Deleting transactions leads to data loss, confusion and time-consuming effort to restore lost information. What’s more, it means that those transactions won‘t be available for auditing and reporting purposes.
For third-party card integrations, you can’t delete transactions once imported into Perk. If a transaction was erroneously imported, you can archive it.
Note: You cannot archive Perk Card transactions, only transactions from third-party card integrations. If you find an erroneous transaction that should not be displayed, reach out to support.
When you archive a transaction, it is hidden from submitters, approvers, card admins, and travel spend processors in the web app and the mobile app.
Archived transactions can’t be:
- Matched manually or automatically
- Marked as private
- Submitted for approval
- Exported
- Modified in any way
Archived transactions are shown in Finance > Review > Card transactions with the status Archived.
You can unarchive transactions directly from Card transactions or from Finance > Review > Search, if required. Archived transactions are also displayed in the Analytics view with the status Archived.
Archiving a card transaction
A transaction must be unmatched (i.e. not associated with a specific expense) to be archived.
To archive transactions, go to Finance > Review > Card transactions and in the Card transactions tab, choose the transaction you want to archive by ticking the checkbox.
Click Archive to archive the transaction or press the archive icon to the right of the transaction.
Once archived, a confirmation message appears indicating that the transaction has been archived and that it must be unarchived before it can be matched with an expense.
The archive action is logged in the transaction‘s history for traceability:
The transaction is now hidden from submitters, approvers, card admins, and travel spend processors. As a financial reviewer, you can still view archived transactions in the Finance > Review > Card transactions view or in the Search view.
Unarchiving card transactions
If the transaction has been archived by error, it can be retrieved for use again by clicking Unarchive directly in the transaction or the unarchive icon from the Card transaction view.
The transaction‘s status is reverted to Unmatched, making it visible for all users in the card transaction views. It can now be matched to an expense, marked as private, or exported. The action is recorded in the transaction‘s history.
Viewing archived transactions
Apart from accessing archived transactions in the Card transactions view, you can also filter for archived transactions in the Search view, Card transactions: