O/E Copy Orders Screen

Open Order Entry > O/E Transactions > Copy Orders.

Click Close to close the screen.

After specifying information and details to copy from an existing document, click Create to create a new quote or order.

You can use the O/E Order Entry form to edit and post the new quote or order.

Note: The Create button becomes available after you click the Go Go button button.

After you enter order selection criteria, click Go Go button to view details from the orders you selected in the Copy Orders Detail table.

If you wish, you can change your order selection criteria and click Go Go button again to view details from a different set of orders.

Click the Kit Component button to open the O/E Kitting Components screen, which you can use to review the items in a kit. For more information, see O/E Kitting Components Screen .

Note: If you use Serialized Inventory and Lot Tracking, you can open the O/E Serial/Lot Numbers Allocation screen from the O/E Kitting/BOM Components screen. You use this screen to allocate serial or lot numbers to a quantity shipped for a component item, or, if Inventory Control allows it, to allocate serial or lot numbers to the order quantity. For more information, see O/E Serial/Lot Numbers Allocation/Generation Screen.

You can copy details from previously entered orders for the same customer or from orders for a different customer.

  • In the From Customer Number field, enter the number of the customer whose order details you are copying.
  • In the To Customer Number field, enter the number of the customer for whom you are creating a new order.

Note: If the From and To customers use different currencies, you must use the Price List field to specify the price list to use for the copied order details.

Specify a range of existing orders that contain the information and details you want to use in the new order.

Select this option if you use Project and Job Costing and you want to copy details from job-related orders.

Quotes in Order Entry refer to estimates in Project and Job Costing. When you activate a job-related order and post it, updates the status of the associated contracts in PJC to Open.

After you select this option, the Project Invoicing option becomes available.

Note:
  • You can copy details from an active job-related order to a new order, but not to a new quote.
  • You can copy details from a job-related quote to a new quote.

Select the type of order(s) from which you want to copy information and details: Active, Future, Standing, or Quote. For more information about order types, see Order Types .

Note:
  • You can copy details from an active job-related order to a new order, but not to a new quote.
  • You can copy details from a job-related quote to a new quote.

If the From and To customers use different currencies, specify the price list to use for the copied order details.

You can change prices for the new details after creating the new order.

Select this option if you use Project and Job Costing and you want to copy details from job-related orders that use project invoicing.

Order Entry does not create invoices for orders that use project invoicing. Instead, it completes orders when they are shipped, and posts all information to Project and Job Costing, where it is processed using the PJC Create Billing Worksheet screen.

You can invoice orders that do not use project invoicing in Order Entry, which then posts the invoices to Accounts Receivable.

Select the tax group for the new order, or verify the default selection. (By default, this field displays the tax group for the customer you select in the Copy To area.)

This field displays the tax reporting currency for the customer for which you are creating the order.

Enter a description for the new order you are creating.

This field appears when you select Quote in the Order Type field.

If you are creating a quote, enter the date when the quote expires, or verify the default date, which is calculated using the order date plus the number in the Default Quote Expiration Days field on the O/E Options screen.

Select this option if you want to place the new order on hold.

If the customer account is on hold in Accounts Receivable, the order is automatically placed on hold. You can enter the order and post it, but you cannot ship items or produce an invoice for the order until you clear the customer's on-hold status.

Note: You can clear the On Hold option for orders in Order Entry to ship and invoice the orders. You do not have to clear the On Hold option for the customer in Accounts Receivable.

For more information about on-hold orders, see Order Types .

Enter the date for the order. For a future order, enter the date that the order becomes active.

This date is also used to age the order on the Aged Orders report.

By default, the system date appears in this field.

Enter a number for the new order you will create, or leave the default value ***NEW*** in the field if you want Sage 300 to assign a new order number.

Select the type of order you want to create: Active, Future, Standing, or Quote. For more information about order types, see Order Types .

Note:
  • You can copy details from an active job-related order to a new order, but not to a new quote.
  • You can copy details from a job-related quote to a new quote.

Enter optional reference information for the order.

The reference information you enter here appears in Accounts Receivable as the reference for the invoice. It may also appear in the General Ledger batch, depending on your system settings. For more information, see the Accounts Receivable and General Ledger help.

If you use retainage accounting and are copying job-related orders, you can select this option to indicate that retainage applies to the order you are creating.

The retainage amount is the amount the customer can withhold for an original document detail until the end of the retention period, when retainage is invoiced.

Note: The Retainage option is not available if you are copying orders that use project invoicing (where invoicing is handled through Project and Job Costing).

Click the check box at the left of each detail line you wish to include in the new order, and edit each detail line as necessary to set up the new order.

All item detail fields (and any detail optional fields that are set up for the screen) appear as columns in this table.

This field appears if you selected the Job Related option for the document.

For job-related orders, specify the category to use for this item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

Note:
  • If you use a term other than “Category” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the detail, you cannot edit this field.

This field appears if you selected the Job Related option for the transaction.

For job-related orders, specify the contract to use for the item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

Note:
  • If you use a term other than “Contract” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the item or charge, you cannot edit this field.

Double-click this field to specify whether to copy this detail line to the new order.

This field displays the cost class for the project category used in each job-related detail.

Note: If security is turned on for your system, you must have Item Cost Inquiry authorization to view and edit information in this field.

This field displays the costing unit of measure specified in the item record.

For user-specified costing items, the unit cost and costing unit are copied from the original order detail, and you can edit them.

The cost and costing unit for other items (FIFO, LIFO, moving average) are picked up when the orders are copied, and so are current. They will appear on the O/E Copy Orders screen if you are authorized to view them.

This field displays the description from the item price list or miscellaneous charge record for the item or miscellaneous charge selected in the Item No./ Misc. Charge field.

This description appears on printed order confirmations, picking slips, and invoices. You can use the default description or enter a new description to be used for an individual transaction.

In a multicurrency system, the description from the item record appears here if the price list does not include a price in the customer’s currency.

By default, the expected shipment date is the same as the order date, but you can change it.

Items that have user-specified costing show the costs entered on the orders that you are copying. You can edit user-specified costs later using the O/E Order Entry screen.

Job-related miscellaneous charges display the extended costs entered with the original orders. These can be defaulted from the miscellaneous charge record or from Project and Job Costing.

Enter the extended price for the detail, or accept the calculated value.

Extended price refers to the extended price of an order (that is, the total cost of the items being ordered, whether or not they have been shipped). It is calculated automatically when you enter an order quantity. Sage 300 divides the unit price by the pricing unit of measure conversion factor, and then multiplies the result by the order unit of measure conversion factor and the quantity ordered.

If you change the extended price calculated by the program (which you cannot do in the Order Entry screen or the Copy Orders screen, but you can do in other screens where this field appears), an asterisk appears beside the Ext. Price field on the O/E Items/Taxes screen, and also appears beside the item on the O/E Transaction List report.

This field displays the code for the item or miscellaneous charge used in the source order.

You cannot modify items or miscellaneous charges copied from the source order; you can only specify whether or not to copy the detail line.

If this item is part of a kit or BOM (bill of material), this field displays the kit number or BOM number. (In Inventory Control, you can have more than one list of items in a kit or BOM.)

You cannot change the kit or BOM number when copying orders.

Line numbers are assigned automatically, and you cannot change them.

You use line numbers to identify details you have entered, or to recall them for editing when you are using the O/E Items/Taxes screen to enter detail information.

You can also list items on picking slips by line number.

By default, this field displays the location code specified for the order. You can change the location for individual details.

Optionally, enter the code for the physical location from which you will ship the items ordered on the detail line.

You must specify a physical location, not a logical inventory location. Logical locations are used primarily for transferring goods between physical locations in Inventory Control.

Note: You cannot change the location for a serialized or lotted item after you enter a quantity in the Quantity Ordered field.

Tip: You can click the Location Finder Finder button to see the quantity on hand at other locations.

Double-click the this field on the detail line or click the Zoom Zoom button button column heading to enter information for an optional field that was assigned to this transaction type in the O/E Optional Fields setup form.

The entry in the detail line will change from No to Yes.

You can also enter optional field information for the order as a whole on the Optional Fields tab.

This is the unit of measure in which you are ordering item quantities for the detail. You can select a different unit of measure if necessary.

Tip: Make sure that the amount in the Quantity Ordered field uses this unit of measure.

Depending on your settings on the O/E Options screen, this field displays either the item weight unit (from the item record in Inventory Control) or the pricing weight unit (from the price list in Inventory Control). Stocking units and pricing units are defined for individual items in Inventory Control, and they may be different. For example, you may use "Dozen" as the stocking unit for an item, but "Each" as the pricing unit.

For more information, see About Order Unit of Measure.

This is the unit of measure for weighing this item on the order. You can select a different unit of measure if necessary.

Depending on your settings in O/E Options, this field displays either the item weight unit (from the item record in Inventory Control) or the pricing weight unit (from the price list in Inventory Control).

The order weight unit of measure for the complete order is determined by the default weight unit of measure specified on the I/C Options screen.

Note:
  • If the item is not priced by weight, this field displays the item weight unit from the item record.
  • If the item is priced by weight, and it has base prices for multiple units of measure, this field displays the default unit of measure from the price list if your Default Order Weight UOM in O/E Options is the Pricing Weight Unit.

You cannot copy an order if any item on the source order requires price approval.

Price checks are set in Inventory Control price lists for particular items, price lists, and user IDs.

If price checks are in effect, and the price you enter is outside the boundaries allowed, this field displays "Yes."

For more information, see About Price Checks .

This field indicates whether the item is priced by weight or by quantity.

  • If pricing is by quantity, Sage 300 sets volume discount amounts or percentages according to the quantity of goods that are ordered.
  • If pricing is by weight, Sage 300 sets volume discount amounts or percentages by item weight.

Item weights are calculated in Order Entry by multiplying the unit weight of an item times the quantity ordered, and converting the weight to default units.

Note: Pricing by weight is available in Sage 300 Premium only.

If the From and To customers use different currencies, you must specify the price list to use for the copied order details.

If the From and To customers use the same currency, details for the new order will use the prices from the previous orders.

You can change prices for the new details after creating the new order.

This field displays the unit of measure in which the item is priced.

Sage 300 Premium supports multiple pricing units of measure, but you must set one as the default on the I/C Item Pricing screen in Inventory Control.

The pricing UOM is determined by the price list as follows: If the price list provides only one pricing UOM, that UOM appears here. If the price list provides several pricing UOMs, the pricing unit that matches the order UOM appears here. If no pricing UOM matches the order UOM, the default pricing UOM appears here. If you price by cost, the default pricing UOM appears here, and the cost-based price appears in the Unit Price field.

Note: If the item is not on the specified price list, the program uses the item's stocking unit as the pricing unit.

This field appears if you selected the Job Related option for the document.

For job-related orders, specify the project for the item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

Note:
  • If you use a term other than “Project” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the item or charge, you cannot edit this field.

If Order Entry uses the Calculate Backorder Quantities option (on the O/E Options screen), and if the customer record in Accounts Receivable allows backordered quantities, Order Entry automatically calculates the quantity backordered by subtracting the quantity shipped from the quantity ordered.

If Order Entry does not automatically calculate quantities and you are not shipping the entire order, enter the quantity backordered.

Each time you enter a shipped amount, the backordered quantity is reduced. When the backordered amount is zero, the item is considered to be fully shipped, and its status is set to Completed.

Tip: To cancel unshipped quantities of an order, enter 0 (zero) in this field.

Specify an inventory quantity to commit to the order. When it is time to ship the order, the quantity is guaranteed to be available (unless you allow negative inventory quantities).

If a quantity is already committed to an order, you can ship another order for the same items only if there is a sufficient quantity in inventory in addition to the committed quantity.

Enter the number or quantity of the item or charge to include in the order.

Make sure that the number or quantity you enter uses the unit of measure specified in the UOM field. For example, if the UOM is "Case" and the order is for two cases, enter 2 in the Quantity Ordered field.

Note:
  • The Allow Fractional Quantities option on the I/C Options screen in Inventory Control determines whether you can use decimals in the Quantity Ordered field. For more information, see Inventory Control help.
  • If the detail is not completed (indicated in the Completed field), you can change the quantity ordered for items that have not been shipped and invoiced.
  • If you are unable to ship all the items on an order, and want to cancel unshipped items, you can edit the details to reduce the quantities ordered so they match the quantities shipped.
  • If the item is serialized or lotted and Inventory Control allows the allocation of serial numbers or lot numbers to order quantities, the O/E Serial/Lot Numbers Allocation screen appears after you enter the quantity ordered and leave the field. (The Inventory Control option Use the Qty Ordered Field in OE determines whether you can allocate serial numbers or lot numbers using order quantities.) You use the O/E Serial/Lot Numbers Allocation screen to allocate serial numbers or lot numbers for the quantity of items ordered. For more information, see O/E Serial/Lot Numbers Allocation/Generation Screen.

Enter the retainage percentage to be used when calculating the retainage amount for the item or charge.

When you edit this field, the retainage amount for the item or charge is calculated automatically.

The retention period is the number of days for which the customer can withhold the retainage amount.

You issue the retainage invoice in Accounts Receivable at the end of the retention period.

This field indicates the type of detail: item or miscellaneous charge:

  • Item indicates that the detail is for an inventory item or non-stock item that has an item record in Inventory Control.
  • Miscellaneous indicates that the detail is for a miscellaneous charge defined in Order Entry.

You enter the unit cost for an item only if the item uses the user-specified costing method in Inventory Control (that is, if User-Specified appears in the Costing Method field on the I/C Items screen).

For more information, see Inventory Costing Methods.

Note: If security is turned on for your system, you must have Item Cost Inquiry authorization to view and edit information in this field.

By default, this field displays the lowest unit price for which the customer is eligible. This may be the base price, a sale price for a specified time period, or the price specified for the customer's price level or the quantity purchased, based on a discount or markup.

If necessary, enter the price for the item, per pricing unit.

Note:
  • If price checks are in effect, and the unit price is outside the allowed limit, the price must be approved. For more information, see About Price Checks .
  • You can edit the information in this field only if you have Unit Price Override security authorization in Order Entry.
  • If the item is not on the price list you specified for the detail, no price appears.
  • If the lowest price is a negative amount, it is displayed as zeros.
  • If you set up contract pricing for a customer in Inventory Control, Order Entry uses that information to calculate prices for items affected by the customer’s pricing contract, and it displays the contract price by default in this field.
  • If you do not set up contract pricing for a customer, Order Entry calculates prices based on the customer type and the price lists you set up in Inventory Control.
  • If the price list you select is not currently in effect: The Unit Price Finder does not appear. (That is, the Finder does not appear if the document date is not between the Price List Starts date and the Price List Ends date specified for the item, currency, and price list code on the I/C Item Pricing screen.)The Unit Price field displays 0.000000 by default.
  • The number of decimal places that appear in this field is determined by the information specified for the item on the I/C Item Pricing screen.

If optional fields are assigned to the screen, use the Optional Fields tab to enter optional field information that applies to the entire document.

Optional fields and values appear automatically on this tab if you selected the Auto Insert option for those fields on the O/E Optional Fields setup screen.

If you use identical optional fields in Order Entry transactions and Accounts Receivable invoices, the information in the Order Entry fields is sent to Accounts Receivable.

Note: If an optional field is required but does not have a default value, you must specify a value for the field.

For more information, see About Optional Fields and Adding Optional Fields to Transaction Entry Screens.

Use the Optional Field Finder to select optional fields that are assigned (in the O/E Optional Fields setup screen) to this type of transaction.

When you select an optional field code, Order Entry displays its description in the next column.

Use the Value Finder to select a value created for the optional field in Common Services.

When you select a value code, Order Entry displays its description in the next column.

The Value Set column shows whether a blank optional field currently has a value. (By looking at the field, you cannot know otherwise whether the field has a blank default value or no value.)

The Value Set field changes from No to Yes if you make an entry in the Value field.

Overview

Use the O/E Copy Orders screen to select an existing order, or a range of orders, from which to copy information and details to create a new order.

Details from the source orders appear as defaults for the new order, including item numbers, quantities ordered, pricing, and other information.

You can select the details you want to use in the new order, and you can change the price list, location, ship date, quantity ordered, unit of measure, and unit price for any detail line.

Note:
  • You can copy a posted order directly from the O/E Order Entry screen. If you do this, information for the order being copied is automatically entered in the O/E Copy Orders screen.
  • You cannot copy an order if any item on the source order requires price approval. If an item on a source order requires price approval, an error message appears when you click the Go Go button button.
  • If the From and To customers use different currencies, you must use the Price List field to specify the price list to use for the copied order details.
  • You can copy details from an active job-related order to a new order, but not to a new quote.
  • You can copy details from a job-related quote to a new quote.

Copy Orders Tab

Enter information that will be used to create the new order, and select options to indicate whether the order is on hold or uses retainage. More...

Copy Orders Detail Table

After you click the Go Go button button, details from the order or orders you specified appear in the Copy Orders Detail table.

In the Copy Detail column, select Yes for each detail line you want to include in the new order, and edit each detail line as necessary to set up the new order. More...

Optional Fields Tab

If optional fields are assigned to the screen, use the Optional Fields tab to enter optional field information that applies to the entire document. More...

Optional fields and values appear automatically on this tab if you selected the Auto Insert option for those fields on the O/E Optional Fields setup screen.

If you use identical optional fields in Order Entry transactions and Accounts Receivable invoices, the information in the Order Entry fields is sent to Accounts Receivable.

For more information, see About Optional Fields and Adding Optional Fields to Transaction Entry Screens.