Skip to main content

Editing and Deleting Products

Learn how to update product information and delete products when needed.

✏️ Editing Products​

Accessing Product Edit​

  1. Go to Products page
  2. Find the product in the list
  3. Click the Edit button (pencil icon)
  4. Or click Actions (⋮) → Edit
  5. Product form opens with existing data

Products List

Editable Fields​

You can edit most product information:

Basic Information:

  • Product Name
  • Product Code
  • Description
  • Product Group
  • Units

Pricing:

  • Base Price
  • Tax Rate (GST %)
  • Discount %
  • Minimum Price

Inventory:

  • Track Inventory (Yes/No)
  • Current Stock (if tracking enabled)
  • Low Stock Alert Level
  • Reorder Point

Tax & Compliance:

  • HSN Code (manually entered)
  • SAC Code (for services)
  • Tax Category
  • Tax Exemption Status

What You Can Always Edit: ✅ Product name and description
✅ Current stock quantity

What May Be Restricted: ⚠️ HSN code (after used in finalized invoices)
⚠️ Base price (can edit, but doesn't affect existing invoices)
⚠️ Tax rate (new rate applies to future invoices only)

Saving Changes​

After editing:

  1. Review all changes
  2. Click Save or Update Product
  3. Product updated across the system
  4. Existing invoices NOT affected (retain original product data)
  5. New invoices use updated information
Price Changes

When you edit a product price:

  • Existing invoices keep the old price (for audit compliance)
  • New invoices use the new price
  • Draft invoices may need to be updated manually

🗑️ Deleting Products​

When You Can Delete​

Products can be deleted under specific conditions:

✅ Can Delete:

  • Products never used in invoices
  • Products with only draft invoices

❌ Cannot Delete:

  • Products in finalized invoices
  • Products in paid invoices
  • Products with transaction history
  • Products referenced in reports

Delete Process​

For products with no invoice history:

  1. Go to Products page
  2. Find the product to delete
  3. Click Actions (⋮) → Delete
  4. Confirm deletion in popup
  5. Product permanently removed

Products List

What Gets Deleted​

When you delete a product:

Deleted:

  • Product name and description
  • Pricing information
  • Inventory data (if tracked)
  • Draft invoices containing this product (optional)

NOT Deleted:

  • Finalized invoices (product info preserved on invoice)
  • Paid invoices
  • Transaction history (blocks deletion)
  • Inventory adjustment history (blocks deletion)

Common Scenarios​

Scenario 1: Product Price Changed​

Problem: Product price needs to be updated.

Solution:

  1. Edit the product
  2. Update the base price
  3. Save changes
  4. Note: Existing invoices keep old price
  5. New invoices use new price
  6. Update draft invoices manually if needed

Scenario 2: Wrong HSN Code​

Problem: HSN code entered incorrectly on product.

Solution:

  1. Check if product used in finalized invoices
  2. If NO invoices: Edit and correct HSN code
  3. If finalized invoices exist:
    • Correcting HSN may affect tax compliance
    • Add note about HSN correction
    • Future invoices use corrected HSN
    • Past invoices retain original (for audit)

Product Groups​

Impact on Products​

When editing/deleting products in a group:

Editing Product Group:

  • Can change product's group assignment
  • Product moves to new group
  • No impact on invoices (retain original group)

Deleting Product Group:

  • Cannot delete group with products
  • Must remove/reassign products first
  • Or mark group as inactive

See Product Groups for details.

HSN Code Management​

Editing HSN Codes​

HSN codes must be entered manually:

  1. Edit the product
  2. Find HSN Code field
  3. Enter the HSN code (4, 6, or 8 digits)
  4. System validates format
  5. Save product

Important:

  • No HSN code search/filter available
  • Must know correct HSN code
  • Refer to GST HSN code list
  • Verify code is correct before saving

After Invoices Created:

  • Can edit HSN code, but affects only future invoices
  • Past invoices retain original HSN (for audit compliance)
  • Consider implications before changing

Data Integrity​

Before deleting a product, check:

Invoices:

  • Draft invoices (will be affected)
  • Finalized invoices (prevent deletion)
  • Paid invoices (prevent deletion)

Inventory:

  • Stock adjustments (prevent deletion)
  • Stock movement history
  • Current stock levels

Reports:

  • Product appears in sales reports
  • Tax reports reference product
  • Deletion creates data gaps

Product Groups:

  • Product may be last in group
  • Consider group cleanup too

Audit Trail​

Product edits and deletions are logged:

Log Entry Includes:

  • Who made the change (user name)
  • When changed (date and time)
  • What changed (field names and values)
  • Product details (name, code, ID)

Example:

Product Updated
Date: Nov 20, 2024 3:30 PM
User: Admin User
Product: Wireless Mouse (SKU: WM-001)
Changes:
  - Price: ₹500 → ₹450
  - HSN Code: 8471 → 84713000

Best Practices​

Before Editing​

  1. Verify product - Ensure editing the right record
  2. Check invoice usage - See where product is used
  3. Document changes - Note significant changes (esp. price, tax)
  4. Plan impact - Consider effect on drafts and future invoices

Before Deleting​

  1. Verify no invoices - Check product has no transaction history
  2. Check inventory - Ensure no stock adjustments exist
  3. Export data - Save product info if needed

Permissions​

Who Can Edit/Delete​

Admin Users:

  • Edit all products
  • Delete products (if eligible)
  • Override some restrictions (limited)

Regular Users:

  • Edit products they created
  • Cannot delete products with invoices

Inventory Users:

  • Edit stock quantities
  • View product details
  • Cannot change pricing or tax

Read-Only Users:

  • Cannot edit products
  • Cannot delete products
  • View-only access

Troubleshooting​

Cannot Edit Product​

Problem: Edit button is grayed out.

Solutions:

  1. Check you have edit permissions
  2. Verify product is not locked by another user
  3. Refresh the page
  4. Contact administrator

Changes Not Saving​

Problem: Product edits not saving.

Solutions:

  1. Check for validation errors (red highlights)
  2. Ensure required fields filled
  3. Verify price is a valid number
  4. Check HSN code format
  5. Ensure product code/Id is unique

Cannot Delete Product​

Problem: Delete option not available or fails.

Reasons:

  • Product used in finalized/paid invoices
  • Product has inventory adjustment history
  • Product referenced in reports
  • Insufficient permissions

Solution: Mark product as Inactive instead.

HSN Code Not Saving​

Problem: HSN code field shows error.

Solutions:

  1. HSN code must be 4, 6, or 8 digits
  2. No spaces or special characters
  3. Check if HSN code is valid per GST rules
  4. Enter manually (no search available)

Next Steps​

Important: Always use "Inactive" status instead of deletion for products with transaction history. This maintains data integrity and compliance with tax/accounting standards.