Purchase Order Archiving

A buyer archives a purchase order when no further buying or receiving should continue on that order. Versa keeps the order for reference and removes it from the open orders list. Before archiving, settle what the supplier will still deliver and what receiving and accounts payable still need to record.

Before you start

• Access: You need Purchasing access in the entity that owns the purchase order.
• Where: Open Purchasing > Purchase Orders > View Open Orders or View All, then open the purchase order.

Compare the order with the supplier's latest confirmation. Receive goods that have already arrived before archiving. Check outstanding quantities, bills, credits, and payments with the responsible teams. If you need Prepaid PO, Add Historical Payment, or Delete All Lines from the order's More menu, resolve that work first. The menu is no longer shown after archiving.

Archive and confirm

1. On the purchase order, open More and select Archive Order.
2. Read the confirmation and confirm the action. It says the order will become non-editable even when your entity allows editing of historical orders.
3. Check for the message Order is hidden. and the Historical label on the order.
4. Find the order in View All.
5. Confirm it no longer appears in View Open Orders.

Tell receiving and accounts payable what remains to be done, and keep the supplier's agreement and your reason for archiving with the order's supporting records. Archiving does not reverse receipts, bills, or payments. There is no action to undo archiving in Versa.

Editing a historical order

An entity may allow editing with Allow Editing of Historical Orders in its Sales Orders settings. The option is not shown to companies with Subscription Services. Ask your administrator before relying on historical editing to correct an order, and review any recorded receipt or bill separately.

If you don't see what you expect

• Archive Order is missing: Check that you have Purchasing access and opened a purchase order. It may already show Historical.
• Goods or supplier billing remain: Agree on the receiving and accounts payable handoff before archiving. Receive goods already at your site first.
• An archived order can still be edited: Ask your administrator whether Allow Editing of Historical Orders is enabled for the entity.