This article explains how to archive old invoices in SAM.

The Archive Invoices utility is available in SAM version 6.028 onwards.  

TABLE OF CONTENTS

Archive Invoice Utility


How to Access the Utility


Important: You need to be the only user logged into SAM and have done a BACKUP prior to running the Archive Invoice utility


  • Go to Maintenance > System Setup > General.


  • Click on the Job tab
  • Click the Archive Invoices button at the bottom of the window:


  • You should now see the Archive Invoices screen, shown below:


1. Set the Archive Date:

  • The date defaults to 7 years ago. For example, if you run the utility in August 2024, it will allow you to archive invoices dated up until 31/07/2017.
  • To change this date, click on the box to the right of the date field.


Important - You cannot Archive Invoices more recent than 7 years ago, as per the Inland Revenue Department's requirement for businesses to keep records for at least 7 years.


2. Identify Invoices:

  • The utility will identify and display the number of invoices dated prior to the date entered in step 1.


3. Backup Verification:

  • Ensure a verified backup is completed before running the utility.
  • Tick the Backup Done box to confirm you have completed the backup. This ensures that your data can be restored immediately if any issues occur during the archiving process.


4. Begin or Exit:

  • After checking your dates and confirming the backup, click the Begin button to start the archiving process.
  • If you do not wish to continue, click the Exit button.


Warning About Users Logged In


If you get a message about other users logged into SAM:


  • Click OK and the Check Logins button will display:


  • Click on Check Logins and the Active Users Logins window will display:


  • Please ask the other users to log off so that you can continue with the Archive Invoice process.



Running the Archive Invoice Utility


  • Ensure you have the correct date you want to archive up to, that you’re the only user logged in, and have completed a backup.
  • Then click Begin.


    • A confirmation message will display:
      • Choose Continue to start the Archive Invoice process or Cancel to return to the previous window.
      • If you choose Continue, the utility will start and the green progress bar will display.
      • When the process is complete, the window will display:
        • 1. A message that the process has completed.
        • 2. The number of invoices archived, along with the number of receipts and the number of lines on those invoices (called “Inv Post”).
        • 3. The word “completed” will display.
        • Click Exit to return to the System Setup window.


There will be entries in the Control Log to confirm that invoices have been archived. You can view the Control Log from the Enquiry menu.


View Archived Invoices

  • Go to Enquiry > Archived Invoice History to display the list of archived invoices.  
  • Use the tabs at the top to find particular invoices.  
  • The View button can also be used to view, print, and email a highlighted invoice.



Reports


These reports will include archived invoices if an archived invoice date range is included in the report filters:

  • Invoice Listing: If the report includes archived invoices, it will display in two sections - labelled “Invoices from History” and “Current Invoices”.
  • Invoice Listing (by Customer)
  • Item Repair & Maintenance: Your report might be called Vehicle R&M or similar, depending on the “Item Definition” in your System Setup.
  • Item Service History: Your report might be called Vehicle Service History or similar, depending on the “Item Definition” in your System Setup.



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