Copying Transactions (Copy Rules) Tutorials

Copy Rules are set up on the Copy Rules tab of a Transaction Type, one of the steps in setting up a Transaction Type (see Transaction Types Edit View).

💡These tutorials explain how to create and edit Copy Rules and set user access for Copy Rules.

How to Create a Rule to Copy a Transaction#

1. Navigate to Copy Rules.
2. Click Add/Edit (button) if it is not blue.
3. Click anywhere in the top row where it shows: Click here to add a new row.
4. Fill in the details as follows:
   1. Copy To = Select a Transaction Type from the dropdown list. Select the same Transaction Type to duplicate the transaction (e.g. to copy a quotation to a quotation).
   2. Allow Status (H) = Select a status from the dropdown list that the transaction must be in to allow the copy. Leave blank for any status.
   3. Allow Status (I) = Select a status from the dropdown list that the items must be in to allow them to be copied. Leave blank for any status.
      • Note: This field is suppressed if the Transaction Type does not use item statuses.
   4. Set Status (H) = Select a status from the dropdown list that the transaction should change to once it is copied. Leave blank for no change.
   5. Set Status (I) = Select a status from the dropdown list that the items should change to once they are copied. Leave blank for no change.
      • Note: This field is suppressed if the Transaction Type does not use item statuses.
   6. Execute = Select an option from the dropdown list:
      • None: The rule is not currently active.
      • Actions (Transaction): The option is listed under Actions (button) for you to select manually.
      • Actions (Transaction – NCR): The option is listed under Actions (button) for you to select manually.
      • Actions (Production – Material): The option is listed under Actions (button) on the material section.
      • Actions (Production – Outwork): The option is listed under Actions (button) on the outwork section.
      • Trigger: The transaction is automatically copied when a certain trigger is reached (e.g. when the source transaction is set to a specific status).
   7. Caption (Actions) = Only applicable if one of the Actions options is selected for Execute. The caption is generated automatically, but you can edit it. It is the name of the command that appears on the context menu or under Actions (button).
   8. Trigger Status (H) = Only applies if Trigger is selected for Execute. Select the trigger status from the dropdown list. This status should be the final status of the transaction.
   9. Items = Select which items must be copied. The options are:
      • None: The transaction is copied without the items. Only the header information is copied.
      • All: The transaction is copied with all the items.
      • Amt (inc): Copies all the items to a single entry on the new transaction (e.g. copies all the items on a customer invoice to a single entry on a customer receipt). The VAT-inclusive amounts from the source transaction are added and copied to the amount on the destination transaction. Both transactions must have the same currency.
      • Purchase: Only items with the Purchase resolve are copied.
      • Produce: Only items with the Produce resolve are copied.
      • Reserve: Only items with the Reserve resolve are copied.
      • Issue: Only items with the Issue resolve are copied.
      • Issue (BoMs): Issues items as per the Bill of Materials. The Inventory Materials on the item’s Costing (tab) in the source transaction are copied to the target transaction. Items are summed to prevent duplicates (e.g. ingredients are issued to produce a dish in a restaurant).
      • On Order: Only items with the On Order resolve are copied.
      • Receive: Only items with the Receive resolve are copied.
   10. Outstanding = Check the box if you want to allow the transaction to be copied in parts. (For example, if only some items are selected, or if items have different statuses, the transaction can be copied again to copy the outstanding items.)
   11. Price From = Select a Transaction Type that the prices are copied from. For example, if you copy from a delivery note that does not include prices, you can select the preceding transaction (such as Sales Orders) to copy the prices from.
   12. Reset Flow = Check the box if you want to start a fresh transaction flow (e.g. if copying a quotation to a new quotation). Leave it unchecked if the copy is part of the current transaction flow (e.g. if copying a sales order to a customer invoice).
   13. Copy Dates = Check the boxes for the dates you want to copy.
   14. Confirm = Check the box if you want the action to be confirmed.
   15. Open Trans = Check the box if you want the new transaction to be opened. Leave it unchecked if you want to remain on the current transaction.
5. Set User Access.
6. Click Save (button).

How to Edit a Copy Rule#

1. Navigate to Copy Rules.
2. Click Add/Edit (button).
3. Edit the Copy Rule as needed (see How to Create a Rule to Copy a Transaction).
4. Click Save (button).

How to Set User Access for Copy Rules#

1. Right-click the applicable Copy Rule and select Edit Users Access.
2. Move Users from the Available to the Selected section to grant them access.
   • Note: Move Users from the Selected to the Available section to revoke their access.
3. Click Save (button).