# Delete an Item

## **Purpose**

The **Delete Item** action allows authorized users to permanently remove an inventory item from the system **only when it is no longer in use** on any site or project.

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## How to Access <a href="#how-to-access" id="how-to-access"></a>

Open the main menu → Select **Inventory** → Stay on the Inventory Overview Tab → Click the **Gear Icon** button (*visible only when permitted*)

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> **Notes:**\
> Visibility depends on permissions.\
> Buttons and actions may be hidden based on role.

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## Step-by-Step Workflow

#### Overview <a href="#overview" id="overview"></a>

Open the Inventory list, select a row, open the actions menu, and choose the **Delete** action.&#x20;

#### Step 1: Open the Inventory List <a href="#step-1-open-the-inventory-list" id="step-1-open-the-inventory-list"></a>

Go to Inventory and open the Overview tab.

The table displaying your inventory items will include a gear icon on each row.

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#### Step 2: Open the Item Actions Menu <a href="#step-2-open-the-item-actions-menu" id="step-2-open-the-item-actions-menu"></a>

Click the row you want to act on.

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Click the gear icon in that row.

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A menu with the available actions for that item.

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#### Step 3: Choose Delete Action <a href="#step-3-choose-an-action" id="step-3-choose-an-action"></a>

This will permanently remove the item from your inventory.

| Scenario                     | Item State                                                                                                                                     | System Behaviour                                                                                                                                                                             | Required Action                                                                                                                                                  |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Delete Action **Successful** | <p>No quantity issued to sites<br><br>No quantity assigned to projects<br><br>In Use balance = 0<br><br>Available balance = Total Quantity</p> | <p>System allows deletion<br><br>User is prompted to confirm the delete action<br><br>Item is permanently removed from the inventory<br><br>Item no longer appears in the inventory list</p> | <p>Confirm the delete action<br></p><p>No further steps required</p>                                                                                             |
| Delete Action **Blocked**    | <p>Quantity issued to sites<br><br>Quantity allocated to active projects<br><br>In Use balance greater than 0</p>                              | System prevents deletion                                                                                                                                                                     | <p>Return all issued quantities from sites or projects<br><br>Ensure In Use = 0<br><br>Ensure Available = Total Quantity<br><br>Retry the Delete Item action</p> |

If the Delete action is blocked, the system will display an alert showing

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If the Delete action is successful, the system will display a confirmation window to confirm if you woudl like to proceed with deleting the item.&#x20;

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## Permissions Required <a href="#permissions-required" id="permissions-required"></a>

| Permission Section | Permission Type | Required For            |
| ------------------ | --------------- | ----------------------- |
| Roles              | Super Admin     | Edit, Delete, Duplicate |
| Roles              | Inventory Admin | Edit, Delete, Duplicate |
| Inventory          | Delete          | Delete                  |

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## Troubleshooting and Common Questions <a href="#troubleshooting-and-common-questions" id="troubleshooting-and-common-questions"></a>

* **Delete option not visible:**\
  Check your role permissions or contact an administrator
* **Delete blocked:**\
  Verify all issued quantities have been returned and balances are correct
* **Item still visible after delete:**\
  Refresh the inventory list or re-open the Inventory Overview page

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## **Important Notes**

* Deleted items are **fully removed from the system**
* Items cannot be deleted while actively issued or allocated
* Deletion helps maintain **accurate inventory records** and prevents orphaned data