Duplicate an Order
The Duplicate feature enables you to recall a past or current Sales (or Purchase) Order and make a copy of it.
It can be copied to include all of the lines of the original Order, or you can duplicate just the lines you want.
Once duplicated, the Order may be edited to add or subtract lines or change the Quantities or Prices as required.
The duplicated copy may then be processed as a new Order or as a new Credit Note.
This feature can save a considerable amount of time for repeat or scheduled orders, or in situations where a Credit Note is required to cancel out a past Order with many Detail lines.
How To – Duplicate a whole Order to make a new Order
If for example a Customer asks for a repeat of a previous Order, you could just enter all the details again, but a much simpler and quicker option is to make a duplicate of the original. In this example, the whole Sales Order is being duplicated:
Select Order
Enter or select the required Customer Code
Click on the button below the Order Account Code, this will display a drill down window listing the Outstanding Orders for this Customer.
If the Order that you want to duplicate is not among the Outstanding Orders, click on the Orders menu, and select View All, this will list all Orders for this Customer.
From the list of Orders displayed, click on the Order that you wish to duplicate.
From the Orders menu select Single Duplicate
Confirm your instruction to duplicate the Order.
You are now returned to the Order entry window which will have the selected Order duplicated in its entirety within the Order, i.e. if there were 5 lines in the original Order, there will now be five similar lines in the new Order.
Serial Numbered Stock Items
As Serial Numbers are unique to each stock item, the serial numbers will not be duplicated with the Order.
The Serial numbers should be added on the Order Detail window.
If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock.
The Sub Analysis must be selected manually to complete the Order.
You can make any changes that you need to the Header or to the Detail lines.
Click on OK to post the Order, and the Order will be processed as if it had been entered manually.
Special Tip! Once you have duplicated an Order into the Order entry windows, you can change the Customer or Supplier Code. In this way you can replicate an Order for another Customer or Supplier.
How To - Duplicate a whole Order to create a new Credit Note
If a Customer returns goods to you for credit, and you wish to issue a Credit Note to cancel all (or part) of the original Sales Order, and this involves Stock, Price Items and/or Costing, it could be a laborious process, having to re-enter all the details of all the lines.
A quick and easy method of doing this, is to duplicate the details of the original Order within a Credit Note, as follows:
Select Credit Note.
On the Header window, select the Options icon, and select Allocate Credit Now, this ensures that when you post the transaction, you will be automatically taken to the Allocation window, so that you can allocate this Credit Note against the original invoice.
Enter or select the Customer Code of the original Order.
Click on the button below the Order Account Code, this will display a drill down window listing the Outstanding Orders for this Customer.
Click on the Orders menu, and select View All, this will list all Orders for this Customer.
Locate the Order that you wish to Credit, click on the Orders menu again, and select Single Duplicate.
If you are having difficulty finding the Order, you can use the Search function in the Orders menu, or the 'Star Search' feature.
Confirm your instruction to duplicate the Order.
The selected Order will be duplicated in its entirety within the Credit Note, i.e. if there were 5 lines in the Order, there will now be five similar lines in the Credit Note.
You can make any changes that you need to the lines, but remember that if you do so, there may be a difference when you try to Allocate the Credit Note against the Invoice. e.g. the Order was for £100, and you are Crediting £90.
Warning - VAT - If the rate, at which VAT is charged, has changed since the order being duplicated was produced, the credit note will use the new rate and therefore not contain matching values. Please see the VAT on Duplicates section of this topic.
Click on OK to post the Order, and you will then be taken to the Allocate window, with the unallocated Transactions for this Customer listed.
Locate the new Credit Note and the original Invoice, and double-click on them to highlight them as Allocated together.
This Allocation of the Credit Note against the Invoice, will leave £10 unallocated.
Close the Allocation window.
Later when your Customer pays the £10 outstanding, the Receipt will be Allocated against the unallocated £10.
VAT on Duplicates
Whole Order Duplicates
When duplicating a whole order, the VAT will be refreshed to use the current rate stored for the VAT code.
This is important if you are duplicating to produce a new order; the current rate must be used.
However, this has implications if you are duplicating the order as a credit note and the rate at which VAT is charged has changed since the original order was produced. The credit note will not match the invoice.
Part Order Duplicates
When duplicating part of an order using the Item option, the VAT will be NOT be refreshed to use the current rate stored for the VAT code.
You should always check the new line on the details window.
However, this is a useful feature if you are duplicating the line to create a credit note as the VAT will automatically match the original invoice.
Multiple Duplicates
Multiple duplicates are whole order duplicates and the VAT will be refreshed to use the current rate stored for the VAT code.
They are always batched.
VAT rate printed in invoice
The VAT rate printed in the footer of the invoice will always be the current rate for the VAT code.
This information is drawn from the VAT record at the time the invoice is produced.
How To - Duplicate part of an Order to make a new Order or Credit Note
If for example, some Stock items that you have sold are faulty, and have been returned to you for Credit, they will need to be Credited individually, as follows:
Select Credit Note
Enter or select the required Customer Code
Click on the button below the Order Account Code, this will display a drill down window listing the Outstanding Orders for this Customer.
If the Order that you want to duplicate is not among the Outstanding Orders, click on the Orders menu, and select View All, this will list all Orders for this Customer.
From the list of Orders displayed, click on the Order from which you wish to duplicate individual lines.
Now, instead of clicking on the Orders menu and selecting Single Duplicate, you go to the lower part of the window, highlight the individual line that you want to Credit, and click on the Item menu. From this menu select Duplicate to move that line to your Credit Note.
Repeat this for each line you wish to Credit. You will be asked to confirm your instruction to duplicate each line to the Order.
When you have selected all the lines you wish to Credit, close the drill down window.
You are now returned to the Sales Order Credit Note entry window which will have the selected Order lines duplicated within the Credit Note.
You can make any changes that you need to the Header or to the Detail lines.
Warning - VAT - If the rate, at which VAT is charged, has changed since order being duplicated was produced, the duplicated lines will not be updated to use the new rate. Please see the VAT on Duplicates section of this topic.
Click on OK to post the Credit Note, and the Credit Note will be processed as if it had been entered manually.
Note: You can include lines from other Orders. You may wish to do this if you are issuing one Credit Note to returns from several Orders.
To Duplicate part of an Order to make a new Order: select Orders at step 1 and continue as explained above.
If duplicating Order lines for Serial Numbered Stock Items:
As Serial Numbers are unique to each stock item, they will not be duplicated with the Order line. The Serial numbers should be added on the Order Detail window.
If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.
How To - Duplicate a whole Sales Order to make a number of new Orders
Select Order
Enter or select the required Customer Code
Click on the button below the Order Account Code, this will display a drill down window listing the Outstanding Orders for this Customer.
If the Order that you want to duplicate is not among the Outstanding Orders, click on the Orders menu, and select View All, this will list all Orders for this Customer.
From the list of Orders displayed, click on the Order that you wish to duplicate.
From the Orders menu select Multiple Duplicate and the Multiple Duplicate window is displayed:
Number of Orders to Create Set this to the number of complete copies of the original that you wish to create.
Date of the First Order This defaults to the System Date, but can be set to any future date, and will represent the Order Date on the Order created.
Create a New Order every Enables you to specify the interval at which the created Orders will be dated.
Months - This button will display a drop down menu, from which you can select the frequency, having set the interval. This sets the Order Dates of the copies to future dates, as if they had been entered in the future (alternatively, you can keep the Order Dates the same as the first Order - see below).
Allocate Stock Ticking this box will Allocate Stock for each of the created Sales Orders.
Note: If you normally use the Automatically Allocate Stock option for Sales Orders you should tick this box. The Sales Order options are not inherited when using the Multiple Duplicate process.
Keep Order Date the same Clicking this box will give each Order the same Order Date as for the first Order, if this is not selected, the Order Date will be based on the date implied by the Frequency you have chosen.
Click on OK
Confirm your instruction to duplicate the Order.
The required number of duplicates will be posted straight to the Batch, and unlike the other duplications described above, the Order that you are entering will be cleared of all information, and would normally then be cancelled.
The duplicated Orders can now be edited or processed as required from within the Sales or Purchase Order Batch.
Orders for Serial Numbered Stock Items
As Serial Numbers are unique to each stock item, they will not be duplicated with the Order.
Even if you normally use the Always Select First Serial Numbers option for Sales Orders, the Serial Numbers will be left empty. The Sales Order options are not inherited when using the Multiple Duplicate process.
The Serial numbers should be added to the Orders via the Stock Allocations window or by editing the Orders in the Process Batch window.
If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.
Allocate Stock selected on the Multiple Duplicate window
The stock will be allocated. These orders will appear in the Process Batch window but you will not be able to process them until the Serial Numbers have been added. These Orders can be edited in the Process Batch window.
Allocate Stock NOT selected on the Multiple Duplicate window
The stock will be not allocated. These orders will appear in the Stock Allocations window and you will be able to add the Serial Numbers when the stock is allocated.
Inactive Records
If a duplicated order contains Stock or Price records that are now flagged as Inactive, then the order lines for those items will be removed from the order.
A message will be displayed to warn you of this.
If a detail line on a duplicated order contains an Analysis Code that is now flagged as Inactive, the default will be used instead.
If a detail line on a duplicated order contains a Project Code or Cost Centre Code that is now flagged as Inactive, then the Costing fields will be left blank.
If Compulsory Costing is switched on, the order lines will be removed from the order. A message will be displayed to warn you of this.