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Archive orders

Last update: Fri Oct 13 2023 00:00:00 GMT+0000 (Coordinated Universal Time)

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ÃÛ¶¹ÊÓƵ Commerce feature {width="20"} Exclusive feature only in ÃÛ¶¹ÊÓƵ Commerce (Learn more)

Archiving orders regularly improves performance and keeps your workspace free of unnecessary information, so you can focus on current business. Invoices, shipments, and credit memos can be archived automatically or manually, and can be viewed at any time.

NOTE
The Archive option appears in the Sales menu only when archiving is enabled.

Configure the order archive

Your store can be configured to archive orders, invoices, shipments, and credit memos after a set number of days. You can move orders and their associated documents to the archive, or restore them to their previous state. Archived orders are not deleted and remain available from the Admin. Archived data can be exported to a CSV file and opened in a spreadsheet. When enabled, the Archive action appears at the top of the workspace.

  1. On the Admin sidebar, go to Stores > Settings > Configuration.

  2. In the left panel, expand the Sales section and choose Sales underneath.

  3. Expand Expansion selector the Orders, Invoices, Shipments, Credit Memos Archiving section.

    Orders, Invoices, Shipments, Credit Memos Archiving configuration settings {width="600" modal="regular"}

  4. Set Enable Archiving to Yes.

    note note
    NOTE
    If you later decide to turn archiving off, all archived orders are restored to the previous state.

  5. Set Archive Orders Purchased to the number of days to wait before completed orders are archived.

    By default, orders are archived 30 days after the purchase.

  6. In the Order Statuses to be Archived list, select each order status to use for identifying orders to archive.

    To select multiple items, hold down the Ctrl (Windows) or Command (Mac) key as you click each item.

  7. Click Save Config.

  8. When prompted, refresh any invalid cache.

View archived documents

  1. In the Sales menu under Archive, choose any of the following:

    • Orders
    • Invoices
    • Shipments
    • Credit Memos

  2. To view details, click any archived document in the list.

Apply an action to an archived document

Select each document to be the target of the action and choose one of the following Actions:

  • Cancel
  • Hold
  • Unhold
  • Print
  • Move to Orders Management

Manually archive documents

  1. Select the type of the document to be archived from the following:

    • Orders
    • Invoices
    • Shipments
    • Credit Memos

  2. Select the checkbox of each item that you want to archive.

  3. In the upper-right corner, set Actions to Move to Archive.

  4. Click Submit to archive the selected documents.

Restore archived documents

  1. Choose the type of document that you want to restore.

  2. Select documents using one of the following options:

    • To select all visible documents, in the upper-left corner, click Select Visible.

    • Manually select the checkbox of each document that you want to restore.

  3. In the upper-right, set Action to Move to Orders Management.

  4. Click Submit to restore the documents.

Export archived documents

  1. Choose the type of document that you want to export.

  2. In the upper-right menu, set Export to: to one of the following values:

    • CSV
    • Excel

  3. Click Export.

Your store can be configured to archive orders, invoices, shipments, and credit memos after a set number of days. You can move orders and their associated documents to the archive, or restore them to their previous state. Archived orders are not deleted and remain available from the Admin. Archived data can be exported to a CSV file and opened in a spreadsheet. When enabled, the Archive command appears at the top of the workspace.

Manually archive orders

  1. On the Admin sidebar, go to Sales > Operations > Orders.

  2. To select the order on the grid, select the checkbox in the first column.

  3. Set the Actions control to Move to Archive and look for the message that order has been archived.

    Moving selected orders to the archive {width="700" modal="regular"}

TIP
To specify a list of order statuses that can be archived, see Configure the order archive.

View an archived order

  1. Open the archive view using one of the following methods:

    • In the button bar above the Orders grid, click Go to Archive.

    • On the Admin sidebar, go to Sales > Archive > Orders.

    note note
    NOTE
    Like the Orders page, the title of the archived orders page is Orders. The only noticeable difference is the option in the button bar to Return to Orders Management. The URL of the page also indicates that you are in the order archive.

  2. In the Action column, click View.

    View an archived order {width="600" modal="regular"}

Restore an archived order

NOTE
An order that is restored from an archived order is archived again according to the number of days configured in the Archive Orders Purchased setting (see Configure the order archive). The number of days is calculated against the Updated At date for the order, which is changed when the order is moved from the archive.

  1. On the Admin sidebar, go to Sales > Operations > Orders.

  2. In the button bar, click Go to Archive.

  3. Find the record to be restored and click the checkbox to select it.

    Select Order to be Restored {width="600" modal="regular"}

  4. Set the Actions control value to Move to Order Management.

Look for the message that the archived order has been removed from the archive.

Export archived order

  1. On the Admin sidebar, go to Sales > Operations > Orders.

  2. In the action menu, click Export and select the desired format.

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