POS Technical Documents

Microsoft RMS Using Matrix Items

Inventory Management Series

Using matrix items

More articles in the Inventory Management Series

A matrix item is actually a group of items with similar characteristics. For example, your store might carry a t-shirt that comes in four sizes and a variety of colors. In Microsoft Dynamics Retail Management System (RMS), you can manage all of these t-shirts in one place. This makes ordering and inventory tracking easier, while still providing cashiers with the ability to ring up or look up a specific size and color of t-shirt.

In the 2.0 release of Microsoft Dynamics RMS, the matrix item functionality has been completely updated. This update includes frequently requested enhancements, such as a quick quantity lookup and a way to filter the list of items by certain item characteristics.

One of the most exciting additions is our new dimension sets, which enable you to store and reuse the item characteristics that you use most often. Set up a Size dimension set and use it to quickly create new apparel matrix items, or save a Grade dimension set for lumber products.

In this article, we’ll explain how to create and manage matrix items, and we’ll provide tips for ordering and selling matrix items more efficiently.

On This Page
Useful terminologyUseful terminology
Creating dimension setsCreating dimension sets
Creating matrix itemsCreating matrix items
Adding and removing component items in an existing matrix itemAdding and removing component items in an existing matrix item
Managing component quantitiesManaging component quantities
Ordering matrix itemsOrdering matrix items
Selling matrix itemsSelling matrix items
What’s NextWhat’s Next

Useful terminology

Here are some terms and definitions that you will need to understand as you read about matrix items in Microsoft Dynamics RMS.

•

matrix item – The “master” item that describes and is used to view and manage the group of related items. For clothing, the matrix item might be considered the style.

•

component items – The items included in the matrix, such as small, medium, and large t-shirts in four colors, or three-ounce, 12-ounce, and one-pound bags of a particular candy.

•

attribute – An item characteristic, such as Large, Purple, Merlot, Oval, or Widescreen.

•

dimension – The name of a group of attributes, such as Size, Color, Flavor, Shape, or Format.

•

dimension set – A saved dimension and its attributes.

Top of pageTop of page

Creating dimension sets

You can create dimension sets in advance or when you create the first matrix item that will use the dimension sets. The following procedure describes both approaches.

To create a dimension set

1.

On the Database menu in Store Operations Manager, click Items.

2.

Click New, select Matrix Item, and then click OK.

3.

In the Matrix lookup code box, type a unique lookup code for the matrix item. If you are preparing a dimension set in advance, this code is temporary and will not be saved, but it still needs to be unique.

4.

Click the Component Items tab.

5.

Click the magnifying glass next to the Dimension 1 box.

6.

Click New.

7.

Type the name of the dimension in both the Dimension set and Dimension boxes.

8.

In the table, type a description and code for each attribute included in the dimension set, using the arrow keys to move from box to box.

A typical Size dimension set is shown in the image below.

A typical Size dimension set for a matrix item

9.

When you are done adding attributes, click OK to save the dimension set.

10.

Repeat Steps 6 through 9 for any other dimension sets that you want to create.

11.

In the Dimension Set list, take one of these actions:

•

If you are creating an actual matrix item and want to load one of your new dimension sets into the item, select the dimension set, and then click OK.

•

If you are not creating an actual matrix item, click Cancel. The dimension sets you created will not be lost.

12.

In the Item Matrix Properties window, take one of the following actions:

•

If you are creating an actual matrix item, enter complete information for the matrix item. For more information, see the next section in this article.

•

If you are not creating an actual matrix item, click Cancel.

Top of pageTop of page

Creating matrix items

When you create a matrix item, you enter information about the matrix item and about its component items.

•

For the matrix item, you enter basic item information, such as the description, department and category, price, cost, and tax settings. These settings will initially be applied to all of the component items, too, but you have the option to make changes later.

•

For the component items, you specify the dimensions and attributes that are included in the matrix, decide on the format of the component item lookup codes and descriptions, and create the component items themselves. You can also modify any setting that should vary for a specific component item, such as setting a higher price on an extra-large item of clothing.

To create a new matrix item

1.

On the Database menu in Store Operations Manager, click Items.

2.

Click New.

3.

Select Matrix Item, and then click OK.

4.

In the Matrix lookup code box, type a unique lookup code for the matrix item. This matrix lookup code will be included in the item lookup codes for the component items in the matrix.

5.

In the Description box, type a brief description of the matrix item.

6.

Enter additional information on the General tab, as appropriate. For more information about the settings on this tab, click Help.

Note
These settings will initially apply to the component items, too.

7.

Click the Component Items tab.

8.

For each desired dimension (with a maximum of three dimensions), take one of the following actions:

•

To load an existing dimension set, click the magnifying glass, select the dimension set, and then click OK.

•

To create a new dimension set, type the name of the dimension, and then enter the desired attributes and codes. If you want to be able to use this dimension set for future items, too, click the save (diskette) button when you are done adding attributes.

9.

When you are satisfied with the dimensions and attributes, click Create Components.

10.

In the Create Components dialog box, specify the formats for the item lookup codes and descriptions for the component items. Use the Preview lines to see the effect of your selections.

11.

Click OK to create the component items.

12.

Review the Component items list, making any desired changes to the information in the white (unshaded) columns. These features of the list are especially useful:

•

To set the in-stock quantity of each component item, add the Qty on Hand column to the list by using the Choose Columns feature, and then type the correct quantities into that column.

•

To set the reorder point and restock level for each component item, add the Reorder point and Restock level columns to the list, and then type the correct quantities into those columns. Doing this will speed up purchase ordering for these items.

Tip
Right-click to copy and paste quantity values.

•

To view a subset of the component items, filter the Component items list. Click Filter, select the check boxes for the attributes you are interested in, and then click OK. To turn off the filter, click Filter again, click Select All, and then click OK.

13.

Click OK to save the matrix item and its component items.

Top of pageTop of page

Adding and removing component items in an existing matrix item

Whenever you need to, you can add or remove component items in a matrix item. For example, you can remove discontinued items from one matrix item or add new item colors to another. You do this by making changes to the dimensions and attributes in the matrix item.

To add new component items to a matrix item

1.

On the Database menu in Store Operations Manager, click Items.

2.

Select the matrix item that you want to modify, and then click Properties.

3.

On the Component Items tab, take one of the following actions:

•

To add an attribute to an existing dimension, click in the list of attributes for that dimension, use the arrow keys to move to the bottom and start a new row, and then type the name and code for the new attribute.

•

To add a dimension, click in the first empty Dimension box, type a name for the dimension, and then type the names and codes for the dimension.

•

To load a new dimension set, click the magnifying glass next to the appropriate Dimension box, select the dimension that you want to load, and then click OK.

4.

Click Create Components, confirm or modify the formats for the item lookup codes and descriptions, and then click OK.

The dimension information for the new component items will appear in bold print in the Component items list, and any component items that have been replaced will be crossed out.

5.

Review the Component items list, making any desired changes to the information in the white (unshaded) columns.

6.

Click OK to save the matrix item and modify or create the component items.

To remove component items from a matrix item

1.

On the Database menu in Store Operations Manager, click Items.

2.

Select the matrix item that you want to modify, and then click Properties.

3.

On the Component Items tab, take one of the following actions:

•

To remove an attribute from an existing dimension, click in the list of attributes for that dimension, use the arrow keys to move to the attribute row that you want to delete, and then press the DELETE key.

•

To remove a dimension, click the delete (X) button next to the Dimension box for the dimension that you want to delete, and then click Yes to confirm the deletion.

4.

Click Create Components, confirm or modify the formats for the item lookup codes and descriptions, and then click OK.

The dimension information for any replacement component items will appear in bold print in the Component items list, and any component items that have been removed will be crossed out.

5.

Review the Component items list, making any desired changes to the information in the white (unshaded) columns.

6.

Click OK to save the matrix item and delete the component items.

Top of pageTop of page

Managing component quantities

You can use the Quantity View tab to see at a glance quantity information for the component items in the matrix. You can view and modify these quantities:

•

Quantity on hand

•

Quantity committed (quantity reserved for backorders, layaways, and work orders)

•

Quantity available (quantity on hand minus the quantity committed)

•

Quantity on order

•

Quantity being transferred out

To view or modify component item quantities

1.

On the Database menu in Store Operations Manager, click Items.

2.

Select the matrix item that you want to modify, and then click Properties.

3.

Click the Quantity View tab.

4.

In the Display these quantities box, select the quantity values that you want to see.

5.

In the right-most dimension box, select the dimension that you want to see quantities for, and then select the other dimensions in the remaining dimension boxes (if any).

Note
The dimension that you select in the left-most dimension box determines how the dimensions are grouped. For example, suppose you have a matrix item for a shirt that has Size, Color, and Sleeve dimensions. If you select Color in the right-most dimension box, Sleeve in the middle dimension box, and Size in the left-most dimension box, you will see how many shirts you have of each color, with the list organized into size groups. The following image illustrates this.

Quantity View tab for a sample matrix item

6.

To modify any of the quantities shown, make changes in the white (unshaded) quantity boxes, and then click OK.

Top of pageTop of page

Ordering matrix items

Generating purchase orders for matrix items is similar to ordering any other item, except that you need to specify the quantity of each component item that you want to order.

To generate purchase orders for a matrix item

1.

On the Inventory menu in Store Operations Manager, click Purchase Orders.

2.

Click New.

3.

Choose what to do next:

To do this

Perform these steps

Manually select matrix or component items to order

a.

Under Generation Selection, select Create a new blank purchase order for manual entry.

b.

Click OK.

c.

In the PO number box, type a unique number for this purchase order.

d.

In the Title box, type a description of this purchase order.

e.

Next to the To box, click Look Up, select the supplier of the matrix item, and then click OK.

f.

Enter other information on the Header tab as needed.

g.

Click the Contents tab, and then click Add Item.

h.

Select the matrix item that you want to order, and then click Select.

i.

In the Matrix Component Item Quantities dialog box, type the quantity of each component item that you want to receive, and then click OK.

Tip
To use different attribute information, change the order of the dimensions.

j.

Click OK to add the component items to the purchase order.

k.

Click OK to save the purchase order.

Automatically generate orders based on the reorder points and restock levels of the component items

a.

Under Generation Selection, select Generate based on re-order information.

b.

Under Group Selection, select the items to order.

Tip
If you only want to order items in a particular matrix item, select Only items in the specified filter, click Set Filter, and then add a Description Contains or Item Lookup Code Contains filter criterion.

For example, if the matrix item description is “Silk shell,” click Description in the Field list, select Contains in the Operator box, type “Silk shell” without quotes into the Filter Value box, click Add, and then click OK.

c.

Under Supplier Selection, select the supplier option that you prefer.

d.

Click OK.

If a message appears that says no orders were created, none of the items in the matrix has reached its reorder point. If you disagree, you can start over using different criteria, or you can create a blank purchase order and manually add the items that you want to order.

Automatically generate orders for component items that were sold in a particular time period

a.

Under Generation Selection, select Generate based on items sold between the following dates, and then enter the date range.

b.

Under Group Selection, select the items to order.

For instructions on filtering for items in a particular matrix item, see the Tip above.

c.

Under Supplier Selection, select the supplier option that you prefer.

d.

Click OK.

If a message appears that says no orders were created, none of the items in the matrix was sold during the specified time period. If you disagree, you can start over using different dates, or you can create a blank purchase order and manually add the items that you want to order.

4.

To place, print, or export the purchase order, select it in the Purchase Orders list, and then click Properties.

Top of pageTop of page

Selling matrix items

While component items can be rung up like any other item, the process is a little different when a matrix item is rung up. A dialog box will appear that prompts the cashier to enter the attributes of the item being sold. This means that, if you want, you can use a single lookup code for all of the component items in a matrix and still track detailed inventory information about the component items.

To ring up a matrix item

1.

In Store Operations POS, ring up the matrix item using one of these methods:

•

Press F2, select the matrix item, and then press ENTER.

- or -

•

Scan the matrix lookup code. (If you scan the item lookup code for a component item, the item rings up as usual).

The Matrix Selection dialog box appears.

Matrix Selection dialog box for a sample matrix item

2.

Select the attributes for the specific item that is being purchased by the customer, and then press ENTER.

The correct component item is added to the transaction.

3.

Complete the transaction as usual.

Top of pageTop of page

What’s Next

The next article in this series, Using lot matrix items, provides some tips for managing items that are sold in a variety of quantities, such as individually or by the case.

Copyright 2010 © PosSystem.ca - Retail, Hospitality and Restaurant POS Systems Solution in Calgary and Edmonton, Alberta.