Automatic Archiving (Rollover Invoices)

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If your business generates more than 400,000 invoices a year, you should consider activating this and easy method of archiving. The Automatic Archiving process uses a technique we refer to as “Rollover Files”.

When the “Rollover Files” option is activated via the System Wide Setting Options for Rollover Files:

It is no longer necessary to purge or archive invoices.
When the same six-digit invoice or order number is reused (after 1,000,000 numbers are issued), the system automatically moves the old invoice or order to a “rollover file”.
The process is totally transparent to users, because all screens and reports can access these invoices as if they were in the “live files”.
If you ask for a specific invoice or order number, and there are multiple transactions with the same six-digit number, you will be presented with a list - with the most recent transaction on top.
All X by Y reports, order reports, and other history reports, access the new rollover files.
With the rollover files, there is no limit to the number of invoices you can access and report on.

It is recommended that you store a full two-year history of invoices in your “live” invoice file before archiving them so that any two-year sales reports can be generated. (Archiving is the process of moving “live” invoices to a special archive file). However, if you are generating 400,000 invoices per year, you may soon be at a point where the system maximum of 1,000,000 “live” invoices is exceeded.

Note: Rollover functionality is also available for orders.

When an Invoice Inquiry is done via IVC 8 and the invoice number is used more than once the Multiple Invoice screen appears.