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Creating grids from items that already exist
Creating grids from items that already exist
Bill C. avatar
Written by Bill C.
Updated over a week ago

Getting Started

To access grids in Heartland Retail, follow these steps:

  1. In the top navigation menu in the Heartland Retail dashboard, click the “Inventory” link and then on the drop down menu select “Grids”

This will bring you to the “Grid” page.

  1. To start a new grid, click the "New" button.

The “New Grid” page will display the built-in item record fields and any item custom fields you have added. Fill these fields out for the parent item of the grid you are about to create.

Since you're creating this grid based on existing items in the system, we recommend that you open up one of your existing items in another browser tab so you can reference it as you create the grid. As you are creating the parent grid for items that already exist, all of the fields you are adding to the parent grid, have to exactly match the fields on the items (this includes default cost, original prices, current price, and all custom fields) for the items to be added to the grid.

For this example, we'll use a clothing item called the "Stephanie Dress" to show how you might create a grid.

Here's an example of an existing item in the system called the Stephanie Dress:

As you create the new grid, you'll want to copy/paste the fields from the item into the grid. If you're creating a new grid based on a style of dresses, we recommend that you use the style name of the item as the Description of the new grid.

As you create the grid, you'll want to select the number of dimensions that the grid contains. For the example above, a grid based on a style of dress would probably have two dimensions: Color and Size. Next:

  1. Select the number of dimensions in the "Grid Type" dropdown.

  2. Enter the colors and sizes available for this style of dress in each field.

The red minus icons next to each row allow you to delete rows that are unnecessary.

Once you have entered all of your colors and sizes, click the "Save" button to save the new grid.

Adding Existing To the Grid

To add existing items to the grid:

  1. Click the "Add Existing Items" button.

On the following page, any items that qualify to be part of the grid will appear. Assuming you entered all grid attributes in the same way they were entered on your items, relevant items should appear on the next page.

Next, highlight the items you would like to add to the grid using the checkboxes, and click the "Add Items" button.

You'll now see that the relevant items have been added to the "Items" tab of the grid:

If you wish to disassociate items from the grid, you can click the "Remove" button to remove them at any time.

Changes to the item record

As you may have expected, the item record has changed slightly to accommodate the new gridding feature.

Most importantly, you can now see a detailed grid on the items page by going to a new "Grid" tab on the item:

You can navigate between different types of quantity (Qty Available, Qty On Hand, Qty On PO, etc.) using the "Quantity" dropdown. You can similarly navigate between different locations using the "Location" dropdown.

Separately, you will notice on items that are part of a grid that many fields on the item record have been grayed out and are no longer editable on the item record. This is because these fields are managed at the grid level, rather than the item level. You can click the "Edit Grid" button to go and make changes to the grid that will cascade down to the items.

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