Archive a booklet
Archiving is the clean way to close a booklet whose project is finished, without losing its history. It is equivalent to "putting away a file": the booklet no longer appears in the active Budget grid, but all of its operations remain viewable and exportable.
Archive or delete?
Unisoft does not allow definitive deletion of a booklet that already has accounting operations — this is intentional to preserve the integrity of your history.
| Action | Effect | Reversible? |
|---|---|---|
| Archive | The booklet is hidden from the Budget grid | ✅ Yes (unarchive) |
| Delete | Reserved for empty booklets (no operations) | ❌ No (irreversible) |
Even for a booklet that has remained empty for a long time, archiving is preferable to deletion. You keep a trace that this project existed.
When to archive a booklet?
| Case | Decision |
|---|---|
| Project completed, balance settled to zero | Archive |
| Fund or campaign closed | Archiving is managed in the Funds or Campaigns module |
| Unused booklet without any operation | Archive to clean up |
| Booklet with a positive balance | Transfer the balance to another booklet before archiving |
| Booklet with a negative balance | Regularize before archiving |
Before archiving: regularize the balance
To keep your accounting clean, it is recommended to bring the balance to zero before archiving:
| Current balance | Recommended action |
|---|---|
| 0 € | You can archive directly |
| Positive | Transfer the remaining balance to the Main cash register or another active booklet. See Transfer funds between booklets |
| Negative | Regularize by transferring funds from another booklet to make up the deficit |
Archiving procedure
Archiving a booklet is done from the administrative views. The general procedure is as follows:
- 1
Regularize the balance
Make sure the balance is at zero (or accept the discrepancy knowingly).
- 2
Open the detailed list of booklets
This view is accessible to administrators with advanced rights on the Budget.
- 3
Click on « Archive »
To the right of the booklet line, click on Archive. A confirmation is requested:
"Are you sure you want to archive this booklet?"
- 4
Confirm
Click on Yes. The booklet disappears immediately from the active grid on the Budget page.
What happens to an archived booklet?
| Element | After archiving |
|---|---|
| Card on the Budget page | Hidden |
| Balance in the total | Excluded from the calculation |
| Past operations | Preserved (still viewable via the archive view) |
| Link with existing payments | Preserved |
| Ability to receive new payments | Disabled (the booklet will no longer be offered in the lists) |
| Ability to unarchive | ✅ Yes |
Unarchive a booklet
If you have archived a booklet by mistake or the project resumes, you can unarchive it:
- 1
Open the list of archived booklets
From the booklet management view, switch to the Archived filter.
- 2
Click on « Unarchive »
To the right of the line, click on Unarchive.
- 3
Confirm
"Are you sure you want to unarchive this booklet?"
Click on Yes. The booklet reappears in the active grid on the Budget page with its balance and history intact.
Special cases
Fund or campaign booklet
Booklets generated automatically by a fund or a campaign are archived by archiving the parent entity. To archive the booklet of a fund, archive the fund itself in the Funds module.
The Main cash register cannot be archived
The Main cash register is a system booklet essential to the operation of the Budget. It can neither be archived nor deleted.
Booklet with non-zero balance
You can technically archive a booklet with a non-zero balance, but this distorts the overall picture of your cash flow:
- The balance of the archived booklet is no longer counted in the total balance
- It remains, however, traceable via the history
Always transfer the balance before archiving, except in exceptional cases.
Best practices
- Archive at the end of the fiscal year: just after the annual accounting close, archive the booklets of projects completed during the year
- Document the closure: update the description with a closing date and a context word ("Closed on 12/31/2025, project delivered")
- Name your archives clearly: if you plan to archive, add the year to the name ("Renovation 2025") to avoid confusion
- Export the history: before archiving, export or download the operations for your personal archives