Change many items at once

When the tax rate changes or you reorganise your categories, change every item it affects in one go instead of opening each one. Spine asks before it changes anything, so a slip on the selection can’t re-tax half the catalogue.

Who can do this

Owners, and Staff whose Team has Create/edit own catalogue (to set a category, tax or income account) or Archive/delete own catalogue (to archive or restore). To change items a colleague added, they also need the matching “others’” right.

1. Tick the items — Go to Catalogue and tick the box on each item’s row, or the header box for every row on the page. A bar shows “… selected”.

2. Choose a change — In the bar, press Set category, Set tax or Set income account, and choose the new value.

3. Confirm — Spine asks first and says what will change:

   • “Change the tax on 12 items?”, with Change tax.
   • “Move 12 items to “Labour”?“, with Move items. Leave the category empty to remove it instead.
   • “Change the income account on 12 items?”, with Change account.

   Press Go back to change nothing and keep your selection.

4. Check the result — A toast says “Updated 12 items”.

Changing filters or the page clears the selection. Press Clear in the bar to untick everything.

What a bulk change affects

The new tax or income account applies to new quotes and invoices. Quotes and invoices already issued keep their own tax and account.

For a GST business, Set tax sets the Intra-state tax, and each item’s inter-state tax follows: the one active IGST rate at the same total (for example IGST 18% with GST 18%). Without exactly one matching IGST rate, each item keeps its own inter-state tax. No tax clears both.

Archive or restore many items

Tick the items and press Archive in the bar, or Restore for archived items. Spine doesn’t ask first, because you can restore them. A toast says “Archived 12 items” or “Restored 12 items”.

When some items can’t be changed

A bulk change is all or nothing. If you’re not allowed to change some of the items, for example ones a colleague added, nothing changes and Spine says “You can’t change 3 of these items. Unselect them and try again.”

Tip

To group the ticked items into a bundle, press Make a bundle in the same bar. See Make a bundle.