Archive a supplier profile

Summary

Learn the steps required to archive a supplier profile in Palace.

This article covers:


Before you start

The criteria for archiving a supplier will involve checking for a $0.00 balance and any unprocessed pending invoices or open/current work orders. If any of these criteria are not met, you will receive a notification when attempting to archive a supplier.

If the supplier has a balance

Review the supplier reports to identify the components of the outstanding balance owed to the supplier and reconcile the amount to zero.

  • Go to Supplier > Current suppliers
  • Search for the supplier you want to archive
  • Click on the supplier’s name to open their profile
  • Click on the Reports tab
  • Click on the Supplier Transactions report
  • Change the date from filter to their start date
  • Click Generate
Transaction_report.png

Once the report has been generated, it will show you the transaction history with any amounts still owed to the supplier. Once you have located all the amounts owing, you can now pay the supplier.


Archive a supplier

Once you have confirmed the archiving prerequisites have been completed, i.e., paid the supplier and their balance is zero, you can archive the supplier.

  • Go to Suppliers > Current suppliers
  • Find the supplier you want to archive
  • Use the edit drop-down button on the right-hand side to open the menu
  • Select Archive
Archive.png

Find an archived supplier

When a supplier profile has been archived in Palace, it can still be found through the archived supplier's search. You can view the profile and run reports. However, you won't be able to edit an archived supplier profile.

  • Go to Supplier > archived suppliers
  • Search for the supplier
Archived_suppliers.png
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