1.2 Creating and Managing "Virtual" Cases for Web Store Purchase

A virtual case is an item that sells online which triggers the eaches within it to sell based on a defined case quantity.

You can choose to sell a full case of an item online even if you will not allow customers to purchase single canned items. A virtual case acts like a "shell" that tells FieldStack there has been more than one of the same item ordered by an online customer. This is necessary so that FieldStack can, for example, gather 12 items for a single order when an online customer orders 1 item (the case). 

To create a virtual case, you will first need to find a product you would like to sell a case of. 

To sell a virtual case of the canned item, right-click and choose Add/Edit Case Item.

IMPORTANT: You can only create one virtual case item for a regular item. If you try to create another one, it simply takes you to the current virtual case item to edit it. 

When you create your new virtual case item, you will need to change the following critical pieces to turn this into a virtual case. Everything else about the previous item, including Attributes and their Values, will remain the same. 

External and Internal Extended Description

You will want to add clear text that distinguishes this virtual case item as a case. In the Extended Descriptions (both of them) you will want to put "Case Of" and the quantity contained in the case. To make it clear in the item list that this is a full case and to make it clear online that it is a case and also let the customer know how many cans they will get with their purchase. 

To determine case quantity, go back to the original item and check the Additional Information section for price information. In the case of our Weruva example, we found a case is 12 cans. You may also have this information contained in the InBoxItemQuantity for reordering or you may have the info from your manufacturer - if entering a completely new item.

And now our Extended Descriptions look like this:

List Price

The list price must change to be the price of the virtual case, without tax. To find this, go back to your original case quantity information in the item. As we saw with the Weruva item above, a case is 12 cans. Grab the UPC of the item and go to the POS screen. Paste it in the Scanner box, and change the quantity to the number of cans in the case. This will show you the subtotal of the cost of a case of that item. Let FieldStack do the math for you.

This item turns out to be $39.96 per case. 

Once you've determined the cost of a case before tax, you can add it to the virtual case item.

Add an Image

Don't forget to "Save" and upload a primary image via the Details tab on the Item Listing screen. The image from the original item will not copy over. 

Once you save after changing the name, the image, and the price, you have your virtual case item! The UPC will automatically generate. Look for the item on the Web Store to ensure that it has become a virtual case item. It will look like this: 

How this functions:

The virtual case item is available for purchase if the location the sale should be assigned to has a quantity greater than the in box item quantity of the case. 

When the customer makes a purchase of 1 virtual case, the resulting marketplace order will show a single line for that single case:

When the order allocates to a location, the picklist will render the item as a single virtual case item.

When the item is scanned out in marketplace mode, it will trigger the sale of the base single can x 12 quantity. This keeps inventory in sync. 

The customer only sees the virtual case in communications and on their order history and packing slip. 

Referencing the associated item:

If at any time you are looking at a Virtual Case in item list and need to know the base item it applies to, looks at the Addl. Details tab. A dynamic field called In Box Item Code will be present. The number within is the internal FS item code of the single canned item. It can be searched in Find Item (Advanced): Item Code.