Using the Inventory Control Grid

As your inventory and product categories grow, you might need a little extra help managing and organizing them.

The Inventory Control Grid is an administration feature available on product pages for managing the price and stock status of child products. This article covers all aspects of the Inventory Control Grid, from simple setup to more advanced usage.

Contents

Creating the Grid

Before you create an inventory control grid, you should have a strong understanding of Product Options and Option Categories.

Creating Smart Match Option Categories and Options

When setting up products with options, you can specify how these options are presented to customers and whether you want to hide child products that are out of stock. You can do this before creating your inventory control grid as follows:

  1. Go to Inventory > Options in your Admin Area.
  2. In the Filter dropdown menu at the top of your Options table, select Option Categories. article/using the inventory control grid-camera show image-creating the grid-option categories
  3. Click Add.
  4. Fill out the required information based on the Option Category you’re adding (ex. Color or Size).
  5. Enter a numerical value in the Display Order field to order your option categories. Option Categories that have a numeric value in this field are displayed on the appropriate product detail pages in order (i.e. 1 at the top, 9999 at the bottom). This will be important for Smart Match options, because customers will be presented with First Select and Then Select options based on the order you choose categories. article/using the inventory control grid-camera show image-creating the grid-display order
  6. From the Display Type dropdown menu, select Dropdown Smartmatch. article/using the inventory control grid-camera show image-creating the grid-dropdown smartmatch
  7. Click Save.

If you ever need to disable First Select and Then Select, you can return to the option category and change the Display Type to Dropdown.

After you’ve created Option Categories, you need to create the Options. To add new options, go back Inventory > Options and click Add.

Check out our Smart Match article to learn more about this feature.

Enabling Options Inventory Control

Once you create options, you need to apply them to your products.

In order for the Smart Match system to hide child products when they are out of stock, the parent product must have Do Not Allow Backorders selected in Advanced Settings > Stock, and Hide When Out Of Stock not selected in Advanced > Product Display.

  1. Go to Inventory > Products and select the product to which you want to add options.
  2. Under Basic Info next to Options, click Select Options. Show
  3. Select the options you want to add and click Save. article/using the inventory control grid-camera show image-creating the grid-click save
  4. Ensure the box for Enable Options Inventory Control is checked, and click Save – this checkbox is only displayed if options are selected in the previous step. article/using the inventory control grid-camera show image-creating the grid-enable options inventory control checked

Now, when you scroll down the product page to the Inventory Control Grid for "ProductCode" section and expand it, you will see the new child products created by these options. article/using the inventory control grid-camera show image-creating the grid-child products inventory control grid

The number of child products will depend on the number of options that are applied, and the number of option categories that were used in the options. As a simple example, let's say you create a t-shirt product with two option categories: size and color. In the size option category, you create options of small, medium, and large; and in the color option category, you create options of green, blue, and red. Turning on the Inventory Control Grid will create the following child products from your parent t-shirt product:

  • small green t-shirt
  • small blue t-shirt
  • small red t-shirt
  • medium green t-shirt
  • medium blue t-shirt
  • medium red t-shirt
  • large green t-shirt
  • large blue t-shirt
  • large red t-shirt

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Meet the Inventory Control Grid

Once you create child products using the Enable Options Inventory Control checkbox, they appear in the Inventory Control Grid section beneath the Advanced Info pane of the product page. article/using the inventory control grid-camera show image-meet the inventory control grid-advanced info inventory control grid

You can organize the grid by clicking View All Options (which shows a table of the options that have been applied to the product) and View All Child Products (a table of all child products belonging to the parent product). article/using the inventory control grid-camera show image-meet the inventory control grid-helpful links

The table in this section lists the child products and the settings which can be modified from this page. This table can be used as a shortcut to quickly update settings such as stock values for child products. You can also delete any combinations that are not available. The settings for each child product displayed in this table are as follows:

Inventory Control

Option ID

Clicking an option ID will take you to the product options settings page.

Option Category

The ID and name of the product options category an option ID is contained in. Clicking on an option category ID will redirect to the option category's settings page.

Option Description

The name of a product option applied to a child product.

Option OrderBy

The order in which options will be displayed within the product page. Note that options with the same Order By value will be listed in alphabetic order.

Option PriceDiff

The price difference for each option to be applied to the price of any associated child product.

Product Price

The price of each child product. You can modify the base price of any child product here.

Stock Status

The fields in this column enable you to manually increment or decrement the stock value of each individual child product. Enter a positive value to increase stock status or a negative value to decrement it. The current stock value of each product will also be listed in this column.

Inventory Grid ProductCode

The fields in this column contain the product code of each child product. These can be modified as needed. By default, if your store is configured to auto-create all child products, the product codes of each child product will be a variant of the parent product's product code (e.g. ABC123-0001, ABC123-0002, etc.).

When you’re finished making changes in the grid, click Save Changes at the bottom of the grid.

Using Your Own Unique Product Codes for Child Products

If you don’t want to use the automatically generated child product code extensions (-0001, -0002, etc.), you can assign your own as follows:

  1. If you have already created child products in the Inventory Control Grid that are using the -0001, -0002, etc. product code extensions, go to your main Products table and delete those child products, leaving only the parent product.
  2. Go to Inventory > Products > Settings > All Products Settings. article/using the inventory control grid-camera show image-meet the inventory control grid-invenotry products all product settings
  3. Deselect Enable Smart Match and click Save. article/using the inventory control grid-camera show image-meet the inventory control grid-deselect smartmatch
  4. Go back into the parent product page where the options are already applied. Add a space to the product description and delete it (to prompt the Save button to appear) and click Save. Note that Enable Options Inventory Control should still be checked. article/using the inventory control grid-camera show image-meet the inventory control grid-prompt save button
  5. Now, scroll to Inventory Control Grid for “ProductCode" and expand it if necessary. You will see the grid that was created using your options, but all of the Inventory Grid ProductCodes will have the same product code as the main parent product. article/using the inventory control grid-camera show image-meet the inventory control grid-inventory grid product code
  6. Add on your own unique extensions to the product codes as desired (ex.: -S, -M, and -L for Small, Medium, and Large options). article/using the inventory control grid-camera show image-meet the inventory control grid-unique extensions
  7. Click Save Changes.
  8. A message will appear at the top of the grid window stating The Following Products Did Not Exist, Therefore Were Automatically Created For You. Below the message is a list of the new child products (with your custom product codes) that will now be in the grid. article/using the inventory control grid-camera show image-meet the inventory control grid-new product code message

If you use these instructions to create your own child product codes, you should be sure to turn back on Enable Smart Match if you would like for options to be hidden from customers on the storefront product page when those options are out of stock.

Changing Product Codes for Child Products That Already Exist

If you‘ve already created your child products and have a full Inventory Control Grid, but would like to change those child product codes, there are a couple of ways to do it.

First, make sure the parent product page is only open in one browser tab or window of your browser when you are changing the codes. Only navigate back to the parent product and the Inventory Control Grid after you’re finished changing the codes for each child product, and be sure to click into the parent product from the Products table. Keeping the parent product tab/window open and reloading it after you change child product codes will cause your child products to be duplicated.

Note that if you make the changes to all of the child product codes at the same time in the Inventory Control Grid of the parent product, the system will duplicate all of the child products in your product database and you will have to go to Inventory > Products and delete all of the old child products with the -0001, -0002, etc. product code extensions. There is nothing wrong with changing the product codes in this way, as long as you are sure to take the extra step to delete the duplicate child products.

You can also make product code changes individually, as follows:

  1. Go to Inventory > Products and click Search. In the Code field, type the parent product code and click Search. article/using the inventory control grid-camera show image-meet the inventory control grid-search parent product code
  2. The results should list the parent product and all of the child products that were created when you saved your options with Enable Options Inventory Control enabled.
  3. Click into the first child product with the -0001 extension. article/using the inventory control grid-camera show image-meet the inventory control grid-click child product code
  4. Make your changes to the Code field and click Save. marticle/using the inventory control grid-camera show image-meet the inventory control grid-update child product code
  5. Repeat this process for each child product individually.

You can also click the Edit (pencil) icon next to each child product in the Inventory Control Grid and edit the Code as you would above. article/using the inventory control grid-camera show image-meet the inventory control grid-edit pencil icon

If you see a bold red message in the Inventory Control Grid area stating The Following Products Did Not Exist, Therefore Were Automatically Created For You, then you have created duplicate child products. In this case, go to your Products table and find the unwanted duplicate child products and delete them to keep your product database streamlined and aligned with the information in the parent product Inventory Control Grid area.

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Images for Products in the Inventory Control Grid

You are able to use swatches to give each of your options a corresponding unique image. This is great for helping customers see the different variations of your products (e.g. customers can see a product in different colors, sizes, finishes, etc.).

  1. Before you begin, make sure you have created the product images and corresponding small swatch images, and you know where you have saved them. The product images should all be the same size to avoid distortion.
  2. Go to the product (with an Inventory Control Grid) where you would like to upload the swatch images. Scroll to the bottom of the product page to the section marked Option Color Swatches. article/using the inventory control grid-camera show image-images for products in the inventory control grid-option color swatches
  3. For each option, click Add to open the Browse boxes for that option's Swatch Image and Medium & Large Images. article/using the inventory control grid-camera show image-images for products in the inventory control grid-swatch large and medium
  4. Browse for the Swatch Image and Medium & Large Images per option and click Upload Photos. article/using the inventory control grid-camera show image-images for products in the inventory control grid-upload swatch

If you view the product on your storefront, you will now see the options dropdown accompanied by swatch images. When you click a swatch image, the product picture will change and populate with the medium image, where you can zoom to view the large image. article/using the inventory control grid-camera show image-images for products in the inventory control grid-view swatch

Note that when a customer uses the swatch image to select an option for a product and adds it to their cart, the thumbnail image in the customer's shopping cart will be the main product image thumbnail, not the swatch image. Despite not showing the swatch image, the shopping cart will show the correct description and add the correct product to the customer's cart.

Swatch Images and FTP

If you need to reference any of your swatch images externally, the images can be found and referenced with the following file path: http://www.yourvolusionstore.com/v/vspfiles/photos/options. If you go into the /vspfiles/photos/options folder in your FTP, you will find all of your Swatch and Medium images with the naming conventions in the table below.

Photo Name Extension

Photo Name

Where this photo is used on a product page

Full File Name

-S

Swatch

This photo will appear directly above the list or drop-down of product options under the corresponding option category on the product detail page.

[productcode]-[optionid]-S.[fileextension]

-T

Medium

This photo will appear where the main product photo appears on the product detail page when the corresponding product option is selected or the corresponding swatch image is clicked.

[productcode]-[optionid]-T.[fileextension]

[productcode] is the product code of the product where you uploaded the images.
[optionid] is the numeric identifier of the product option for the image.
[fileextension] is the file type, which should be either jpg for JPEG files or gif for GIF files.

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Creating All Child Products Using Imports

You may want to create a large number of child products for multiple products at once, and avoid creating the Inventory Control Grid one product at a time. The Import/Export function let you create child products for a large number of parent products (product option categories and options must already be created).

Keep in mind that you can also use the Import/Export function to import the option categories and options. The steps below assume the necessary options have already been created.

Retrieving OptionIDs

  1. Go to Inventory > Import/Export and click Standard Export. article/using the inventory control grid-camera show image-creating all child products using imports-standard export
  2. In the Export From dropdown menu, select Options. article/using the inventory control grid-camera show image-creating all child products using imports-select options
  3. You should export all the columns you need in order to identify which Option IDs correspond with which options (at minimum, you will likely need the fields for ID and OptionsDesc).
  4. In the File Format dropdown menu, select CSV - Comma Delimited Text File and click Export. article/using the inventory control grid-camera show image-creating all child products using imports-click export
  5. Click to download the file to your computer and open in Excel or similar spreadsheet program.

Keep the file open on your computer. You’ll need to have it on hand to retrieve the OptionIDs for the next steps.

Now, export your Products table to get the column headers and product information for the products you are adding options to. This will create child products and the Inventory Control Grid.

Importing Product Options Information

  1. Go to Inventory > Import/Export and click Standard Export.
  2. In the Export From dropdown menu, select Products. article/using the inventory control grid-camera show image-creating all child products using imports-select products
  3. If you are adding options to products that already exist in your database, you can export only the columns for ProductCode, OptionIDs and EnableOptions_InventoryControl.
    Note: If you are adding new products to your database, you should export all the relevant columns, such as the columns for ProductName (required), ProductPrice (required), and ProductDescription. If you import new products to your database without the 3 required columns, you will see a warning message about those products in the Settings > Maintenance page of your Admin Area.
  4. In the File Format dropdown menu, select CSV - Comma Delimited Text File and click Export. article/using the inventory control grid-camera show image-creating all child products using imports-select csv click export
  5. Click to download the file to your computer and open it in Excel.
  6. Use the Options Excel file that you exported above to retrieve the relevant OptionIDs that you would like to apply to each product.
  7. In the OptionIDs column of the Products file, fill in the OptionID numbers for each product. The numbers for OptionIDs should be listed separated by a comma (no spaces). There should be no leading or trailing commas.
  8. For each product that you add OptionIDs to, put a capital letter "Y" in the column for EnableOptions_InventoryControl.* article/using the inventory control grid-camera show image-creating all child products using imports-capital y
  9. Fill in any other fields you would like to import. Be sure that ProductCode is the first column in the file, there are no blank/fully unpopulated columns in the file, and the last column is a fully populated column. Save the file as a CSV document.
  10. Go to Inventory > Import/Export and click Standard Import.
  11. In the Import To dropdown, select Products.
  12. Browse for the file you just saved, select Yes, Replace Any Existing Data With My New Updated Data, and click Import. article/using the inventory control grid-camera show image-creating all child products using imports-click import

*Do not put a "Y" in the EnableOptions_InventoryControl column for any products that do not have Options. This may cause an error in the Maintenance tool, which creates all Inventory Control Grids.

Now, you have imported all of the relevant information required to create all the child products and Inventory Control Grids. Simply importing the options will not create the grids by default. There is one more step to create all of your child products.

Creating Inventory Control Grids

  1. Go to Settings > Maintenance.  article/using the inventory control grid-camera show image-creating all child products using imports-settings maintenance
  2. Click Reassign Inventory Control Grid to open the maintenance choices for editing Grids.  article/using the inventory control grid-camera show image-creating all child products using imports-reassign inventory control grid
  3. Check the box for Create All Inventory Control Grids.
  4. Click Perform Maintenance Nowarticle/using the inventory control grid-camera show image-creating all child products using imports-perform maintenance now

As you will see in bold red WARNING text, this tool is extremely resource intensive and could take a long time to run. Your storefront will likely be very slow while this is running, and it is not recommended that you continue making edits to your Admin Area until it is finished.

Why can't you use the Parent Product Code field to import child products?

You may notice a Parent Product Code field available in the Products table. This field will automatically populate with the parent product code when the child product is created using the Enable Options Inventory Control checkbox. It cannot be used to retroactively apply a child product to a parent product, because the system will not know which Options combinations should match with which child products.

Reassigning Inventory Control Grid OrderBy

By default, options will appear in the dropdown on the product detail page in alphabetical order. This works well for options like Color, but for size options, you probably don't want Small to appear afterMedium.

When creating individual options, you are able to set an order by filling in the Arrange Options By field for each option. When you enter a numerical value into the Arrange Options By field, the product options will be displayed in the option category dropdown on the product detail page in ascending order based on the value entered.

If you did not configure the Arrange Options By for each option before applying the options to products and creating your Inventory Control Grids, you can update this field and alter the display of your storefront product details page easily.

  1. Go to Inventory > Options.
  2. Click the first option for which you want to change the order.
  3. Under Advanced Info, fill in the order number in the Display Order field and click Savearticle/using the inventory control grid-camera show image-creating all child products using imports-advanced info display order
  4. Repeat these steps for each option until you have specified the full sequential order for the options.

You are also able to make these changes from the Options table view. If you do not see the Arrange Options By (Display Order) column on your default Options table view, use the Customize button to open the pop-up, select the Arrange Options By checkbox, and click Apply Changes. article/using the inventory control grid-camera show image-creating all child products using imports-arrange options by Then, you can click the Edit icon at the top of the Arrange Options By column to open it for editing. Enter the order numbers from the table view and click Save. article/using the inventory control grid-camera show image-creating all child products using imports-edit arrange options by

After you've made the Arrange Options By changes, go to Settings > Maintenance and click Reassign Inventory Control Grid. Select Re-Assign Orderby For All Inventory Control Grids box and click Perform Maintenance Now. article/using the inventory control grid-camera show image-creating all child products using imports-reassign orderby for all inventory control grids

This will reassign the order for all products with Arrange Options By updates. You can also use this tool to update the order of option categories on a product detail page (for products with more than one option category). To update the order of the Inventory Control Grid for a single product, go to the product's Inventory Control Grid section of the product page and click Save Changes.

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Adding and Deleting Child Products from the Grid

It is best practice to delete child products before adding a new option (from a new option category) to a product. The new option will recreate the Inventory Control Grid without any issues, but the products that were in the grid will not be deleted; they will simply be orphaned child products. These orphan child products will take up space in your product database and cut into your hosting plan's product limit.

You will also want to delete all child products if you are making a change to the parent product's settings that also needs to change on the child products – for instance, adding a manufacturer. If you do not recreate the child products using the settings from the parent product (by deleting and re-adding the child products), then you will need to manually make the same update for each child product.

Lastly, if you have Enable Smart Match selected in Inventory > Products > Settings, Volusion will be generating unique product codes for all child products (-0001, -0002, etc.). When you add an option to a parent product and allow the system to regenerate the Inventory Control Grid without deleting the previous entries, the numbers of the automatically generated product codes will not start at -0001 and may cause confusion.

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Tips and Special Settings

Importing Options to Product Database

Note that you are able to import an OptionIDs field to the Products table, but you are not able to import the Apply to Product Codes field on the Options table. This means you must update the Products table to import any mass of options and use the Create All Inventory Control Grids maintenance function.

When importing the OptionIDs field in a CSV file, be careful that Excel (or other CSV editing program) does not format your list of Option ID numbers as a very large number. This will be of most concern to merchants whose Option IDs are exclusively 3-digit numbers. If this happens, you should change the data type for the column in Excel to Text. That way, Excel will not attempt to change the formatting of your listed OptionIDs and you will avoid getting error messages when you try to import the file into your Volusion products database.

Update Price Button

The Update Price button will appear on the storefront product page when PriceDiff is configured for an option that is applied to the product. At this time, there is no default way to force a product price to automatically update when a customer selects an option with a PriceDiff configured. The Update Price button instead allows customers to manually click to see the new price of a product after they select their desired options.

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Summary

The Inventory Control Grid is a convenient tool for updating the most basic and common settings for child products. Creating and using the Inventory Control Grid on your product pages can make inventory management faster and smoother, especially if you sell products with multiple options.