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Stock Items table, where items are selected for archiving

Inventory > Stock Items

Open in TWICE Admin

inventory/stock-items
Archiving is how you retire stock — a bike that was sold, a tent that failed inspection, a batch you no longer rent. The item stops contributing bookable capacity and drops out of the lists, but the record and its history survive, and you can bring it back. The part that catches people out is what happens to bookings already on the calendar. Archiving releases the item’s holds, so orders that had it assigned keep the assignment and lose the reservation behind it. TWICE counts those before you confirm, and this guide covers what to do with them afterwards.

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Prerequisites

Required permissions:
  • inventory:stock_item:view — runs the impact scan
  • inventory:stock_item:manage — archiving and unarchiving
  • inventory:stock_item:delete — deleting an archived item for good
All four system roles hold all three. A custom role can grant manage without delete, which is the sensible split: archiving is reversible, deleting is not.
Before you start, decide:
  • Archive or fix? Archiving is for stock leaving service. If the item is only temporarily out — repairs, a seasonal store — set it Inactive or book a maintenance reservation instead. Neither releases the holds behind existing bookings; archiving does.
  • Who takes the bookings? Archiving does not reassign anything. Have a replacement unit in mind for each affected order, or archive after the current bookings have run.
  • The whole SKU, or one item? Archiving a stock item leaves its SKU alone. Archiving the SKU is a separate action with its own warning about the items underneath it.

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The Walkthrough

1

Find the item

Open Inventory > Stock items. Either tick the rows you want to archive, or open a single item’s page.
2

Start the archive

From the table, select Archive in the selection toolbar. From an item’s own page, select More in the top right, then Archive.Both open the same confirmation dialog.
3

Read the impact scan

Before the dialog is confirmable, TWICE scans what live data still depends on the selection and lists it:Each finding names up to five examples with their dates, and a total count. A selection with nothing depending on it shows no findings at all.
The scan counts every hold that has not yet ended, which includes one running right now. A rental that is already back is not affected and is not counted.
4

Acknowledge

Both findings are warnings, so the dialog requires the checkbox I understand the impact on the items listed above before Archive becomes clickable. If the scan came back empty, there is no checkbox and you can confirm straight away.
5

Confirm

Select Archive. TWICE stamps the item as archived and releases every hold that had not yet ended, in one transaction.
6

Resolve the conflicts it created

If the scan reported upcoming order bookings, those orders now carry stock item conflicts — the item is still assigned on paper with no reservation behind it. Go to Orders, where a banner reads Some orders have conflicts, and select View orders to filter to them.On each order, open the Stock Items tab, find the highlighted item, and use Change stock item to swap in an available alternative. The conflict clears once every item on the order holds a valid reservation.Read more: Stock Item Conflicts

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How do I know it worked?

Three things change, and it is worth checking all three:
  • The item leaves the table. Stock item lists return active items by default, so an archived item is simply gone from Inventory > Stock items.
  • Its own page still opens, with a warning banner reading This asset is archived and an Unarchive button in it. Links and bookmarks to the item keep working.
  • It is listed under Settings > Archived assets > Inventory > Stock items, with the same table tools as the active view.
If the item was on upcoming orders, also check the Orders table for the conflicts banner — that is the work the archive left behind, and it does not clear itself.

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Getting an item back

Unarchive returns it to active use, from either the banner on its own page or the selection toolbar in Settings > Archived assets. It reappears in the lists and starts contributing capacity again. Unarchiving does not restore the holds that archiving released. Bookings that were reassigned to other units stay where they are, and conflicts you already resolved stay resolved.

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How deleting differs

Delete is a separate action, available only in Settings > Archived assets and only on an item that is already archived — there is no way to delete a stock item directly from the Inventory table.
Deleting is not reversible from the admin. Archive first, leave it a while, and delete only what you are certain about.
Read more: Archiving and Deletion

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Troubleshooting / Common Pitfalls

Cause: the impact scan found warnings, and the acknowledgement checkbox below the findings is not ticked. The confirm button stays disabled until it is.What to do: read the findings, tick I understand the impact on the items listed above, then confirm. Switching the selection resets the checkbox on purpose, so a stale acknowledgement cannot carry over to a different set of items.
Cause: this is the archive working as designed. An archived item contributes no capacity, so its holds are released — but the orders keep it assigned, which is exactly the state TWICE flags as a conflict.What to do: work through the conflicts from the Orders table and swap in replacement units. Nothing clears them automatically; a conflict resolves only when you reassign the item or the order reaches a terminal state.Read more: Stock Item Conflicts
Two possibilities.The bookings have already ended. The scan only counts holds whose end is still in the future, because a finished rental is not affected by the archive.Or the scan itself failed. An impact scan that errors is non-blocking: the dialog falls back to the plain confirmation with no findings and no acknowledgement checkbox. If you expected findings and got a bare dialog, cancel and try again rather than confirming blind.
Cause: every list in the admin returns active records by default.What to do: go to Settings > Archived assets > Stock items. That page has no permission gate of its own — every role can open it — and it lists archived items by type with the usual search and filters. Opening the item from there navigates to its normal page.
When this happens: archiving is a lifecycle move, not an availability one, and it costs you the item’s bookings.What to do: set the item’s Status to Inactive on its General tab, which stops the item being offered for new bookings while the holds behind existing ones stay in place. Or create a reservation on its Events tab covering the period it is out — that blocks the dates without changing the item’s lifecycle at all.
When this happens: stock items and SKUs archive independently. A SKU with no active items left is still an active SKU.What to do: archive the SKU separately from Inventory > SKUs if you are retiring the whole product. Its confirmation warns you about any active stock items still attached.

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Next Steps

Archived assets

Where archived items live, and where deleting happens.

Archiving and Deletion

The lifecycle behind it, shared by every asset type.

Stock Item Conflicts

Finding and resolving what an archive leaves on orders.

Register stock items

The other end of the lifecycle.