Archiving Invoices
Archiving moves invoices out of your active views without deleting them. Archived invoices are fully preserved and can be retrieved at any time.
Manual Archive
Select invoices to archive
From the Invoices list or Review Queue, select one or more invoices using the checkboxes.
Click Archive
Click the Archive button in the toolbar. The selected invoices are immediately moved to the archive.
You can also archive a single invoice from its detail page by clicking the Archive option in the actions menu.
Auto-Archive
VaultAP can automatically archive cleared invoices after a configurable number of days.
Open auto-archive settings
Go to Settings > Workflow > Auto-Archive.
Enable auto-archive
Toggle auto-archive on and set the number of days after which approved invoices should be archived (e.g., 30 days, 60 days, 90 days).
Save your settings
Click Save. VaultAP will begin archiving cleared invoices that are older than the specified threshold. The job runs daily.
Auto-archive only applies to invoices with Approved status. Rejected, escalated, and pending invoices are never auto-archived.
Viewing Archived Invoices
To browse archived invoices, go to Invoices > Archived. The archived view supports the same filtering and sorting options as the main invoice list (risk level, vendor, date, status).
Unarchiving
To restore an invoice from the archive:
- Navigate to Invoices > Archived.
- Select the invoice(s) you want to restore.
- Click Unarchive in the toolbar.
The invoice will reappear in the main invoice list with its original status preserved.
Unarchiving does not change the invoice's status, score, or audit history. It simply moves it back into the active view.