Discontinuing Products: Prevent Unwanted Reordering
Quick Answer
Do Not Restock status lets you mark products as discontinued or temporarily unavailable so they won't appear in reorder suggestions.
What it does:
├─ Hides from: PO searches and Buy Now table
├─ Hides from: Stockout and Out of Stock reports
├─ Prevents: Accidental reordering
├─ Allows: Still track and report on product
└─ Reversible: Can reactivate anytime
Why it matters:
- ✅ Stop reordering discontinued items
- ✅ Reduce ordering mistakes
- ✅ Keep your reports clean
- ✅ Preserve historical data
- ✅ Easily reactivate if needed
Understanding Do Not Restock Status
What the Status Does
Effectively discontinues a product without deleting it:
WITHOUT "Do Not Restock":
├─ Product shows in: PO searches
├─ Appears in: Buy Now table
├─ Included in: Reorder suggestions
├─ Risk: Accidentally order discontinued item
├─ Problem: Manual checking required
└─ Result: Extra work and potential mistakes
WITH "Do Not Restock":
├─ Product hidden from: PO searches
├─ Excluded from: Buy Now table
├─ Not in: Reorder suggestions
├─ Risk: Eliminated (can't accidentally order)
├─ Benefit: Can still track the product
├─ Result: Clean, mistake-free ordering
Where It Has Effect
The status impacts these areas:
PURCHASE ORDERS:
├─ PO Search: Product doesn't show up
├─ Result: Can't accidentally add to orders
└─ Benefit: Cleaner ordering interface
BUY NOW TABLE:
├─ Buy Now recommendations: Excluded
├─ Result: Won't suggest reordering
└─ Benefit: Focus on active products only
REORDER REPORTS:
├─ Stockout Risk Report: Product excluded
├─ Out of Stock Report: Product excluded
├─ Result: Won't flag as urgent
└─ Benefit: Cleaner, more accurate reports
INVENTORY TABLE:
├─ Still visible: Product shows up
├─ Still trackable: Can see current stock
├─ Still reportable: Can analyze
├─ Still removable: Can exclude if desired
└─ Benefit: Historical data preserved
DASHBOARD & ANALYTICS:
├─ Can still: View and analyze
├─ Can still: Track historical sales
├─ Can still: See current inventory
└─ Benefit: Complete record preserved
When to Use "Do Not Restock"
Perfect situations for this status:
PERMANENT DISCONTINUATION:
├─ Product: No longer sold
├─ Reason: End-of-life product
├─ Current stock: Being depleted
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Until inventory gone
└─ Then: Can delete or archive
TEMPORARY UNAVAILABILITY:
├─ Product: Temporarily not available
├─ Reason: Supplier issue, quality hold
├─ Duration: Expected to be temporary
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Until available again
└─ Then: Remove status to reactivate
SEASONAL PRODUCTS:
├─ Product: Only sold certain season
├─ Reason: Off-season now
├─ Current stock: Last of season
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Until next season
└─ Then: Remove status to reactivate
QUALITY ISSUES:
├─ Product: Quality problem discovered
├─ Reason: Defect found in production
├─ Current stock: Being returned
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Until resolved
└─ Then: Remove status if approved
SUPPLIER ISSUES:
├─ Product: Supplier discontinued
├─ Reason: Can't source anymore
├─ Current stock: Last inventory
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Until alternative found
└─ Then: Remove if new supplier found
STRATEGIC DECISION:
├─ Product: Portfolio decision
├─ Reason: Want to stop selling
├─ Current stock: Sell through inventory
├─ Action: Mark as "Do Not Restock"
├─ Timeline: Let run out naturally
└─ Then: Can archive permanently
How to Apply "Do Not Restock" Status
Step 1: Select Products
Choose which products to discontinue:
Option A: Single product
├─ Go to: Inventory Table
├─ Find: Product you want to discontinue
├─ Click: Checkbox next to it
├─ Selection: Now selected
└─ Proceed: To Step 2
Option B: Multiple products
├─ Go to: Inventory Table
├─ Use filters: To narrow down
│ ├─ Example: Filter by Category = Old
│ ├─ Example: Filter by Status = Overstocked
│ ├─ Example: Filter by Grade = C
│ └─ Purpose: Show only candidates
│
├─ Select: All visible products
│ ├─ Method 1: "Select All" button (if available)
│ ├─ Method 2: Click each checkbox manually
│ └─ Result: All filtered products selected
│
└─ Proceed: To Step 2
Option C: Many products (bulk)
├─ Strategy: Use filters to segment
├─ Process: Filter → Select → Apply → Repeat
├─ Example:
│ ├─ First: Filter Status = Deadstock → Select → Apply
│ ├─ Then: Filter Grade = C, Status = Running Low → Select → Apply
│ ├─ Then: Filter Created Date = Old → Select → Apply
│ └─ Result: All candidates marked
Step 2: Open Actions Menu
Access the discontinue option:
1. After selecting product(s)
2. Look for: "Actions" button or menu
├─ Usually: Top toolbar
├─ Or: Right side of toolbar
├─ Or: Drop-down menu
├─ Icon: May show "..." or "gear"
└─ Label: "Actions", "Bulk Actions", or similar
3. Click: Actions button
├─ Menu appears: With available actions
├─ Look for: "Do Not Restock" option
└─ Or: "Status" or "Change Status"
4. Menu should show:
├─ Do Not Restock
├─ Other status options
├─ Other bulk actions
└─ Apply or Cancel buttons
Step 3: Select "Do Not Restock"
Apply the discontinuation status:
1. From Actions menu
2. Click: "Do Not Restock" option
3. Side panel may appear showing:
├─ Current setting: "Automatic Mapping"
├─ Explanation: What will happen
├─ New setting: "Do Not Restock"
├─ Confirmation: "Are you sure?"
└─ Buttons: Apply and Cancel
4. Review:
├─ Number of products affected
├─ What will happen (hidden from ordering)
├─ That data is preserved
└─ Can be reversed anytime
5. Click: "Apply" or "Confirm"
├─ Status applied: Immediately
├─ Products updated: All selected
├─ Effects active: Right away
└─ Visible: Status shows in table
Step 4: Verify the Status
Confirm that discontinuation worked:
Check 1: Inventory Table
├─ Go back: To inventory table
├─ Find: Products you marked
├─ Look: At status column
├─ Should show: "Do Not Restock" status
├─ Verify: For all selected products
└─ Confirmed: Status applied successfully
Check 2: PO Search
├─ Go to: Purchase Orders section
├─ Search: For discontinued product
├─ Result: Product doesn't appear
├─ Reason: "Do Not Restock" excluded it
└─ Confirmed: Hidden from ordering
Check 3: Buy Now Table
├─ Go to: Buy Now table (if available)
├─ Search: For discontinued product
├─ Result: Product doesn't appear
├─ Reason: "Do Not Restock" excluded it
└─ Confirmed: Not in reorder suggestions
How to Reactivate Products
When to Reactivate
Bringing a product back:
REASONS TO REACTIVATE:
Temporary situation resolved:
├─ Was: Supplier issue
├─ Now: Resolved, can order again
├─ Action: Remove "Do Not Restock"
└─ Result: Back in ordering
Seasonal return:
├─ Was: Off-season
├─ Now: Season starting, need to reorder
├─ Action: Remove "Do Not Restock"
└─ Result: Can order for upcoming season
Reconsidered discontinuation:
├─ Was: Decided to discontinue
├─ Now: Changed mind, want to keep
├─ Action: Remove "Do Not Restock"
└─ Result: Back in normal operations
Quality issue resolved:
├─ Was: Quality problem
├─ Now: Resolved with supplier
├─ Action: Remove "Do Not Restock"
└─ Result: Can resume ordering
New supplier found:
├─ Was: Supplier discontinued
├─ Now: Found alternative supplier
├─ Action: Remove "Do Not Restock"
└─ Result: Resume product with new source
Step 1: Select Products
Choose products to reactivate:
1. Go to: Inventory Table
2. Find: Products marked "Do Not Restock"
├─ Can filter: Status = "Do Not Restock"
├─ Or: Search by name
├─ Or: Browse manually
└─ Select: Product(s) to reactivate
3. Click: Checkbox(es)
├─ Single: One product at a time
├─ Multiple: Several if bulk reactivation
└─ Selected: Ready to change status
Step 2: Change Status Back
Remove the discontinuation status:
1. With product(s) selected
2. Click: "Actions" button
3. Select: "Change Status" or "Do Not Restock" again
├─ Opens: Status dropdown
└─ Options: Include "Automatic Mapping"
4. Choose: "Automatic Mapping"
├─ Meaning: Status returns to automatic
├─ Effect: Based on actual inventory conditions
├─ Result: Back in ordering system
└─ Benefits: Regular status rules apply
5. Click: "Apply"
├─ Status changed: Immediately
├─ Product reactivated: Right away
├─ Back in: PO searches and Buy Now
└─ Verified: Check status shows changed
Step 3: Verify Reactivation
Confirm the product is active again:
Check 1: Inventory Table
├─ Look: At product status
├─ Should show: Original status (Running Low, Healthy, etc.)
├─ NOT show: "Do Not Restock"
└─ Verified: Status changed
Check 2: PO Search
├─ Search: For the product
├─ Should appear: In search results now
└─ Verified: Available in ordering
Check 3: Buy Now Table
├─ Look: For the product
├─ Should appear: If eligible for reorder
└─ Verified: Back in suggestions
Practical Workflows
Workflow 1: End-of-Season Discontinuation
Seasonal product going into offseason:
SCENARIO:
Winter coat inventory at end of season.
Have 30 units left. Don't want to reorder.
STEPS:
Step 1: Identify products
├─ Filter: Category = "Winter Coats"
├─ Filter: Season = "Winter"
├─ Select: All winter coat variants
└─ Result: All winter items selected
Step 2: Apply "Do Not Restock"
├─ Actions → Do Not Restock
├─ Confirm: Apply to all winter coats
└─ Effect: Hidden from ordering
Step 3: Focus on depletion
├─ Let inventory: Sell naturally
├─ No reorders: Automatically prevented
├─ Track: Remaining inventory
└─ Monitor: Stock levels decline
Step 4: Reactivate next season
├─ Next October: About to start winter season
├─ Select: Same winter coat products
├─ Actions → Automatic Mapping
├─ Reorder: Now able to reorder for season
└─ Process: Ready to sell again
Timeline:
├─ June: Mark "Do Not Restock"
├─ July-September: No risk of ordering
├─ October: Reactivate for season
└─ Result: Clean seasonal management
Workflow 2: Bulk Quality Issue
Supplier quality problem affects multiple products:
SCENARIO:
Supplier has quality issue with 15 products.
Investigating. Don't want accidental reorders.
STEPS:
Step 1: Identify affected products
├─ Filter: Supplier = "Problem Supplier"
├─ Filter: Status = Any (all their products)
├─ Select: All 15 products
└─ Result: All problem products selected
Step 2: Apply "Do Not Restock"
├─ Actions → Do Not Restock
├─ Confirm: Apply to all 15 products
└─ Effect: Can't order from them
Step 3: Investigate & resolve
├─ Supplier: Fixes issue
├─ Inspection: Complete, approved
├─ Timeline: 2 weeks
└─ Status: Ready to resume
Step 4: Reactivate when resolved
├─ Select: Same 15 products
├─ Actions → Automatic Mapping
├─ Resume: Can now order again
└─ Result: Quality issue managed
Timeline:
├─ Day 1: Mark "Do Not Restock"
├─ Days 2-14: Investigation period
├─ Day 15: Reactivate after resolution
└─ Result: No accidental bad orders during crisis
Workflow 3: Portfolio Cleanup
Discontinuing slow-moving products permanently:
SCENARIO:
Decided to discontinue Grade C deadstock products.
About 40 slow-moving items.
STEPS:
Step 1: Identify candidates
├─ Filter: Grade = "C"
├─ Filter: Status = "No Sales" (30+ days)
├─ Filter: On Hand > 0 (still have inventory)
├─ Select: All matching products
└─ Result: 40 products selected
Step 2: Apply "Do Not Restock"
├─ Actions → Do Not Restock
├─ Confirm: Apply to all 40 products
└─ Effect: Won't reorder, will deplete naturally
Step 3: Let inventory run out
├─ Marketing: Possibly promote to clear
├─ Sales: Continue selling normally
├─ No reorders: Automatically prevented
├─ Timeline: Stock naturally depletes
Step 4: Archive when empty
├─ When: On-hand reaches 0
├─ Can: Delete or archive product
├─ Data: Historical sales preserved
└─ Result: Clean portfolio
Timeline:
├─ Week 1: Mark "Do Not Restock"
├─ Weeks 2-12: Natural depletion
├─ Week 13: Archive empty products
└─ Result: Clean portfolio, no slow-movers
Important Notes
"Do Not Restock" vs Other Methods
Different approaches:
EXCLUDE PRODUCT:
├─ Effect: Completely hidden
├─ Visible: Won't show in inventory table
├─ Use: For items not tracked (gift cards, packaging)
├─ Reversible: Yes, but less flexible
└─ Best for: Non-inventory items
DO NOT RESTOCK STATUS:
├─ Effect: Hidden from ordering only
├─ Visible: Still shows in inventory table
├─ Use: For items you want to track but not reorder
├─ Reversible: Yes, very flexible
└─ Best for: Discontinued or temporarily unavailable
DELETE PRODUCT:
├─ Effect: Permanently removed
├─ Visible: Completely gone
├─ Use: Never needed again
├─ Reversible: No (lost forever)
└─ Risk: Loss of historical data
WHEN TO USE EACH:
Discontinued but tracking:
├─ Use: "Do Not Restock"
├─ Reason: Keep data, prevent ordering
└─ Flexible: Can reactivate if needed
Not tracking anymore:
├─ Use: Exclude Product
├─ Reason: Clean up view
└─ Flexible: Can re-include if needed
Never needed again:
├─ Use: Delete
├─ Reason: Permanent removal
└─ Caution: Check before deleting
Automatic vs Manual Status
Understanding the status system:
AUTOMATIC MAPPING (Default):
├─ System: Automatically sets status
├─ Based on: Actual inventory conditions
├─ Examples:
│ ├─ Overstocked, Running Low, Out of Stock, etc.
│ └─ Based on thresholds and sales data
├─ Updates: Continuously, as conditions change
└─ Flexibility: Can be overridden manually
DO NOT RESTOCK (Manual):
├─ You set: Manual override
├─ Override: Automatic system
├─ Effect: Stays "Do Not Restock" until you change it
├─ Regardless: Of actual inventory conditions
├─ Flexibility: Only changes when you change it
└─ Duration: Permanent until you remove it
Switching back:
├─ When ready: To resume automatic
├─ Action: Change status back to "Automatic Mapping"
├─ Effect: System resumes automatic calculations
└─ Result: Status changes based on conditions again
FAQ
Q: Can I still see inventory for "Do Not Restock" products?
A:
YES - Full visibility:
├─ In Inventory Table: Still visible
├─ Can check: Current on-hand quantity
├─ Can view: All metrics and data
├─ Can analyze: Sales and trends
├─ Can report: On these products
├─ Only hidden: From PO searches and ordering
└─ Benefit: Complete tracking while preventing orders
Q: Can I reactivate products later?
A:
YES - Fully reversible:
├─ Change status: Back to "Automatic Mapping"
├─ Timeline: Takes seconds
├─ Effect: Immediate
├─ Result: Fully back in ordering system
├─ Data preserved: All history intact
└─ Benefit: Flexible management
Q: Does this affect existing purchase orders?
A:
NO - Only new orders:
├─ Existing POs: Unaffected
├─ Created orders: Still active
├─ Status change: Only prevents NEW orders
├─ Old orders: Continue normally
├─ Received stock: Still counts
└─ Shipments: Still processed normally
Important:
├─ Only: Prevents new PO searches
├─ Doesn't: Cancel existing POs
└─ Timeline: Takes effect going forward
Q: What if I need to bulk apply to many products?
A:
Use filters to segment:
Method: Filter → Select → Apply → Repeat
Example:
├─ Round 1: Filter by Supplier X → Select all → Apply
├─ Round 2: Filter by Grade C → Select all → Apply
├─ Round 3: Filter by Status Deadstock → Select all → Apply
└─ Result: All products marked in multiple passes
If many products:
├─ Break into: 50-100 per batch
├─ Use filters: To narrow each batch
├─ Process: Multiple rounds if needed
└─ Speed: Still faster than one-by-one
Q: Can I filter to show only "Do Not Restock" products?
A:
YES - See all discontinued:
├─ Filter: Status = "Do Not Restock"
├─ Result: All discontinued products shown
├─ Use: To verify they're all marked
├─ Use: To bulk reactivate later
├─ Use: To report on discontinued items
└─ Benefit: Easy management
Summary
"Do Not Restock" Status:
├─ Prevents: Accidental reordering
├─ Hides from: PO searches, Buy Now, reports
├─ Keeps: Products visible for tracking
├─ Preserves: All historical data
└─ Reversible: Anytime with one click
When to use:
├─ Permanent discontinuation
├─ Temporary unavailability
├─ Seasonal off-season
├─ Quality issues
├─ Supplier problems
└─ Strategic decisions
How to apply:
├─ Select products (use filters for bulk)
├─ Click Actions → Do Not Restock
├─ Confirm
└─ Done (status applied immediately)
How to reverse:
├─ Select products
├─ Click Actions → Automatic Mapping
├─ Confirm
└─ Done (reactivated immediately)
Benefits:
├─ Prevent ordering mistakes
├─ Clean ordering interface
├─ Complete data preservation
├─ Flexible management
└─ Easy bulk operations
Next Steps
- Identify Candidates - What products should be discontinued?
- Apply Status - Mark them "Do Not Restock"
- Verify - Check that they're hidden from ordering
- Monitor - Track how inventory depletes
- Reactivate - When/if status changes
- Archve - Clean up when inventory is gone
Related Resources
Need Help?
Questions about discontinuing products?
├─ Chat: In-app chat (bottom right)
├─ Email: [support@synplex.io]
├─ Response: Usually <24 hours
└─ Available: Mon-Fri, business hours