Copying Transactions (Copy Rules)

When copying transactions, the Transaction Type’s Account Group settings affect what is copied as follows:

• If both transactions (source and target) have the same Account Groups, the accounts are copied from the source transaction.
• If the transactions have differing account groups, the Account Groups from the Target Transaction Type’s setting are used (that is, neither the account group nor the account is copied).
• Account Groups are determined by these settings:
  • Accounting > Credit Type: Where Customer, Supplier, or Ledger can be selected.
  • Accounting > Debit Type: Where Customer, Supplier, or Ledger can be selected.
  • Accounting Default – Credit Account: Select a default ledger account.
  • Accounting Default – Debit Account: Select a default ledger account.
  • Accounting > Credit Account Filter (Enter string contained in Accounts > Lookup): Limits the accounts that may be selected.
  • Accounting > Debit Account Filter (Enter string contained in Accounts > Lookup): Limits the accounts that may be selected.

If the target Transaction Type has default Debit or Credit Accounts, the default accounts are used.

If the source and target Transaction Types have the same Debit and Credit Types (e.g. Customer, Supplier, Ledger), the accounts are copied only if those accounts are allowed based on the Debit or Credit Account Filters.

If the source and target Transaction Types have the same Debit and Credit Types, but the other way round, the accounts are copied to the opposite type. An example is a Customer Invoice (Dr Customer, Cr Sales) that is copied to a Customer Credit Note (Dr Sales, Cr Customer).

The status of customer and supplier accounts is checked if the target Transaction Type only allows Active customers or suppliers.

If the customer or supplier is not in an Active status, the copy fails with the message “Copy Failed: The Company is not in an Active status.” See Unable to Copy a Transaction.

• When a transaction is copied in the same transaction flow, the default attribute sets of the new Transaction Type (General > Default – Attribute Sets) are added to the flow, so every transaction in the flow shows them. Sets the flow already has are skipped, so a set is never added twice.
• A copy that starts a new transaction flow (Reset Flow) gets its own default attribute sets.

When a customer transaction is copied to a supplier transaction (for example, a Sales Order to a Purchase Order), the copy popup has a Supplier field. Select the supplier for the new transaction.

The field is required. If it is blank, “Please select a Supplier.” appears when you click Copy (button).

• When copying transactions that use different Price Types, the following rules apply:
  • Sales Orders, Quotations, and Customer Invoices use sell prices.
  • Estimates on Quotations include the markup and adjustment percentages.
  • Work Orders, Purchase Orders, and Supplier Invoices use cost prices.
• Markup and adjustment percentages do not appear for cost prices.
• If an item is missing one of the prices, or a custom item was created, you must manually edit the prices on the copied transaction.
• The price is updated if the target transaction uses a different price Type (e.g. copying a Sell Price transaction to a Cost Price transaction). However, the item must have Cost and Sell prices entered for the same unit.
• The price of the new entry follows the Pricing of the From and To Transaction Types:
  • Sell Price to Supplier Price (for example, Sales Order to Purchase Order): The item’s Supplier Price (active, same unit, the transaction currency first), with no MU% or Disc%. When the item has no Supplier Price, or the entry has no item, the source cost is used.
  • Supplier Price to Cost Price or Stock Price (for example, Purchase Order to Goods Received): The source Supplier Price excluding VAT.
  • The same Pricing (for example, Cost Price to Cost Price, Stock Price to Stock Price): The source price.
  • To a Stock Price type, an entry is priced at the source cost (from a Sell Price or Supplier Price type) or the source price (from a Cost Price or Stock Price type), and at the Stock Price when its location changes.
• The Copy dialog shows the same Unit Price (captioned Unit Cost when copying to a Cost Price, Supplier Price or Stock Price type) and a Total including VAT. Its Inc column is checked when the unit price includes VAT. With a Price From Copy Rule, the total is the price for the quantity copied.

A Copy Rule with Execute set to Trigger creates the destination transaction when the source transaction gets the Trigger Status, but only when the Copy Rule copies at least one item (for example, with Items = Issue, the source needs an Issue entry). Otherwise, nothing is created.

A Copy Rule with Items = None (header only) creates the transaction without items.

Warnings appear in an orange bar if you create Copy Rules that result in the following:

• Supplier Price copied to Sell Price: For example, incorrectly creating a rule to copy a supplier invoice to a customer invoice.
• Cost Price copied to Sell Price: For example, incorrectly creating a rule to copy a work order to a customer invoice.
• Cost Price copied to Supplier Price: For example, creating a rule to copy a work order to a supplier invoice. However, this warning is suppressed if the Copy Rule is part of production, that is, if the work order (cost price) is copied to a supplier price (purchase order). The prices are automatically adjusted if they differ.
• Execute is set to Pay but Items are not set to Amt (inc): When Pay is selected under Execute, Amt (inc) must be selected under Items.
• Copy Rule Error (Actual Cost): Actual Cost is checked on a rule that does not copy from a Production Transaction Type to a Cost Price or Stock Price type. Setting Items to Issue (BoMs) clears it.
• Execution by trigger does not have a Trigger Status assigned: When Trigger is selected under Execute, a status that triggers the copy must be selected in the Trigger Status column.
• Multiple Execute - Pay (Transaction): More than one Copy Rule on the Transaction Type has Execute set to Pay. Only one Copy Rule per Transaction Type can use the Pay button.
• Invalid Status Group used in Copy Rules, Output: A Copy Rule (its Status Groups or trigger status) or an output template uses a Status Group that none of the Transaction Type’s header statuses belongs to. The Status Groups are Pending, Active, Complete and Cancelled.

Select which Copy Rules to show:

• All
• From
• To

The source transaction (for example, if copying from a Quotation, the Quotation is the source transaction).

Transactions can also be set to copy themselves to duplicate the transaction.

The status the items must be in to allow the transaction to be copied (leave blank to allow the copy in any status).

This field is suppressed if item statuses are not used.

The Item Status that is set when the transaction is copied (leave blank to leave the status unchanged).

This field is suppressed if item statuses are not used.

Select:

• 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. Typically used when a Transaction Type is copied to the same Transaction Type. The matching caption should be “Copy to Remake Work Order” (where Work Order is an example of the type of transaction).
• 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.
• Pay (Transaction): Creates a Pay button on the transaction to copy the transaction (e.g. invoice) to a payment transaction (e.g. receipt). Only one Pay button can be added to a transaction. A warning appears if it is added multiple times. Only the first selection shows the Pay button.
• Trigger: The transaction is automatically copied when a certain trigger is reached (e.g. when the source transaction is set to the Trigger Status).

The header Status Group that triggers the copy.

The transaction is copied when the status is changed to the trigger status.

If the transaction is changed to a different status, the items on the newly created transaction are deleted. Deleting them prevents duplications, because they are copied again if the transaction is changed back to the trigger status.

The trigger status should be the transaction’s final Status Group.

From the dropdown list, select which items must be copied.

• None: The transaction is copied without the items.
• 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. This option must be selected if Pay was selected under Execute.
• 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.

If checked, only the outstanding items are copied.

Applies to transactions with multiple items that may have different statuses.

Select the Transaction Type the price is copied from.

The dropdown list includes all the created Transaction Types.

Checkbox, unchecked by default.

On the rule that copies a Production Work Order (Enable Estimating = a Production option) to the Goods Received of the finished goods (Pricing Cost Price or Stock Price): if checked, a Work Order entry with an estimate is copied at its actual cost per unit instead of the estimate. The actual cost is the Goods Issued of its materials, plus its tasks and outwork at the estimate cost, divided by the Work Order quantity.

The Work Order Transaction Type’s Cost of Sales settings decide what else is counted (purchases, returns and timekeeping in the entry’s transaction flow); outwork with a purchase in the flow and tasks with timekeeping are then not taken at the estimate. When nothing is counted yet, the entry is copied at the estimate.

The cost is read when the entry is copied: documents saved later do not change a saved Goods Received.

Check the boxes of the dates to copy:

• Transaction
• Due
• Required

The users who are allowed to copy the transaction.

A user with admin rights can add themselves to the list.

A submenu that can also be accessed by right-clicking an entry:

• View/Edit Note: Edit, create, or view a note (e.g. to explain what the Copy Rule is for).
• Edit Users Access: Grants or removes users’ permission to copy the transactions. Permission is granted by moving users from the Available to the Selected section.
• Delete: Deletes the rule.