🛑 How To: Bulk Phase-Out Products (With and Without a Date)
If you have a large list of products that need to be (temporarily) phased out—perhaps due to a supplier changing their catalogue, seasonal shifts, or discontinued lines—doing it one by one is far too time-consuming.
You can easily achieve this by importing a bulk CSV file directly into Optiply, or programmatically via our API. To process the list successfully, the information must be formatted correctly. Here is a super detailed guide on how to prepare your file and execute the import.
📝 Step 1: Prepare Your CSV File
To phase out products, you must use a standard .csv file. You can configure your list in three different ways depending on your needs.
(If you need a head start, you can download the [Base Template File Here]).
A. Standard Phase-Out (No End Date)
By default, phasing out a product this way removes it from your purchase advice indefinitely. You must use the attribute notBeingBought and set the value to TRUE. This ensures the system allows the stock of these products to replenish down to 0.
Code snippet
skuCode,notBeingBought
123-ABC,TRUE 898-OIU,TRUE
093-PEX,TRUE 098-WEK,TRUE
B. Temporary Phase-Out (With an End Date)
If you want the product to automatically be purchased again in the future (e.g., a winter coat that you want to start buying again in October), you can set a specific date. When this date passes, Optiply will automatically reactivate the product and start generating purchase advice again. You must add the resumingPurchase column.
⚠️ CRUCIAL DATE FORMAT: Dates must always adhere strictly to the YYYY-MM-DD format.
Code snippet
skuCode,notBeingBought,resumingPurchase
123-ABC,TRUE,2026-01-24
898-OIU,TRUE,2026-10-29
093-PEX,TRUE,2026-05-06
098-WEK,TRUE,2026-08-15
C. Reactivating Products (Turning them back On)
You can use this exact same import process to turn products back on. You can even mix and match in the same list! Set the value to FALSE to tell the system the product is no longer phased out.
Code snippet
skuCode,notBeingBought
123-ABC,FALSE 898-OIU,TRUE
093-PEX,FALSE
📤 Step 2: Import the File via the Product Page
Once your CSV file is ready, you can upload it directly through the Optiply dashboard.
1. Start the Import:
Navigate to the Products page and click on the Import icon located at the top right of the data table.
2. Select the Identifier:
A pop-up will appear requesting the Identifier. This is the code by which the product is identified in your Optiply account (the most common choices being SKU Code or EAN code). Select your identifier and click Next.
3. Review Allowed Columns:
The next screen will show you the columns you are allowed to import for product updates. (You can also download a fresh example file from this screen if you need it). Click Next.
4. Upload Your File:
You will now see the upload zone. You can click to browse and select the CSV file from your computer, or simply drag and drop the file into the designated box. Click Next.
5. Match Your Columns:
Optiply needs to know which column in your file matches the system's database. The top field is the column name from your file, and the bottom field is what it maps to in Optiply. Ensure these match correctly, then click Next.
6. Final Validation Check:
The system will run a quick check on your file data before importing.
Errors: If your file has formatting issues (for example, if you typed a date as DD-MM-YYYY instead of the required YYYY-MM-DD), the system will flag the error and block the import. You must correct your file on your computer and upload it again.
Success: Once the file is correct, you will see a green success message. You can now click the blue Import button.
📊 Step 3: Track Your Progress
Depending on the size of your file, the import might take a few moments.
You can track the progress of your active import by clicking the Task Manager/Progress icon at the top of your screen.
Once the process is finished, a results log will appear showing exactly how the import went. Look at the last four columns to verify your success:
Metric | What it means |
Total records | The total number of lines read in your CSV file. |
Succeeded | The number of product lines that were successfully updated. |
Failed | The number of lines that failed or were skipped. |
Status | Whether the job is Complete or Running. |
💡 Why would a line fail? The most common reason a line fails or is skipped (e.g., showing 15 lines but 0 succeeded) is that the SKU listed in your file simply does not exist in Optiply! Double-check your spelling.
⚠️ A Quick Note on "Snoozing"
Did you know you can also phase out products directly from the Purchase page?
Keep in mind: When you click the Snooze button on a product from an active purchase advice, you are technically phasing out that product temporarily until your next calculated order moment (the next purchase order for that supplier).
💻 Advanced: Using the API
If you have a development team and want to automate this process directly from your ERP or PIM system, you can bulk phase-out products via the Optiply API.
Simply use the products endpoint and update the notBeingBought boolean attribute. You can view all the technical specifications and payload requirements by visiting our [Official API Documentation Here].
❓ Frequently Asked Questions (FAQs)
Why did my import results show 0 Succeeded if there were no formatting errors?
If your file passes the initial validation check but the final progress log shows 0 successful updates, it almost always means the SKUs listed in your file do not actually exist in Optiply. Double-check your spelling and ensure those products have properly synced from your webshop or ERP first!
What happens if I type the date in the wrong format?
If you type a date as DD-MM-YYYY (like 24-01-2026) instead of the strictly required YYYY-MM-DD format (2026-01-24), the system will block the upload during the final validation check. You will receive a red error message on the screen and must correct the file on your computer before the system allows you to click the Import button.
Is there a difference between 'Snoozing' a product and phasing it out?
Technically, no! When you click the 'Snooze' button on a product from an active purchase advice, the system is just executing a temporary phase-out. The only difference is that a "Snooze" automatically sets the phase-out end date to the very next calculated order moment for that specific supplier, whereas a CSV phase-out lasts until the exact date you specify (or forever, if left blank).
Still need help?
If you have any questions about formatting your CSV or need further assistance troubleshooting a failed import, please reach out to us at support@optiply.nl or via the in-app chat message. We're happy to help!