Archive

The Archive/Delete Old Transactions and Orders is a setting option. It enables users to archive pick orders, purchase orders, and transaction history. By selecting this option, any transaction history and closed purchase or pick order records dated before the selected date will be permanently deleted. Following the archive process, this information can only be accessed through archive reports, and it will not impact your existing items or inventory quantities in any way.

Note: Only users with access to all sites can archive data.

1. Click on Settings > Archive > Archive/Delete Old Transactions and Orders.
2. Enter the cut-off date and click on the Archive button to initiate archive transactions and orders.

3. If the user/role has Archive Order & Transaction - “Allow Access” & "Edit" permission & Transactions - “Allow Access” & "Delete" permission, then they can archive pick orders, purchase orders, and transactions.

• Transaction History - If you select 06/06/2022 - All the transactions till 06/05/2022 will be archived and deleted.
• Pick Order - Only closed Pick Orders will be Archived and Deleted. Draft and Open orders will not be archived. Refer to Pick Order Status.
• Purchase Order: Only closed Purchase Orders will be Archived and Deleted. Draft and Open orders will not be archived. Refer to Purchase Order Status.

4. The Archive will be disabled if the user/role has all the permissions except the Archive - Allow & Edit permission.

5. The Archive will be disabled in all the below-mentioned cases where the user/role has all the permissions except:

• Transaction - "Allow Access" and "Delete" permission  
• Transaction - "Delete" permission
• Archive - Edit permission
• A message will appear indicating that the user does not have permission to "pick and purchase orders" and "transactions."

6. The Archive will not be performed if the user/role has all the permissions but has site restrictions.

7. The date picker is set to accept values between 01/01/2014 and one day less than the current day. If outside this range, the error message “please select a valid cutoff date” is displayed.
8. A notification message" Initiated Archive of transactions" will appear on clicking the Archive button.
9. Once the Archive is initiated, messages indicating that the Archive process is starting, the Archive request has been submitted for processing, the Archive has successfully completed, etc., will appear.

FAQs - Refer to Knowledgebase - Knowledgebase > Cloud for FAQs. Example: How to tell which user archived transactions?

Note: Use of the resources described here requires internet access.