Small and medium business | Business Central, N...

In what conditions is an Archive of a Purchase Order created ?

(6) Share

Report

Posted on by Fares

165

Hello,

I'm trying to get a complete list of what triggers a new archive being created for a Purchase Order and if we can configure those triggers and actions.

I know an archive is created when the document is deleted and when someone uses the Archive button. I'm not quite sure about anything else and the Purchase & Payables Setup is not helpful.

Thank you.

Fares

Categories:

Dynamics 365 Business Central

I have the same question (0)

All responses (15)

Answers (0)

Fares 165 on at

Like (2)

Report

Hey Kamal,

I'm having a lot of trouble understanding your answer.

Fares

Was this reply helpful? Yes No
Suggested answer

Sahib Dino 196 on at

Like (2)

Report

hey @Fares,
Archiving a Purchase Order in Business Central can be triggered by several actions, offering varying levels of control depending on your configuration. A new archive version is created when a user manually selects the Archive button, deletes the document provided archiving is enabled in the Purchase & Payables Setup—or posts the order, assuming automatic archiving is turned on.
Additionally, changing the status of a purchase order, such as moving it from Open to Released, may generate an archive based on your system settings.
Other potential triggers include printing, emailing, or downloading the document, if your environment is configured to archive upon those actions.
These mechanisms help preserve document history and support auditing needs, but your ability to configure them is primarily driven by the Archiving FastTab in the Purchase & Payables Setup.

if this answer help you, please mark this answer verify

Regards:

Sahib Dino

Was this reply helpful? Yes No
Fares 165 on at

Like (2)

Report

Hello @Sahib Dino

Can you expand on this ?

Additionally, changing the status of a purchase order, such as moving it from Open to Released, may generate an archive based on your system settings.
Other potential triggers include printing, emailing, or downloading the document, if your environment is configured to archive upon those actions.

Why do you mean by "may generate an archive" ? And why "potential triggers" ?

Where can I chech and modify these configurations ?

The Purchases & Payables Setup does not have this level of configuration :

Thank you,

Fares

Was this reply helpful? Yes No
Suggested answer

Jun Wang 8,202 Super User 2025 Season 2 on at

Like (3)

Report

Could you advise what you are trying to do for archiving the orders?

https://learn.microsoft.com/en-ca/dynamics365/business-central/across-how-to-archive-documents

Was this reply helpful? Yes No
Suggested answer

YUN ZHU 95,729 Super User 2025 Season 2 on at

Like (3)

Report

Hi, If it is automatic archiving, there are four situations.

Hope this helps.

Thanks.

ZHU

Was this reply helpful? Yes No
Suggested answer

Jainam M. Kothari 15,639 Super User 2025 Season 2 on at

Like (1)

Report

Hello,

Purchase Order archive is created when the document is manually archived, deleted, or undergoes certain actions like status changes, posting, printing, or emailing—depending on how archiving is configured.

These triggers can be managed via the Purchase & Payables Setup page, where you can set archiving behavior to "Never," "Question," or "Always" for each action.

May this can help : https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-archive-documents

Was this reply helpful? Yes No
Suggested answer

Kamal Khakhkhar 1,282 on at

Like (3)

Report

Hii There , as per your requirement archive document will be trigger on time of Deletation of document, or on the action on draft document. as per that you can get reference , also as per setup some of the things are handled.

If you found answer, mark it answered.

Thank You.

Kamal Khakhkhar

Was this reply helpful? Yes No
Fares 165 on at

Like (3)

Report

Hello @Jun Wang,

I'm trying to understand how to configure the automatic archiving beyond just deletion. For example, where do I configure that archiving happens on status change (like Release).

Hello @YUN ZHU,

I have seen the official documentation but it's not good enough. That screenshot says "you can automatic archiving when someone change the status" for example but I see no way to do that in Purchase & Payables Setup.

Was this reply helpful? Yes No
Fares 165 on at

Like (2)

Report

Hello @Jainam M. Kothari,

You say

Purchase Order archive is created when the document is manually archived, deleted, or undergoes certain actions like status changes, posting, printing, or emailing—depending on how archiving is configured.

These triggers can be managed via the Purchase & Payables Setup page, where you can set archiving behavior to "Never," "Question," or "Always" for each action.

But that is not correct.

There is no option to configure archiving on status change in the Purchase & Payables Setup page.

Fares

Was this reply helpful? Yes No
Suggested answer

Jun Wang 8,202 Super User 2025 Season 2 on at

Like (2)

Report

Per my understanding, BC doesn't have the feature to archive order when status change from open to release.

Was this reply helpful? Yes No