Direct answer
Archive records that are no longer active but still valuable for history. Do not archive an item merely to hide an error; correct the data or add an explanatory note first.
At a glance
- Archive instead of deleting useful history.
- Settle or correct records before archiving.
- Review archived items when preparing reports.
Step-by-step method
- Confirm the record is inactive. A settled loan, discontinued category, or old transaction may be a good candidate.
- Verify the details. Check amount, date, status, and notes before moving it out of active views.
- Use the archive action. Authorized users can archive supported records from their respective screens.
- Check reporting impact. Understand whether an archived item is included in the selected report.
- Restore when necessary. Bring the record back if it becomes active or needs correction.
Practical example
A category used for a completed home renovation can be archived after all expenses are recorded, while the transaction history remains available.
Put this into practice
Apply the guide first with one real record or a small test category, then confirm that totals, dates, permissions, and reports look correct before entering a larger history. Keep exports securely, use descriptive names, and give family access only to people who genuinely need the shared information.