• Everything you need to know about archiving documents from the Invoices List.

We recommend bulk archiving documents regularly, so your Invoices list works faster.

Archived documents aren't deleted but moved to the Archived list from your Invoices list. From this list, you can search and filter, as well as download an archived document. Archived documents are in read-only format and cannot be edited. 

There are a few options of how you can archive documents in Ocerra:

  • Archive individual documents
  • Bulk archive multiple documents
  • Set auto-archive preferences

Archive individual document

The purpose of this feature is to archive duplicated invoices or anything that is not an invoice. 

Please click archive as soon as you see come across it; however, if it is a Statement, we recommend that to save it as A Statement.

Bulk archive documents

This option works for bills and credit notes only. Any other documents should be manually archived using option 1.

Step 1: Navigate to Settings - Archive.

Step 2: Click Bulk Archive and Configure the pop-up screen:

  • From Date - Received date of the document
  • To Date - Received date of the document
  • Is Paid - Yes, No, or leave it blank - If Ocerra doesn't have payment information synced back from your accounting or ERP system, leave it blank.
  • Is Exported - Yes, No, or leave it blank - We recommend archiving only Exported documents (bills and credit notes)
  • Status - Enter the status of the documents that you would like to archive, e.g. Received or Approved
  • Click Estimate if you would like to see how many documents you are going to archive
  • Click Archive

Archive Document Accessibility

When an invoice is archived, it becomes unavailable in the Invoices list but can still be accessed if you have the URL link.  Additionally, archiving an invoice is reflected in the Audit log, marking it as deleted.

Restoring Archived invoices:

Mistaken Archive: For data integrity, there is no unarchive option.   In cases where an archive was made by mistake, users can restore the invoice by downloading it from the Archive list. Once downloaded, the invoice can be uploaded again into the system then reprocess it. 

Date Range filter

You can now specify a custom date range to narrow down search results, for quicker access to specific archived records.


Please contact support if you need help with archiving your documents. 

Read next: How to use Auto-Archive feature