TL;DR
Merge when you want to keep one part and roll another into it (e.g., a superseded SKU).
Delete only when a part has never been used in any transaction.
If a part has history, merge it into the correct part (or archive it, if archiving is enabled on your site).
🤔 Merge vs Delete (and when to archive)
Action | Use it when… | What it does |
Merge | You’ve got a duplicate or superseded part and want one live part going forward | Sums quantities into the kept part, updates all references on existing jobs, invoices, estimates, job templates, and purchase orders to the kept part, and permanently deletes the merged-in part. The merged-in part's transaction history is not transferred. |
Delete | The part has never appeared in a job, invoice, PO, stock movement, stocktake, etc. | Permanently removes the part |
Archive (if enabled) | The part has history and you want it hidden from day‑to‑day selection | Hides from lists & search while keeping history |
✅ Best practice: For superseded or duplicate items, prefer Merge so stock quantities roll into the part you keep and all existing records are updated to the kept part code. Note that the merged-in part's transaction history is not carried across — only a single stock adjustment entry is added to the kept part to reflect the quantity change.
🔁 Merge parts (two ways)
Method 1: From the Parts list
Go to Inventory in the side menu and select Parts.
Tick the checkboxes for the two parts you want to merge.
The Merge button only appears when exactly two parts are selected.
Click Merge.
This will open the Merge Screen where you’ll see a card for each selected part showing Part No/Code, Description, Category, Qty on Hand, and Qty on Job.
Click the card for the part you want to keep.
An arrow indicates the kept part.
You’ll see quick equations for quantity totals (e.g.,
2 + 1for Qty on Hand).
Click Merge & Delete (or Cancel to abort).
Method 2: From the Part Details screen
Go to Inventory → Parts and click a part to open its Part Details screen.
Click the ⋯ (ellipsis) icon in the top‑right corner and select Merge.
The Merge Parts screen opens with one tile pre‑filled (the part you opened).
The second tile is empty with a search field.
Search for and select the other part you want to merge.
Once both tiles are populated, the process works the same as Method 1:
Choose which part to keep.
Any changes to Quantities will show as
x + y.Confirm with Merge & Delete.
🗑️ Delete parts (only if never used)
⚠️ You’ll only see Delete Permanently if the part has no history (no jobs, invoices, POs, stock movements/stocktakes, etc.). If it has history, Merge it into the correct part (or Archive if available).
Go to Inventory → Parts and click the part to open Part Details.
Click the ⋯ (ellipsis) in the top‑right corner and choose Archive.
On the Archive Confirmation screen, you’ll see Delete Permanently only when the part has never been used.
Click Delete Permanently → confirm.
📝Note: You will not see the Delete Permanently option if using the Archive option directly from the Parts List.
🛟 Troubleshooting & tips
Merge button isn’t visible → Select exactly two parts.
Still no Merge? → Make sure both are Parts (not services/kits).
I can’t delete, but I need it gone from lookups → Merge into the correct live part. If archiving is available, Archive to hide it while retaining history.
What happens to Part History after a merge? → A single Stock Adjustment entry is added to the kept part showing the quantity brought across, with a note recording which part it was merged from. The merged-in part's existing transaction history is not transferred and cannot be retrieved after the merge. If you need to review the merged-in part's history, do so before completing the merge.