Auto-Archive
The auto-archive feature automatically moves old purchase invoices from active status to archived status based on retention policies you configure. This keeps your active invoice list manageable while ensuring that historical records are preserved.
What Auto-Archive Does
When enabled, auto-archive periodically checks your paid invoices and archives any that have exceeded the retention period you set. For example, if your retention policy is 90 days, any invoice that has been in Paid status for more than 90 days is automatically moved to Archived status.
Auto-archive only acts on invoices in Paid status. Invoices in Draft, Needs Review, or Confirmed status are never auto-archived, because they still require action.
Archived invoices are not deleted. They remain fully accessible in the archive for viewing, searching, and reporting. Auto-archive simply moves them out of the active invoice list.
Configuring Retention Policies
To set up your auto-archive retention policy:
- Navigate to Settings and find the Purchases or Auto-Archive configuration section.
- Set the retention period in days. This is the number of days after an invoice reaches Paid status before it is automatically archived.
- Save your settings.
Common retention periods:
| Period | Use Case |
|---|---|
| 30 days | Aggressive archiving; keeps active list very short |
| 90 days | Balanced approach for most businesses |
| 180 days | Conservative; keeps invoices active for half a year |
| 365 days | Annual cycle; archives after the fiscal year ends |
Choose a retention period that matches your business review cycle. If you reconcile accounts monthly, 30-60 days may be appropriate. If you review quarterly, 90 days works well.
Active vs. Archived Invoices
- Active invoices -- Invoices in Draft, Needs Review, Confirmed, and Paid statuses. All editing, status changes, and operations are available.
- Archived invoices -- Invoices that have been archived, either manually or by auto-archive. You can view and download archived invoices, but they must be restored to active status before they can be edited.
Enabling and Disabling Auto-Archive
Auto-archive can be toggled on or off at any time:
- Go to Settings and find the Auto-Archive section.
- Toggle the Enable Auto-Archive switch.
- Save.
When disabled:
- No invoices are automatically archived.
- You can still archive invoices manually.
- Any invoices already archived remain in the archive.
When re-enabled:
- The system checks for invoices that exceed the retention period and archives them.
- The normal auto-archive schedule resumes.
Disabling auto-archive does not restore previously archived invoices. It only stops future automatic archiving.
Legal Hold Override
Invoices under legal hold are always excluded from auto-archive, regardless of your retention settings. Legal hold takes priority over the archive policy to ensure compliance requirements are met.
Review your auto-archive settings periodically, especially after changes to your business processes or compliance requirements. A retention period that was appropriate last year may need adjustment as your business evolves.