Archive transaction descriptions are optional. When you use them, they are always used in addition to standard transaction descriptions. The archive transaction description determines the content of an additional transfer file called the archive file.
There are at least two possible uses of archive transactions:
To save data about invoices sent to an archive system.
INVOICES can be integrated with systems for digital archiving or printing of invoices. This means that you can export the images of each individual invoice to an external system, or any fields you choose, or both. When you use this capability, you must also transfer the file names of the image files so that you can retrieve them later. You do this by including specific system variables in a transaction description. You can include the variables in the standard transaction description, but many users create a separate archive transaction description, which specifies the content and format of the data you want to transfer to an archive file or other separate output file. It is up to you to design the archive transaction to suit the external archive system and the needs of your organization.
To create batch files.
You can create an archive transaction description that creates a batch file (a .bat file) when the Transfer job is run. Such a batch file could, for example, rename image files or delete image files.
Note: Transaction descriptions are not used when you use XML output.
To use the archive transaction description, you must then specify which transaction description to use and where to save the data.
Creating an archive transaction description for writing output to a second transfer file