Copy Purchase Document Batch Job

Creates a new purchase document.

First you must create a new purchase 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 purchase document.

You must specify in the batch job which purchase document you wish to copy information from. You can choose to copy the whole document or the document lines only. To copy dimensions, you need to insert a check mark in the Include Header field. When copying document lines only, the batch job adds these lines to possible existing lines on the purchase document you are creating.

For example, if you are reordering goods from a vendor, you can have the program fill out the purchase header of an invoice with the vendor's data.

If you have set up exact cost reversing as mandatory in the purchases and payables setup, the program fills the Appl.-to Item Entry fields in the lines with the item ledger entry numbers of the original document lines. This ensures that the program carries the cost from the original document lines to the new document lines.

Example

Suppose you are creating a purchase return order and would like to copy the original posted purchase invoice to the new document. The posted purchase invoice has a quantity of 10, but 7 of the original quantity have already been sold. When you use the Copy Document function, the program creates only one line with a quantity of 3 with the original item ledger entry number in the Appl.-to Item Entry field

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 purchases and payables 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.

Copying Posted Purchase Receipts

If exact cost reversing is mandatory and you copy a posted purchase receipt, the program creates one document line per item ledger entry. For example, if a purchase receipt was posted with a Qty. to Receive 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 un-invoiced item. If you copy this posted purchase receipt to a new document, the program creates two new document lines, one for each item ledger entry.

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

Options

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 wish to copy from. The contents of the field above determines which document numbers you can choose from.

Buy-from Vendor No.: The program fills in this field automatically using the information from the Document No. and Document Type fields above.

Buy-from Vendor Name: The program fills in this field automatically using the information from the Document No. and Document Type fields above.

Include Header: Place a check mark in this field if you want the program to copy the information, including dimensions 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 purchase 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 vendor information on the new document header. In this way, the batch job accounts for item prices and discounts that are specifically linked to the vendor on the new header.