Archiving sold or retired items from inventory

Purpose

1.1. Automate the removal, archiving, or transition of sold/retired inventory items from active listings in antique stores, reducing manual errors, maintaining catalog accuracy, freeing storage, and supporting regulatory compliance for collectibles.

Trigger Conditions

2.1. Status update to "sold," "retired," or "removed" in inventory management software.
2.2. Invoice generation or payment received confirmation.
2.3. Scheduled end-of-day/month inventory reconciliation indicating inactive stock.
2.4. Manual annotation by staff for unique pieces designated as archived.

Platform Variants

3.1. Shopify
• API: InventoryItem API – Monitor status; trigger archiveItem mutation when "sold."
3.2. Square POS
• Function: Catalog API – Listen for is_sold or is_archived flag changes; invoke POST /v2/catalog/object.
3.3. QuickBooks Commerce
• API: Patch /inventory – On item status update, patch item to "archived."
3.4. Lightspeed Retail
• Endpoint: Product PUT/Archive – Set 'archived' boolean to true for inventory ID.
3.5. WooCommerce
• Hook: woocommerce_product_set_stock_status – Detect change to 'outofstock,' update custom field "archived."
3.6. Zoho Inventory
• API: Update Item Status – PATCH /items/{item_id}; set status "archived."
3.7. Netsuite
• Workflow: Item Status Change Workflow – On 'inactive,' move item to archive category.
3.8. Dear Systems
• API: InventoryUpdate – Set Status field to "archived" upon sale completion event.
3.9. Microsoft Dynamics 365
• Power Automate Flow: On item sold event, update item status, move record to archival entity.
3.10. Oracle NetSuite
• Saved Search & SuiteScript: Identify 'sold' items; SuiteScript triggers archive flag.
3.11. Salesforce
• Flow: Opportunity Closed/Won or Custom Object update; mark item as archived.
3.12. SkuVault
• API: MarkInventoryItemArchived – Endpoint triggers when item is 'sold.'
3.13. Fishbowl Inventory
• Plugin Action: ArchivePart – Configuration on part status update event.
3.14. Odoo
• Automated Action: On state "sold," action_write to set active=False.
3.15. Vend (now Lightspeed X)
• API: Products – Change 'active' field to false on product sold signal.
3.16. SAP Business One
• DI API: Update Item Status – Set Item 'Active' property to 'No' via event trigger.
3.17. TradeGecko
• Webhook: On product status change, PATCH item.archive=true.
3.18. Google Sheets
• Apps Script Trigger: On custom "Sold" column, move row to "Archived" sheet.
3.19. Airtable
• Automation: Record updated to "Sold" status; script moves record to 'Archive' table.
3.20. FileMaker Pro
• Script Trigger: On status update field, perform script to move to archive layout/database.

Benefits

4.1. Minimizes manual tracking and risk of double-selling unique collectibles.
4.2. Maintains real-time and accurate showcase of current inventory.
4.3. Streamlines compliance with audit and record-keeping regulations.
4.4. Increases staff productivity, allowing focus on high-value activities.
4.5. Supports business intelligence and historical performance evaluation by keeping archived data organized.