How Artisan “Deletes” Records
Although Artisan POS allows users to delete records, they are kept separately on another table or database. When a record is deleted in the application, Artisan POS marks the item as deleted and moves it away from the main database. However, they are never deleted completely. Here are a few reasons why:
1. Users can un-delete records, saving time and providing more flexibility.
2. Users will have more accurate reports. If records were completely deleted, then reports would not be as accurate. For example:
Running a sales report for items sold eight months ago, then deleted two months later would not have all the data about the items, since there is no way to find its history once completely deleted. Artisan POS keeps deleted records on a hidden table with all of its information about them for future use.
Below is an example of dealing with deleted item records (most types of records work the same way).
Deleting Items FAQ
1. Can I delete items without losing sales history?
Yes, you can delete items without losing sales history. If you delete an item that has quantity on hand, Artisan will adjust those items with the reason code “Stop Track.” Normally, you shouldn’t delete items you have in stock.
2. If I reinstate deleted items and they’re part of a variant, will they reappear in the variant template?
Yes. If you un-delete items that are part of a variant template, they are still in the variant group unless you remove them from the template. If you remove them from the template, they will become independent items. Either way, their history is still intact.
3. Can we add the deleted items into the variant and get all sales history back?
Yes – if you removed them from the template and they became independent, and then recreated the variant with the same SKU suffix and same item code. Artisan will pick those up and make them part of the variant again. You can also convert individual products into a variant in this manner.
4. Do deleted items show up in sales numbers from previous years?
Yes, depending on the report and certain circumstances. Deleted items still show up in sales reports that show activity. For example, if you run a report for 2020 and that item was sold that year, it would appear on the report. If you run a report for 2024 (and it wasn’t sold that year), and include ALL ITEMS, then that item would NOT normally appear on the report because there was no activity in that period.
5. Are there any problems with deleting records?
In general, there are no problems deleting records. In fact, deleting records can help reduce clutter in your item list.
Issues When Deleting Records and How to Avoid Them
One of the issues you might encounter with deleted items is if you want to use the same unique ID that already belongs to a record. By this, we mean the code that makes a record unique. In the case of item records (products), the unique identifier is the “Item Code.”
When an item is deleted, the item code cannot be reused by any other item because it is still used by a “DELETED ITEM.” If you’d like to reuse the same “Item Code,” then there are two options:
1. Rename the “Item Code” to something else, or add a word such as BAD, or DEL. For example, for item 002, we can change its “Item Code” to 002-BAD, and then delete it. This allows the user to reuse Item Code 002 for something else.
2. Un-delete the item and then edit it to adjust to your requirements. This method takes all the history belonging to the deleted item. We only recommend doing this if the item you’d like to make active is the same as the one that was once deleted and just needs to be modified and made active again. Otherwise, follow option one of renaming the Item Code to release the code that’s needed.
Deleting Item Records
If you want to delete an item and use the same Item Code, follow these steps:
1. Click on Items.
2. Under “Item Records,” select the item you wish to delete. Then, select “Edit This Record.”
Now, select “Delete.” In this example, we will use Item Code: 313 SAUCE.
View Deleted Records
1. While in “Item Records,” click on “Show Power Search.”
2. Now, select “Deleted Records.” Check the box that says “Show Deleted Records (Only?)”
Notice the Item Code 313 Sauce is now under ***Deleted Records***. The Item is deleted, and if you want to use the same Item Code, you may do so. Just un-delete the item and rename it to use the same Item Code.
Undeleting Records
1. While in Item Records and under Deleted Records, select the item that has been deleted. In this case, it is Item Code: 313 SAUCE. Select View Details.
2. You will see the Item Record you Deleted and all its details. Select Un-Delete to make the item active again.
Renaming a Record After Deletion – Using the Same Item Code
Above, we learned how to Delete and Un-Delete an Item from Item Records. Now, we will learn how to delete the Item and use the same Item Code.
If you have deleted the Item before changing the name to something else, Artisan will not allow you to use the same Item Code. You’ll see as Duplicate Record Error for Item Code (SKU): 313 SAUCE. This means the item has been deleted already, but it still uses that item code. This is what the error looks like.
1. Select the Item then hit Edit This Record.
2. Under Item Code (SKU): 313 SAUCE, we will change it to 313 SAUCE-USED. If we did not change it to 313 SAUCE-USED, it would not allow us to use the same Item Code, therefore the name has to be changed. Now hit Delete.
At this point the Item is Deleted, now you can use the same 313 SAUCE Item Code when Add A New Record.
3. Go to Items, then Add A New Record. In Item Code (SKU), name it 313 SAUCE. Select Save.
