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Archiving removes discontinued items from active inventory views while preserving complete transaction history and records. Unlike deletion, archiving maintains historical data for reporting, auditing, and compliance while decluttering day-to-day operations.
| Action | Path |
|---|---|
| View archived items | Inventory > Archived Units |
| Archive an item | Item Master > Mark item as discontinued > Archive appears automatically |
| Run archived inventory report | Reports > Search for “Archived Inventory” (Report 141) |
When you mark an item as discontinued (DC flag = 1), it becomes eligible for archiving. Archived items:
Archiving is ideal for inventory cleanup when you want to remove obsolete items from daily operations without losing historical records for accounting, compliance, or reference purposes.
| Scenario | Use Archive | Use Delete |
|---|---|---|
| Item no longer stocked but has transaction history | ✓ | |
| Seasonal items not currently active | ✓ | |
| Duplicate items after consolidation | ✓ | |
| Test items created during training | ✓ | |
| Items required for historical reports/audits | ✓ | |
| Items with zero transactions ever recorded | ✓ |
Archive when you need to preserve historical data for discontinued products, obsolete SKUs, or items with past transactions that may be referenced in audits or reporting.
Delete (via item merge or database cleanup) when items were created in error, have no transaction history, or are duplicates that should be consolidated.
Before archiving, the item must be marked as discontinued:
Items marked as discontinued automatically appear in the Archived Units view.
When an item is archived, the system retains:
| Data Type | Preserved |
|---|---|
| Item Master Record | Full item definition, attributes, costing |
| Transaction History | All receipts, issues, moves, and adjustments |
| Purchase Orders | Historical PO lines and receipts for the item |
| Shipping Orders | Historical SO lines and shipments |
| Work Orders | Assembly and BOM records where item was used |
| Lot Records | Lot history with locations and dates |
| Serial Numbers | Complete serial assignment history |
| Audit Trail | All changes, corrections, and modifications |
After archiving (marking as discontinued):
The primary interface for viewing archived items:
Location: Inventory > Archived Units
This view provides the same search, filter, and export capabilities as the Inventory Overview page, but displays only discontinued items. You can:
For detailed reporting on discontinued items:
Location: Reports > Search for “Archived Inventory” or navigate to Inventory Reports
Key Features:
When to Use:
Historical transactions for archived items remain accessible through standard transaction reports:
| Report Type | Access Method |
|---|---|
| Receipt History | Reports > Receiving Reports > Filter by Item ID |
| Issue History | Reports > Issue Reports > Filter by Item ID |
| Point in Time Inventory | Reports > Inventory Reports > Specify date range |
| Audit Trail | Reports > Admin Reports > Select item and date range |
All transaction reports include archived items when filtering by specific Item IDs or date ranges, ensuring complete historical visibility.
If you need to reactivate a discontinued item:
The item immediately returns to active status and appears in standard inventory views and reports.
Annual Review: Schedule periodic reviews of archived items to identify candidates for physical disposal or permanent removal if no longer needed for compliance.
Documentation: Before archiving, document the reason in the item’s Notes field (e.g., “Discontinued Q1 2026 - Replaced by Item XYZ”).
Remaining Stock: Issue or transfer any remaining stock before archiving. The Archived Inventory report will show if discontinued items still have quantity on hand.
Attribute Corrections: If you discover data errors in archived items during audits, you can still apply corrections (feature added v5.7.6) to maintain accurate historical records.
Export Records: For items being archived due to regulatory retention periods ending, export full transaction history to Excel before potential future deletion.
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