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If you no longer need access to a vendor for normal day-to-day operations but you don't want to remove the record entirely or eliminate all data associated with that vendor, you can archive it. An archived vendor can be restored at any time, whereas deleting the vendor will permanently remove all data associated with it. Archived vendors are considered "read-only" and can't be edited.
PERMISSIONS: Account Owners can multi-select archived vendors and Bulk Delete.
IMPORTANT: Deleting a vendor will erase ALL historical references to the vendor. Where the vendor was previously listed in a record (for example, a Fuel Entry or Service Task), the field will be blank, and any record of that vendor will be gone. Associated records, including Purchase Orders, Documents, and Images, will also be deleted.
Archive a Vendor
You can archive vendors individually or in bulk from the Vendor Index or individually from a Vendor Profile.
Vendor Index - Archive Individually
Click Vendors in the Sidebar Navigation to go to the Vendor Index. Hover over a row and click the More Actions Button, then select Archive. You'll be prompted to confirm the action.
Vendor Index - Bulk Archive
On the Vendor Index, select the checkboxes for the applicable rows, click the Actions Drop-Down Menu, then select Archive. You'll be prompted to confirm the action.
Vendor Profile - Archive Individually
From the Vendor Index, click on a row to go to the Vendor Profile. Click the More Actions Button in the upper right corner, then select Archive, and click Archive Vendor to confirm.
Vendors with Integration Vendor IDs
When a Vendor is created as part of an Integration, the Vendor Record includes an Integration Vendor ID, which is displayed in the Details Card of the Vendor Profile. If a Vendor with an Integration Vendor ID is Archived, and a new transaction associated with this Vendor is imported from the third-party system, a duplicate Vendor is not created. Instead, the data is written to the Archived Vendor.
Restore an Archived Vendor
Restore an archived Vendor at any time. The vendor record will no longer be "Read-Only" and may be assigned to Fuel Entries, Service Entries, and more.
Vendor Index - Restore Individually
From the Vendor Index, click the Archived tab (a) to view all archived vendors. Click the More Actions Button (b) for the vendor, then select Restore Vendor (c).
Vendor Index - Restore in Bulk
On the Vendor Index, select the checkboxes for the applicable records, click the Actions Drop-Down Menu, then select Restore. Confirm the action.
Vendor Profile - Restore Individually
On the Vendor Index Archived Tab, click a Vendor to go to its profile, then click Restore.
Delete a Vendor
Deleting a vendor will erase ALL historical references to the vendor. Where the vendor was previously listed in a record (for example, a Fuel Entry or Service Task), the field will be blank, and any record of that vendor will be gone.
A vendor can only be deleted after it is first Archived.
Click the More Actions Button at the end of the vendor row on the Vendor Index (Archived tab) or in the Edit Contact drop-down button on the Contact Profile page.
Or, click the Delete button in the orange bar of the archived Vendor Profile.
