The module Matrix product in Xentral allows you to quickly create a large number of variants for a product. These variants differ by certain properties such as color or size.
Tip
Video tutorial: Your head start on matrix products
Are you looking for a quick overview on the setup and usage of matrix products in Xentral? Then, our video tutorial is exactly right for you. Take a look right away!
The matrix is a combination of these properties in a table. If you sell a T-shirt in two sizes and three colors, you will have six possible variants. In the following example, T-shirts of size S are sold only in red, those of size M in all available colors.
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SIze |
Color |
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red |
blue |
green |
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S |
x |
||
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M |
x |
x |
x |
If your products often have similar properties, you should create a basic table. If your products differ a lot or you need only one matrix product, you can jump directly to the section Create matrix product.
Note
Properties in Xentral are called groups in this context. The characteristic of the property/group is called an option.
A basic table allows you to create reusable item properties (groups) for your matrix products. For example, you can use the group size not only for a T-shirt, but also for a pair of pants. You can create a basic table as follows:
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Use the Smart Search to open the Matrix product module.
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Click on + NEW.
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Enter the desired group (e.g. size) in the Name field. Make sure that Active is checked.
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Optional: You can also activate this group for a specific project only. If the field remains empty, there are no restrictions.
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Click on Save.
Now you have to define how this group can be characterized. In Xentral this is called an option. For example, a T-shirt with the group size can have the options S, M and L.
You can set the options as follows:
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In the Matrix product module, click on the arrow symbol next to the desired group (e.g. size).
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Click on + New entry.
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Enter the desired option (e.g. L) in the Name field. Make sure that Active is checked.
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Optional: You can specify a string that can be added to the article number of the variant under Attachment to item number. Furthermore, you can specify the order in which the options appear in the table via Sorting.
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Click on Save.
You have now created a basic table and can apply it to a product.
To create a matrix product, proceed as follows:
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Create a new product or open an existing product.
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Open the Details tab.
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Set a checkmark in the Matrix product checkbox in the Variants section.
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Click on Save.
A new tab named Matrix product is displayed.
This product is the parent item. The child variants created by the matrix product inherit their data and settings, such as item name and manufacturer from this item. Also the item number can be assigned automatically based on this parent item.
We recommend that you treat the parent item as a placeholder or a concept, such as a general T-shirt without further details. The specific products are then derived from this item. Many online shops expect this kind of data structure.
Tip
You can save yourself a lot of work if you edit the parent item in detail. By inheriting the data, you only need to make a few adjustments to the child items.
Warning
The parent item must not be marked as a stock item in the item master data. If it is marked as a stock item, issues will occur during stock updates of the linked variants.
You can generate numerous variants from the matrix product. There are two ways to do this: standard view and list view.
Their special features are summarized in the following table:
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Standard view |
List view |
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Fast and comfortable due to graphical user interface |
Better overview of many product variants |
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Reuse of groups by applying the basic table |
Basic table cannot be used, groups and options must always be created manually |
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Up to four groups can be used |
Any number of groups can be used |
Note
Shopify allows a maximum of 100 variants per product. Keep this limitation in mind, if you are using Shopify.
In standard view, proceed as follows to create the matrix:
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Click on the Matrix product tab in your matrix product.
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Click on New group.
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Select the desired group (e.g. size) in the basic table and the desired options. It is possible to use fewer options than available in the basic table.
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Alternative: Create a new group and add options to it manually. This group is only available in this article.
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Click on Save.
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You can add more groups (e.g. color) in the same way.
You will get a matrix where you can see all possible combinations of your options.
From this matrix you can now create the variants:
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Select the items you want to create. You can select single fields, whole rows and columns or all items.
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Create the selected variants by clicking on Generate missing products.
A new window is displayed. Here, you can assign the item number and the item designation.
In the standard view you can Open expert mode for the options. In this mode your options are displayed in list form. You can also define an attachment to the item number. You can add this appendix to the item number after creating the variants (see section Assign item numbers).
Tip
You can customize the matrix according to your needs. You can add new groups and options, edit existing ones and change the sorting. These changes apply only to this item.
As an alternative to standard view, you can also create the matrix variants in list view.
To create variants in list view, proceed as follows:
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Click on the Matrix product tab in your matrix product.
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Click on Switch to list view.
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Click on New group and choose a designation.
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Create more groups in this way until you have created all the groups you need.
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Click on New option.
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Select the corresponding group from the drop-down list and choose a designation for your option.
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Continue creating options in this way until you have created all the options you need.
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Select the items you want to create. To do this, select a check mark at the appropriate item variant on the left side of the table. You can also select all items at once.
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Create the selected variants by clicking on Generate missing products.
A new window will appear where you can assign the item number and the item designation.
Assigning a product number is only possible when creating the product. To do this, you have several options to choose from. These are:
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Use item numbers from number range of main category: The number range will be taken from the parent item and additional numbers will be created consecutively in this category (e.g. 1000028, 1000029, etc.).
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Add product number from options to the main number: The item number of the parent item is combined with the selected options (e.g. 1000027-L-RED). If there is an umlaut or special character in an option, it will not be displayed (grün will become GRN).
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Create product numbers from the main number and the appendix to product numbers: The item number of the parent item is combined with the appendix defined in the basic table. This can consist of any character string. No separators are used (e.g. 1000027EXAMPLE1).
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Product numbers of main products with suffix: The item number of the parent item is combined with a separator and a number. These are freely selectable. The number of digits can also be chosen by yourself (e.g. 1000027-001).
Xentral automatically marks the variants in the product master data as variants of the parent item. Assigning an additional item designation is only possible when creating the item. Two options are available for this purpose. These are:
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Append options to the product description of the sub-product: The properties and options are mentioned in the item designation of the variant (e.g. T-shirt size: L color: red).
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Create additional description as supplier description in the purchase price: The added attachment to the item designation (e.g. size: L color: red) will also be created as an item designation for the supplier, if the matrix product already has a purchase price.
Mass editing of variants is possible at any time in the parent item in the Matrix product tab. To do this, proceed as follows:
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Select the child items you want to edit in the matrix.
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Click on Open bulk processing.
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Select the parameters you want to edit, e.g. purchase and sales prices.
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Click on Next.
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Edit the desired parameters.
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Click on Next.
Tip
If you set a check mark above the column, it suffices to fill in the first row and then select Take over values with marking from line 1 for all products in the Bulk Batch Processing area. Click on Execute. This entry will then be applied to all following products.
You will receive the message Artikel wurden gespeichert! This means that you have successfully edited all selected articles.
Important
Some fields can be edited via mass editing, but not emptied or deleted. If a field is left empty in mass editing, Xentral will keep the previous entry. Some text fields can be replaced by a "-" if they are not needed for receipts or similar.
If there are more than two groups for an item, a simple table is no longer sufficient. You must be able to combine the additional group with all previous variants. This is possible by placing the new group in front of the existing table. The existing table must therefore be copied once for each option of the new group (see screenshot).
In this way, up to four groups can be added to the matrix product in the default view. To add more than four groups, you have to switch to the list view. Here you can add as many groups as you want, but you cannot switch back to standard view as long as you have more than four groups.
The handling and usage of the matrix with multiple groups is identical to the matrix with two groups.
Important
If you create a lot of variant items, the creation of the items may take some time. During this time, you must not close the tab.
The default import of matrix products with an import template can be found here: Import of matrix products.
Note
The maximum number of matrices that can be imported via the import center is two groups. Products with more than two groups must be created directly via the matrix product interface.