Size and Colour Variants: Inventory for Clothing and Footwear Shops

A single kurta design in 5 sizes and 4 colours is 20 different items as far as stock is concerned. If you track it as one item, you never know which size ran out. If you create 20 items by hand, you make mistakes. Variants solve exactly this.

What a variant is

A variant group is the style or design ("Cotton Kurta – Style 1042"). Under it, each variant is one combination: M / Blue, L / Blue, M / Maroon, and so on. Every variant has:

• its own barcode (so scanning picks the exact size and colour),
• its own selling price and MRP (bigger sizes can cost more),
• its own stock, per branch.

The group itself is never sold; it just keeps the variants together.

Creating variants the quick way

In OneLedger Inventory, turn on Variants for your business (clothing and footwear shop types have it already). Then:

1. Create the item with the common details — name, brand, category, HSN, GST, cost.
2. In the variants matrix, enter the sizes (S, M, L, XL) and colours (Blue, Maroon).
3. Every combination appears as a row. Adjust price or quantity where needed and save.

Barcodes are generated for all variants automatically. One form, twenty correct items.

Labels and tags

For garments, the 100 × 50 mm price tag or the 38 × 25 mm two-up label works well. Print size and colour on the tag so staff can check at a glance. Print straight from the purchase bill to get exactly one tag per piece received.

Billing and exchanges

At the POS, scanning the tag adds the exact variant. If a customer wants to exchange a size, make a sales return for the old piece (stock goes back to that variant) and bill the new one. Both movements are recorded, so your size-wise stock stays right.

Reports that matter for fashion retail

• Item-wise Sales shows each variant — which sizes and colours really sell.
• Dead Stock shows variants that have not sold for a period you choose — candidates for discount at season end.
• Category-wise Stock Value tells you how much money sits in each department.

Over a few seasons, size-wise sales data changes how you buy: fewer XXL in one design, more M in another.

Footwear specifics

• Use PRS (pairs) as the unit.
• Sizes are usually numeric (6, 7, 8, 9, 10) — enter them in the size list the same way.
• Stick labels on boxes; a physical stock count by scanning boxes is quick.

Common mistakes

• Putting size in the item name ("Shirt Blue M") instead of using variants. Reports can't group them.
• Reusing one barcode for all sizes. The scanner can't tell them apart.
• Not counting by size. A count that says "40 shirts" hides that all 40 are XXL.

FAQ

Can I add a new colour later? Yes, add more variants to the group whenever you get new stock.

Do all variants need the same price? No. Each variant can have its own selling price and MRP.

Can I import variants from Excel? The item import can create items with size and colour fields; for a big new range, the variants matrix on screen is usually faster.

Do other trades use variants? Yes — furniture (finish and size), cosmetics (shades) and decor often use them too.