Products · How-to
Edit, archive or delete a product
Open a product to change its details, see its average cost, check its stock, archive it or delete it.
Open the product
Click it in Products. A link to a product — from search, a task or an alert — opens the same window over the list.
Change its details
Edit any field and press “Save changes”. A new price applies to new invoices and orders; lines already written keep the price they had.
Read its cost
Until stock has been received at a cost on a purchase order, the cost you type is the product’s average cost, and changing it changes the average. After that, receipts move the average and typing a cost no longer does; when the two differ, the window shows the weighted average cost under the cost fields. Margins are worked out from the average, and receiving a purchase order also sets the cost field to the price just paid.
Check or adjust its stock
With Inventory switched on, click the number in the “Stock” column of the list: it opens Inventory › Stock filtered to that product, where you adjust the count per warehouse.
Without Inventory, the number opens “Adjust stock” for a product that tracks inventory. Choose “Receive (+)” or “Remove (−)”, the “Quantity” and a reason if you like, and press “Apply”. The count cannot go below zero.
Archive it
Untick “Active (available on invoices)” and save. The product leaves the invoice and order pickers, the shop and the stock list, and shows under “Archived” in the list; its history stays. Tick it again to bring it back.
Delete it
Press “Delete” and confirm. A product that was never stocked disappears from the catalogue and the shop, and past invoices and orders keep their lines. A product with stock history — movements, stock on a shelf, purchase orders, transfers or stock takes — cannot be deleted: the window asks “Archive this product instead?”, and “Archive” takes it out of the catalogue, the pickers and the shop while keeping its history. To bring it back, tick “Active (available on invoices)” again, and “Sell in the public shop” if it was in the shop. If your role cannot delete products, the button is not there.
Common questions
- Where do I see a product’s margin?
In Inventory › Stock, in the “Margin” column, worked out from the average cost. A product with no cost at all shows a dash there, rather than a margin that assumes it was free.
- Should I archive or delete?
Archive anything you no longer sell. Delete is only for a mistake that never had stock history; anything that was stocked is archived instead, so its history stays. Past invoices and orders keep their lines either way.
- How do I change or remove a product’s photo?
Open the product and press “Upload a photo” to replace it; the old one is deleted. “Remove the photo” takes it off the product and the shop.
- Can I change or remove a product on the phone?
Yes. Open the product to edit it, or to change or remove its photo. Deleting a product with stock history is refused, and the app offers to archive it instead: it leaves the catalogue, the pickers and the shop, and its history stays.
Read next
Add a product or service
Create a catalogue item with its price, cost, unit, barcode and category, ready for invoices, orders and the shop.
Sort products into categories
Create, rename and remove the categories that group your catalogue, so lists, counts and stock takes can go a shelf at a time.
Check stock levels and adjust them
See what each warehouse holds, what is reserved and available, correct a count, set a reorder point and read the stock ledger.
Order from suppliers and receive deliveries
Add suppliers and their prices, raise purchase orders, move them along the board, and receive what actually arrived.
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