Over time, your organization may accumulate cards that are no longer active because an employee left the company, a card was replaced, or it is no longer used. Instead of deleting these cards and losing historical context, you can archive them.
Archived cards are removed from your active card lists while preserving their historical transactions and expenses.
Before you begin
Only admins can archive or unarchive cards.
Archived cards remain available for historical reference.
Existing transactions and expenses are not affected.
Archive a card
Go to Manage Cards.
Open the card you want to archive. You can archive both Unassigned or Assigned cards.
Click Archive Card.
Review the confirmation message.
Click Confirm.
The card is moved to the Archived section.
What happens after a card is archived?
Once archived:
The card moves to the Archived section.
It no longer appears under Assigned or Unassigned cards.
If the card was Assigned before being archived, the archived card will still have the cardholder associated for reference.
It is removed from card-related tasks.
Existing transactions and expenses remain unchanged.
The card becomes read-only and cannot be:
Assigned or unassigned
Edited
Renamed
Deleted
New transactions do not flow into the card.
Restore an archived card
If a card needs to be used again:
Go to Manage Cards > Archived.
Open the archived card.
Click Unarchive Card.
The card returns to its previous state (Assigned or Unassigned). Depending on the feed type, the card may need to be connected again:
Feed behavior depends on the card type:
RTF: The card has to be enrolled again.
Bank Feed/American Express Direct Feed: Resumes normal workflows.
Automatic archiving during employee offboarding
When you disable an employee, their cards are automatically archived.
This keeps your active card list clean while preserving the employee's transaction history.
FAQs
Will archiving delete transactions or expenses?
No. All existing transactions, expenses, reports, and historical records remain unchanged.
Can I edit an archived card?
No. Archived cards are read-only. To make changes, unarchive the card first.
Can I restore an archived card?
Yes. Admins can restore archived cards at any time.
Why did my employee's card disappear from Assigned cards?
The card was automatically archived when the employee was disabled. You can find it under Manage Cards > Archived.
Can I upload a statement for an archived card?
Yes. Sage Expense Management will ask whether you want to restore the archived card or create a new card.