Archive suppliers (duplicates, misspellings)
Archive duplicate or misspelled supplier entries to keep an accurate, up-to-date supplier list in Spendesk. Archiving hides a supplier from request forms without deleting any existing data.
For: Controllers, on all Spendesk plans.
Before you start
Requirement | Detail |
Role | Controller |
Plan | Available on all Spendesk plans |
Where | Settings > Accounts Payable |
👥 Roles: Only users with the Controller role can archive or un-archive suppliers.
Archive a supplier
Navigate to Settings > Accounts Payable.
Click the "Current" tab.
Click the account payable/supplier line you want to archive.
Click "Archive this supplier" at the bottom of the right panel.
Check for the green success message confirming the archive action.
Archive several suppliers at once
Navigate to Settings > Accounts Payable.
Click the "Current" tab.
Select the checkboxes next to the supplier lines you want to archive.
Click "Archive".
Check for the green success message confirming the bulk archive action.
Un-archive a supplier
Navigate to Settings > Accounts Payable.
Click the "Archived" tab.
Click the account payable/supplier line you want to restore.
Click "Un-archive this supplier" at the bottom of the right panel.
Check for the green success message confirming the un-archive action.
Un-archive several suppliers at once
Navigate to Settings > Accounts Payable.
Click the "Archived" tab.
Select the checkboxes next to the supplier lines you want to restore.
Click "Un-archive" next to the search bar.
Check for the green success message confirming the bulk un-archive action.
What happens when you archive a supplier
The archived supplier no longer appears as a suggestion in request forms (virtual card requests, expense claim requests, or invoice requests).
If a user tries to re-create an archived supplier, Spendesk shows a warning that the Finance team archived this supplier and asks the user to double-check the supplier name.
Archiving does not affect any data already recorded in Spendesk. It only changes which suppliers appear as available across the product.
⚠️ Warning: If several suppliers are linked to the same account payable line, click the account payable line first, then select the specific supplier. The right panel with the archive or un-archive action only appears after this second click.
Troubleshooting
Symptom: The archive or un-archive action does not appear in the right panel.
Cause: You clicked an account payable line that has multiple suppliers attached, but you haven't selected the specific supplier yet.
Resolution: Click the account payable line, then click the specific supplier row. The right panel with the "Archive this supplier" or "Un-archive this supplier" action will appear.
Symptom: You can't find the "Archive" or "Un-archive" bulk action buttons.
Cause: You are on the wrong tab, or no supplier checkboxes are selected.
Resolution: Confirm you are on the "Current" tab (to archive) or the "Archived" tab (to un-archive), then select at least one checkbox before looking for the button next to the search bar.
Symptom: The supplier(s) you archived still appears in the list of current suppliers.
Cause: The page did not update the information.
Resolution: Refresh the page.
FAQs
Can I un-archive several suppliers at once?
Yes. Select the checkboxes next to the suppliers you want to restore, then click "Un-archive" next to the search bar.
Does archiving a supplier delete its data?
No. Archiving only removes the supplier from the available list shown in request forms and on the Accounts Payable page's "Current" tab. All existing data remains in Spendesk.