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This article explains how to archive Microsoft Dynamics 365 Finance customer invoice data.
Important
Customer invoice data can be archived only for fiscal periods that are on hold or closed.
Prerequisites
Before you can archive customer invoice transactions, the following prerequisites must be met:
- In Feature management, enable the (Preview) Archive Customer invoice with long term retention and Archive with Dataverse long term retention features. Learn more about how to set up the archive feature in Set up and manage archive data in finance and operations apps.
- The fiscal period must have a status of On hold or Permanently closed for the date range that is used in the archive job.
Set up an archival job
To set up an archival job, follow these steps.
Go to System administration > Workspaces > Archive with Dataverse long term retention.
In the Archive with Dataverse long term retention workspace, select Customer invoice.
Select New long term retention to open a wizard that you can use to schedule a new Customer invoice long term retention job.
Enter a name for the job, and then select Next. Each new long term retention job can be scheduled for sales order invoices, free text invoices, or both.
On the Define criteria page, select to archive sales order invoices, free text invoices, or both.
Use the From date and To date fields to define a date range. The fiscal periods must have a status of On hold or Permanently closed for that date range.
Select one or more legal entities. One job is created for each legal entity and each invoice type that you select.
Select Next.
Select the type of scheduling. Two types are supported:
- Single run – The long term retention and Save to history processes run continuously until both are completed. Data is always archived in Dataverse long term retention first. Then the save to history tables occurs.
- Daily during allotted time – The long term retention runs continuously until it's completed. The Save to history process runs during the specified start and stop archiving time.
Select Finish to schedule the archive job for the selected invoice types and legal entities.
Select the link in the Results column to view the progress or detailed logs.
View historical data from the history table
To view the historical transactional details, select an archive job, and then select View history data. The Archived invoices page shows the invoices and lines.
Capacity reports
The Finance application tables that are moved to Dataverse long term retention appear in the Power Platform admin center, under the database storage capacity reports. The live and history tables are available in the Finance section of the Power Platform admin center capacity reports.