Keep Your Catalog Up to Date
Prices change, descriptions need updating, and sometimes items are discontinued. Officaid makes it easy to edit item details or remove items you no longer sell, while preserving the integrity of your existing documents.
Editing an Item
To update an item's details:
- 1 Go to Sales → Items from the main menu
- 2 Click on the item name to open its detail page
- 3 Click Edit Item in the Quick Actions panel
- 4 Update any fields as needed
- 5 Click Update Item to save your changes
You can edit any field including the name, type, category, price, tax settings, and photo.
What Happens When You Edit an Item
Changes to an item only affect future quotations and invoices. Existing documents retain the values they had when created.
For example, if you increase an item's price from $100 to $120:
- New quotations and invoices will show $120
- Existing quotations and invoices still show $100
This ensures your historical records remain accurate and match what was actually sent to clients.
Removing an Item
To delete an item from your catalog:
- 1 Go to Sales → Items from the main menu
- 2 Click on the item name to open its detail page
- 3 Click Remove Item in the Quick Actions panel
- 4 Confirm the deletion when prompted
When an Item Cannot Be Deleted
If an item has been used in any quotation or invoice, Officaid prevents deletion to protect your records. You will see a message stating:
"This item used in other documents, so it cannot be deleted, but you can hide it from future sales."
This means you cannot remove the item, but you can simply choose not to select it when creating future quotations or invoices. If you need a replacement, create a new item instead.
This safeguard ensures that:
- Historical documents remain intact with their original line items
- Reports and analytics continue to reflect accurate data
- Audit trails are preserved
Frequently Asked Questions
There is no automatic undo. If you need to revert changes, you will need to edit the item again and manually restore the previous values.
No. Existing quotations and invoices keep their original values. Only new documents use the updated item details.
No. Once an item is deleted, it cannot be recovered. You would need to create the item again from scratch.
What's Next?
Now that you know how to manage your catalog, explore these related guides:
- Understanding Items for an overview of the Items module
- Viewing Item Details and Performance to track sales trends before deciding to remove items
- Managing Item Categories to keep your catalog organized