Keep an old envelope assigned to transactions, but not have it in the current budget?

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So, I no longer need one of my envelopes, and wanted to remove it from my budget. However, deleting it marked all the transactions previously associated with it as Unassigned, which really messes up reports from previous months. Is there a way to keep those transactions marked with the old envelope, and only remove it from the budget going forward? 
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Amanda Fischer

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Posted 3 years ago

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Karisa Russell, Official Rep

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Hi Amanda,

That's a good question. Right now, deleting an Envelope completely removes it from your Household now and going forward. So, like you said, transactions will become Unassigned from an Envelope when you delete it.

However, you might try creating a single Envelope to house those transactions in. Any time you delete an Envelope, reassign those transactions to this new 'Deleted Envelopes' Envelope. That way, it frees up space in your Household, the un-needed Envelope is gone, and your transactions have a new home.

Let me know if that works!
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Colin Grant

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That is a great idea, Karisa. Only thought is if the envelope being closed has had a lot of activity will not each entry have to be re-assigned manually? If so it could be a long and tedious job unless there is another way? Drag and drop would be great :-)
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Amanda Fischer

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Thanks for the suggestion. The problem is, I want to preserve the record of which category (envelope) those transactions belonged to, so that when I view reports from previous months, they are included in the charts. Lumping everything into one "deleted envelopes" envelope isn't really much more helpful than leaving them unassigned, but I guess it would at least make them show up in the reports as a category. I may give it a shot.

I guess consider this an idea now--the ability to remove an envelope from the budget, but leave it for previous months and transactions. Kind of like "retiring" or "deactivating" an envelope rather than obliterating it from existence. :)
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Karisa Russell, Official Rep

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Hi Colin and Amanda, 

Colin - you're right you'll have to manually reassign each transaction individually, which can be a tedious job! I think I've recommended to you in the past creating an 'Archived' Envelope Group, rather than a single 'Deleted Envelopes' Envelope. With the Group work-around, you don't have to reassign transactions. Rather, you just have to change the Envelope's name. 

The downside to that work-around, Amanda, is that the Envelopes are still technically in your Household and a part of your budget. (although, you can change the budgeted amount to zero.)

For now, I've added your vote of having a deactivation, or archive, feature to our request features tracker for future consideration. 

Thank you both!  
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Karisa Russell, Official Rep

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Oh! And, Colin, I've added your vote for drag and drop!
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Jon Morgan

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Hi Karisa - I also think this is a really important usability feature.

For me, I use a separate Goal envelope (which I've grouped as "Pending Work Expenses") for each set of work expenses related to a specific trip. This is a negative spend on a credit card usually. I keep it there until it's reimbursed as I'll usually have a couple of claims open each month and some that roll over to the next month. That way I know what is owed to me and when it's been received. I also get mileage payments, so anything over the actual spend I'm easily able to sweep back into my "fuel" envelope. 

At the moment once I'm reimbursed, I change the group of the envelope to be "Paid Work Expenses" group which is at the bottom, and I can collapse if needs be. I could probably group these into a single envelope once I've got paid to tidy it up further, but it would be a) a PITA to do (as per Colin's point) and b) I would lose any details of which trip it was assigned to (as per Amanda's point). 

Whilst I'm sure there's other stuff going on under the bonnet, from a user's perspective, by flagging an envelope as archived it just shouldn't show up in the list of available envelopes when categorising transactions or as an option to be filled (and shouldn't be added to that calculation on the fill screen), but would continue to be assigned to the existing transactions.
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alan.mosley

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Until you guys figure out a way to allow for us to remove envelopes from the active budget while leaving any previous transactions allocated to that envelope, I have been changing the budget amount to zero and then moving the envelope to the bottom of the budget at the bottom of the goals section.  That way, the envelope is at least out fo the way.
Feel free to add me to the list of people that would appreciate being able to remove the envelopes from the budget altogether.  
Cheers.
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Josh Manuel

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I would also like to add to the suggestion for an option to archive entire accounts or envelopes, rather than deleting or creating an 'archive' envelope group. It'd be real awesome to have this, it's been requested as far back as 5 years ago, from what I've seen. Thanks for the responses Karisa!
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Karisa Russell, Official Rep

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Hi Josh, 

Thanks for adding your vote for this feature! We don't have anything to announce regarding this feature specifically. But, of course, I'll update the thread if and when we do. 

For now, keep an eye on our Roadmap for updates on what we are working on. Right now, we're working on an update for Android and bringing timezone support to all platforms. 

Thanks again!
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Michelle Kalin Jacobik

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I totally agree and want to VOTE yes to keeping an archive of an old envelope that is no longer needed in the current budget
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Karisa Russell, Official Rep

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I've got your vote down too! 
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Korry Rogers

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Yes... me too. This is a needed feature.
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David Bissell

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also voting for an envelope archiving feature - doubly so for one-time goal envelopes.
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Colin Grant

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I use a lot of one-off envelopes and not being able to archive them is becoming a pain. It would not be so bad if they could be hidden but that its not possible either (and putting them in an archive group does not really help as the group list will not stay collapsed). If this is not addressed by the end of my subscription I will be moving on. It is a game killer for me regrettably
(Edited)
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John Vander Stel

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Karisa,

Just as an FYI for the GoodBudget team:
In my own envelope budgeting program, the whole envelope text name in that field was actually stored instead of only its text variable.  When reports or searches are done, those functions searched the actual envelope name texts.
That took a little bit more data storage space, but that eliminated the problem of not being able to retain and isolate transactions for envelopes that have since been deleted.

Just a thought for future consideration.
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Karisa Russell, Official Rep

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Hi all, 

Thanks for adding your voices and extra details about how you'd like this feature to work! We don't have anything to announce regarding this feature at this time. I'll update the thread as news becomes available. 
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Becky Huang, Official Rep

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Official Response
Hi everyone,

We just wanted to update you that we just released an update to the delete functionality on the web app today. You can now delete envelopes and accounts you no longer need and still filter for them in the Advanced Search and see your spending for deleted envelopes and accounts in your reports. Note that you cannot, however, undo deleting an envelope or account.

Hope this helps,
Becky
(Edited)
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krispyokreme

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Can you please elaborate how this is used? I have deleted envelopes from the past, and I'm not able to find a way to search them.

Why is it so difficult to just allow archiving old envelopes and just simply not have it show up in your list of envelopes on the website and in the app? It could be as simple as having the website/app not show any envelopes that users rename with the "Archived:" prefix. That would literally take one line of code to filter those out of the view.
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krispyokreme

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UPVOTE on the ability to archive envelopes that are no longer needed in the current budget but still preserve the history of that envelope. The above workaround of deleting envelopes but using advanced search for reports is not what we users were looking for. When I scroll through past transactions, I still want to see my actual history, and not have to specifically know which old envelopes to advance search for. What is the progress on what we actually asked for since many years ago?
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Karisa Russell, Official Rep

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Hi krispyokreme, 

Sorry this wasn't clear! What you're describing is exactly how this works. When you delete an Envelope, the Envelope will get prefixed with the word 'Deleted.' You'll be able to find the transactions associated with the Envelope by using Advanced search and filtering for the 'Deleted' Envelope in the 'Envelope' drop down, which is the new part that Becky was describing. You can also type the Envelope's name in the Search bar to find transactions that way. 

We didn't change the fact that transactions associated with deleted Envelopes are still visible when you scroll through your Transaction history, which it sounds like you want, and that deleted Envelopes are removed from your Envelopes list and current budget. 

Hope that helps!
(Edited)
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krispyokreme

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Do you take 3rd party contributions to your code base? I (and I'm sure many others) would be happy to contribute the code to get the features we need, if the Goodbudget development team is too busy to do it.