Archiving Delays

Location: Archive > Archiving Delays

The Archiving of transactions processed in the application (purchase invoices, requisitions, contracts, travel claims and plans) occurs automatically in accordance with programmed settings. Archiving delays define how many days it takes from the moment the transaction receives an archivable status until it is moved to the archive. Archiving is done daily during the time specified on the Archive > Archive Settings page.

Note: The applicable archiving delays affect how transactions qualify for archival. The delays specified in the Delay (Days) column are used by default. Transactions can also be configured to be only archived after receiving the payment feedback. In this case, the delay specified in the Delay (Days), Payment Feedback column applies. The payment system settings for a transaction specify how payment feedback affects archiving.

Archiving delays affect the archiving as follows:

Purchase Invoices
Delay (Days): Purchase invoices are transferred to the archive after the set delay has lapsed from the end of workflow and the transfer to payment.

Delay (Days), Payment Feedback: Purchase invoices are transferred to the archive after the delay set in the first delay field has lapsed from receiving payment feedback for the transaction. If no payment feedback is received for the transaction, the transaction is archived after the delay set in the second delay field has lapsed from the end of workflow and of the transfer to payment.

Purchase invoices cannot be changed or transferred to payment after the archival. Archived purchase invoices can no longer be found on the Process Purchase Invoices screen.
Travel Plans
Delay (Days): Travel plans are transferred to the archive after the set archiving delay has lapsed from the end of workflow and the return date. If a travel plan contains a payable travel advance, the travel advance transfer date to payment is also taken into account.

Delay (Days), Payment Feedback: Travel plans are transferred to the archive after the delay set in the first delay field has lapsed from receiving payment feedback for the transaction. If no payment feedback is received for the transaction, the transaction is archived after the delay set in the second delay field has lapsed from the end of workflow and the transfer to payment.

Archived travel plans can no longer be found on the Process Travel Plans screen.
Travel claims
Delay (Days): Travel claims are transferred to the archive after the set archiving delay has lapsed from the end of workflow and the transfer to payment.

Delay (Days), Payment Feedback: Travel claims are transferred to the archive after the delay set in the first delay field has lapsed from receiving payment feedback for the transaction. If no payment feedback is received for the transaction, the transaction is archived after the delay set in the second delay field has lapsed from the end of workflow and of the transfer to payment.

Archived travel claims can no longer be found on the Process Travel Claims screen.
Contracts
Contracts are not subject to archival delays and are archived immediately after the approval. Any contract changes re-archive the contract.
Requisitions
The archiving delay for a requisition is calculated from when:
1. All of the order rows in the requisition that are marked as received are also marked as matched. The order rows no longer have quantities waiting for delivery, which means that all of the ordered goods are marked fully received or the order has been closed following a partial delivery.
  Note: All of the purchase invoices that are matched to the requisition must be archived before the requisition can be archived.
  
  OR
2. No receipts have been made and the user has closed the order.

If the archival delay is set as 0, the transaction is archived during the scheduled archival on the following day after qualifying for archival. If the archival delay is set as -1 the transaction is archived immediately during the next scheduled archival run after qualifying for archival.

Removed purchase invoices defines whether the removed purchase invoices are archived or not. By selecting Archived the removed purchase invoices are archived based on the archiving delay given for purchase invoices. After archiving, the removed purchase invoices can be searched from the archive search using the option Search for items marked as deleted. Using the Stored for xx days option, the removed purchase invoices are visible for the time period specified in purchase invoice processing, after which they are permanently removed from the application.