You can edit product data, but it depends on whether the product has been used in transactions such as sales invoices, purchase invoices, inventory movements, or if it hasn’t been used yet.
Scenarios
1. The product has no transactions
You can edit everything in it.
This means you can change:
-
Arabic Name
-
English Name
-
Serial Number
-
Category
-
Description
-
Terms and Conditions
-
Barcode
-
Tax
-
Unit Conversion
-
Product Image
-
Selling Price
-
Purchase Price
-
Product status if it’s for POS or not
-
Additional Fields
2. The product has transactions or operations on it
Here, edits are limited.
You can only edit:
-
Arabic Name
-
English Name
-
Serial Number
-
Category
-
Description
-
Terms and Conditions
-
Barcode
-
Tax
-
Unit Conversion
-
Product Image
-
Selling Price
-
Purchase Price
-
POS status
-
Additional Fields
But you cannot edit:
-
Unit of Measurement
-
Product status (Inventory or Non-Inventory)
-
Sales Account
-
Purchase Account
If you try to save after modifying data that cannot be edited, you’ll get an alert:
An error occurred during the update – edits are not allowed
Detailed Explanation
The product inside the system is like an “official record” for all the transactions on it.
If the product is new and you haven’t used it in invoices or purchases, you can change all its data without any problem because the system hasn’t recorded any accounting impact on it.
But after the product has any transaction, the system locks editing of some sensitive fields such as:
-
Unit of Measurement because it determines inventory quantities and cost.
-
Product status (Inventory or Non-Inventory) because an inventory product affects the inventory account while a non-inventory product directly affects the cost account.
-
Sales and Purchase accounts because they affect profit and loss in the reports.
If these values change after transactions exist, they could corrupt the financial reports or cause discrepancies in inventory, so the system prevents editing them.
A simple example:
If a product is registered as inventory and then you change it to non-inventory, the system can’t know where the actual quantity went, and there will be an error in the calculations.
For this reason, the solution is clear:
-
If the error is in the sales or purchase accounts, you can submit a modification request to the technical team through chat support.
-
If the error is in the unit of measurement or inventory status, you must use the “Archive” option for the product, and then create a new product with the correct data.
The archived product doesn’t disappear, but it stops being used.
It remains in the system, and you can see all the old invoices that used it.
Suggested Solutions
1. If you can delete the transactions related to the product
Delete them, edit the data, and save.
2. If you cannot delete the transactions
Open a ticket via chat to the technical team and request modification of only the following accounts:
-
Sales Account
-
Purchase Account
3. Data that cannot be edited even with a technical request
-
Unit of Measurement
-
Product status (Inventory or Non-Inventory)
In this case:
Archive the product through the archive option located next to its name on the Products and Costs page.
Then add a new product with the correct data.
After archiving, the product no longer appears among active products but remains in the system with all the old invoices issued for it.
Note:
To edit the quantity of a specific product, you need to go to inventory stocktake by going to Products and Costs, then select Inventory Stocktake from the top options, then click Create Inventory Stocktake, select the location, then the product, enter the new actual quantity, and save the stocktake.
And to add a quantity to a specific product, you can either add a purchase invoice for the product or by entering opening balances for the products.
