Dynamics NAV (Navision) – sales quotes and sales orders archiving

Business companies’ activities involve a continuous flow of trade documents and among them quotes and orders have a special position in fulfilling current operations. Although there are no legal requirements regarding storage into the business applications of quotes and orders, as it is the case with invoices and deliveries documents, it is desirable to have the possibility to keep the historical data.

In Dynamics NAV (Navision)  this is possible through a functionality which allows versioning and archiving of these types of documents. Archiving may be made manual and/or automatically. Further, we will exemplify the archiving for sales document, but the functionality is available for purchase documents also.

Manual archiving of quotes and orders

Manual archiving is made by using the button “Archive document” (see picture) which can be found on the header of the quote or the order. By pushing it, a versioned copy of the document will be created.

You can archive multiple versions of the same document, which is advisable if there are important modifications on the document. The archived documents and their versions are stored in the history of Sales and  Marketing module

If for some reason, you want to restore a previous state of the document, if it was archived,  you can restore the document version. It must be accessed from the archive, opened, and then click on the button “Restore”.

Automatic archiving of quotes and order

For making the automatic archiving of sales quotes and sales orders, a field must be marked in the window “Sales & Receivables Setup”:

Quote automatic archiving happens when the quote is converted into an order. Order automatic archiving is made when an order is fully delivered and invoiced. Our recommendation is to activate the automatic archiving and, whenever needed, to make a manual archiving, especially when on the documents significant  and frequent changes are happening.

Do you want to explore other functionalities in Dynamics NAV?  Check here: Dynamics NAV (Navision) Resources