies to inventory and invoices. If you need to convert an item from weight to volume or vice versa for mapping recipes, we recommend doing this via a batch. To learn more, see:
Lets say we normally purchase and track our inventory of apples by the pound, however we want to be able to count individual units.
When you select a measurement type that is different from the default item variation (volume, weight, unit-based), the "Measurement Conversion" field appears
Enter the quantity and unit of measurement that is equal to the amount in the "Measurement" field. In this example, the conversion is set to 1 unit = 0.333lbs
Note: This conversion is based on the average weight of an apple
Fill out the rest of the item details and create the item variation. The variation appears and shows the conversion rate
Inventorying
When taking an inventory count, you'll see an option to count the item variation. The item variation is converted into the unit of measurement of the default item variation.
In the example below, 6 individual apples are counted and converted into 2lbs (0.333lb x 6).
Note: As a reminder, this conversion only applies to counting and invoices. If you need to convert an item from weight to volume for mapping recipes, we recommend doing this via a batch. To learn more, see:
Grouping Items
If you already have items that could be item variations as separate items in your venue, you can group them together under one item.
When you group items, you determine the default item, and then the others are added as variations to the default.
For more information, please see:
Archiving / Deleting an Item Variation
If you no longer carry an item variation, you can choose to archive it.
Note: You can't archive an item variation if it is the current default.
Hover your cursor over the item on the WISK Web Portal and click the “Edit” button (the pencil icon)
Select the item variation, then click the drop-down arrow and select "Archive"
Click "OK" on the confirmation window
The item variation is archived and no longer visible
Note: To view archived item variations, click the drop-down arrow and you'll see a "View archived variations" option.
