Skip to main content

Export all invoices and documents as PDF (PDF Archiving)

Written by Adrian Berger

With the PDF Archiving function in Xentral, you can export all outgoing invoices or other documents collectively as PDF files. Instead of downloading individual documents manually, you can bundle any document types for a selected period into a single ZIP file and export them easily.

This makes the module ideal, for example, if you need all invoices for an entire month or year at once for accounting purposes. The exported files also remain stored in the archive and can be downloaded again at any time.

Note

With the PDF Archiving module, you can store all document types for a freely selectable period in an archive and export them as a ZIP file. The documents are automatically collected via the process starter pdfarchiv_app, whose interval can be configured individually (Administration → Settings → System → Process Starter).

​

Overview

In the overview in the tab "Archiving" all PDF documents are listed, that have been archived.

​

New PDF archiving

  1. Activation of the process starter (Administration → Settings → System → Process starter pdfarchive_app)

    pdf_archivierung_003.png

  2. Call PDF archiving

    pdf_archivierung_001.png

  3. Create a new PDF archive, select documents from date range (set check mark) and save

    pdf_archivierung_002.png

  4. The download is displayed after running through the process starter and archiving the PDF documents for download

Only when the download icon appears, the process is completed, depending on the settings in the process launcher and the number of documents to be generated. Ideally, the cronjob can also run outside of the operating hours. For immediate provision of the data, the cronjob must then be set in a shorter period, e.g. every 10 minutes.

Via "+New" archiving processes can be created for the document types. After completion, the file is displayed as a download and can be downloaded.

​

Special settings

By selecting the expert mode, additional settings to the default settings can be made.

  • Generate PDFs not yet archived: This is the default setting.

  • All PDF versions: If you check this box, all PDF versions will be generated.

  • Regenerate all documents: If you check this box, all documents will be regenerated.

  • Bundle PDFs into single days: Bundles the PDFs of single days

What can I do if my PDF archive is not running?


​

If your PDF archive (Smart-Search: PDF Archiving) does not start or no downloads appear, follow these steps:

  1. Open the PDF Archiving module.

  2. Click on + New to create a new entry.

  3. Enable the checkbox for Expert mode → Expert settings.

  4. Check the option Bundle PDFs by individual days.

  5. Click Save.

Important: Make sure the process starter pdfarchiv_app is activated.

Did this answer your question?

Related Articles