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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Archiving Purchase Ord...
Small and medium business | Business Central, N...
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Archiving Purchase Orders and the List Page

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Posted on by JE-20081519-0 605
When you archive purchase orders, why aren't those purchase orders removed from the List Page?
 
That's rather embarrassing.
Categories:
Dynamics 365 Business Central
  • Suggested answer
    Pragadeeswaran P Profile Picture
    Pragadeeswaran P 22 on at
    Archiving Purchase Orders and the List Page
    Archiving purchase orders is a common practice within ERP systems.
     
    Below are the list of purpose
     
    Record Keeping: Maintaining a clean and organized record of completed transactions.
    Audit Trail: Providing a historical audit trail for accounting and compliance purposes.
    Performance: Keeping the active database optimized for performance by removing completed transactions.
     
    Once a purchase order is fully received and invoiced, Business Central typically deletes it automatically. This default behaviour ensures efficiency but can cause issues if there's a need to refer back to the original PO document.
     
    Method 1:
    In the 'Purchase & Payables Setup', there's an option to 'Archive Orders'. When activated, Business Central will automatically archive the PO before it’s deleted. These archived POs can be retrieved under 'Purchase Order Archives'. Moreover, Business Central also provides the functionality to 'Copy Document' from an archived record, easing the process of replicating the PO when needed.
     
    Method 2: 
    Another approach to retain the original PO is to avoid posting the invoice directly from the purchase order. Instead, create a 'Purchase Invoice' and leverage the 'Get Receipt Lines' function. This method ensures that the original purchase orders remain accessible even after they have been fully received and invoiced.
     
    Thanks,
    Pragadeeswaran P
    Congruent Info-tech - https://www.congruentsoft.com/
     
     
  • Suggested answer
    Yi Yong Profile Picture
    Yi Yong 1,857 Super User 2025 Season 1 on at
    Archiving Purchase Orders and the List Page
    Hello,
     
    You may have misunderstood the function based on the action's caption though I understand where you are coming from.
     
    It create an archive version of the purchase order rather than literally archiving the purchase order away.
  • Suggested answer
    YUN ZHU Profile Picture
    YUN ZHU 77,925 Super User 2025 Season 1 on at
    Archiving Purchase Orders and the List Page
    Because there may be multiple archives, not just one. All archives have version numbers, which is standard behavior. There is only one situation where the order will be deleted. When you complete the Receipt and Invoice from the Purchase Order, the order will be automatically deleted.
    If you want to modify this standard behavior, this requires customization.
     
    Thanks.
    ZHU

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