Overview
When a product/inventory is deleted, it remains intact on all existing transactions. This includes any past or future quotes or orders where the product was already added. Deleted products, however, can no longer be used in new transactions and do not participate in availability calculations moving forward.
Impact on Existing Transactions
Rentopian saves a snapshot of the product details at the time it is added to a transaction. As a result, deleted products will still appear on the following:
Transactions
Invoices
Packing lists
Reports
and More...
This ensures historical accuracy and maintains the integrity of your transaction records.
Availability and Inventory Implications
Deleted products are excluded from availability tracking. If a transaction includes a deleted product, it may lead to inaccurate availability and reporting. For example:
The deleted item will not reduce available stock levels
Newly created replacement products will not reflect true demand
Future availability checks may indicate false availability
Best Practices When Rebuilding or Replacing Products
If you're restructuring your inventory by removing and replacing products, follow this process to maintain data accuracy:
Create the new inventory product
Ensure accurate quantity, buffer time, and availability settings.Identify transactions containing deleted products
Go to Reports → Product History
Filter for future dates
Include deleted inventory items in the report
Update affected transactions
Remove the deleted product
Add the replacement product
Review pricing, quantity, and availability
Validate product availability
Ensure the replacement product is accurately reflected in future bookings.
When Replacing Is Not Required
If you’re deleting a product because it is no longer offered or carried in your inventory, it is not necessary to replace it on future transactions. The existing transactions can remain as-is, and Rentopian will preserve the item for historical and operational reference without affecting reporting or data integrity.
Identifying Deleted Products in Transactions
When editing a transaction, any deleted product will be clearly marked with a (Deleted) label next to its name. This visual indicator helps you identify which items are no longer part of the active inventory. If a deleted product is removed from the transaction, it cannot be added back, as it is no longer available in the product list.
Reporting and Visibility
Deleted products continue to appear in system reports for historical reference. The Product History report is particularly useful for identifying transactions that include deleted items, enabling you to clean up and maintain accurate inventory records.
Summary
Deleted products remain visible and functional in existing transactions
They cannot be added to new transactions
Availability and reporting accuracy depend on replacing deleted products with active ones
Use reporting tools to ensure all future transactions are updated accordingly