Overview
Use the Archive feature to retire consignors or vendors who are no longer active in your store. Archiving lets you keep a record of the consignor while removing them from day-to-day workflows — archived accounts can be reactivated if needed.
Key behaviors at a glance:
Archived accounts are excluded from consignor search by default, but can be included when needed on the Consignment tab.
Only archived accounts can be deleted. (Deleting a consignor requires the consignor be archived first.)
Archiving follows the same rules as deleting: to archive an account it must have no balance and no sellable items. (Sellable items are items with a status of Active, In Grace, Expired, or Layaway).
Item entry is prevented for archived consignors. Consignor Access becomes read-only for archived consignors, and there’s a configurable setting that controls how long archived consignors can continue to view Consignor Access before their access is removed.
Before you begin
Vendor Mall Plus stores: If the vendor is assigned to a space, remove them from that space first. A vendor who is still linked to a space on your mall map can’t be archived. Go to Vendor Mall ▸ Space Management, click the pencil icon on the vendor’s space, click the X to remove the vendor, and save. For step-by-step instructions, see How To Add and Edit Spaces.
Make sure the consignor has no sellable items and no outstanding balance if your goal is to delete the account later; deleting is only possible for archived accounts that meet the deletion rules.
Decide whether you want archived consignors to remain able to view Consignor Access for a period of time. Your account includes a configurable option to limit how long archived consignors retain access (shown near the bottom of the article).
How to archive a consignor
Navigate to the Consignment tab
Search for and open the consignor’s profile you want to archive.
If you don’t see the consignor, remember archived accounts are excluded from search by default; see “Finding archived consignors” below.Click Archive on the consignor profile and confirm the action in the dialog.
What happens when you archive a consignor
The consignor is removed from default search results in the Consignment tab and can only be found be selecting the 'Show Archive' filter option (the associated customer account will still be searchable in the Customer tab).
The consignor will have no balance and no sellable items (this mirrors the rules for deleting accounts).
New item entry is prevented for that consignor.
If an archived consignor's ID is entered at the terminal for quick-add inventory, the item will be automatically assigned as store-owned. This prevents inactive consignor accounts from accumulating sales credit unintentionally.
Archived status is available as a filter in custom reports, allowing you to view consignors by Active, Archived, or Deleted status. This makes it easy to export clean, active-only lists for marketing or operational purposes. Custom reports include archived and deleted consignors, along with their past fees, unless you filter Consignor Status to Active.
Consignor Access becomes read-only for the archived consignor. A configurable setting determines how long archived consignors may continue to view Consignor Access before their access is fully removed. During this period, archived consignors will see a banner on login showing how many days of access remain.
How to find archived consignors
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By default archived consignors are excluded from searches. To view archived consignors:
Open the Consignment tab.
Use the toggle to Show Archived accounts.
If you do not see Show Archived it means you haven't archived any consignors yet.
Note: The Show Archived checkbox does not show on the older consignment view, if you are on the older view and want to see archived consignors you have to click on the "Updated interface available, Try it out" link at the top of the Consignment view. Once included, you can open the archived consignor profile to view history, change status, or perform deletion.
Consignor across location
Reminder from training, consignors are location specific, please note that above I archived consignor 48264 at location J's. If I search other store locations the consignor will still show up there.
Reactivate an archived or deleted consignor
You can bring a consignor back whether their account was archived, or archived and then deleted.
Reactivate an archived consignor
- On the Consignment tab, turn on Show Archived and search for the consignor.
- Open the consignor’s profile and click Unarchive.
Reactivate a deleted consignor
Every consignor account is linked to a customer record, and that customer record stays in place after the consignor account is deleted. You can reactivate the consignor account from there. This works for both single-location and multi-location stores.
- Go to the Customers tab and search for the person.
- Open their customer record.
- In the Multi-Location Options section, find the location where the consignor was deleted. If you don’t see the list of locations, click Expand Locations.
- Locations with a deleted consignor account show a status of Inactive. Click Reactivate next to that location.
The consignor comes back with their original consignor ID and account history.
The location count may read 0. The line at the top of Multi-Location Options (for example, “Customer has accounts in 0 of 6 locations”) counts active consignor accounts only. An inactive account isn’t included until it’s reactivated.
Reactivate vs. Make Consignor at This Location. Reactivate restores the person’s existing consignor account at that location. Make Consignor at This Location creates a brand-new consignor account. If the person has consigned with you before, use Reactivate so you keep their history and don’t end up with duplicate accounts.
Consignor IDs can’t be reused. Once a consignor ID has been used at your company, it can’t be assigned to a new consignor account, even if the original account was archived or deleted. If you try to create a new account for a returning consignor with their old ID, you’ll see an error. Reactivate their existing account instead.
Delete a consignor
Only archived accounts can be deleted. Before deleting, confirm the consignor meets deletion rules (no balance, no sellable items).
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Steps:
Archive the consignor (if not already archived).
Use the archived consignor list (filter to show archived) and open the profile.
Click Delete and confirm. The consignor is removed from the Consignment tab. If you need the account again later, you can reactivate it from the person’s customer record (see Reactivate an archived or deleted consignor).
Admin setting — Archived consignor Consignor Access duration
There’s a company/location setting that controls how long archived consignors can continue to view Consignor Access before their access is removed. The default value is 30 days. To change this:
Open Settings in the Back Office.
Click Options then scroll down to Consignor Access.
Update the Archived Consignor Access Days to the desired number of days, then save.
Troubleshooting
Q: I can’t find an archived consignor.
A: Make sure you’ve enabled the filter/toggle to Show Archived on the Consignment/Consignors list; archived accounts are excluded from search by default.
Q: I can’t archive a vendor, even though they have no balance and no sellable items.
A: If you use Vendor Mall Plus, check whether the vendor is still assigned to a space. A vendor linked to a space on your mall map can’t be archived. Remove them from the space in Vendor Mall ▸ Space Management (see How To Add and Edit Spaces), then try archiving again.
Q: I can’t delete a consignor — the Delete button is missing.
A: Deletion requires the consignor be archived first and for the account to meet deletion rules (no balance, no sellable items). Archive the account and remove any sellable items or balances, then try deletion again.
Q: Archived consignors still have access to Consignor Access.
A: Check your Archived Consignor Access Duration setting in Settings — archived consignors can retain read-only access for the configured period. After that period their Consignor Access will be removed.
Q: I set Archived Consignor Access Days to 0 thinking it would give archived consignors permanent access, but they lost access immediately.
A: Setting the value to 0 removes Consignor Access immediately upon archiving — it does not grant indefinite access. If you want archived consignors to retain access for a period of time, set the value to a specific number of days.
Q: I get an error when I try to create a new consignor with an ID we’ve used before.
A: Consignor IDs can’t be reused within your company, even when the account that had the ID was archived or deleted. If this is a returning consignor, open their customer record on the Customers tab and click Reactivate next to the location in Multi-Location Options.
Q: I deleted a consignor by mistake.
A: Open the person’s customer record on the Customers tab. In Multi-Location Options, the location shows as Inactive. Click Reactivate to restore the consignor account with its original ID and history.
Notes & best practices
Archive consignors as part of your vendor move-out / offboarding workflow so you retain history but remove them from daily operations. This feature is especially valuable for vendor malls and high-turnover stores — archiving inactive vendors keeps your active consignor count clean and makes it easy to export active-only records for marketing or outreach purposes.
If stores plan to delete consignors, make archiving part of the checklist to ensure accounts meet deletion rules.