Context menu - Convert documents to a single document
To convert documents to a single document:
- Select the sales documents (i.e. Credit notes or Quotes) or for purchase documents (i.e. Purchases, Supplier returns or Orders) document type.
- Select the documents to convert into one document.
- Right-click and select Documents → Convert documents to a single document option on the context menu. A confirmation message "Do you wish to delete this Purchases?" (Purchases, as per this example, will be replaced by Credit notes, Quotes, Supplier returns or Orders depending from which document type this option is launched) will be displayed.
- If you need to retain the selected documents and create a new document, click on the No button or Yes button to continue.
|
|
If you wish to retain the original documents, click on the No button. These documents will still be available to process. If you click on the Yes button, these documents will permanently be deleted. If you have selected the incorrect documents, and you have clicked on the Yes button, you may need to create these document(s) again. |
The "Debtor accounts" screen will be displayed (for Credit notes or Quotes document type) or Creditor account (Purchases, Supplier returns or Orders document type).
- Select the Debtor account (Credit notes or Quotes document type) or Creditor account (Purchases, Supplier returns or Orders document type) and click on the Open / OK button. Once the process is finished, the new document will be available will be available as Unposted for the selected document type.
- You may edit the new document, if necessary.
zzzz
Documents -> Convert documents to a single document (context menu option) on Posted Documents
Posted Purchases
Posted Supplier returns
Posted Quotes Posted Orders
Available on Posted Purchases
Do you wish to delete this Purchase?
Document is posted!
No single document converted
Posted Purchase documents still available on Document entry list screen
Deleted posted Purchase documents from Edit -> Delete documents
RowIndex out of range
Supplier returns -
This option allows you to select more than one sales documents (i.e. Credit notes or Quotes) or for purchase documents (i.e. Purchases, Supplier returns or Orders) and convert them as a single document of the same document type.
|
|
WARNING - CONVERT POSTED DOCUMENTS TO A SINGLE DOCUMENT In the case of Purchases and Supplier returns, DO NOT SELECT THE POSTED documents. This option allows you to select posted Purchase documents and Posted Supplier return documents and to confirm to delete the posted Documents. Deleted documents will not be available on the Tools → Global processes → Reverse posted batch/document menu on the Documents tab (Setup ribbon). Credit notes will not be listed in the Documents tab and the Transactions tab of the debtor (customer / client) account, but will still be listed in the T-Account viewer as transactions. Purchases and Supplier returns will not be listed in the Documents tab and the Transactions tab of the creditor (supplier / vendor) account, but will still be listed in the T-Account viewer as transactions. You will not be allowed to Delete posted documents in the Edit → Delete - Documents menu option (Default ribbon). |
Convert Quotes to a single document
The process to convert Orders to a single document, is similar than to convert Quotes to a single document.
To convert quotes to a single document:
- Select the "Quotes" document type.
|
|
WARNING - CONVERT POSTED DOCUMENTS TO A SINGLE DOCUMENT In the case of Purchases and Supplier returns, DO NOT SELECT THE POSTED documents. |
- Select the unposted documents to convert into one document.
|
|
If you need to select multiple documents, press the Ctrl or Shift key and click on each document, which you need to convert to a single document. |
- Right-click and select Documents → Convert documents to a single document option on the context menu. A confirmation message will be displayed.
"Do you wish to delete this Quotes?"
- If you need to retain the selected documents and create a new document, click on the No button to continue.
|
|
If you wish to retain the original Quotes, click on the No button. These Quotes will still be available to process. If you click on the Yes button, these Quotes will permanently be deleted. If you have selected the incorrect documents, and you have clicked on the Yes button, you may need to create these Quote(s) again. |
The "Debtor accounts" list screen is displayed:
- Select the Debtor (customer / client) account and click on the Open / OK button. Once the process is finished, the new document will be available will be available as "Unposted" (unconfirmed) for the selected document type.
- You may edit the new document, if necessary. An example of 2 Quotes that is converted to a single Quote, is as follows:
You may need to edit the quote with specific attention to the following:
- Message lines 1 and 2 - The message fields need to be edited, as the messages of both the source quotes are added in the first 2 message lines.
- Message line 3 - The reference of the last selected source Quote,
- Comments - The Quote number and Reference number (as in the "Your reference" field of the document header) will be added as a Comment after the items.
|
|
In this example, the selected source Quotes selected is as follows:
|