Account kept as a legal archive

When several accounts of the same company are merged, or when a company leaves Autoria, the Autoria team can turn an account into a legal archive (archive légale). Its invoices, credit notes, contracts and receipts are neither moved nor deleted: they stay where they were issued, with their original numbers.

What changes for the archived account

• Its members can still view the account, read-only and free of charge, until the end of the legal retention period of the documents.
• Nothing can be created or changed any more: reservation, customer, vehicle, payment, settings. An account is only archived once it has no ongoing rental and no invoice waiting to be issued.
• Autoria no longer bills it, and it no longer counts in the number of companies you can create.

Finding the archived account

The account stays in the Choisir votre société list (choose your company), with the Archive légale badge. Inside it, a banner tells since when it is archived and until when it is kept.

Downloading the documents

Every invoice, credit note, contract or receipt is downloaded as before, from Facturation (billing) or from the reservation page.

The Voir l'archive button (view the archive) of the banner opens the Archive légale window. For the members who can access the accounting exports, it shows:

• the Pièces conservées (documents kept), by type;
• the Exports comptables de l'archive (accounting exports of the archive), made over the whole life of the account when it was archived: Journal des ventes (sales journal), Brouillard de caisse (cash journal), Relevé déclaratif (declarative statement) and État du prélèvement journalier (daily levy statement);
• the Manifeste d'intégrité (liste et empreintes des pièces) (integrity manifest), which lists every document and every export with its fingerprint. It proves that no document has been changed since the archive was made.

Right after the account is archived, the window says that the archive is being built: the exports and the manifest appear a few minutes later.