invent!ory ULTRA Help	Index
Archiving and UnArchiving Supply Items
Instead of deleting records from our database, ULTRA now “archives” them. Why? Because you can reverse archived operations at any time. Deletions, however, are permanent and unretrievable. Many companies must keep obsolete supply items on hand. For example, the insurance industry often must maintain old forms in stock for years due to legal claims pending in the courts. These functions allow you to save such supply items in an ARCHIVE database and remove them from your CURRENT database where they just take up space and cause your reports to be unduly lengthy when printed. You may restore the Obsolete items to CURRENT status by using the companion function, “Supplies: UnArchive.” We will discuss both functions below. Archiving Supply Items For example, here we select two supply items to remove from our CURRENT database. Clicking “ARCHIVE and REMOVE” will remove these two items from the CURRENT DATABASE to the ARCHIVE database. Note: To select MULTIPLE ITEMS, hold down the CTL key while selecting. Here, we see the twos selected items have been removed from the CURRENT SUPPLIES grid (left). Note: There will be no WRITE OFF of the Dollar Value of the archived items as was formerly the case with DELETIONS. The archived items will be removed and saved “as is.” At the same time, these items have been copied and stored in the ARCHIVE Database (below) so they can be restored later, if you wish. View/Print Function Click the button to view a report of the CURRENT database to verify that the items have been removed.
UnArchiving Supply Items. If in the future you need to restore these items, simply choose the ”UnArchive and Restore” function (below) at Main Menu | Supplies | Unarchive and Restore. The process is the inverse of archiving, as the name implies. Below, we see all the Supply Items that have been “archived.” As you can see, most of these are obsolete items. We have now selected the previous two items to be RESTORED to the CURRENT DATABASE. This will restore the items to CURRENT supplies as shown below.
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