Item variants let you manage multiple versions of the same product, such as different sizes or colors, under a single item card. Instead of creating a separate item for each variation, you define variant codes on one item and use them throughout purchasing, sales, and inventory. This keeps your item list manageable and makes reporting across variants straightforward.
When to Use Variants vs Separate Item Cards
Use variants when the variations share the same base item and most item card settings (unit of measure, base unit price, item category, costing method). A classic example is a t-shirt sold in S, M, L, and XL, same product, different sizes.
Create separate item cards when the variations have meaningfully different settings: different costing, separate vendor relationships, distinct pricing structures, or very different descriptions. If the differences go beyond a code and a description, a separate item card is usually clearer to manage.
Adding Variants to an Item Card
- Search for Items using
Alt + Qand open the item you want to add variants to. - On the Item Card, go to the Variants tab (or select Item > Variants from the action bar, depending on your role center layout).
- Select New to add a variant line.
- Enter a Code for the variant, for example,
S,M,L,XL. - Enter a Description, for example,
Small,Medium,Large,Extra Large. - Repeat for each variant.
- Close the variants list. The variants are now active on the item.
Example: T-Shirt Variants
| Code | Description |
|---|---|
| S | Small |
| M | Medium |
| L | Large |
| XL | Extra Large |
Using Variants on Sales and Purchase Lines
Once variants exist on an item, Business Central requires you to specify a variant whenever you use that item on a transaction line.
On a Sales Order:
- Add the item to a sales line in the No. field.
- The Variant Code column appears (if not visible, use Choose Columns to add it).
- Select the correct variant from the dropdown. The dropdown only shows variants defined for that item.
- Enter the quantity and complete the line as normal.
The same applies to Purchase Orders, Transfer Orders, Item Journals, and any other document that uses item lines.
Filtering Inventory by Variant
You can check stock levels per variant from the item card or inventory pages.
From the Item Card:
- Open the item.
- Select Navigate > Entries > Ledger Entries or use the Inventory fact box.
- Filter the Variant Code column to see quantities for a specific variant.
From Item Availability by Variant:
- Open the Item Card.
- Select Navigate > Item Availability by > Variant.
- Business Central shows quantity on hand, quantity on order, and projected available balance broken down by each variant.
Variant Codes on Reports and Transfers
Variant codes carry through to most standard reports, including inventory valuation and item turnover reports. When filtering or grouping reports, you can use the Variant Code field to isolate specific variations.
On transfer orders, the Variant Code column is available on transfer lines, so you can move a specific variant from one location to another without affecting other variants of the same item.
Changing or Deleting Variants
You can change a variant description at any time without affecting posted entries. Changing the code itself is not recommended once the variant has been used on transactions, as it may break references in open documents.
To delete a variant, it must have no open document lines and no remaining inventory. Business Central will prevent deletion if either condition is not met.
If you need to track location-specific settings per variant, such as a different reorder policy or vendor, see How to Set Up Stockkeeping Units (SKUs) in Business Central.