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Sales Order and Shipment Archiving Logic

Forum|Forum|30 days ago
July 23, 2026
1 reply
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brucewarrell96
Varsity I

in 25R1, what logic is used to archive sales orders? shipments? The help doc states that sales orders with a status of complete or canceled will be archived.

I ran the archive process on sales orders and shipments. The majority of the sales orders were archived but I still have sales orders that fall outside of the retention period with the completed status. The archive process did not archive any of my 20k shipments that fall outside of the retention period.

Any insights?

Best answer by npetrosov31

Hi @brucewarrell96,

The Acumatica ERP 2025 R1 Help topic “Archiving Documents: General Information” mentions that the retention period starts when the document reaches its final status, rather than from the sales order or shipment date.

A few things I would check:

On Archival Policy (SM200400), make sure both Sales Orders and Shipments are enabled and have the expected retention periods.
On Archive Documents (SM500400), click the document count for one of the date rows. This should show which documents Acumatica currently considers eligible for archiving.
Review Document Archival History (SM400400). The documentation says the process has a maximum run time of six hours by default. If the time limit is reached, it stops even if documents are still waiting. With 20,000 shipments, this may be what happened.
Try archiving one of the affected shipments directly from Shipments (SO302000). That may help determine whether the shipment itself is ineligible or whether the mass process simply ran out of time.

I would start by checking when one of the affected documents actually reached its final status, then review the archival history to see whether the process hit its time limit.

+2

npetrosov31
Jr Varsity I
Answer
Forum|Forum|18 days ago
August 4, 2026

Hi @brucewarrell96,

The Acumatica ERP 2025 R1 Help topic “Archiving Documents: General Information” mentions that the retention period starts when the document reaches its final status, rather than from the sales order or shipment date.

A few things I would check:

On Archival Policy (SM200400), make sure both Sales Orders and Shipments are enabled and have the expected retention periods.
On Archive Documents (SM500400), click the document count for one of the date rows. This should show which documents Acumatica currently considers eligible for archiving.
Review Document Archival History (SM400400). The documentation says the process has a maximum run time of six hours by default. If the time limit is reached, it stops even if documents are still waiting. With 20,000 shipments, this may be what happened.
Try archiving one of the affected shipments directly from Shipments (SO302000). That may help determine whether the shipment itself is ineligible or whether the mass process simply ran out of time.

I would start by checking when one of the affected documents actually reached its final status, then review the archival history to see whether the process hit its time limit.

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