Archived Records
Archived Records is the long-term store for transaction data that is no longer part of an active filing workflow but must be retained for regulatory compliance. CoralLedger Comply retains all transaction data for 7 years in accordance with Value Added Tax Act, 2014, s. 50.
Accessing Archived Records
Navigate to VAT Management → Archived Records in the sidebar.
What Gets Archived
A transaction record is moved to Archived Records when:
- The VAT return it belongs to is filed and the retention window has passed the active threshold — filed returns older than the current and two preceding periods are moved out of the standard Transaction History view and into Archives.
- The business account is closed or suspended — all transactions are archived immediately.
- A data retention policy applies — records scheduled for archiving by an administrator or compliance rule.
Archived records are read-only. They cannot be edited, recategorized, or deleted (unless a formal deletion request is raised via Data Operations).
Browsing Archived Records
The Archived Records page works similarly to Transaction History but spans all archived periods.
Search and Filters
- Keyword search — Matches description, vendor/customer name, and reference number
- Date range — Filter by transaction date
- Transaction type — Sales, Purchases, Imports, Exports, Credit Notes, Debit Notes
- VAT category — Filter by rate
- Archive date — When the record was moved to archive
Results Table
| Column | Description |
|---|---|
| Date | Original transaction date |
| Type | Transaction type |
| Description | Transaction description |
| Vendor / Customer | Counter-party name |
| Net Amount | Amount before VAT |
| VAT Rate | VAT category at the time of filing |
| VAT Amount | VAT amount |
| Total | Gross amount |
| Return Period | The VAT return this transaction was filed under |
| Archived On | Date the record entered the archive |
Viewing a Record
Click any row to open the full record detail. The detail view includes:
- All original transaction fields
- The complete audit trail (category changes, manual edits, filing events)
- The filed VAT return reference number
Retention Policy
CoralLedger Comply enforces the following retention schedule:
| Retention Stage | Duration | Status |
|---|---|---|
| Active | Current + 2 prior periods | Editable (unfiled); read-only (filed) |
| Transaction History | Up to 7 years from transaction date | Read-only |
| Archived Records | 7-year minimum, configurable longer | Read-only |
| Scheduled Deletion | After retention expiry | Requires deletion request approval |
Records under an active legal hold are never deleted regardless of the retention schedule. See Legal Holds for details.
Exporting Archived Data
Click Export CSV to download records matching your current filters. Exports are processed asynchronously and delivered via an in-app notification.
For bulk data exports covering an entire period or full account history, use Data Export in the Data Operations section.