Procedure for copying a basic order to an order with general custom fields

From an order, you can copy a basic order with general custom fields.

Description

Copying a basic sales order to a sales order is only possible if you have entered a sales contact. You can only copy it by creating a new sales order and choosing the lines to be copied in the entry layout.

Conditions

You can use the copying of a basic order with general custom fields to an order in the following situations:

• You copy a basic order to an order and you want to be able to change the sales contact.
• You create an order and want to find the associated basic order but you cannot see it in the view.
• You have recorded data in the basic order header that must be copied.

When you copy a basic order to a normal order using the Copy order lines function, you can convert the data from the header into text lines so that all the info is placed in the order.

Note:

It is thus very important that no data is recorded in the basic order header in an individual field. Profit only copies the lines and not the information from the header.

Preparation

• Basic order authorisation

  If you want to copy basic orders to sales orders then you must be authorised for the following functions:

  Order Management / Item / Configuration / Text, on the tabs and actions.

• Add text as an item for a basic order

  If you copy a basic order, only the lines are copied which means that you must create any texts as an Item.

  Create the Texts(s) that you want to link to the basic order. You can use a separate range for the order texts, the texts for on the packing slip or the texts for on the invoices. For the printing you can then quickly distinguish which text lines must be printed on the report.

  In Description, enter a description that you can use to recognise the text to be printed. You record the text you want to print in the memo field Remark.

• Change the entry layout for the basic sales order

  On the Line tab, add the field Remark. This is the remark for the line and not for the item! You can also choose to add the field to the footer.

  Select the field Field settings on the Line fields tab: Remark the type Text. At the bottom of the screen in Copy, select copy from: Item: Remark here you create the link between the field and the description from the item.

• Change the entry layout for the sales orders

  On the Line tab, add the field Remark. This is the remark for the line and not for the item! You can also choose to add the field to the footer. You do not need to create a link with the field because the value in the sales order is already copied from the basic order.

• Change the report

  Change the report of the (basic) sales order that you want to print so that:

  - The lines with the remarks are not printed. You can do this using scripting.

  - The text line is printed in the correct place on, for example, the order or packing slip.

Create a basic order with text lines

Now create basic orders:

1. Go to: Order Management / Sales process / Verkoopbasisorder.
2. Click on: New. 
3. Select the sales contact.
4. Create lines with the texts like Article.

If you now look at the print preview, you see these text lines on the order. Since the basic order itself is usually not printed, it is not necessary to change this report. However, if you do want to print the basic order you can suppress the printing of these items in the report (based on the text type or article number ranges) at line level and, if applicable, print the remark in another place on the report.

Copy a sales order from a basic order

Create a new sales order:

1. Go to: Order Management / Sales process / Sales order.
2. Click on: New. 
3. Select the desired sales contact.
4. Start the Copy order lines action.
5. In Order type, select Basic sales order.

   The Selection on debtor check box may not be selected.

6. Click on: Next. 
7. Select the basic sales order.
8. Specify if prices and discounts must be recalculated. This is applicable, for example, if the agreements made with the sales contact differ from those for the sales contact specified in the basic sales order.
9. Click on: Finish. 

Profit copies the lines in question including the text items. You can change the texts for this specific order. If you have added the remarks as line fields then click on the dots in the field to open the memo field entirely. If you have placed the remark in the footer of an article/line tab then you can change the text directly.