Sometimes you may want to clean up your item list — for example, if products are no longer used or were created by mistake.
This article covers how to delete items in your database safely.
Within Item Maintenance, when you're viewing the list of items, the text colour indicates the status of each one:
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Blue – Item is active
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Black – Item is inactive
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Red – Item has been marked as deleted by the host company
If you’re unsure what the colours mean, you can go to Help at the top of the window and select Show Grid Legend — this will display a reference guide.
How to Deactivate an Item
Items that are deactivated will not send to registers and will not print labels.
If you’re no longer using an item but it’s still active, you can simply deactivate it and send changes to the registers.
To deactivate an item:
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Select the item from the list
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Click Deactivate at the top of the window
That’s it — the item is now inactive.
💡 If you select an inactive item, the button will instead say Activate so you can reactivate it the same way.
How to Delete an Item
If you want to delete an item completely, you can use the Delete button at the top.
However, before deleting, it’s important to check a few things:
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🔍 Check if the item is a Host Item
Avoid deleting host items as they may be used to link other products. -
🟢 Check if the item is active
If it is, deactivate it first and send changes to the register. -
⚠️ Ensure you won’t need the item later
Once deleted, the item cannot be recovered. Double-check you’re deleting the correct item.
Deleting or Deactivating Items in Bulk
If you have a large batch of items to manage, the best method is to use Mass Action.
👉 How to use mass action - Coming soon