Copy Multiple Line Items to an Invoice

You can copy all the purchase order lines from any view of the Purchase Order workform, or you can select specific line items to copy from the Line Items view. The purchase order must be released in order to copy lines to an invoice.

To create an invoice by copying purchase order lines from the Purchase Order workform:

Note:
You can also copy purchase order lines to an existing invoice.

  1. Open the Purchase Order workform.
  2. Choose one of the following options:
    • To copy all the line items, select Tools > Copy Lines To from the menu bar.
    • To copy only selected line items, right-click the line items on the Line Items view, and select Copy To from the context menu.
  3. The Copy Lines To dialog box appears.
  4. Select Invoice > select the New checkbox, and click OK.

    The New Invoice dialog box appears.

  5. Do the following steps to complete the New Invoice dialog box:
    1. Type the number of the invoice in the Invoice No. box. It can be up to 30 characters.

      Tip:
      You can search for invoices by invoice number suffix.

    2. If your library uses a suffix to identify invoices, type a suffix in the Suffix box. It can be up to 8 characters.
    3. If you want a different date than the present date to appear on the invoice, type the date in the Invoice Date box or click the calendar icon and select the date. See Using Date Pickers.
    4. To select a different library, change the library in the Owner box. The default library that appears in this box is the library in the purchase order source record.
    5. To select a different supplier, click Find. Search for and select the supplier of your choice from the results list.
    6. Click OK to submit your settings.

      Copy Completed Successfully appears in the status bar.

      Note:
      If the lines have already been copied to an invoice, you are alerted and the operation fails. Exception: Standing order or subscription lines can be copied to multiple invoices.

  6. Use the Find Tool to search for and select the invoice.

The invoice you created appears in the Invoice workform and contains all the line items copied from the purchase order.

Important:
The charges, sales tax, and discount rate are not copied to the new invoice when you copy the line items.