Editing, deactivating and deleting products

Over time, you may need to change product details, temporarily stop using a product, or remove it entirely. Usystems offers three options depending on your needs: edit, deactivate, or delete.

Before you start

• You must have Admin permissions or the Product Edit or Product Delete permission
• Understand the difference: editing changes details; deactivating hides the product but keeps its history; deleting removes it completely
• Deactivating is safer than deleting if the product has already been used in past transactions

Steps to edit a product

1. Go to Products → All Products. Open in Usystems

2. Find the product in the list and click its name or the Edit button.

3. Update any of these fields:

   • Name or description
   • Unit cost or sale price
   • Units of measurement
   • Default warehouse
   • Any other field except Code (code cannot be changed once created)

4. Click Save to apply changes.

Steps to deactivate a product

1. Open the product (from Products → All Products). Open in Usystems

2. Look for a Deactivate option on the product page.

3. Click Deactivate. The product will no longer appear in dropdown lists on new documents, but its history remains.

4. If you change your mind later, open the product again and click Reactivate.

Steps to delete a product

1. Open the product (from Products → All Products). Open in Usystems

2. Look for a Delete button on the product page.

3. Click Delete. A confirmation prompt will appear asking you to confirm.

4. Confirm the deletion. The product and all its records will be permanently removed.

Tips & common mistakes

• Deactivate, don't delete — if a product has been used in any invoice, purchase, or inventory transaction, deactivating is safer. Deleting removes the product entirely, which can break reports and history.
• You cannot change the product code — if you created a product with the wrong code, you must delete it and create a new one with the correct code.
• Changing prices affects only new documents — if you update the sale price, past invoices keep their original prices. New invoices will use the new price.
• Be careful deleting products in active use — if you delete a product that appears on pending orders or documents, you may encounter errors. Deactivate first if unsure.

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