Archives store units that are no longer used day to day (typically: invoiced, sold long ago, lost…). The goal is twofold: to keep the active database lean (performance of the list, searches, and exports) and to retain a searchable history.
Access
Archives button on the stock list → the Stock > Archives page. The page is very similar to the live stock list: search, filters, sorting, pagination, Excel export.
Archiving rules
Archiving runs periodically as a scheduled background task. Each archiving rule defines:
- A target status (e.g. invoiced) — all units with this status are eligible. A rule can also apply without targeting a specific status.
- A time period (e.g. 12 months, 2 years) — beyond which the unit is moved to the archives.
Depending on the filtered status, the reference date used to calculate the period differs:
| Filtered status | Date used |
|---|---|
| Invoiced | Date of the linked invoice. |
| Invoiced in store | Payment date of the linked in-store sale. |
| Lost | Stock entry date. |
| Returned, Not delivered, Write-off, Gift | Date of the unit's last change. |
In practice, a rule such as "Invoiced beyond 12 months" archives every unit with invoiced status whose invoice is more than 12 months old.
Archiving rules are specific to each customer environment. Contact your administrator or support to adjust them.
How archiving works
When a unit is archived:
- Uniqueness check — If an archive already exists with the same internal reference, the unit is skipped to avoid conflicts. Special case: for units coming from an internal sale, the ERP automatically generates a new reference so the archiving can still go through.
- Data copy — The archive carries over all the unit's information, plus a frozen summary of the operations linked to it at the time of archiving: purchase order, internal deposit, shipment (reference + date + creator + customer), internal sale, in-store sale, invoice (reference + buyer + date + creator). This summary stays viewable even if the original operations are later archived themselves.
- Attribute retention — Size, city, location, condition, etc. are kept as-is on the archive.
- Deletion of the active unit — Once the archive is created, the active stock entry is permanently deleted: only the archive remains.
Restoring to live stock
If you need to work again with an archived stock unit, you can restore it:
- From the archive list, tick the units to restore.
- Click Restore to stock (bulk action), or use the restore icon on a row for a single unit.
- The unit reappears in the live stock list with its attributes (size, condition, city, location…) and its links to the related operations (purchase order, deposit, shipment, internal sale, invoice…), rebuilt from the frozen summary captured at archiving time, provided the target operations still exist in the system.
- The corresponding archive is deleted.
Note — If an operation linked to the archive (invoice, deposit, shipment…) has been deleted in the meantime, the corresponding link will not be restored; the other information will be. This is a safe operation: it never creates orphaned entries.
Historical archive files
For very old archives, CSV / XLSX exports may be kept as downloadable files. The Archive files button opens a pop-up listing the available years; select one and click Download to retrieve the matching file.