Archive sales and purchase orders and returns

You can archive any completed or cancelled orders and returns to an archive file, which can help you to manage your sales and purchases data.

You can only archive orders and returns with a Completed or Cancelled status, so Live orders can't be archived accidentally.

Note: If you intend to generate Intrastat entries, do not archive the sales and purchase orders until you have generated the Intrastat in Accounting System Manager.

Note: You cannot archive sales order and returns for a customer when the customer account is set to use consolidated billing, and there are part despatched or part invoiced sales orders and returns within the archive date range specified.

Archive orders and returns

Open: Sales Order Processing > SOP Utilities > File Maintenance > Archive SOP Orders and Returns

Open: Purchase Order Processing > POP Utilities > File Maintenance > Archive POP Orders and Returns

1. Specify the date range of the orders or returns to be moved to archive in the date up to box.

   Note: The date range applies to the date of the orders and returns, but not to the date of any associated documents such as invoices or credit notes. When the order or return is archived, all of the documents associated with that order or return are archived too, regardless of their date. This means associated documents like invoices and credits will be archived too, even if their date is after the date range you selected.

2. For sales order only: To keep sales orders that do not have a realised profit, select Retain orders with unrealised profit.

   Note: Make sure that you have finished with all associated documentation before you archive the order or return. All associated documents are also archived, even if they are dated after this date.

3. Select OK, then select Yes to confirm that you want to proceed with the archive.

Outcomes

Once you have archived orders and returns:

• The orders and returns will not be visible in the Sales Orders or Purchase Orders lists.

• Associated despatch or delivery details are removed and cannot be viewed or printed.

• Archived sales and purchase orders are not included when you generate Intrastat entries.

• Document attachments are not included when you archive data, and will be removed.

To work with your archived orders and returns:

• View archived orders or returns from the Archived Sales Documents and Archived Purchase Documents workspaces.

  You cannot view allocated, despatched and received, or invoiced quantities; or view the linked purchase order details for the sales orders.

• View archived invoices and credit notes from the Archived Sales Invoices and Credits and Archived Purchase Invoices and Credits workspaces.

• Use the Archived reports and enquiries to show your archived orders and returns and your archived invoices and credit notes. Archived orders and returns are not included in any other reports.

• If required, you can permanently remove archived orders and returns from the Sage 200 database.