Copy Posted Document

Access this form during transaction entry using Copy Posted Document.

Use this form to copy a single, posted document from an existing session and add it to the current session. After clicking OK, the system displays the new document you created.

The Transactions>Enter Budget session form has budget versions that are not available on any other Session form. Therefore, when you access its Copy Posted Documents form, the system displays a Budget Version column in the Session ID drop-down list. Budget Versions were created by the Administrator using Organization>Set Up Modules>Budget>Budget Versions and selected when the budget worksheet was created using Activities>Budget Worksheet. Remember, copying or reversing a posted document applies to the Budget Version you selected on the Session form.

The new document (named in the Copy to Document box) contains the same document information as the document you copied (identified in the Document box). Therefore, any changes made to the applicable vendor or customer (like an address change), after the original document was created, are reflected here (in the copy).

For example, you created and posted a cash disbursements transaction. Later, you changed the address for the vendor of that transaction. Now, you want to make a copy of the posted transaction using this form. If you want the "new" document to reflect the vendor changes, complete this form, then go to the Vendor ID box on the Cash Disbursements form. Select any other vendor, then immediately re-select the appropriate vendor. This allows the system to display any changes made to the vendor.

Account Level Security is available for this form. It allows you to define (filter) the account codes and related amounts a user can view. Note that if a user does not have Account Level Security enabled, they can see all account codes.

The Session ID drop-down list only contains Sessions whose currency is the same as the currency selected on the Session form. The Rate Type for the session being copied or reversed was established when the session was created and is used with the session currency to determine the Exchange Rate for all new transactions in the session. There are detailed Document Rate Type Rules.

A transferred inventory session can be viewed, however, the session and document fields cannot be copied, reversed, edited, or deleted.

 

Session ID: Enter an ID for the posted session you want to copy, or select one from the drop-down list. The related description displays to the right.

Document: Enter the document number you want to copy, or choose one from the drop-down list. The related description and date display to the right.

Copy to Document: Accept the default document name, or enter a new one for the document you are creating. This name cannot be the same as an existing name in this session. Use the Drop-Down Lookup to view existing documents. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Document Date: Enter the new document's date.

Effective Date: Enter the new document's effective date.

Use Original Document Date: If you want to use the same document date as the original (the one you are copying from), select this check box.

Use Original Effective Date: If you want to use the same effective date as the original (the one you are copying from), select this check box.

Document Description: Enter a description for the new document you are creating.

Use Document Description for Line Items: If you want the document description you entered above to display as the description in the transaction entry table, click this check box.

  • If you already memorized a document using the Memorize Document form, click Recall Memorized Document on the transaction entry form to display and modify the document before saving or posting.
  • You can copy an entire posted session using Activities>Manage Sessions>Copy Posted Sessions.
  • The Check Address selected on the original document will be maintained on the copied document.