Copy Sales Document Batch Job

Creates a new sales document.

First you must create a new sales document (quote, order, invoice, or credit memo) that has a document number. Then you can use this batch job to help you fill out the sales document.

You must specify in the batch job which sales document you wish to copy information from. You can choose to copy the whole document or the document lines only. When copying document lines only, the batch job adds these lines to possible existing lines on the sales document you are creating.

For example, if you sell goods each month to a customer, you can have the program fill out the sales header of an invoice with the customer's data.

The value of some fields in the lines is dependent on what you have entered in the header. For example, the values in amount fields depend on the discounts you have set up for the customer and in the header. Therefore, if you choose not to include the header when you copy the document, you must recalculate the lines so that the values in the lines are appropriate to what you have entered in the header. When you copy posted sales shipments and posted return receipts, you must always recalculate the lines.

Note

Lines with text are copied in different ways depending on the type of text.

• Lines containing comment text are always copied.
  
  
• Lines containing text created with the Extended Text function are only copied if the related item, G/L account, or resource is copied and the Automatic Ext. Texts check box is selected on the card of the item, G/L account, or resource.
  
  

When copying from posted invoices or posted credit memos, the program copies any relevant invoice discounts and line discounts from the original document line to the new document line. Be aware, however, that if the Calc. Inv. Discount option is activated in the sales and receivables setup the invoice discount will be newly calculated when you post the new document line. It can be, therefore, that the Line Amount for the new line is different than the Line Amount for the original document line, depending on the new calculation of the invoice discount.

If applicable, the program copies item tracking information from the original document to the new document, but only when the original document and the new document have opposite inventory flows. This means, for instance, that the original document represents an inventory increase and the new document represents an inventory decrease, or vice versa.

Note

If part of the quantity on the original line has already been returned, the program creates the new line with only the quantity that has not yet been returned. If the full quantity has already been returned, the program does not create a new document line.

Copying Posted Shipments or Posted Return Receipts

If exact cost reversing is mandatory and you copy a posted shipment or receipt, the program creates one document line per item ledger entry. For example, if a shipment was posted with a Qty. to Ship of 2 and a Qty. to Invoice of 1, the program creates two item ledger entries, one for the invoiced item and one for the item that has not been invoiced. If you copy this posted shipment to a new document, the program creates two new document lines, one for each item ledger entry.

When copying posted shipments with exact cost reversing, the program creates the new document lines with the fields Appl.-from or Appl.-to Item Entry filled in with the item ledger entry numbers corresponding to the original lines. This ensures that the cost from the original document line is carried over to the new document line.

The program calculates the unit cost of the new line by using the inventory cost amount of the copied shipment line, which comes from its associated item ledger entry.

Copying Posted Invoices or Posted Credit Memos

When copying posted sales invoices with exact cost reversing, the program creates the new document lines with the fields Appl.-from or Appl.-to Item Entry filled in with the item ledger entry numbers corresponding to the original lines. This ensures that the cost from the original document line is carried over to the new document line.

If a posted invoice or credit memo is related to more than one shipment or receipt line, and exact cost reversing is mandatory, the program creates one new document line per shipment or receipt line.

You can determine how the batch job is executed by filling in the fields on the Options FastTab. Fill in the fields as follows:

Options FastTab

Document Type: Click the field and choose the document type that you want to copy from.

Document No.: click the field and choose the document number that you want to copy from. The contents of the Document Type field determines which document numbers you can choose from.

Sell-to Customer No.: The program fills in this field automatically using the information from the Document No. and Document Type fields.

Sell-to Customer Name: The program fills in this field automatically using the information from the Document No. and Document Type fields.

Include Header: Place a check mark in this field if you want the program to copy the information from the document header you are copying to the document you are creating. The document lines will be copied whether or not there is a check mark in this field. When you copy quotes, if the posting date field of the new document is empty, the work date is used as the posting date of the new document.

Recalculate Lines: Place a check mark in this field if you want the batch job to recalculate and insert lines in the sales document you are creating. The batch job inserts the lines from the document that you are copying to the new document. The batch job retains the item numbers and item quantities but recalculates the amounts on the lines based on the customer information on the new document header. In this way, the batch job accounts for item prices and discounts that are specifically linked to the customer on the new header.

Click OK to start the batch job. If you do not want to run the batch job now, click Cancel to close the window.

Note

This batch job does not copy item tracking lines. You must copy them manually.

Tip

For more information on how to work with batch jobs, see How to: Run Batch Jobs and How to: Set Filters. For assistance in finding specific pages, see Search.