Qualifications for Archiving
Archiving an Invoice
Invoice Return from Archive
Deletion of Archived Invoice from Purchase Invoices
Qualifications for Archiving
Both the archiving of purchase invoices and travel invoices is done at the stage when the invoice has been completely processed in Purchase invoices:
In workflow, the purchase invoice and travel invoice must be
- Approved
- Transferred to accounts payable or payroll
Purchase Ledger, the purchase invoice and travel invoice must be
- Approved
- Transferred to accounting
- The invoice can also be paid after archiving; payment information will be updated for the invoice already in the archive
Invoice Archiving
- Go to To be transferred – To Archive view
- Select the invoices to be archived by clicking the checkbox in front of the invoice line
The view displays all invoices to be archived, including accounts payable invoices, expense invoices, and travel invoices. Different types of invoices can be archived simultaneously.
Selecting multiple invoices from the view
- Selecting multiple documents located "here and there" is done by clicking on the desired documents - the rows of the selected documents will turn blue.
- Selecting multiple consecutive documents is done by clicking on the first document, then pressing the SHIFT key on your keyboard and clicking on the last document, which will select all documents in between and the rows will turn blue.
Selecting all invoices from the view
If you want to move all invoices in the view to the archive, click on the checkbox in front of the Supplier field, which will select all invoices in the view.
- Click the Archive button at the top of the view, after which the selected invoices will move to the Awaits Archiving status.
Invoices to be archived will appear in the To be transferred – To Archive view in a Awaits Archiving status until the transfer of invoices to the archive is complete. Archiving takes place as a background process, allowing the processing of other invoices to continue even if the invoices to be archived are still in Awaits Archiving status. You can refresh the view by clicking the Archive tab title.
Archived invoices are visible in the Transferred – Archived view. The invoice lines do not display archiving icons, as all invoices in this view are archived.
Note! If the number of invoices to be archived exceeds 1000 invoices, see the instructions here: Archiving a Large Number of Invoices
Invoice Return from Archive
Sometimes invoices need to have subsequently received attachments added, or for example, the supplier's information has changed. In this case, the invoice(s) must be returned from the archive to complete the information.
- Go to the Transferred – Archived view
- Select the invoices to be returned by clicking the checkbox in front of the invoice line
- Click the Return button.
After the return, the Return window will open, displaying the number of invoices returned from the archive. Complete the restoration from the archive by clicking the OK button in the window.
Invoices returned from the archive are transferred to To be transferred – To Archive view.
Deletion of Archived Invoice from Purchase Invoices
An archived invoice can be deleted from if necessary in the Transferred – Archived view. The Delete Invoice button in this view will delete the invoice from Purchase Invoices, but the invoice remains in the archive.
An archived invoice that has been deleted, can be restored back to using the Return Invoice button from Transferred - Deleted view (restoration within 2 months of the removal date).
Read more about invoice deletion and return here.