The availability of products within Brightpearl is managed using product statuses. Product statuses 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 vendors 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.
Note: If an archived product is received into stock via a sales credit or purchase order, its status will be automatically set to "Discontinued".
The following rules apply to archived products:
Orders and credits |
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Channel connections and listings |
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Reports and processing lists |
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Bundles and bundle components |
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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 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:
- You can only set a product's 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
Orders and credits |
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Bundles and bundle components |
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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 |