Adding Products & Product Variants
For: Administrators, Product Managers
Overview
Adding products to your Masava catalog is the foundation of inventory and order management. Understanding the distinction between products and variants is essential for proper catalog setup.
What You'll Learn
The difference between products and variants
Step-by-step product creation process
Creating and managing product variants
Best practices for product setup
Common issues and solutions
Prerequisites
Before creating products, ensure you have:
✅ Brands set up - Products must be assigned to a brand
✅ Vendors created - Know who supplies each product
✅ Product categories configured - Wine, Beer, Spirits, etc.
✅ Administrator or Product Manager role - Permission to create products
Who Can Create Products
Role permissions:
Administrators - Full product creation and management
Product Managers - Create and edit products (if role exists)
Sales Representatives - Usually cannot create products (read-only)
Product vs Variant Explained
Understanding this hierarchy is crucial for proper catalog setup.
What is a Product?
Product = The general item or SKU family
A product represents the overarching wine, beer, or spirit without specifying the exact package size or format.
Examples of products:
"Chardonnay 2022" (the wine itself)
"IPA Imperial" (the beer)
"Premium Vodka" (the spirit)
"Cabernet Sauvignon Reserve 2021"
Product information includes:
Product name
Brand
Description and tasting notes
Vendor/producer
Images
Category and classification
What is a Product Variant?
Product Variant = Specific sellable configuration of a product
A variant represents the exact format, size, or package that customers actually order. Each variant has its own inventory, pricing, and SKU.
Examples of variants for "Chardonnay 2022":
750ml Bottle (individual)
1.5L Magnum
Case of 6 (750ml bottles)
Case of 12 (750ml bottles)
Examples of variants for "IPA Imperial":
Single 16oz Can
6-Pack Cans
12-Pack Cans
1/2 Barrel Keg
1/6 Barrel Keg
Why Variants Matter
Different sizes, different everything:
Different pricing - Case vs individual bottle
Different SKUs - Unique identifier for each
Different barcodes - Scanning during fulfillment
Different inventory tracking - Separate counts
Different shipping weights - Affects delivery cost
You cannot create orders without variants:
Product alone = concept
Product variant = actual sellable item
Orders always reference specific variants
Product-Variant Hierarchy
Each variant operates independently for inventory, pricing, and orders.
Creating a New Product
Complete step-by-step workflow for adding a product to your catalog.
Step 1: Navigate to Products
Finding the products section:
Click "Products" in main navigation
Or go to Portfolio → Products
You'll see the products list page
Products list shows:
Existing products
Search and filter options
"Add Product" or "Create Product" button
Step 2: Click "Add Product"
Button typically in top-right corner
May be labeled "New Product" or "Create Product"
Opens product creation form
Step 3: Basic Product Information
Required fields:
Product Name (required)
Clear, descriptive name
Include vintage for wines
Include year for limited editions
Be consistent across products
Examples:
✅ Good: "Cabernet Sauvignon Reserve 2021"
✅ Good: "Hazy IPA Limited Edition 2024"
❌ Avoid: "Cab" (too vague)
❌ Avoid: "Red Wine" (not specific)
Brand (required dropdown)
Select from existing brands
Cannot create product without brand
If brand missing, need to create brand first
Brands set up in Brand Management section
Product Type/Category
Main category: Wine, Beer, Spirits, Other
Subcategories:
Wine: Red, White, Rosé, Sparkling, Dessert
Beer: IPA, Lager, Stout, Ale, Sour
Spirits: Vodka, Whiskey, Rum, Tequila, Gin
Used for filtering and reporting
Description
Customer-facing description
Appears on orders and invoices
Include:
Tasting notes
Origin and production details
Awards or accolades
Food pairing suggestions
Example description:
Step 4: Additional Details
Vendor/Producer (required)
Who supplies this product
Select from vendor list
Used for purchase orders
Contact information for reordering
Country of Origin
Where product is produced
USA, France, Italy, etc.
Used for compliance and reporting
Region/Appellation
Specific growing region
Napa Valley, Bordeaux, etc.
Important for wine classification
ABV (Alcohol By Volume)
Percentage alcohol content
Required for compliance
Displayed on labels and orders
Examples: 14.5%, 7.0%, 40%
Product Image Upload
Click "Upload Image" or drag-and-drop
File requirements:
Format: JPG or PNG
Max size: 5MB (check system limits)
Recommended: 800x800px or larger
Square aspect ratio preferred
Can upload multiple images
Set primary/default image
→ See Bulk Product & Image Upload for bulk uploads
Step 5: Classification & Organization
Product Portfolio Assignment
Group products by portfolio
Example portfolios: Premium, Value, Import, Local
Used for reporting and deals
Optional but recommended
Product Class
Further classification
Examples: Estate, Reserve, Standard
Organization-specific
Internal Notes
NOT customer-visible
Notes for staff only
Vendor information, ordering notes
Special handling instructions
Tags for Search/Filtering
Keywords for quick finding
Examples: "organic", "award-winner", "new-arrival"
Comma-separated
Helps with searching and filtering
Step 6: Status & Availability
Active/Inactive Toggle
Active = Available for sale, appears in order entry
Inactive = Hidden from order entry (but not deleted)
When to set inactive:
Product not yet ready to sell
Awaiting first delivery
Need to create variants first
Available For Sale Date (optional)
Future release date
Product hidden until this date
Useful for new releases
Discontinued Date (optional)
When product being phased out
Flags product as legacy
Helps with reporting
Step 7: Save Product
Review all information entered
Click "Create Product" or "Save"
Confirmation message displays
Redirected to product detail page
What happens:
Product created in system
Assigned unique product ID
Visible in products list
Ready to add variants
Creating Product Variants
Critical: Products need at least one variant before they can be used in orders.
Why Variants Are Required
Cannot create orders without variants
Each variant is the actual sellable unit
Variants have inventory, pricing, SKUs
Product alone is just a container
Step 1: From Product Detail Page
After creating product (or navigating to existing product):
Click into product from products list
See product detail page
Look for "Variants" section
Click "Add Variant" button
Step 2: Variant Basic Information
Variant Name (required)
Describes the specific format
Be consistent across all products
Standard formats help with reporting
Standard variant names:
Bottles: "750ml Bottle", "1.5L Magnum", "375ml Half Bottle"
Cases: "Case of 6", "Case of 12", "Case of 24"
Beer: "Single Can", "6-Pack", "12-Pack", "Keg"
Kegs: "1/2 Barrel", "1/6 Barrel", "1/4 Barrel"
SKU (Stock Keeping Unit) (required, must be unique)
Internal identifier for this variant
Must be unique across entire system
Cannot change after creation
Used everywhere: orders, inventory, reports
SKU naming conventions:
UPC/Barcode (optional but recommended)
Universal Product Code
Used for scanning during fulfillment
Customer-facing barcode (on product packaging)
Not internal barcode
Improves pick accuracy
Step 3: Variant Specifications
Size/Volume
Numeric value: 750
Unit: ml, L, oz, gal
Examples: 750ml, 1.5L, 16oz
Pack Quantity
Number of units per package
Single items: 1
Case of 12: 12
6-pack: 6
Used for pack-out calculations
Unit Type
Bottle, Can, Keg, Case, Each
Helps with organization
Used in reports
Weight (for shipping)
Weight in lbs or kg
Used for shipping calculations
Include packaging weight
Example: Case of 12 (750ml) ≈ 35 lbs
Dimensions (L x W x H)
For shipping calculations
Length × Width × Height
In inches or centimeters
Include packaging dimensions
Step 4: Pricing
Base Price (required)
Standard selling price
Before deals or discounts
Starting point for pricing
Can be overridden per customer
Cost (optional but recommended)
Your cost from vendor
Used for margin calculations
Not visible to customers
Helps with profitability analysis
MSRP (Manufacturer Suggested Retail Price)
Suggested retail price
Reference point
May differ from your base price
Price Unit
Per bottle, per case, per unit
Usually matches variant type
Clarifies pricing structure
Note about pricing:
Base price applies to all customers by default
Account-specific pricing set separately
Deals and promotions override base price
→ See Account Product Pricing documentation
Step 5: Inventory Settings
Initial Inventory Quantity
On-hand inventory at time of creation
Starting inventory count
Can be zero if not yet received
Can adjust later
Warehouse Location (if multiple warehouses)
Which warehouse has this inventory
Defaults to primary warehouse
Can transfer between warehouses later
Track Inventory (yes/no)
Yes (default): System tracks on-hand and available
No: Non-inventory items (services, fees)
Most products should track inventory
Low Stock Threshold
Alert when available inventory falls below this number
Triggers low-stock notifications
Helps prevent stockouts
Example: Alert at 50 cases
Reorder Point
Suggested reorder quantity
When to order more
Based on lead times and sales rate
Step 6: QuickBooks Sync (if integration enabled)
Sync to QuickBooks as Item
Enable/disable QB sync
Creates corresponding item in QuickBooks
Syncs pricing and inventory
QB Item Type
Inventory: Tracks quantity (most products)
Non-Inventory: Services or fees
Income Account Mapping
Which QB account for revenue
Sales income account
Example: "Product Sales - Wine"
Asset Account Mapping
Which QB account for inventory value
Inventory asset account
Example: "Inventory Asset - Wine"
→ See QuickBooks: GL Account Mapping for details
Step 7: Save Variant
Review all variant information
Click "Create Variant" or "Save"
Variant added to product
Shows in variants list for product
Can add multiple variants:
Repeat process for each size/format
750ml bottle, case of 12, magnum, etc.
Each gets own SKU, pricing, inventory
Managing Multiple Variants
Most products have multiple variants (different sizes, packages).
Creating Similar Variants Quickly
Duplicate existing variant:
Find variant to copy
Click "Duplicate" or "Copy"
System copies all information
Change unique fields:
Variant name
SKU (must be unique)
Size/pack quantity
Pricing
UPC
Save new variant
Benefits:
Faster than entering from scratch
Maintains consistency
Less room for error
Bulk Variant Creation
For creating many variants at once: → See Bulk Product & Image Upload
When to use:
Adding entire product catalog
Many similar variants
Vendor catalog imports
Organizing Variants
Default Variant Selection
Which variant shows first in dropdowns
Usually most commonly ordered
Example: Case of 12 for wholesale
Display Order
How variants are ordered in lists
Typically by size (small to large)
Or by popularity
Example organization:
Activating/Deactivating Variants
Deactivate variant:
Specific size out of stock or discontinued
Product itself stays active (other variants available)
Hides from order entry
Preserves historical data
Reactivate variant:
Make available for orders again
Back in stock
Deleting Variants
⚠️ Use caution:
Only possible if no order history
Permanent and cannot be undone
Better to deactivate instead
When deletion allowed:
Variant just created (no orders yet)
Test variant that shouldn't exist
Product and Variant Best Practices
Product Creation
✅ Use consistent naming conventions
Standard format across all products
Include vintage/year when applicable
Professional and clear
✅ Create variants immediately after product
Product not usable without variants
Don't leave product without variants
At least create primary variant
✅ Always include SKU and UPC
SKU mandatory (system requires)
UPC highly recommended
Improves fulfillment accuracy
Enables barcode scanning
✅ Upload high-quality product images
Clear, professional photos
800x800px minimum
Square aspect ratio
Multiple angles if possible
✅ Set accurate cost and pricing
Correct margins
Profitability tracking
Account-specific pricing comes later
✅ Configure low-stock alerts
Prevent stockouts
Set realistic thresholds
Based on sales velocity
✅ Keep descriptions customer-focused
What customer wants to know
Selling points, not technical details
Professional tone
What to Avoid
⚠️ Don't create products without variants
Cannot be used in orders
Incomplete setup
Create at least one variant
⚠️ Don't duplicate products (check if exists first)
Search thoroughly before creating
Duplicates cause confusion
SKU conflicts
Use search and filters to find existing
⚠️ Don't change SKUs after orders placed
SKU locked after creation
Breaking change for reporting
Order history references old SKU
Create new variant instead if needed
⚠️ Don't forget to activate product for sales
Product defaults to inactive in some systems
Must activate to appear in order entry
Check status toggle
💡 Tip: Use product tags extensively
Makes finding products easier
Filter by tag
Group related products
Examples: "new-arrival", "on-sale", "limited"
💡 Tip: Set up brand and vendor data before bulk product import
Products require brands and vendors
Create these first
Smoother bulk import process
Bulk Operations
For adding many products at once or making mass updates.
When to Use Bulk Upload
Good scenarios for bulk:
Adding many products at once (10+)
Initial catalog setup (hundreds of products)
Vendor catalog imports
Mass pricing updates
Standardization projects
When NOT to use bulk:
Just a few products (faster to create individually)
Complex products with many images
Products needing customization
Bulk Upload Process Overview
High-level steps:
Download CSV/Excel template
Fill out template with product and variant data
Upload completed file
Review validation results
Fix errors if any
Verify products created correctly
→ See Bulk Product & Image Upload for complete guide
Bulk Editing Products/Variants
Edit multiple products at once:
Select products from list (checkboxes)
Choose bulk action:
Activate/Deactivate
Change category
Update tags
Adjust pricing
Apply to all selected
Example use case:
Mass Pricing Updates
Update prices for many products:
Select products/variants
Apply percentage increase/decrease
Or set specific prices
Effective date (if supported)
Example:
Common Issues
"SKU already exists"
Problem: Cannot save variant because SKU is duplicate
Check:
✓ Search for existing SKU in system
✓ SKUs must be globally unique
✓ Check if variant already exists on different product
Solution:
Use different SKU
Add suffix if similar:
PN21-750-AvsPN21-750-BCheck with product team for SKU conventions
If truly duplicate, use existing variant
Product not showing in order entry
Problem: Created product but can't find it when creating orders
Check:
✓ Is product Active? (not inactive)
✓ Does product have at least one active variant?
✓ Is variant active?
✓ Is product assigned to your organization? (multi-tenant)
Solution:
Navigate to product detail
Check Active status → Toggle to Active
Ensure at least one variant exists and is active
Contact administrator if organization assignment issue
Cannot delete product
Problem: Delete button disabled or error when trying to delete
Check:
✓ Has this product been used in any orders?
✓ Does it have inventory?
✓ Are there allocations?
Solution:
Cannot delete products with order history (by design)
Alternative: Deactivate product instead
Hides from order entry
Preserves historical data
Can reactivate later
If truly need to remove: Contact administrator
May be data cleanup option
Must verify no impact on reports
QuickBooks sync failed
Problem: Product created in Masava but didn't sync to QuickBooks
Check:
✓ Is QuickBooks integration connected?
✓ Are GL accounts mapped for this product?
✓ Income account mapped?
✓ Asset account mapped?
✓ Is product category mapped to QB category?
Solution:
Verify QB connection active
Navigate to QB GL mapping settings
Map missing accounts
Retry sync or wait for automatic sync
Image upload failed
Problem: Product image won't upload
Check:
✓ File size (usually 5MB max)
✓ File format (JPG or PNG)
✓ File corrupt or damaged?
✓ Internet connection stable?
Solution:
Check file size → Compress if too large
Convert to JPG or PNG if different format
Try different image file
Refresh page and retry
Contact support if persists
Related Documentation
Product Management
Managing Product Information - Editing existing products
Bulk Product & Image Upload - Mass product creation
Inventory
Understanding On-Hand vs Available Inventory - Inventory concepts
Making Inventory Adjustments - Adjusting inventory quantities
Pricing
Account Product Pricing - Customer-specific pricing
Understanding Deal Types - Promotional pricing
Integrations
QuickBooks: GL Account Mapping - Mapping products to QB accounts
QuickBooks: Understanding the Sync Process - How products sync
Need Help?
For product setup questions:
Review this guide thoroughly
Check if brand and vendor exist first
Use consistent naming conventions
Create at least one variant
For SKU conflicts:
Search existing products for SKU
Use unique SKUs across system
Follow organization's SKU convention
Add suffixes if needed
For QuickBooks issues:
Verify integration connected
Check GL account mappings
See QB troubleshooting guide
Contact accounting team
For bulk operations:
Use bulk upload for 10+ products
Download and follow template exactly
Test with small batch first
See bulk upload documentation
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