Archiving price sheets

Manage price sheets that are no longer in use through automatic or manual archival. Archiving unused price sheets can help to streamline your setup while ensuring that previous pricing information is not lost.

Auto-archiving

By default, price sheets and invoice price sheets will be automatically archived after 2 years (730 days) if they meet specific criteria. Learn how to customize or disable auto-archive.

Criteria for automatic archival

A price or invoice price sheet is eligible for automatic archival if it:

• Is not a base sheet, total base sheet, or invoice base sheet.
• Was not created within the window of inactivity required (730 days by default)
• Has not been used by any past bookings within the window of inactivity required (730 days by default)
• Is not used for any bookings scheduled for a future availability
• Is not used by any affiliates
• Is not set as pricing for direct or online bookings in the Advanced company settings (Note: This criterion only applies to price sheets; it does not apply to invoice sheets.)
• Is not added to an active price schedule. A price schedule is considered active if it:
  • Is used by an affiliate
  • Is set as pricing for direct or online bookings in the Advanced company settings
  • Has date-based rules that are not expired

The system will check for and archive eligible sheets weekly. Auto-archived price sheets will be listed in the Recent Activity log (Settings > Recent Activity).

Customizing the window of inactivity

Although the required window of inactivity is set to 730 days (2 years) by default, this window can be changed to a shorter or longer time frame as needed for your setup.

Prequisite: A user must have the Edit Dashboard features, company contact info, and FareHarbor profile permission enabled to edit the auto-archive setup. Learn more about managing permission groups.

1. Navigate to the Settings tab, and select Advanced company settings (the gear icon in the upper right corner).
2. Use the search bar or navigate to the Performance section.
3. Locate the Auto-archive price sheets feature flag, and adjust the Days of inactivity before auto-archiving value as needed.
4. Click the Save changes button at the bottom to finalize your updates.

Disabling auto-archive

Prequisite: A user must have the Edit Dashboard features, company contact info, and FareHarbor profile permission enabled to edit the auto-archive setup. Learn more about managing permission groups.

1. Navigate to the Settings tab, and select Advanced company settings (the gear icon in the upper right corner).
2. Use the search bar or navigate to the Performance section.
3. Locate the Auto-archive price sheets feature flag, and uncheck the box to disable.
4. Click the Save changes button at the bottom to finalize your updates.

Manually archiving a price sheet

Archiving a price sheet will not affect any already-paid bookings that reference the sheet. Although archived price sheets usually can’t be associated with items or future bookings, they will still be related in the following scenarios.

• Archived price sheet(s) can be associated with a price schedule that is still in use.
• Customers can still book with an archived price sheet if the price sheet is connected with a website link or embed. To prevent customers from booking with an archived price sheet, please ensure the sheet is removed from all links or embeds available to customers.

To manually archive a price sheet:

1. Navigate to the Settings tab, and select Price Sheets from the sidebar.
2. In the Price Sheets tab, locate and click on the price sheet to be archived.
3. Select the pencil icon to expand the price sheet’s settings.
4. Check the Archived box.
5. Click the Save button to finalize the update.

Viewing archived price sheets

Although archived price sheets are hidden from the price sheets list by default, you can opt into including them for your Dashboard.

To include archived price sheets:

1. Navigate to the Settings tab, and select Price Sheets from the sidebar.
2. In the Price Sheets tab, click the Display options (gear icon).

3. Check the Show archived box.

   

Once enabled to appear, any archived price sheets will appear under active price sheets, and include an (archived) addendum.

Reporting with archived price sheets

Archived price sheets can still be used in reports, allowing you to accurately track your sales and bookings. Archived price sheets will be clearly marked with an (archived) addendum when they appear in reports.

Important notes

• In your Dashboard, archived price sheets will be hidden in most places except where they are currently in use. Anywhere you see an in-use archived price sheet (such as on a past booking), it will be clearly marked with an “(archived)” note.
• You can always un-archive a price sheet, if needed. To do this, go to the archived price sheet by following these steps and unchecking the Archived box.
• If you rebook a booking that is using an archived price sheet, the booking will maintain the original price sheet.
• When repricing a booking, archived sheets will always be visible to ensure that past bookings can be retroactively updated, if needed.

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In general, an archived price sheet and invoice sheet will still be visible in all the normal places price sheets are visible as long as it is relevant to the information you’re viewing in the Dashboard (for example, if a booking was made with an archived price sheet). All archived price sheets and invoice sheets, regardless of use, will be visible in reporting.

Notes:

• To archive and view archived invoice sheets, you can use all the same instructions for price sheets on the client-facing portion of this page and apply them to invoice sheets as well.
• It’s possible to archive a sheet on an active price schedule (and vice versa; you can also archive a schedule that has active price sheets). This is to ensure that pricing never “breaks” unexpectedly.
  • If an archived price sheet is currently in use on a price schedule, it will still be used for pricing; it will not be skipped over.
• API bookings can still be made with archived price and invoice sheets. However, if the company truly doesn’t intend to use an archived sheet, it’s recommended that affiliate settings are updated with an active sheet.