Item lifecycle

Item status and replaced-by

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Add a screenshot here: the item status control showing the active/inactive/discontinued/archived options and the replaced-by picker, with the reason field.

Every item carries a lifecycle status: active, inactive, discontinued or archived. This stops sales from selling obsolete items.

• An optional replaced-by pointer references another item (in your organisation) that supersedes this one. An item can’t point its replaced-by at itself.
• Discontinued items are hidden from sales and purchase pickers by default, but remain visible in historic records.
• When a user selects a discontinued item directly, the replaced-by link is shown so they can pick the current product.

Every lifecycle change is recorded in the audit log with the actor and a reason, and only an item-manager or admin can change status.

Deleting an item

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Add a screenshot here: the blocked-delete message listing what’s blocking (offers, orders, on-hand stock, etc.) with counts and the Discontinue alternative offered.

Deleting is deliberately restrictive to protect your data’s integrity.

• Delete is blocked when any linked record exists, offers, orders, invoices, goods receipts, stock movements, BOMs or bundles. The blocker list shows what’s blocking and how many of each.
• On-hand stock greater than zero also blocks delete, you must transfer or write off the stock first.
• When delete is blocked, the screen offers Discontinue as the alternative.
• A successful delete is a soft-delete only, permanent removal is never exposed. Soft-deleted items disappear from the list, pickers and search.

Only an admin can delete, and every delete attempt: successful or blocked, is recorded in the audit log with actor and reason.