05. Extras

Created by Migration Bot, Modified on Fri, 23 Oct at 2:30 PM by Migration Bot

Originally written by John Hardwick, last updated Jul 27, 2026, on the Swan Retail knowledge base (FRS).

Part of: Product Creator - v1214

This Document is based on version 1214.1.00 of the spreadsheet

This document details the features within the Extras section of main menu.

This spreadsheet, in addition to the set up and maintenance of products and options, allow the management of product sets, default & blocked option-choices, matrix ticketing and web features.

Product Sets is a concept of selling a single code which is expanded into a number of component codes which may be from variant suppliers and is ideal for group sales.
Default Option-Choices is where the operator is presented with a ‘base’ or default' answer to an option or question when defining products. For example set the default colour to that of the display model.
Block Option-Choices enables a single question to have specific answered or choices blocked dependant upon the product being sold. For example if the fabric works on the chair and 2 seater but is not available on the corner sofa.
Matrix Tickets allow for a maximum of a 6 x 6 grid to be defined printing the price of a product in each cell of the grid - this is particularly useful for bedding, carpeting and ranges with many variants.
Web Features, is useful with linked to a website and a way of collating disparate products to aid web page navigation / control search results is required

It is possible to turn off the buttons in the extra’s section of the menu when not in use via the ADMIN button. Where configured access to these features will be prohibited.

This video describes the new menu system and the settings available within the Extras section of the Main Menu.

This video is based on 1211.0.0 and may not show all features available in later versions.

Product Sets

A product set is a form of bill of loading / materials - the parent code when sold is exploded into one or more component items.

It is essential to ensure SwanFRS is aware of all SKUs used in the set before sending set data to it. An attempt to create a set containing unrecognised SKUs will result in the file being rejected.

Product Sets are NOT included in the products & pricing export. Sets have their own export file which requires separate generation via the EXPORT TO SWANFRS button.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The left hand side displays a listing of parent and component relationships, highlighting (by clicking the row) populates the right hand side with more information about the row.

Button	Action
NEW	Clicking clears data from the right hand side of the screen and allows for a new product set ‘record’ to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the right hand side of the screen where a amendments are possible. It is not possible to change the set SKU or it’s type during amend, however it is possible to change to component item and / or quantity. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. Deleting a product set record does not delete the parent or component SKU from the dataset. If the last item of a set is removed the parent becomes an empty set. If you wish to return the item to a product, this must be done within SwanFRS via the Set Up Product Sets (1206 onwards) Set Up Product Sets routine.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
CLOSE	Click this button to close the Product Sets window and return to the Main Menu.
Image hyperlink	When an image has been associated with a SKU exists, a thumbnail image is shown to the right of the green information box, clicking the image produces a window displaying a larger version of the thumbnail image. if more than one image is associated to the SKU, it will be possible to scroll through all images. Click the CLOSE button to return to the data menu.
REPRICE PARENTS	This button summates the prices set against the components storing the results in the parent SKUs Item record. This process may be password protected.

Default Option-Choices

This button is enable the setting of a ‘default’ choice per option per SKU.

Defaults can be changed at point of ordering however setting a default can reduce the number of key strokes required to define a product and is recommended when the majority of sales of the product are identical - for example the majority of sales are for the showroom item therefore setting the default to the showroom item composition reduces the time to process the demand item.

It is essential to ensure SwanFRS is aware of all SKUs used before sending set data to it. If the import process cannot recognise the SKU the entire load file will be rejected.

Default Option-Choices are NOT included in the products & pricing export. This data has its own export file which requires separate generation via the EXPORT TO SWANFRS button.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The left side of the menu lists the SKU-Option-Choice combinations where default options have been set, highlighting a row populates the right hand side of the screen with the details of the default setting. The list is restricted to blocks of 100 options at a time unless data is filtered in which case all matching Default options are listed.

It is only possible to create blocked options for first level option-choices.

The top right of the screen allows the operator to filter the data displayed.

Button	Action
NEW	Clicking clears data from the right hand side of the screen and allows for a new default ‘record’ to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the right hand side of the screen where a amendments are possible. It is not possible to change the SKU during amend, however it is possible to change to option-choice default. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. Deleting the ‘default’ record does not delete the SKU from the dataset.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
MULTI-MODE	This feature is designed to enable the rapid creation of SKU-Option-Choice defaults. The process is to select one,some or all SKUs, select one, some or all Option-Choice combinations and to save the results to the dataset with minimal keystrokes
CLOSE	Click this button to close the Default Option-Choices window and return to the Main Menu.
Image hyperlink	When an image has been associated with a SKU exists, a thumbnail image is shown to the right of the green information box, clicking the image produces a window displaying a larger version of the thumbnail image. Where multiple images are associated with a single SKU, it is possible to scroll through all linked images in this window. Click the CLOSE button to return to the data menu.

Blocked Option-Choices

This button is enable the setting of ‘blocked’ choices per option /SKU combination.

Blocked option-choices omits the choice at time of defining the product

It is essential to ensure SwanFRS is aware of all SKUs used before sending set data to it. If the import process cannot recognise the SKU the entire load file will be rejected.

Default Option-Choices are NOT included in the products & pricing export. This data has its own export file which requires separate generation via the EXPORT TO SWANFRS button.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The left side of the menu lists the SKU-Option-Choice combinations where blocked options have been set, highlighting a row populates the right hand side of the screen with the details of the block. The pick list is presented in blocks of 100 unless filtered where all matching items are listed.

It is only possible to create blocked options for first level option-choices.

The top right displays the filtering and page navigation.

Button	Action
NEW	Clicking clears data from the right hand side of the screen and allows for a new blocked ‘record’ to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the right hand side of the screen where a amendments are possible. It is not possible to change the SKU during amend, however it is possible to change to option-choice default. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. Deleting the ‘blocked’ record does not delete the SKU from the dataset.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
MILTI-MODE	This feature is designed to enable the rapid creation of SKU-Option-Choice blocks. The process is to select one, some or all SKUs, select one, some or all Option-Choice combinations and to save the results to the dataset with minimal keystrokes
CLOSE	Click this button to close the Blocked Option-Choices window and return to the Main Menu.
Image hyperlink	When an image has been associated with a SKU exists, a thumbnail image is shown to the right of the green information box, clicking the image produces a window displaying a larger version of the thumbnail image. Where multiple images are associated with a single SKU, it is possible to scroll through all linked images in this window. Click the CLOSE button to return to the data menu.

Matrix Tickets

This button is enable the management of matrix ticket designs. Each ticket can have a maximum of size rows by six columns making it possible to show up to 36 SKUs on a single ticket.

Matrix ticket data forms part of the standard products and pricing export.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

This window lists the matrixes already created.

Button	Action
NEW	Clicking open a new window allowing a new matrix of SKUs to be created..
EDIT	Clicking opens the details of the highlighted matrix for viewing / maintenance.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted matrix from the dataset.
SORT	Clicking allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows rapid modification of matrix content.
CLOSE	Click this button to close the Matrix Ticket window and return to the Main Menu.

Matrix Details

Clicking the NEW or EDIT / VIEW buttons displays a data grid allowing the operator to view, set or amend a specific matrix.

Each matrix requires a unique name and can contain only SKUs within the dataset
Each row has a series of titles, displayed instead of the SKU and is shown with a green background - leave blank if not needed - for example if you’re wanting a 4 row grid only set 4 titles.
Each column has a title, again shown with a green background only set titles for columns needed on the print out.
Each cell contains a SKU, underneath this is the items description.
- If the item is discontinued, the description shows with a pink background
- If the item is a future discontinued unit, the description shows with a yellow background.
- Clicking on the description shows the product’s primary thumbnail (where set) to screen.

Button	Action
AXIS SWAP	Clicking swaps the X and Y axis of the grid. Remember to click the UPDATE button to save the change
CLEAR GRID	Clicking removes all the SKUs from the grid leaving the matrix name and headers in place. Remember to click the UPDATE button to save the change
Matrix Naigation	The left and right arrows enable when there is another matrix either before or after the displayed data set.
	Click to view available SKUs, or select from the pick list available as a drop down
UPDATE	Changes made with the page are ONLY recorded when this button is clicked. If another matrix is loaded or the form closed any changes are lost. Remember to click UPDATE before leaving the page to record your changes.
CLOSE	Click this button to close the Matrix Details window and return to the Matrix list window.
Image hyperlink	Clicking on a description, where set, will display the primary image associated with the cells SKU. Where multiple images are associated with a single SKU, it is possible to scroll through all linked images in this window. Click the CLOSE button to return to the data menu.

Web Features

This button is enable the setting of a series of groups or divisions used to collate products within a linked web system.

This data is not used within SwanFRS.

See Web Integration Guide for more details of use.

It is essential to ensure SwanFRS is aware of all SKUs used before sending set data to it.

Web Features are NOT included in the products & pricing export. This data has its own export file which requires separate generation via the EXPORT TO SWANFRS button.

Web Features are imported via the Set Up Product Web Features (1206 onwards) program.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The left side of the menu lists the SKUs configured with Web Features, highlighting a row populates the right hand side of the screen with the details of the record.

The maximise performance the display shows a maximum of 100 records at a time. Where more than 100 rows are present in the data set, page forward and page back icon are presented prior to the filter icon allowing the next or previous block of 100 records to be displayed.

This can be adjusted by using the filter icon shown to the left of the filter panel.

Clicking presents a filter window whereby it is possible to restrict the products displayed in the left hand pick list.

Specifying a Filter Field influences the Action which also affects the Value of the filter.

If the data set contains one or more ‘alert’ the ALERTS ONLY button displays filtering out all but rows containing an alert.

Clicking APPLY filters the data either resulting in a no matches found message or the pick list being restricted to those products matching the search criteria.

Hovering over the ‘found…’ message displays the filters used.

Filtering pulls back all matching rows at one, the 100 limit restriction is not applied.

Clicking the clear filter icon reverts back to a full list.

The EXPORT button generates a data file capable of being imported into SwanFRS via the Set Up Product Web Features routine. This data file will only contain the list of SKUs shown on the left hand side of the page and offers an alternative to sending all SKUs as provided by the EXPORT TO SWANFRS main menu option.

Button	Action
NEW	Clicking clears data from the right hand side of the screen and allows for a new web feature ‘record’ to be entered. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
EDIT	Clicking allows access to the right hand side of the screen where a amendments are possible. It is not possible to change the SKU during amend, however it is possible to change to option-choice default. Data isn’t saved unless the SAVE button is selected (only displays when inserting a new record to the left of the CLOSE button). If selected in error click on an existing row to cancel the new action and return to the browse mode.
DELETE	Ensure the data row you wish to remove has been highlighted before selecting this feature, as it is not possible to reverse this action. Clicking deletes the highlighted row from the dataset with the condition that it has not been ‘sent’ to SwanFRS, in which case deletion is prohibited. Deleting the web feature settings does not delete the SKU from the dataset.
SORT	Click Sort allows the operator to resequence the data list into selected pick list item order and secondly whether to show ascending or descending values.
QUICK SET	This button allows rapid modification of web feature content.
MULTI MODE	This button allows a web feature to be set to one, some or all items in the dataset. This page allows multiple deletion, addition and re-specification of Web SKUs, Tiers and active dating.
CLOSE	Click this button to close the Web Features window and return to the Main Menu.
Image hyperlink	When an image has been associated with a SKU exists, a thumbnail image is shown to the right of the green information box, clicking the image produces a window displaying a larger version of the thumbnail image. Where multiple images are associated with a single SKU, it is possible to scroll through all linked images in this window. Click the CLOSE button to return to the data menu.