Tidying up products after the switch

Updated on 2026-10-01

Instellingen → Opkuis na de overstap → Producten (Settings → Cleanup after the switch → Products). After switching from Optios, your list holds every product card that was ever created there: old packagings, duplicates and brands you stopped carrying years ago. The first salon to switch had 1,328 of them, more than a thousand of which had not been sold or used for a year. This screen brings your list back, in five steps, to what you actually use today.

Nothing is ever erased on this screen, and nothing happens until you press a button and confirm.

Step 1: what is still in use?

You pick two dates:

Sold since: a card that appeared on a receipt since that day is in use.
Used since: a card that was used at the basin or in the colour bar since that day is in use. That is the usage scanned out in Optios that came across with the switch.

Why two dates? Sales and usage run at a different pace. A take-home shampoo crosses the counter every week; a colour you only mix for a handful of clients sometimes leaves the cupboard twice a year. With two dates you can tidy the counter strictly and keep the colour cupboard generous.

A card stays as soon as one of the two holds: sold since the first date, or used since the other. What did neither goes to the archive in step 4.

By default both are set to the start of the previous financial year, so a product that only moves once a season does not drop out. The buttons Begin vorig boekjaar (start of last financial year) and Begin dit boekjaar (start of this financial year) set them quickly. Your choice is saved right away.

Below the dates you see straight away what they mean: how many cards stay, how many go to the archive, and how many of the latter still carry stock, with the number of items in total. If those bottles really are still in your cupboard, pick an earlier date, or bring them back after archiving.

Step 2: merging duplicates

When a supplier changes the packaging, the product gets a new barcode. Optios turned that into a second card. So the same product sits in your list twice, with sales and stock split across two cards, and the till does not always know which one is meant.

Merging turns them back into one card. The card that stays also receives the barcode of the other one, so old and new both stay scannable: a bottle in the old packaging that is still in the cupboard scans as usual. All receipts, deliveries, usage and stock move across. The other card goes to the bin, and the next Optios round does not create it again.

The list shows pairs with the same barcode, or with the same name and content. For each pair we propose which card stays: the one still in use according to step 1, otherwise the newest card from Optios.

Agree? Leave the pair ticked and press Aangevinkte samenvoegen (merge ticked).
Prefer to go pair by pair, or choose yourself which card stays? Use Samenvoegen (merge) on that row.
Not ticked in advance are the doubtful cases: a pair where one card has no content (it may be the same bottle, but also the litre bottle), and a pair whose names differ by a plus sign (with some brands that is a different formula). Check those before you tick them.

Below the list, for information only, are cards that look alike but have a slightly different content, such as 95 ml next to 100 ml. That is a different packaging with its own stock, and those are not merged.

A merge cannot be undone. If you are unsure about a pair, simply leave it.

Step 3: your supplier's price list

What Optios held for a product (brand, article number, supplier) was typed in by hand over the years, and often differs from card to card. The price list your supplier sends you is the only truth. It provides the brand, the article number, the barcode, the recommended price and the supplier. How Optios used to split up a brand no longer counts.

Press Prijslijst opladen (upload price list) and upload your supplier's Excel file. There you also see which prices are proposed. A selling price is never lowered and never set to zero.
Come back and press Merken opkuisen (tidy up brands). Every product gets the brand and supplier from the list, brands that are the same are merged, and a brand of which no product was sold or used since your dates is put away.

A brand that is put away is not gone: its products, old receipts and deliveries still point to it. It simply no longer appears in the pick lists. To bring it back: Instellingen → Merken (Settings → Brands), with the filter Opgeborgen (put away).

Step 4: archiving what is no longer in use

One button archives every card that, according to step 1, is no longer in use. You see beforehand how many there are, and how many still carry stock.

Archiving is not deleting. An archived card disappears from the till, the order proposal and the pick lists. Every receipt, delivery, usage line and report from before stays exactly as it was: last year's revenue does not change. If the barcode is scanned anyway, the till offers to bring the card back.

You can always bring it back, at Instellingen → Producten opkuisen (Settings → Tidy up products): choose the group Gearchiveerd (archived), tick what you want back and press Terughalen (bring back). See also Products.

Step 5: summary and finishing

At the bottom you see where your list stands: how many cards are in use, how many are archived, how many are in the bin (a merged card goes there), and how many brands are in use or put away.

Press Afgerond (done) when you are finished. That changes nothing about your cards; it only records that this part of the cleanup is done. You can always come back.

What never happens

Nothing is erased. Archiving sets a date, merging puts the old card in the bin after everything has moved, putting a brand away sets a date.
Nothing happens by itself. Not even after a year. Every step waits for your button and your confirmation.
A past receipt does not change: no amount, no VAT, no product name on the ticket.
A selling price never goes down and never becomes zero because of a price list.
Stock does not vanish from the books: an archived card keeps its stock, and a merge adds the stock together.

More on the switch itself: Migrating from Optios yourself.