Overview:
OPTO has a function where you can send old and/or non-active client/supplier data to an archive record. The records from the old/or non-active client/supplier are sent to an ARCHIVE record and the old/non-active codes are removed from the program, but the orders, quotes, invoices, etc retain the original client’s name, delivery address and contact name for each of the records. PLEASE NOTE: The user must be 100% certain before running this function as it CANNOT be reversed.

Step 1 – create a client/supplier code for the archive, for this example I created a new code called CLIENT_ARCHIVE.

Step 2 – run a query on non-active client/suppliers and export to a spreadsheet, remove the column header and save the list as a csv. The only data column needed for the query is CLIENT_CODE for the clients or CODE for the suppliers.

In the CONTACTS tab, select the Utilities drop-down and click on Archive Clients/Suppliers from the list.

Step 3 – Ensure the correct radio button option is selected and loaded the query list into the window by clicking the browse icon and then the Refresh icon.

Click on Yes to the confirmation message.

Step 4 – The list is loaded into the window, selected the Client Code created for the archive in the Destination Code and when ready click on the Rename icon. The process runs and renames the client code in all the records associated with the listed clients.

Open the Statistics window for the archive client code and all the records from the listed clients such as orders, quotes, invoices, etc are now in the CLIENT_ARCHIVE record but the original client’s name, delivery address and contact name are retained in each of the records. The listed client codes are removed from the program, but the

Opto Software Pty Ltd
Created: 22/05/2025