Transactions can be copied to duplicate them, or to create additional transactions.
The conditions under which transactions can be copied are set up under Copy Rules.
User access is required to copy certain transactions.
The screenshot below displays a Sales Order that is being copied to a Customer Invoice.
The name of the transaction that is being copied.
The header status that the copied transaction is going to be changed to. A line through the pencil indicates the status will not be changed.
The status that the items are going to be changed to. A line through the pencil indicates the statuses are not going to be changed.
Filters to select items when there are many items to copy.
Show Specification: If checked the specification is displayed.
Show Adjustment: If checked the adjustment is displayed.
Outstanding: If checked only shows items that have not yet been copied to the specific transaction.
Select: Displays a checkbox for items to be selected to copy.
Information about the item. The available fields are:
ID: The system-generated number allocated to the entry.
Type: The type of item.
From: The original transaction that was copied.
Description: The item's description.
Reference: The item's reference.
Code: The item's brief description.
Group: The group name if items are allocated group names on the transaction.
Subgroup: The subgroup name if items are allocated subgroup names on the transaction.
Supplier: The supplier from which goods are purchased (e.g. outwork).
Unit: The item's unit.
Qty: The item's quantity.
Unit Price: The item's unit price.
%: The item's adjustment.
Total: The item's total value on the transaction.
A checkbox. If checked the item is copied.
Menu (button): Standard Layout options to save or restore the default grid.
Open new Transaction: Checkbox, if checked the new transaction is opened. If unchecked a confirmation message is displayed.
Buttons:
Arrows: Navigates between copy dialogues of the next or previous transaction that is in the correct status to be copied.
Refresh: Updates the display with any changes made (e.g. if another user edited or copied the transaction).
Copy: Creates a new transaction and copies the selected items to that transaction.
Close: Closes the popup without executing the copy instructions.
Search bar to find specific items to copy (when there are long lists of items).
Copying a Customer Transaction to a Supplier Transaction
When a transaction that is linked to a customer (e.g. Sales Order) is copied to a transaction that is linked to a supplier (e.g. Purchase Order), a field to select the supplier is available.
Selecting a supplier is mandatory. If no supplier is selected, a popup will request a supplier.
The supplier field is used to determine how VAT is treated on the new transaction.
The Field Chooser (*) can be used to display the Supplier column in the transaction and also in the copy dialogue.