Edit or archive a product
You can change a product's details at any time, retire it when you stop selling it, and export or archive several at once. This guide covers editing, the Active / Inactive / Archived statuses, deleting, and the bulk actions.
Before you begin
- Go to Products. Anyone signed in with an organisation can manage products.
Edit a product
- On the Products list, find the item and select Edit in its Actions.
- The Edit Product window opens with the current details. Change what you need.
- Select Update Product.
Editing a product changes it everywhere it's used from now on. Documents you've already issued keep the details they were saved with, so past invoices don't change.
[Screenshot required: Products list row showing the Edit and Delete actions]
Note: If you change the SKU of a product that already appears on documents, the change is allowed and recorded. You'll see a note that historic documents keep their own line text, while exports and lookups show the new SKU.
Product status: Active, Inactive, Archived
The Status field (in Status & Options) has three values:
- Active — in normal use.
- Inactive — temporarily not offered.
- Archived — retired. Archived products drop out of the default list; use the Status filter to see them again.
You can filter the list by Status (All Statuses, Active, Inactive, Archived) at the top of the page.
How the sale price updates from cost and exchange rates
If you enter a Cost Price and a Markup %, Sales Scribe keeps the Sale Price in step: change the cost, the markup or the Cost Currency and the sale price is recalculated. When the Cost Currency differs from your Sales Currency, the cost is converted using an exchange rate (from the European Central Bank feed, or a rate you enter) before the markup is applied. Typing a Sale Price directly overrides this and back-calculates the markup. See Working with foreign currency.
Archive or export several at once
Tick the checkboxes on the left of the list to select products. A toolbar appears with:
- Archive Selected — sets the selected products to Archived (after you confirm). Already-deleted products are skipped.
- Export Selected — downloads a CSV of the selected products (name, SKU, category, supplier, price, cost, stock, status and created date).
- Clear Selection.
Delete a product
Select Delete in a product's Actions and confirm. Deleting is a soft delete — the product is removed from your active list but the record is kept, and the confirmation notes you can restore it later. Documents that already reference it are unaffected.
Warning: If you delete a product that sits on a draft invoice (or other draft document), you won't be able to issue that document until you remove or replace the line — issuing an invoice whose line points to a deleted product is blocked. If there's any chance you'll need a product again, archive it instead of deleting it: archived products stay available to select and don't cause this problem.
Troubleshooting
- I can't issue an invoice — a line refers to a deleted product — edit the invoice to remove or replace that line, then issue again. To avoid this, archive products instead of deleting them.
- An archived product still shows on an old invoice — that's expected; issued documents keep the details they were saved with. Archiving only affects new documents.
- "This product was modified by another user" — someone else saved a change while you had the form open. Reload the product and re-apply your edit.