# Archiving & Restoring Charge Item Sets

Source: https://docs.astalty.com.au/guide/charge-items/managing-charge-item-sets/archiving-restoring-charge-item-sets

> Archive a Charge Item set you no longer need, even one still on a Service, then restore it later if needed.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

Charge Item Sets can not be deleted, but a set you no longer need can be **archived**. Archiving a Charge Item Set also archives the individual Charge Items within it. If you need it again, you can restore (unarchive) it.

> **Only stopping it for one Participant? Mark it inactive instead**
>
> Archiving stops a Charge Item Set being used by everyone. To stop it being used by a single Participant only, mark it inactive on that Participant's Service instead. See [Marking a Charge Item or Charge Item Set Inactive](https://docs.astalty.com.au/guide/participants/ndis-plan/services#marking-a-charge-item-or-charge-item-set-inactive).

## When can a Charge Item Set be archived?

Service attachments alone do not block archiving. Uninvoiced support charges billed through the set do block it, including charges from time segments using that set. An upcoming support also blocks archiving if it has an uninvoiced charge on one of the set's items, even when its primary set is different or its charges were added manually. Astalty lists the blocking supports.

## What happens when you archive a Charge Item Set

- It can no longer be selected for new Supports, Group Supports or Services.
- It stays on every Service it's already attached to, and its past charges keep counting towards those Services' [Utilisation](https://docs.astalty.com.au/guide/participants/utilisation). In the Service's edit form, its row is greyed out, ticked and locked. You cannot remove it, but you can still add other sets alongside it.
- Its Reference, and each of its Charge Items' References, get an `_ARCHIVED` suffix; for example `CA_LEGACY` becomes `CA_LEGACY_ARCHIVED`. If that reference is already taken (for example, reused by an earlier archived set), it keeps its plain reference instead. If a reference already ends in `_ARCHIVED` and can't take the suffix again, Astalty asks you to rename it before archiving.
- An **Archived** badge appears next to its name wherever it's shown, including on a Support that's still using it. An Auto Charge Support using it shows a prompt to choose another Charge Item Set in Update Details; a Manual Charge Support isn't affected.

## Archiving a Charge Item Set

To archive a Charge Item Set, open it from the [Charge Items settings page](https://app.astalty.com.au/settings/charge-items), click **Actions**, then **Archive**. You'll be prompted to confirm.

![The Confirm dialog asking whether to archive this Charge Item Set, noting it stays on the Services it is attached to and still counts towards their utilisation but cannot be selected for new supports, with Cancel and Archive buttons.](https://docs.astalty.com.au/assets/charge-item-set-archive-confirm.png)

You can also archive a Charge Item Set from within its edit view, by clicking **Archive** in the bottom left of the form.

![The Edit Charge Item Set drawer for Community Access (Legacy) with Name, Reference, Support category, Charge rate pattern and GST Code fields, and an arrow pointing to the Archive button in the bottom left.](https://docs.astalty.com.au/assets/archive-charge-item-set-1.png)

Once archived, the set shows an **Archived** badge next to its name. Its Reference and its Charge Items' References usually carry the `_ARCHIVED` suffix, unless the suffixed Reference is already taken, as described above.

![An archived Charge Item Set, Community Access (Legacy), on a Service with an Archived badge beside its name, and \_ARCHIVED added to the end of its Reference CA\_LEGACY\_ARCHIVED and of each Charge Item Reference, such as CA\_LEGACY\_WK\_DAY\_ARCHIVED for Weekday Daytime and CA\_LEGACY\_SUN\_ARCHIVED for Sunday.](https://docs.astalty.com.au/assets/charge-item-set-archived-on-service-guide.png)

## Restoring a Charge Item Set

Archived Charge Item Sets are hidden by default. To restore one, filter the [Charge Items settings](https://app.astalty.com.au/settings/charge-items) list by **Status** > **Archived**, open the set, then click **Unarchive** in the bottom left of the form.

Unarchiving restores the set's plain Reference, the Charge Items archived with it and their matching service attachments. Charge Items or attachments archived independently before the set remain archived. If another set or Charge Item has taken a required reference, resolve that conflict first. An item inside an archived set cannot be unarchived individually.

If you only need to make changes to an existing set, you don't need to archive it. Most fields can be edited directly. See [Creating & Updating Charge Item Sets](https://docs.astalty.com.au/guide/charge-items/managing-charge-item-sets/creating-updating-charge-item-sets). Archiving and recreating is only required when significant, structural changes are needed.