We often are asked about copying and pasting transactions in ERP systems; these questions come in various forms, such as asking about recurring transactions, or looking up a transaction from last month to use as a template, or looking up a prior sales order from a customer and copying it. A lot of ERP systems allow you to copy a GL journal entry, but not as many allow you to copy other transaction types, like AP Bills, AR Invoices, Sales Orders, Purchase Orders, etc. Fortunately, Acumatica is one of the systems that does allow this, and does it well. Here we will take a look at the Copy/Paste feature, and using Templates.
Copy and Paste
On most Acumatica screens, including transactions and master records (Customers, Vendors, etc), there is a clipboard icon for copying and pasting information.
This powerful feature allows you to easily and quickly copy a record and paste it as a new record. Simply lookup an existing record, hit the icon and select Copy.
Now hit the icon to add a new record, and then hit the Copy/Paste icon and select Paste. Lastly modify any related information and save.
Save as Template
You may notice that when you select the Copy/Paste icon there is an option to Save as Template. This takes the existing record and saves the information so that you can essentially paste this as a new record anytime needed. This is especially useful for frequently used transactions such as monthly rent, maybe a payroll journal or accrual entries.
When you select Save as Template, a new window/tab will open. Enter a Description and hit Save.
Once saved, a Template ID will be created, and you will see that the next time you want to paste a transaction of that type.
For Date related fields (Date, Post Period, Due Date, Cash Discount Date, etc.), clear the Active checkbox on the Document Template; this will cause Acumatica to use the current system dates. You can also clear the Active checkbox for vendor or customer reference numbers, as those usually change with each transaction.
To use the template, add a new transaction and select the Copy/Paste icon, and there will be an option to Paste from [Document Template].
Using this feature allows you to enter a Bill, Sales Order, etc. one time, and then reuse it as many times as needed, saving minutes or more each time used.
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