How to delete or deactivate an item?

Delete or Deactivate an Item

XPower provides options to deactivate an item or delete an existing item. Deactivation changes the item's status, while deletion removes it from the normal active item records. Before allowing deletion, XPower checks for certain existing stock and transaction-related records.

Before You Begin

• Ensure you have access to Item Create.
• Identify the correct item before changing its status or attempting deletion.
• Check whether the item has existing stock or transaction history.
• Consider deactivation when the item should no longer be treated as active but should remain registered in the system.

Step-by-Step Instructions

Method 1: Deactivate an Item

1. Open Item Create.
2. Find the required item through Item List.
3. Click the item to load its information.
4. Scroll to Other Details.
5. Select the Inactive checkbox.
6. Click Update.
7. The item's status is updated.

Method 2: Delete an Item

1. Open Item Create.
2. Search for and select the required item from Item List.
3. Click Delete.
4. XPower displays a confirmation message asking whether you are sure you want to delete the item.
5. Review the selected item carefully.
6. Confirm the action to continue.
7. XPower checks whether the item is eligible for deletion.
8. If the deletion is permitted, the system displays Record delete successfully!
9. If deletion is restricted, review the displayed message and resolve the applicable issue.

Field Reference

Field	Purpose	Required	Notes
Inactive	Changes the item to inactive status.	Optional	Saved using Update.
Delete	Requests deletion of an existing item.	Conditional	Available after selecting an item.
Confirmation	Confirms the deletion request.	Required for deletion	Review the item before proceeding.

Important Rules

• Items marked inactive can be viewed through the Inactive filter in Item List.
• Deletion requires user confirmation.
• An item cannot be deleted when associated IMEI records are detected by the deletion check.
• The deletion process also checks existing invoice-item records and total stock quantity.
• If the item does not meet the deletion conditions, XPower displays a warning instead of proceeding with normal deletion.
• Successful deletion changes the item's deletion status rather than removing the item master record directly.
• A deletion history record is maintained.

Important: Do not delete an item simply because it is no longer being sold. If the item has stock or relevant history, consider changing its status to Inactive instead.

Common Issues

• Problem: The item cannot be deleted because IMEI numbers exist. The system has detected associated IMEI records. Review the item's IMEI information before taking further action.
• Problem: The item cannot be deleted because stock exists. Review the available stock and relevant stock transactions.
• Problem: The item has existing invoice history. The deletion process checks invoice-item records and may restrict deletion.
• Problem: Delete button is not visible. Select an existing item from Item List first.
• Problem: A deleted item no longer appears in the normal list. Deleted items are excluded from the standard Item List results.

After Saving

If an item is deactivated, its inactive status is saved and it can be located using the Inactive filter.

If deletion is permitted and confirmed, XPower records the deletion action and marks the item as deleted. It is then excluded from the standard Item List.