Edit & Archive Goods

Products in your Goods List can be updated at any time. If you stop selling a product, you can archive it rather than delete it — archived products are hidden from sales and purchasing but all historical records are preserved.

Editing a product

1. Go to Goods List
2. Click the product name to open it
3. Make your changes
4. Click Save Product

Changes take effect immediately across all views.

Which fields can be edited?

All fields can be edited except the SKU, which is immutable once the product has any stock movement or sales history. (If you need to change a SKU, create a new product and migrate inventory via a transfer.)

Effect of price changes

Changing the retail or cost price does not retroactively update existing orders or stock valuations. It only applies to future transactions. If your valuation method is WAC (Weighted Average Cost), the new cost price is incorporated into the rolling average on the next stock receipt.

Bulk editing

For large-scale updates, use the bulk edit panel:

1. In Goods List, select multiple products using the checkboxes
2. Click Bulk Edit in the toolbar
3. Choose a field to update:
   • Category
   • Tax rate
   • Retail price (set absolute value or apply % increase/decrease)
   • Status (Active / Inactive)
   • Tags (add or remove)
   • Track inventory (on/off)
4. Enter the new value
5. Click Apply to X products

Bulk price changes support:

• Set to amount — e.g. set all to $10.00
• Increase by % — e.g. increase all by 8%
• Decrease by % — e.g. decrease all by 15%
• Set markup over cost — e.g. set all to cost + 40%

Archiving a product

Archiving removes a product from all active lists and prevents it from being added to new orders, while keeping all historical data intact.

When to archive (not delete)

Archive a product when:

• You have stopped selling it but still have historical orders referencing it
• You may sell it again in the future
• You need to preserve the inventory movement history for accounting

How to archive

1. Open the product
2. Click the three-dot menu (⋯) → Archive Product
3. Confirm the prompt

After archiving:

• The product is removed from Goods List (unless you toggle Show archived)
• It cannot be added to new sales orders
• All past orders, movements, and reports still show it
• Any remaining on-hand stock is preserved but marked as archived stock

Restoring an archived product

1. In Goods List, toggle Show archived in the filter bar
2. Open the archived product
3. Click the three-dot menu → Restore Product
4. The product returns to active status

Deleting a product

Permanent deletion is only available for products with no history (no stock movements, no sales, no purchase orders). Once a product has any transaction, it can only be archived.

To permanently delete a history-free product:

1. Open the product
2. Click the three-dot menu → Delete Product
3. Type the product name to confirm
4. Click Delete permanently

This action cannot be undone.

Audit trail

Every edit to a product is logged. To see the change history:

1. Open the product
2. Click the History tab

The history log shows:

• What field was changed
• The old value and the new value
• The user who made the change
• The date and time

This log cannot be edited or deleted.

Merging duplicate products

If you accidentally created two products that represent the same item:

1. Open the product you want to keep
2. Click the three-dot menu → Merge with another product
3. Search for and select the duplicate product
4. Review the merge preview — the kept product’s details will be retained; the duplicate’s stock history will be transferred to the kept product
5. Click Confirm Merge

The duplicate product is permanently deleted after the merge. All sales, movements, and inventory records now reference the kept product.