Why Archive?
Sometimes, not every transaction that flows into Tesorio needs to be worked. Archiving helps keep your Customer Payments workspace clean and focused, so your team can prioritize actionable payments.
Use Cases
In particular, there are a few common scenarios where payments should be archived:
The payment has already been applied in the ERP.
In cases like urgent month-end close, customers may manually post payments directly in the ERP instead of using Tesorio so as to not wait for the bank feeds to come through. When that happens, Tesorio will still ingest the bank transactions, but if you try to apply it to an invoice, it will create an error because the invoice has already been paid. In these cases, the payment in Tesorio should be archived to remove it from the workflow.
The transaction isn’t related to an invoice
Deposits like tax refunds, interest income, or other miscellaneous credits don’t tie to open invoices. Since they can’t be applied to AR, they don’t need to be worked. These can also be archived.
Lockbox Lump Sum
If you’re using Tesorio’s check lockbox PDF feature, the system will parse the PDF and break it out into individual payments and attempt to assign those payments to invoices. However, the original lump sum deposit from the bank will still appear and should be archived.
How to Archive Payments
To archive a payment on the Unposted Payments workspace, select the payment(s) you want to archive, and an action bar will appear on the bottom of the screen. Click on Archive.
Archived payments aren’t deleted—they’re simply moved out of the active view. By default, the Unposted Payments workspace shows unarchived payments, but you can adjust your filters to include archived ones. You can also export the list to a CSV file for viewing in Excel by downloading the table.
Unarchive Payments
To Unarchive any payments, you’ll need to set your filters to show archived payments.
Next, select the payment(s) you want to unarchive and click the Unarchive button.