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  13. Copy a purchase order

Copy a purchase order

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The following describes how to create a new purchase order by copying an existing purchase order.

  1. Select the Work with purchase orders menu item.
  2. You access Work with purchase orders, Header view. Select the applicable order and click Copy.

    Note: If you want to copy a purchase order which is received and closed (i.e. status is 60 on all purchase order lines), see Copy closed order below.

  3. You access Purchase order copy. Under the Copy from heading, the Order number of the purchase order you are copying is automatically retrieved. The values for the fields under heading Copy to are retrieved from the order you are copying, except for the Order number, which is automatically set by the system from the number series for purchase orders.

    4. You also have the option to do the following:

    Calculate disp date
    This field is set to YES by default. If nothing is entered in the Dispatch date field the system calculates the dispatch date. See the Panel help for more information on the calculation formula. If you have entered a date in the Dispatch date field the system compares the calculated dispatch date with the one entered. If the calculated date is later than the entered dispatch date, the system uses the calculated date on the order lines. If you set this field to NO and enter a date in the Dispatch date field the system uses the date in the Dispatch date field. If a date is not entered the system uses the date from the purchase order lines you are copying.
    Get new prices
    This field is set to NO by default. If you leave it set to NO the system retrieves the price from the order you are copying. If you set this field to YES the system automatically retrieves the valid purchase price (see Retrieval of purchase order line price).
    Maintain new order
    This field is set to YES by default. If you leave it set to YES the system displays the new order, after the copying is completed, where you can maintain the copied purchase order (see Change a purchase order). If you set this field to NO the system performs the copy and returns to the starting panel for this routine.

    Click OK.

    (Note: A copy control check is performed during the actual copying. If any information is in error or missing, the system prompts the panels with the incorrect information. You can always click Exit to cancel the copy process. The system highlights the field and displays a message at the bottom of the panel describing the error or warning. If the error message is only a warning, click OK to accept the copy).

  4. You access Order lines, listing the purchase order line(s) from the copied order. The system has created a new order, consisting of an order line, order header and addresses from the copied order. To change existing lines repeat the instructions in Change a purchase order. To add new lines see Manually enter a purchase order.

    5. Copy closed order
    Purchase orders which are received and closed (status is 60) cannot be found on the Work with purchase orders, Header view panel. To copy such orders, you have to know the order number. Then, click Copy to order on the Purchase order maintenance panel to access the Purchase order copy panel, on which you can enter the number of the order to copy.

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