The availability of products within Brightpearl is managed using Product Statuses. They allow you to control obsolete products you will no longer be selling once the existing stock is sold, as well as archive products that are already out of stock, preventing them from being added to new orders.
The product status indicates how a product record can be used in Brightpearl. The available statuses are:
- Live
- Archived
- Discontinued
A product's status can be changed in a number of ways:
- Within each product record
- Using the batch processing buttons on the product list
- Using the product import
- Through the API
When using the batch processing functionality, you will only be able to select the "Live" and "Archived" options. Products set to "Archived" using a batch update which have any remaining stock against them will be set to "Discontinued" until that stock is sold, when the status of these products will then update to "Archived" automatically.
NOTE : The product list will only show live and discontinued products by default. Archived products can still be included by changing the 'Product status' filter within the filter settings.
Archived products
Archived products are items which are no longer bought from supplier nor sold to customers. By setting the product status to “Archived”, the product will no longer be available for buying and selling in Brightpearl. Archived product records are hidden but not deleted from Brightpearl to prevent accidental use of the item while still ensuring that a full inventory, purchase and sales history is retained. An item's status can be reverted to "Live" if it's needed again.
A product can be set to archived as long as:
- The in-stock quantity for the item across all warehouses is zero
- There are no items currently in quarantine
- The item is not a component of any "Live" bundles
You will not be prevented from archiving a product which is currently on open sales, credits or purchase orders.
When a product status is set to "Archived" the following rules apply:
- If an archived product is received into stock via a sales credit or purchase order, its status will be automatically set to "Live"
Orders and credits
- The item cannot be manually added to sales or purchase orders or credits
- Orders already containing the item can be cloned to new orders or credits
- An order sent via the API containing a product which is archived will be rejected
Channel connections and listings
- Archived products will not auto-connect by SKU to listings on Amazon, eBay or Magento
- If the item is sold via a sales channel the downloaded order will not add the product but will display the item as a miscellaneous row
Reports and processing lists
- The item will be excluded from the quick search and product list unless the filters are changed to display archived products
- The Sales Analysis reports and the Sales and Purchase Detail reports exclude orders/credits containing archived products by default. Use the filters to select the product statuses to include (and create a preset view to save the preferred filtering)
Archiving bundles and bundle components
- A bundle can be archived at any time since it does not hold a stock quantity
- When a bundle is archived, the product status of the component products is unaffected
- It is not possible to archive a product that is a component of any "Live" bundles
- It is not possible to set a bundle to "Live" unless all its components are also "Live"
- A nested bundle (a bundle within a bundle) cannot be archived unless the parent bundle has a status of "Archived"
Archiving variants
The status of a variant is updated independently from the other items in the group.
How to archive a product
A product is archived by assigning it the "Archived" status. This can be done within the individual product record, using the batch processing options from the product list, using a product import or via the API.
Discontinued products
Discontinued products are items that can no longer be bought from your supplier, but you still have stock left over to sell. By setting the product status to "Discontinued" the items will no longer be available to add to a purchase order but are still available to sell in Brightpearl. Discontinued product records are not hidden; they can still be seen in sales and credits as well as on the product list. An item's status can be reverted to "Live" if needed.
- You can only set a product status to "Discontinued" if it is in stock in any of your warehouses. If there is no stock, the product status will automatically change to "Archived"
- If you set a non-stock-tracked item's product status to "Discontinued", it will automatically change to "Archived"
- If you process an inventory transfer for a "Discontinued" product, even though the stock level may be zero while stock is in transit, its product status will remain "Discontinued"
- "Discontinued" items will not appear on the Low Inventory Report
You will not be prevented from discontinuing a product which is currently on open sales, credits or purchase orders.
When a product status is set to "Discontinued" the following rules apply:
- If you set the product status of an in-stock product to "Discontinued", it will remain "Discontinued" until all units are sold, after which it will automatically change to "Archived"
- If you set the product status of product to "Discontinued" and there is no stock in any warehouse, quarantine, or transit, the product status will update to "Archived" immediately
Orders and credits
- The item can be added to both sales orders and sales credits
- The item cannot be added to purchase orders
- Orders already containing the item can be cloned to new orders or credits
- If the item is sold via a sales channel the downloaded order will treat the product as normal
- Importing orders containing the item is allowed
Discontinuing bundles and bundle components
- When a bundle is set to "Discontinued", the product status of the component products is unaffected
- As a bundle does not have inventory, setting its status to "Discontinued" will update it to "Archived" immediately
- It is not possible to discontinue a product which is a component of any "Live" bundles
- You cannot add a "Discontinued" product to a bundle
Discontinuing variants
The status of a variant is updated independently from the other items in the group.
How to discontinue a product
A product is discontinued by assigning it the "Discontinued" status. This can be done within the individual product record, using the batch processing options from the product list, using a product import or via the API.
Where SKUs will be seen in different statuses
| Sales Order | Purchase Order | Sales Credit | |
| Live | Yes | Yes | Yes |
| Discontinued | Yes | No | Yes |
| Archived | No | No | No |