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Deleting transactions leads to data loss, confusion and time-consuming effort to restore lost information. What's more, it means that those transactions wonât be available for auditing and reporting purposes.
For third-party card integrations, you cannot delete transactions once imported into Yokoy. If a transaction was erroneously imported, you can archive it.
âď¸ Note
You cannot archive Yokoy Platinum Visa card transactions, only transactions from third-party card integrations. If you find an erroneous transaction that should not be displayed, please reach out to Yokoy Care.
When you archive a transaction, it is hidden from submitters, managers, card admins, and travel admins in the web app and the mobile app.
Archived transactions cannot be:
Matched manually or automatically.
Marked as private.
Submitted for approval.
Exported.
Modified in any way.
Archived transactions are shown in Finance > Card transactions with the status Archived.
You can unarchive transactions directly from the tabs Card transactions or 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 > 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.
Alternatively, you can archive a transaction directly from the transaction view by scrolling to the bottom of the form.
Once archived, a confirmation message appears indicating that the transaction has been archived and that it must be unarchived before it can be matched with an expense.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 transactionâs history for traceability:
The transaction is now hidden from submitters, managers, card admins and travel admins. As a finance user, you can still view archived transactions in the Finance > 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If the transaction has been archived by error, it can be retrieved for use again by clicking Unarchive directly in the transaction or the unarchive icon from the Card transaction view.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 transactionâs 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 transactionâs 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:
