Document Archive Overview

Use the functions on the Document Archive menu to manage archived documents.

The Document Archiving functionality provides users the ability to archive generated documents to the database and to search and retrieve them. When printing documents from history, you have the option to retrieve archived copies instead of re-rendering from data in history tables. Transactions entered starting in build 16316 will include archived copies, but when they do not exist for transactions entered before this build, documents will be re-rendered using history data.

You can manage archived documents using the SM Manage Document Delivery function or the SM Manage Documents function.

Set-Up Information

In order to utilize the Document Archiving functionality, you must set the System Manager Business Rule to Enable Document Archiving to 'Yes'. If you set the rule to 'No', the archive settings in the application's Business Rules will have no effect.

Each application in which Document Archiving is available has an Archive section in its Business Rules:

• Set the Use Archive business rule to 'Yes' to archive documents, and allow you to reprint prior printed versions of that document. This also activates the Search Document feature, in the Activity window.
• For the Archive Watermark rule, enter the watermark text you would like to appear on the reprinted documents. This is only applicable if Use Archive is set to 'Yes'.

In other words, if Use Archive is set to 'No', after users print an invoice, order, or check stub, they will not have the capability to reprint prior printed versions of documents, and the Search Document feature, in the Activity window, will be unavailable. There are still functions that allow users to reprint a document using data from the history files.

If the document was printed online or using batching with the document archiving feature enabled, the Business Rule Archive Watermark text will print. If the document was printed before build 16316, or if the Use Archive option is set to 'No', the watermark text for reprinted orders/invoices will print.

Application Archive Business Rules screen

If Use Archive is set to 'No', after printing an invoice, order, or check stub, or POS receipt, users will not have the capability to reprint prior printed versions of documents and the Search Document feature, in the Activity window, will not be available. There are functions that allow users to reprint a document using data from the history files. You must set the Use Archive business rule to 'Yes' in order to reprint prior printed versions of that document.

Workflow

Transactions

If the business rule to Use Archive is set to 'Yes', each time a user prints an invoice, check, voucher, or POS receipt, a transaction activity record is saved. To view activity records, users can select the Activity or Search Document button on the toolbar to look for activity records based on specific information. Users can then reprint an activity record that includes the archive watermark text entered in business rules for that application.

If you use document delivery, that process also uses the same print functionality and treats the document as if it was being printed.

If you have a customized invoice, the system takes a snapshot of the invoice at the time of printing and stores it as an activity record. So if you change something (i.e. company name), when reprinting a prior activity record, the system will use the original company name.

Notice when reviewing the PA Print Checks Activity Log, you are able to reprint a check stub for each employee.

Printing Invoices, Checks, and Vouchers using Batching

The same functionality available in Transactions is also available when printing by batches.

Interactive Views

After a transaction is posted, users can reprint orders, check stubs, and invoices from history. The Print function displays all document no. records for that transaction and users can select which one they would like to reprint.

If the document was printed online or using batching with the new document archiving feature enabled, the business rule Archive Watermark text will print. If the document was printed before build 16316, or if the Use Archive option is set to 'No', the watermark text for reprinted orders/invoices will print.