Archiving Sales Invoices

When clicking into the Invoices Global Enquiry, the screen loads up all invoices generated in your Protean database. Over time, this list of invoices will increase and so you may find it useful to archive invoices to a date/time point to reduce the number of invoices this needs to load every time you access the window. Archiving the invoices does not remove them from the system, but only marks them as archived so they are no longer in your default view. Any archived invoices can still be accessed from Protean.

To do this, there’s a few settings which will need to be set. Start by going to:

Config > General > Settings:

Sales Invoice Auto Archiving – This setting needs to be set to yes, even if only for the purpose of archiving the documents.

Sales Invoice Archive Path – You will need to specify a location for the Invoices to archive to. The process will output PDF copies of all invoices to this location so this will require sufficient storage and resource for the process to take place, even if thereafter you decide to delete the files that have been output.

Sales Invoice Archive Upto Date – Specify here the date/time you would like to archive the invoices up to.

With these settings set, the next time a batch update is carried out, the system will archive the sales invoices as part of the process. If you weren’t already set to archive invoices, you may wish to schedule this process out of hours noting the time it will take to output PDF files for the entire number of invoices there are in the system (not just the ones you will be archiving).

Thereafter, when you access the Invoices global enquiry, you will note the number of invoices are reduced to the terms set by the archive up to date setting.

For any details or questions regarding this process, please contact the support team.

 

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