Archiving/Retrieving Products & Batches

Within Stocktake Online, products are never deleted. Instead, products are 'archived'; removing them from all of your active lists - stocktake, recipes, orders, etc.

• To archive a product, you will need to navigate to that product in the Product List.

• Click the product you wish to archive from your product list to see the product information page.

• On the Product Info tab, you will see the Archive option.

• To archive a product, click on the Archive button and a dialogue box will pop up.

• If the product is able to be archived, there will be a Confirm option.
• Clicking Confirm will archive your product.
  • Archiving your product will remove it from all active lists. This means it will not appear on the following pages:
    • Orders
    • Recipes
    • Batches
    • Transfers
    • Adjustments
    • Stocktake
• Archived products may still appear in your product list, where they will be flagged.

These flagged items can be retrieved, added, or removed entirely from Product Location Mapping.

• If the product is not able to be archived a message saying the Product cannot be archived will display. This means that the product is currently being used in an order, recipe, transfer, stock take, or delivery. Below the highlighted message, the location in which the product is active will be shown. You'll first need to locate where the product is being used and remove it before you can archive the product. This may mean closing periods, accepting deliveries, or editing/deleting batches and recipes.

• Once this has been completed, return to the product, click Archive, and the Confirm button in the pop-up box to archive the product.

To check on or retrieve archived products, you can view items in the Product Archive.

• The Product Archive page works in the same way as the product list, using drop-down menus and a search bar. However, it will only display archived products.

• To bring an item back from the Product Archive, click on the Retrieve option to the right of the product information.

• Simply click the Confirm button to bring the product back onto all active lists.

Archiving/Retrieving Batches

Batches are archived through the same process as the retrieving of products, the Archive button is accessed on the Product Archive page itself, rather than on the batch product information page. They can be retrieved by clicking on the Retrieve button on the same page.

• As arching batches is generally a more complicated process (batches being more likely to be involved in more complicated batches/recipes) we recommend user communicate with the STO Support Team in case of any confusion.