User Guide Overview

This user guide provides comprehensive instructions for working with BRC Retail Extension in your daily Business Central operations. Whether you’re managing variants, processing sales orders, or generating reports, this guide covers all the essential workflows.

Who Should Use This Guide

• Sales Personnel: Creating and managing sales orders with variants
• Purchase Personnel: Processing purchase orders with variant specifications
• Inventory Staff: Managing inventory across multiple variant dimensions
• Warehouse Workers: Using barcode scanning and inventory management features
• Product Managers: Setting up and maintaining product variant structures
• Supervisors: Running reports and monitoring variant performance

Getting Started

If you’re new to BRC Retail Extension:

1. Start with Getting Started for basic concepts and navigation
2. Review Daily Operations for common workflows
3. Explore Advanced Features for power user capabilities

Key Concepts

Variant Structure

BRC Retail Extension uses a two-dimensional variant system:

• Dimension 1: Primary variant characteristic (e.g., Size)
• Dimension 2: Secondary variant characteristic (e.g., Color)
• Variant Template: Defines the structure used for items
• Variant Values: Specific options within each dimension

Variant Codes

• Variant Code: Combined code representing both dimensions (e.g., “M-BLK” for Medium Black)
• Sorting: Numerical ordering system for consistent variant presentation
• Automatic Generation: System creates variant codes based on templates

Business Integration

• Sales Orders: Variants integrated into sales process with matrix views
• Purchase Orders: Variant information flows through procurement process
• Inventory: Track inventory levels across all variant combinations
• Reporting: Matrix-style reports showing variants in grid format

Documentation Sections

Getting Started

Essential information for new users including:

• Basic navigation and interface overview
• Understanding variant concepts and terminology
• Your first variant setup and management tasks
• Common user workflows and procedures

Daily Operations

Step-by-step procedures for regular tasks:

• Creating and modifying item variants
• Processing sales orders with variants
• Managing purchase orders with variant specifications
• Inventory management and tracking
• Running standard reports and queries

Advanced Features

Power user capabilities and specialized functions:

• Matrix reporting and analysis
• Barcode management and printing
• Seasonal and brand management
• Multi-language support and translations
• Custom variant template creation
• Integration with warehouse management

Common Workflows

Product Setup Workflow

1. Define Variant Structure: Create variant templates for product categories
2. Set Up Variants: Define dimensions (Size, Color, etc.) and their values
3. Configure Items: Assign variant templates to items requiring variants
4. Generate Variants: Use automated tools to create all variant combinations
5. Review and Adjust: Verify variant codes, descriptions, and sorting

Sales Process Workflow

1. Create Sales Order: Standard Business Central sales order creation
2. Select Variant Items: Choose items configured with variants
3. Specify Variants: Select specific variant combinations required
4. Review Matrix View: Use matrix display to visualize variant selections
5. Process Order: Continue with standard sales order processing

Purchase Process Workflow

1. Create Purchase Order: Standard Business Central purchase order creation
2. Add Variant Items: Select items with variant specifications
3. Specify Requirements: Choose required variant combinations
4. Review Quantities: Verify quantities across all variants
5. Process Order: Continue with standard purchase order workflow

Inventory Management Workflow

1. Monitor Inventory: Use variant inventory matrix views
2. Track Movements: Monitor inventory changes across variants
3. Generate Reports: Run inventory reports by variant dimensions
4. Manage Stock Levels: Adjust inventory levels for specific variants
5. Physical Inventory: Conduct physical counts with variant-specific lists

User Interface Elements

Enhanced Item Cards

Item cards now include:

• Variant Template Assignment: Select appropriate template for the item
• Variant Counters: See number of variants in each dimension
• Brand Assignment: Assign retail brand classification
• Season Information: Set seasonal classifications
• Variant Preview: View existing variants directly from item card

Extended Document Lines

Sales and purchase lines now show:

• Variant Information: Clear display of selected variants
• Variant Descriptions: Descriptive text for each variant combination
• Matrix Integration: Access to matrix views for variant selection
• Availability Information: Inventory levels for specific variants

Specialized Pages

New pages specific to variant management:

• Variant Management: Centralized variant administration
• Variant Templates: Template creation and maintenance
• Variant Values: Management of dimension values and sorting
• Matrix Views: Grid-style displays for complex variant analysis

Best Practices

Variant Management

• Consistent Naming: Use consistent naming conventions for variants
• Logical Sorting: Set sorting numbers to achieve desired display order
• Regular Review: Periodically review and clean up unused variants
• Template Strategy: Design variant templates carefully for long-term use

Data Quality

• Validation: Regularly validate variant data integrity
• Descriptions: Maintain clear, descriptive variant names
• Translations: Keep multi-language translations up to date
• Documentation: Document variant structures and business rules

Performance Optimization

• Selective Use: Apply variants only where business value exists
• Regular Cleanup: Remove obsolete variants and unused combinations
• Efficient Queries: Use appropriate filters when working with large variant sets
• Monitoring: Monitor system performance with large numbers of variants

Getting Help

Within the Application

• Field Help: Hover over fields for tooltips and guidance
• Page Help: Use F1 key for context-sensitive help
• Search Function: Use Business Central’s search to find variant-related pages
• Action Guidance: Follow action menus for available operations

Additional Resources

• Training Materials: Available from BrightCom Solutions AB
• Documentation Portal: Online documentation
• Support Contacts: Technical support through BrightCom channels
• User Community: Connect with other users for tips and best practices

Next Steps

Depending on your role and needs:

• New Users: Start with Getting Started
• Regular Users: Focus on Daily Operations
• Power Users: Explore Advanced Features
• Administrators: Review Setup Guide and Integrations

The user guide is designed to be used as both a learning resource and an ongoing reference. Keep it accessible for quick lookups during your daily work with BRC Retail Extension.