Archive Documents

You can archive sales and purchase orders, quotes, return orders, and blanket orders, for example because you want to save a copy of a document for reuse later. You can archive a sales or purchase document several times, saving a different archived version each time.

For archived documents where the original still exists and is not posted, you can use the Restore function to overwrite the original with the archived version of the document. This is practical if you need to restore the contents of a document to an earlier state.

For archived documents where the original is deleted, you can only reuse the content by copying the data, for example with the Copy from Document function.

To set up automatic document archiving

You can set up automatic archiving of sales and purchase orders, quotes, blanket orders, and return orders, before you delete documents.

The following procedure describes how to set up automatic archiving of sales documents. The steps are similar for purchase documents.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales & Receivables Setup, and then choose the related link.
  2. On the Sales & Receivables Setup page, fill in the fields as follows.
Field Description
Archiving Sales Quotes Never to never archive sales quotes when they are deleted. Question to prompt the user to choose whether to archive sales quotes when they are deleted. Always to archive sales quotes automatically when they are deleted.
Archiving Blanket Sales Orders Select to archive blanket sales orders automatically each time they are deleted.
Arch. Orders and Ret. Orders Select to automatically archive sales orders each time they are deleted.

To archive a sales order

The following procedure describes how to archive a sales order. The steps are similar for all orders, blanket orders, return orders, and quotes.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Orders, and then choose the related link.
  2. Open a sales order that you want to archive.
  3. Choose the Archive Document action.

The sales order is archived. You can view it on the Archived Sales Orders page.

To restore a non-posted sales order from the archive

The following procedure describes how to bring the contents of an archived sales order back to the original sales order. This is only possible when the original document has not been posted. The steps are similar for all orders, blanket orders, return orders, and quotes.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Archived Sales Orders, and then choose the related link.
  2. Select the archived sales order, or version of it, that you want to restore, and then choose the Restore action.

The contents of the original sales order is replaced with that of the selected archived version.

To delete archived sales orders

The following procedure describes how to delete archived sales orders. The steps are similar for other archived sales and purchase documents.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Delete Archived Sales Order Versions, and then choose the related link.
  2. On the Delete Archived Sales Order Versions page, select the appropriate filters.
  3. Choose the OK button.

See Also

Track Document Lines
Sales
General Business Functionality
Working with Business Central