Daily Operations Overview

This section covers the most common tasks you’ll perform with BRC Retail Extension in your daily Business Central operations. Each procedure includes step-by-step instructions and tips for efficient execution.

Item and Variant Management

Creating New Item Variants

Automatic Variant Creation (Recommended)

1. Prepare the Item

   • Open the item card for a variant-enabled item
   • Ensure BRC Retail Variant Templ Code is assigned
   • Verify the variant template is properly configured

2. Trigger Automatic Creation

   • Navigate to the item’s variant list (Actions → Variants)
   • Use Create Variants action (if available)
   • System generates all possible combinations based on template

3. Review Generated Variants

   • Check variant codes follow expected pattern (e.g., “M-BLK”, “L-RED”)
   • Verify descriptions are properly generated
   • Confirm sorting order is logical

Manual Variant Creation

1. Open Item Variant List

   • From item card, choose Actions → Variants
   • Click New to create individual variants

2. Enter Variant Information

   • Code: Enter variant code (system may auto-suggest)
   • Description: Enter descriptive text
   • System automatically populates BRC Retail fields based on template

3. Validate Variant Data

   • Ensure BRC Retail Variant 1 Code and BRC Retail Variant 2 Code are correct
   • Check BRC Retail Variant Val. 1 Code and BRC Retail Variant Val. 2 Code
   • Verify sorting is appropriate

Modifying Existing Variants

Updating Variant Information

1. Locate the Variant

   • Open item card and navigate to variants
   • Find the variant to modify
   • Open the variant card

2. Make Changes

   • Update description, if needed
   • Modify any custom fields
   • System automatically updates BRC Retail Sorting if configured

3. Validate Changes

   • Check that changes don’t conflict with existing sales/purchase documents
   • Verify variant relationships remain intact

Updating Variant Values

1. Access Variant Values

   • Search for “BRC Retail Variant Values”
   • Locate the value to modify

2. Modify Properties

   • Update Name or Description
   • Adjust Sorting if display order needs to change
   • Changes affect all items using this variant value

3. Review Impact

   • Check items using the modified variant value
   • Verify displays and reports show updated information

Sales Order Processing

Creating Sales Orders with Variants

Standard Variant Selection

1. Create Sales Order

   • Create new sales order in standard Business Central manner
   • Enter customer information and header details

2. Add Variant Items

   • In sales lines, select Type = Item
   • Choose an item configured with variants
   • No. field shows the base item

3. Select Specific Variant

   • Variant Code field becomes available
   • Click lookup to see available variants
   • Select the specific variant needed (e.g., “M-BLK” for Medium Black)

4. Complete Line Details

   • Enter quantity for this specific variant
   • Pricing and discounts work normally
   • System shows variant-specific description

5. Add Additional Variants

   • Create new lines for other variants of the same item
   • Each variant gets its own line with specific quantity

Using Matrix View for Multiple Variants

1. Access Matrix View

   • From sales order, select a variant item line
   • Use Actions → Functions → Matrix View (if available)
   • System displays grid showing all variant combinations

2. Select Multiple Variants

   • Grid shows Variant 1 values across columns
   • Variant 2 values down rows
   • Enter quantities directly in the grid

3. Confirm Selections

   • System creates individual sales lines for each variant with quantity
   • Review the generated lines in the sales order
   • Adjust quantities or add additional lines as needed

Processing Sales Orders with Seasonal Information

1. Automatic Season Calculation

   • If configured, system automatically calculates delivery season
   • Based on shipment date or other configured date field
   • BRC Retail Delivery Season field populated automatically

2. Manual Season Assignment

   • If not automatic, use lookup in BRC Retail Delivery Season
   • Select appropriate season based on delivery requirements
   • Season information flows to related documents

Sales Invoice Processing

1. Post Sales Order

   • Standard Business Central posting process
   • Variant information transfers to posted documents
   • Posted sales invoice retains all variant details

2. Matrix Invoice Reporting

   • Use BRC Retail Matrix Sales Inv. report
   • Provides matrix view of posted invoice with variants
   • Shows quantities across variant dimensions in grid format

Purchase Order Processing

Creating Purchase Orders with Variants

Standard Variant Purchasing

1. Create Purchase Order

   • Standard Business Central purchase order creation
   • Enter vendor and header information

2. Add Variant Items

   • Select variant-enabled items on purchase lines
   • Use Variant Code field to specify exact variants needed
   • System may prompt for variant selection based on setup

3. Quantity Planning by Variant

   • Enter specific quantities for each variant
   • Consider inventory levels for each variant combination
   • Use inventory matrix views to check current stock

Using Variant Prompts

1. Prompt Configuration

   • Purch. Line Variant Prompt in BRC Retail Setup controls behavior
   • Options: Never, Always, When Multiple Variants Exist

2. Responding to Prompts

   • When prompted, select required variants from lookup
   • System may suggest commonly ordered variants
   • Complete variant selection before continuing

Purchase Receipt and Invoicing

1. Receiving by Variant

   • Post purchase receipts normally
   • System tracks receipt quantities by specific variant
   • Inventory updates reflect variant-specific quantities

2. Matrix Purchase Reporting

   • Use BRC Retail Matrix Purch. Order report
   • View purchase quantities across variant dimensions
   • Helpful for vendor communications and planning

Inventory Management

Monitoring Inventory Levels

Variant Inventory Matrix

1. Access Matrix View

   • Search for “BRC Retail Var by Location”
   • BRC Retail Var. by Location Matrix page opens

2. Configure Display

   • Filter by Item No. for specific items
   • Filter by Location Code for specific locations
   • Date filters control inventory snapshot date

3. Interpret the Matrix

   • Columns show Variant 1 values (e.g., Sizes)
   • Rows show Variant 2 values (e.g., Colors)
   • Cell values show inventory quantities
   • Blank cells indicate zero inventory

Item-Specific Inventory Review

1. From Item Card

   • Open item card for variant item
   • Choose Actions → Inventory → Entries
   • Filter by variant code to see specific variant movements

2. Using Enhanced Fields

   • BRC Variant Inventory field shows total variant inventory
   • Excludes items without variant codes
   • Useful for comparing variant vs. non-variant inventory

Physical Inventory Procedures

Generating Physical Inventory Lists

1. Run Specialized Report

   • Use BRC Retail Phys. Inv. List report
   • Includes variant information on counting sheets
   • Helps warehouse staff identify specific variants

2. Barcode Integration (if enabled)

   • Use BRC Retail Wh. Act. Barc 55x25 report
   • Generates barcode labels for warehouse activities
   • Supports scanning during physical counts

Recording Physical Inventory

1. Standard BC Process

   • Use Business Central’s physical inventory journals
   • Enter counts for specific variants using variant codes
   • System updates inventory for each variant separately

2. Variance Analysis

   • Analyze variances by variant to identify patterns
   • Use matrix reports to compare counted vs. system quantities
   • Investigate significant variances at variant level

Inventory Transfers

1. Transfer by Variant

   • Create inventory transfer orders normally
   • Specify exact variants being transferred
   • BRC Retail Variant 1 Code and BRC Retail Variant 2 Code transfer with items

2. Transfer Documentation

   • Transfer documents show full variant details
   • Receiving location gets complete variant information
   • Inventory tracking maintains variant integrity

Reporting and Analysis

Daily Inventory Reports

Inventory Valuation by Variant

1. Run Inventory Valuation Report

   • Use BRC Retail Inventory Valuation report
   • Shows value breakdown by variant dimensions
   • Useful for financial reporting and analysis

2. Configure Parameters

   • Set appropriate date ranges
   • Filter by item categories or specific items
   • Choose cost calculation method

Matrix Sales Analysis

1. Posted Sales Analysis

   • Use BRC Retail Matrix Sales reports
   • Analyze sales patterns across variant dimensions
   • Identify best and worst performing variant combinations

2. Period Comparisons

   • Run reports for different periods
   • Compare variant performance over time
   • Support purchasing and inventory planning decisions

Export and Integration

Price Export Functionality

1. Export Price Data

   • Use BRC Retail Export Price report
   • Generates variant-specific pricing information
   • Useful for e-commerce or catalog integration

2. Configure Export Format

   • Select appropriate fields for export
   • Include variant descriptions and codes
   • Format for destination system requirements

Barcode Operations

Generating Barcode Labels

Item Variant Barcodes

1. Single Item Labels

   • Use BRC Retail ItmVar Multi 55x25 report
   • Generates labels with variant-specific barcodes
   • Include variant descriptions on labels

2. Warehouse Activity Labels

   • Use BRC Retail Wh. Act. Barc 55x25 report
   • Supports warehouse picking and putaway activities
   • Integrates with warehouse management processes

EAN Code Management

1. Automatic EAN Generation

   • If configured, system generates EAN codes for variants
   • Uses number series from BRC Retail Setup
   • Applies check digit calculation if enabled

2. Manual EAN Assignment

   • Manually assign EAN codes to specific variants
   • Use Item References for additional barcode types
   • Maintain multiple barcodes per variant if needed

Multi-Language Operations

Managing Translations

1. Variant Translations

   • Access “BRC Retail Variant Translations”
   • Add translations for variant names in different languages
   • System displays appropriate language based on user settings

2. Variant Value Translations

   • Access “BRC Retail Var. Val. Transl.”
   • Translate variant values (Size names, Color names, etc.)
   • Maintains consistency across language versions

Troubleshooting Daily Operations

Common Issues and Solutions

Variant Not Appearing in Lookups

• Check: Item has variant template assigned
• Verify: Variant values exist for the template dimensions
• Confirm: User has proper permissions to variant objects

Incorrect Variant Descriptions

• Review: Variant template description building rules
• Check: Variant value names and translations
• Update: Regenerate variants if template changed

Matrix Views Not Loading

• Verify: Item has both Variant 1 and Variant 2 configured
• Check: Variant values exist for both dimensions
• Confirm: Matrix-related permissions are assigned

Inventory Discrepancies by Variant

• Review: Item ledger entries by variant code
• Check: Transfer and adjustment entries
• Verify: Physical inventory procedures include variant codes

Performance Tips

Efficient Variant Operations

1. Use Filters Effectively

   • Filter by item number when viewing variant lists
   • Use date filters for large transaction volumes
   • Apply location filters for multi-location operations

2. Batch Operations

   • Process similar variant operations together
   • Use matrix views for multiple variant selections
   • Group variant-related reporting activities

3. Regular Maintenance

   • Clean up unused variants periodically
   • Archive historical data appropriately
   • Monitor system performance with large variant catalogs

This completes the daily operations guide. These procedures form the core of your daily work with BRC Retail Extension. For more advanced features and specialized operations, refer to the Advanced Features guide.