Frequently Asked Questions
This FAQ section addresses the most common questions about BRC Retail Extension, covering setup, daily usage, advanced features, and troubleshooting scenarios.
General Questions
What is BRC Retail Extension?
Q: What does BRC Retail Extension do? A: BRC Retail Extension is a Microsoft Dynamics 365 Business Central app that provides advanced item variant management for retail businesses. It extends Business Central’s standard variant functionality with multi-dimensional variant structures, automated barcode generation, matrix-style reporting, and seasonal delivery management.
Q: Why do I need variant management? A: If your business sells products in multiple variations (sizes, colors, styles, etc.), variant management helps you:
- Track inventory more precisely by specific variant combinations
- Generate matrix-style reports showing all variants in a grid format
- Automate barcode generation for efficient warehouse operations
- Manage seasonal product deliveries
- Improve customer service with better product information
Q: How is this different from standard Business Central variants? A: BRC Retail Extension enhances standard BC variants with:
- Two-dimensional variant structure (e.g., Size AND Color)
- Automated variant generation from templates
- Matrix reporting and visualization
- Advanced barcode management with EAN generation
- Seasonal delivery tracking
- Multi-language support for variant descriptions
Installation and Setup
System Requirements
Q: What Business Central version is required? A: BRC Retail Extension requires Microsoft Dynamics 365 Business Central version 24.0 or higher, with AL Runtime 13.0. It’s designed for cloud deployment only.
Q: Can I install this on-premises? A: No, BRC Retail Extension is designed for Business Central cloud environments only. On-premises installations are not supported.
Q: What licenses do I need? A: You need Business Central Essential or Premium licenses for users. The app includes all necessary object permissions through the “BRC Retail All” permission set.
Initial Configuration
Q: How long does setup take? A: Initial setup typically takes 2-4 hours including:
- App installation (5-10 minutes)
- Basic configuration (30-60 minutes)
- Variant template creation (1-2 hours)
- Testing and validation (30-60 minutes)
Q: Do I need to migrate existing variant data? A: Existing Business Central variants will continue to work. You can gradually apply BRC variant templates to items that need enhanced variant management. Historical data remains intact.
Q: Can I start with a few items and expand later? A: Yes, absolutely. BRC Retail Extension can be implemented incrementally. Start with a product category or specific items, then expand to additional products as you become comfortable with the system.
Variant Management
Basic Concepts
Q: What’s the difference between Variant Template and Variant? A:
- Variant Template: A blueprint defining the structure (e.g., “Size + Color” template)
- Variant: A dimension type (e.g., “SIZE” or “COLOR”)
- Variant Values: Specific options within a variant (e.g., “Small”, “Medium”, “Large” for SIZE)
Q: How many variant dimensions can I use? A: BRC Retail Extension supports up to two variant dimensions per item (e.g., Size and Color). This covers most retail scenarios efficiently.
Q: Can I have items with only one variant dimension? A: Yes, you can use just one dimension (e.g., Size only). The second dimension is optional. Matrix views will show as lists rather than grids for single-dimension items.
Variant Creation
Q: How are variant codes generated? A: Variant codes are automatically generated based on your template configuration. For example:
- Template with Size and Color using “-” separator
- Size “M” + Color “BLK” = Variant Code “M-BLK”
- The system ensures codes are unique and consistent
Q: Can I change variant codes after creation? A: Changing variant codes after creation can affect existing transactions. It’s best to plan your variant structure carefully during setup. Minor adjustments are possible but require careful consideration of existing data.
Q: How do I handle seasonal variants? A: Use the Season field on items and the delivery season functionality. You can:
- Assign seasonal classifications to items
- Set up delivery seasons with date ranges
- Configure automatic season calculation on orders
Daily Operations
Sales and Purchase Orders
Q: How do variants appear on sales orders? A: When you select a variant-enabled item on a sales line:
- The system shows available variants for selection
- Variant descriptions appear automatically
- Matrix views (for two-dimension items) show all combinations in a grid
- Inventory availability is shown by specific variant
Q: Can customers see variant information on documents? A: Yes, sales documents show:
- Complete variant descriptions (e.g., “Medium Black”)
- Matrix-format invoice layouts (optional)
- Variant-specific item numbers or references
Q: How does variant prompting work on purchase orders? A: Based on your setup configuration:
- Never: No automatic prompting
- Always: Prompts for every variant item
- When Multiple Variants Exist: Prompts only for items with multiple variants
Inventory Management
Q: How do I check inventory by variant? A: Several ways to view variant inventory:
- Item Card: Shows total variant inventory
- Variant Matrix View: Grid showing all combinations with quantities
- Item Ledger Entries: Filter by variant code for detailed movements
- Inventory Reports: Enhanced with variant breakdown
Q: Can I transfer inventory by specific variant? A: Yes, transfer orders maintain full variant information. You can:
- Transfer specific variant combinations between locations
- Track variant movements in transfer documents
- Generate variant-specific transfer reports
Q: How does physical inventory work with variants? A: Physical inventory processes include variant specificity:
- Generate counting sheets by variant
- Use barcode labels for variant identification
- Post adjustments for specific variants
- Analyze variances by variant combination
Matrix Reporting
Matrix Views and Reports
Q: What are matrix reports and when should I use them? A: Matrix reports display variants in a grid format:
- Columns: First variant dimension (e.g., Sizes)
- Rows: Second variant dimension (e.g., Colors)
- Cells: Quantities, amounts, or other data
- Best for: Orders with multiple variants, analysis, vendor communications
Q: Can I customize matrix layouts? A: Matrix layouts automatically adjust based on your variant configuration. The system determines optimal column/row arrangements based on your variant values and sorting.
Q: Why is my matrix view empty or showing errors? A: Common causes:
- Item only has one variant dimension (matrix requires two)
- Missing variant values for one of the dimensions
- Incorrect sorting configuration
- Date or filter restrictions
Barcode Management
EAN Code Generation
Q: How does automatic barcode generation work? A: When enabled in setup:
- System generates unique EAN codes using configured number series
- Check digits calculated automatically based on selected method
- Codes assigned to variants when created
- Integration with item references for scanning
Q: Can I use my own barcode numbering system? A: Yes, you can:
- Configure custom number series patterns
- Manually assign specific barcode numbers
- Use existing barcode numbering conventions
- Support multiple barcode types per variant
Q: What barcode standards are supported? A: BRC Retail Extension supports:
- EAN-13 (most common for retail)
- UPC-A (North American standard)
- Code 128 and Code 39
- Custom check digit calculations
Seasonal Management
Delivery Seasons
Q: How does seasonal delivery management work? A: Seasonal management features:
- Define seasonal periods with date ranges
- Automatic season assignment based on order/delivery dates
- Season inheritance from headers to lines
- Seasonal reporting and planning capabilities
Q: Can I have overlapping seasons? A: Yes, you can define overlapping seasons for different purposes (e.g., delivery seasons vs. sales seasons). The system handles multiple season types through different season codes.
Q: How does season calculation work automatically? A: Based on your setup:
- Choose date basis (order date, shipment date, etc.)
- System finds season matching the selected date
- Season automatically assigned to document lines
- Inheritance rules copy seasons between headers and lines
Multi-Language Support
Translation Management
Q: How do I set up translations for variants? A: Translation setup involves:
- Variant Translations: Translate variant dimension names (Size → Taille)
- Variant Value Translations: Translate values (Large → Grand)
- System automatically displays appropriate language based on user settings
Q: Do translations affect existing data? A: No, translations are additive. Base language data remains unchanged, and translations provide additional language versions for display purposes.
Performance and Limitations
System Performance
Q: How many variants can the system handle? A: There’s no fixed limit, but performance considerations:
- Items with variants: Thousands per item without issues
- Total variant combinations: Plan for reasonable combinations based on business needs
- Matrix operations: Large matrices (100+ variants each dimension) may require optimization
Q: What affects matrix report performance? A: Performance factors:
- Number of variant combinations
- Date range of data included
- Number of items in scope
- Complexity of sorting configurations
Q: How do I optimize performance for large variant catalogs? A: Optimization strategies:
- Use appropriate date filters
- Focus reports on specific item ranges
- Implement logical sorting (increments of 10)
- Schedule large reports during off-peak hours
Business Limitations
Q: Can I change variant structure after going live? A: Changes are possible but require careful planning:
- Adding variant values is straightforward
- Changing variant templates affects existing items
- Structural changes may require data migration
- Test changes thoroughly in sandbox environment
Q: Can I have different variant structures for different items? A: Yes, each item can use a different variant template:
- Apparel items: Size + Color
- Electronics: Storage + Color
- Footwear: Size + Width
- Single dimension items: Size only
Integration Questions
E-commerce Integration
Q: Can I export variant data to my e-commerce platform? A: Yes, BRC Retail Extension provides:
- Export reports with variant-specific data
- API endpoints for real-time integration
- Standard formats compatible with major e-commerce platforms
- Custom export capabilities for specific requirements
Q: How does inventory synchronization work? A: Inventory integration features:
- Real-time inventory updates by variant
- Batch processing for bulk updates
- Error handling and retry logic
- Integration with external inventory systems
Business Central Integration
Q: Does this affect standard Business Central functionality? A: BRC Retail Extension enhances rather than replaces standard functionality:
- Standard variants continue to work
- All standard BC features remain available
- Enhanced features are additive
- Full compatibility with BC upgrades
Q: Can I use this with other BC extensions? A: Generally yes, but compatibility depends on specific extensions:
- Most standard extensions work without issues
- Test combinations in sandbox environment
- Contact support for specific compatibility questions
Support and Maintenance
Getting Help
Q: Where can I get training on BRC Retail Extension? A: Training resources include:
- Built-in help and documentation
- Online documentation portal
- Partner training programs
- Custom training sessions available
Q: What support is available? A: Support options include:
- Technical documentation and user guides
- BrightCom Solutions AB support team
- Business Central partner network
- Community forums and user groups
Q: How are updates and new features delivered? A: Updates are delivered through:
- Standard Business Central app update process
- Automatic compatibility with BC platform updates
- New feature announcements through partner channels
- Documented upgrade procedures
Maintenance
Q: What regular maintenance is required? A: Recommended maintenance tasks:
- Monitor variant data consistency
- Clean up unused variants periodically
- Review and optimize sorting configurations
- Update translations as needed
Q: How do I backup variant configuration? A: Variant configuration is included in standard BC backup procedures:
- Setup tables included in database backups
- Configuration can be exported for documentation
- Test restore procedures in sandbox environment
This FAQ covers the most common questions about BRC Retail Extension. For questions not addressed here, consult the detailed documentation sections or contact support for assistance.