Copying a Transaction

This topic explains the functionality that allows you to copy a transaction to the next transaction.

What you'll find on this page:

• Copying a Transaction

  • Pricing

• Updating a copied Transaction

• Copying to a Transaction which uses a Default Item - eg. Receipts & Payments

• Tracking and viewing Outstandings

Copying a Transaction

You can copy an open Transaction to the next Transaction by clicking Menu > Copy to >. The Copy to submenu will display a list of Transactions to which the selected Transaction may be copied. This is based on the Copy Rules that have been setup for the Transaction. if the Copy to menu item is disabled, it may not be copied to other transactions. After you click on the Transaction to which you would like to copy to, a confirmation screen pops up which includes the following information and functionality:

• Company (Customer or Supplier) - Displays the name of the Customer/Supplier as well as their account status.

• Status - displays the Status that the Header and the Items on both the From and To Transactions will be set to. For the 'From' transaction, the Status is set according to the Transaction's Copy Rules and for the To Transaction, the Status is set according to the default New Transaction Status. Both the From and To Status can be changed using the lookups provided.

• Items - The Items on the From Transaction are displayed in a grid. The Items that need to be copied must be selected - use the Select checkbox to select or unselect all the Items. In addition the Qty that needs to be copied can also be changed.

• Open new Transaction - This option determines whether QuickEasy will navigate to the new Transaction or remain on the existing Transaction. if 'Open new Transaction' is checked, the Copy dialog is closed when the user clicks Copy and the new Transaction is opened.

Pricing

Transaction Types use different pricing types - eg. Supplier Prices, Estimate Prices, Cost Prices, Selling Prices or Inventory Prices. When transaction are copied, their pricing will automatically be updated according to the setting on the Transaction Type. This is done in two ways:

If a prior transaction in the flow has used the same price type as the new transaction, the prices/currency will be copied from the prior transaction, else the price will be updated from the Items master. eg. Sales Order (Selling Price) > Goods Issued (Inventory Price copied from Item master) > Customer Invoice (Selling price copied from Sales Order).

Updating a copied Transaction

The Items on a Transaction which has been created from another Transaction, can be updated from the parent Transaction as follows:

• Adding Items from the Parent Transaction - Click the Lookup Items button until the caption reads Trans Items and select an Item to add to the Transaction. The Outstanding Quantity on the selected Item is automatically added to the Qty field.

• Adding all the Items from the parent Transaction - Select Menu > Add all Items from Trans No.... to add all the Items from the parent Transaction and delete items that are no longer on the parent Transaction. In essence you are synchronising the Items on the new Transaction to the Items on the parent Transaction.

• Updating Items from the parent Transaction - Select Menu > Update items from Trans no... to update all the Items on the new Transaction from the linked Items on the parent Transaction.

Copying to a Transaction which uses a Default Item - eg. Receipts & Payments

When copying to a Transaction Type where Default Item = True, Only one Item is created in the Copy Dialogue with an amount equal to the Total of the Transaction. This amount can be customised by a % or a fixed amount.

Tracking and viewing Outstandings

A transaction may be copied to many other transactions, eg. the same Sales Order may be copied to a Work Order, a Delivery Note and to an Invoice. QuickEasy automatically tracks the outstanding quantities to all the cascading transactions which can be viewed by clicking on the transaction Menu > Outstandings. The Outstandings module can also be opened from the Workspace menu on the Main Menu.

To view the Outstandings, select a module and enter the number of the transaction you would like to check. Then select the transaction type against which you want to check and click View.

All the items that can be copied to cascading transactions are displayed: Transaction Items as well as Materials and Outwork from the linked Estimate.