To keep the list running smoothly and maintain a clean history, old invoices are automatically archived in the background by a scheduled task.
Archiving rule
- Any invoice (or credit note) whose last modification date is older than the configured period is moved to the archives.
- The period is set by your administrator via a dedicated archiving rule for sales invoices (typically 12 or 24 months).
- Archived invoices keep all their information: references, lines, addresses, totals, legal notices, FR/EN PDFs. They are not deleted, just set aside.
How archiving works
When an invoice is archived:
- Data copy — The archive takes over all the invoice's information (header, dates, totals, statuses, references) as well as all its lines (stock, services, promo codes) and its addresses (billing, delivery).
- Keeping the links — Any attribute links (legal notices, comments) are migrated to the archived version so they remain viewable.
- Removal of the active invoice — Once the archive is created, the active invoice is permanently removed from the current database: only the archive remains.
Note — Archiving only applies to Validated invoices whose last modification date exceeds the configured period. Drafts remain in the active database as long as they are not validated (they never move to the archives).
Effects on the interface
- An archived invoice no longer appears in the main list.
- On stock units or records that pointed to this invoice (the "Billing info" panel), the mention "Archived on…" appears instead of the active link.
- The FR and EN PDFs remain downloadable as long as the physical files are kept on the server.
- Accounting exports (CSV, ZIP of PDFs) can still include archived invoices by using the appropriate filters.
Relationship with other modules
Invoice archiving is part of a task shared with the archiving of shipments and purchase orders, which also processes old shipments and purchase orders. Each type of record has its own configurable period.
Good to know — Archiving rules are specific to each customer environment. Contact your administrator or support to adjust the period applicable to invoices.