Multiple Product Code Generation Matrix For SAGE 50 Accounts
Where a product may have many variants e.g. sizes, colours etc then it can be very time consuming and repetitive to manually enter all of them. With Q-trix you need only enter one variant and then the system will generate all of the other variants based on it. For example if a pair of trousers is available in six waist sizes, three leg lengths and four colours then rather than having to create 72 stock records manually you would only create one variant and Q-trix would generate the rest for you!
Setting Up The Interface To Sage
When Q-trix is installed onto your system the first thing that you must do is to tell it where your Sage system file are. Press the ‘About’ button on the main menu and then press the ‘System Parameters’ button. The following screen will be displayed:-
Use the two ‘Browse’ buttons to locate the Q-trix database and the Sage data. Select the appropriate version of Sage from the list and finally enter the User ID and Password that Q-trix will use to log on to Sage. When you have finished press the ‘Update’ button to save the System Parameters and then press then ‘Close’ button to close the ‘About’ screen and return to the main menu.
Building A Stock Code Generation Matrix
Before you can generate product codes you need to build a Product Code Generation Matrix. This describes to the system the way that the stock code is structured and what the variants are. You can create as many different Matrices as you need; for example ladies’ skirts may be in dress sizes while gents’ trousers may be in waist sizes – in this case you would build two matrices – one for gents and one for ladies and so on.
This screen lists all existing Matrices. To change an existing Matrix simply click it in the list to select it for update/deletion. To create a new Matrix click the “New Matrix” button.
On this screen you give the new Matrix a name (reference) to distinguish it from any others. You then tell the system how many characters at the beginning of the product code are used to identify the stock line. For example you may have a stock code where the first four digits identify the product, the next two digits are the waist size, the next one is the length and the last two digits are the colour e.g. 101736R would be product 1017 in a size 36R colour 01 (you probably would have already created this code in Sage and will use it to generate the other variants).
You will see that the program has set the first 4 characters in the stock code to “0” to indicate that the first four characters are the base stock code. Now start to build up a picture of the variants by entering the number of characters in the first variant level – in this case two digits for the size. Once you enter the number of characters you enter a list of all of the variants at this level:
Now repeat the process to describe the other level variants:
Once you have described all of the variant levels simply click the “Add” key to create your Matrix.
Generating The Stock Code Variances Into Sage 50
Once you have created the base stock code in Sage and have created your Stock Code Generation Matrix you are ready to let Q-trix generate all of the other variances for you. Select the “Generate” option from the main menu.
Find and click the Matrix that you want to use in the list. The program will display the contents of the Matrix to you.
If any of variants are not valid for this product, e.g. these trousers are not available in 42” waist, click the size 42 line to say that it is not to be included.
Enter the base stock code to identify it to the system:
The system knows from the Matrix that the first four characters of the Product Code are to be used as the base code. The description from the base stock code is displayed – you should remove any variant descriptions to leave the base product description. Once you have completed this step you simply click the “Continue” button and Q-trix will generate all possible variants for you instantly!
The system then displays a list of all of the possible variants. If any of the variants are not required e.g. black is not available in size 32” Long, simply identify them by clicking them and they will not be generated.
You can specify which fields are to be generated from the base product onto each of the variant records. If you do not want, say, the selling price to be carried forward onto the generated variant records then simply un-tick “Selling Price” by clicking it and the variant records will be generated with a selling price of zero.
Once you have made any changes click the “Update” button to generate the variants onto Sage 50.
It’s as simple as that!