Copy Bills from Type to Type
Used to create a copy of invoices, but of a type different from their original type.
For example, you can copy a number of sales invoices to purchase invoices, and keep the original (sales) invoices.
You can reach the "Copy Bills from Type to Type" tool from the Invoices tab on the main ribbon of the program - Tools group - invoices tools list.
After you request the tool, it opens as follows:
The tool window consists of the following:
Customer
Enter the name of the customer whose invoices you want to copy, or find it with the search symbol in the field: the customer selection window opens and shows all the customers defined with the customer/supplier card.
If you set the customer in this field, the "Account" field becomes unavailable.
Account
You can enter the name or code of the customer's account instead of entering the name in the previous "Customer" field.
If you set the account in this field, the previous "Customer" field becomes unavailable.
Cost Center
Enter the cost center to which you want to charge the materials of the copied invoice.
Group
Enter the name/code of the group whose materials are in the invoices you want to copy, or click the search symbol in the field: the "Select Group" window opens and shows all the groups defined with the group card.
Warehouse
Enter the name of the warehouse whose invoices you want to copy, or find it with the search symbol in the field: the warehouse selection window opens and shows all the warehouses defined with the warehouse card.
Original Bills Type
Set the type of the invoices (purchases, sales...) you want to copy by clicking the arrow in the field: a list drops down with all the invoices forms defined with the "Invoices Forms" window.
Copied Bills Type
Set the type of the invoice that results from copying the invoices, by clicking the arrow in the field and choosing the form you need from the drop-down list of invoices forms.
Terms
The program lets you set a condition for each of:
-
Customers
-
Materials
-
Invoice
These conditions are useful when you set an account, a cost center, or a warehouse in the previous fields of the window.
By default, the program sets "None" for all the conditions (customers, materials, invoice); you can change it and choose one of the conditions you created earlier, which drop down when you click the arrow in the field.
You can also create a new condition and use it in copying.
Customize Conditions
You can create a new condition by clicking the "New" symbol under the condition table, as in the picture:
The "Customize Conditions" window opens as follows:
Description
Enter a name for the new condition; it is a mandatory field.
Condition Table
The table contains a set of fields that help you customize the condition:
- Field
Choose the field to which you want to apply the condition by double-clicking with the left mouse button and choosing it from the drop-down list of fields.
- Condition
Set the condition you want to apply to the field you chose in "Field", by double-clicking with the left mouse button and choosing it from the drop-down list of conditions.
- Text
Enter the condition you want to apply to the results of the field you chose in "Field", by typing the text in the box.
- Link
You can set more than one condition and link them together: after setting the first condition, set the link between it and the next condition by double-clicking in the field and choosing "And" or "Or".
For example, the first condition was created as follows:
Field: Region, Condition: Equal, Text: Al-Salihiyah, Link: And.
The second condition:
Field: Region, Condition: Equal, Text: Al-Mazraa.
As a result, the two conditions are applied together with the link "And", that is, the condition is applied to the invoices of the customers in the Al-Salihiyah region and the Al-Mazraa region.
Date
The program lets you set the invoices to copy as those you defined within a particular date, so the Date option appears enabled by default.
To limit the date range of the invoices to merge, set the following:
From: the date at which the range of the invoices you need starts (by default, the beginning-of-period date).
To: the date at which the range of the invoices you need ends (by default, today's date).
Enter the date manually, or use the date icon in the fields.
Press F2 in date fields to enter today's date.
Bill Number
The program lets you set the invoices to copy as those given numbers within a particular range.
Select the check box next to it to enable the following fields:
From: the number at which the range of invoices starts.
To: the number at which the range of invoices ends.
You can choose between "Date From - To" and "Invoice Number From - To"; enabling one makes the other unavailable.
Notes
Invoices contain the "Notes" field, with which you can enter additional data about the invoice; with the "Notes" field here in the merge bills window, you can enter the notes shared by the invoices you want to copy.
- Contain
Enter the text or data in the notes of the invoices you want to copy.
- Not contain
Enter the text or data in the invoices you do not want to copy.
Report Options
The list contains a set of options for controlling the copy bills tool: you can enable the option that suits the way you work. The options are:
Credit Bills
The option is enabled by default: the invoices whose payment type is On Credit are copied.
Cash Bills
The option is disabled by default, but you can enable it to copy the invoices whose payment type is Cash.
Delete Copied Bills
The option is disabled by default, so the program keeps the invoices you copied: it does not delete the original invoices you copied, and generates new invoices of the type set in the "Copied Bills Type" field.
When this option is enabled, the program deletes all the invoices to be copied and keeps only the invoices that resulted from copying.
Cost Center Belongs to Bill
The option is enabled by default: the cost center set in the invoices is linked.
Cost Center Belongs to Bill Items
The option is disabled by default; when it is enabled, the cost center (if one is set in the invoice) is linked to the materials in the invoice.
Post Bills that Automatically "Post to Warehouses"
The option is enabled by default: the values of the invoices are posted to the accounts in them automatically.
Process Bills with No Customers
By default, the program copies only the invoices that contain customers; you can enable the option so the invoices without customers are copied too.
After filling in the fields needed to merge the invoices, click the "Ok" button.
Bills to be Copied
The "Bills to be Copied" window opens after you click the "Ok" button in the "Copy Bills from Type to Type" window.
The "Bills to be Copied" window contains the invoices that resulted from the data you entered in the fields of the "Copy Bills from Type to Type" window.
By default, the program selects all the invoices in the window; if you want to exclude an invoice, click the check box next to it so the √ mark disappears from the box, and the invoice is no longer selected.
Click the "Ok" button to start copying the invoices.
Result of Copying Invoices
After you enter the data of the invoices or the conditions in the "Copy Bills from Type to Type" window, say as follows:
Customer: Al-Saada Supermarket.
Original Bills Type: Sales.
Copied Bills Type: Purchases.
Date from 1-1-2020 to 1-10-2020.
No conditions.
Then click the "Ok" button in the window.
The "Bills to be Copied" window opens with eight invoices with different numbers, all within the date range you need.
When you click the "Ok" button in this window too, the program moves to the "Copy Bills" report, as follows:
The results appear in a report that shows detailed information about the invoices to be copied.
**When you move to the "Purchases" invoices and browse the last eight invoices, you will find that they were generated
As a result, the eight sales invoices were copied to purchase invoices (from number to number).
For example: sales invoice number 102 now has a copy among the purchase invoices, invoice number 57.
