Product status and archiving

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	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 or eBay 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)
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 - you will need to remove it from the bundle first 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 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

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

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 will need to remove it from the bundle first 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