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When you copy invoices, Receivables does not derive the exchange rates and tax rates from the copied invoice date. Instead, it derives the exchange rate and tax rate from the date of your first copied invoice. Consequently, if you are copying invoices in a foreign currency, or have tax rates that change over time, you may need to manually update the exchange rate and tax rate. (Receivables calls the tax engine to recalculate tax when you copy invoices.) You can use the Transactions window to update the tax rates for your copied invoices.

Attention: If the invoice you are copying has lines that use inclusive tax codes and a tax rate has changed, the line amounts for your copied invoice(s) will also be different from the original transaction. This is because the line amount for a line assigned to a tax inclusive tax code includes tax. If the tax rate for any of the original invoice's lines has changed, the line, tax, revenue, and sales credit amounts for the copied invoice(s) will be different from the original transaction.

Receivables uses the invoice amount from your model invoice on your copied invoices. Therefore, even if the model invoice has been credited, adjusted, or paid, the amount for all copied invoices is equal to the original invoice amount.

You can copy invoices as often as you want and create copies from any existing invoice, even if it is closed.

You create, review, and update copied invoices in the Transaction window.

Copy Rules

Annually: This rule creates an invoice once a year on the same day and month of each year. For example, if your model invoice has an invoice date of January 1, 1991, then the invoice date of your first copied invoice is January 1, 1992. All subsequent invoice dates are calculated at one-year intervals.

Semiannually: This rule creates an invoice every six months on the same day.

Quarterly: This rule creates an invoice every three months on the same day. For example, if your model invoice has an invoice date of January 1, 1991, then the invoice date of your first copied invoice is April 1, 1991. All subsequent invoice dates are calculated at three-month intervals.

Monthly: This rule creates an invoice every month on the same day. For example, if your model invoice has an invoice date of January 1, 1991, then the invoice date of your first copied invoice is February 1, 1991. All subsequent invoice dates are calculated at one-month intervals.

Bimonthly: This rule creates an invoice every other month on the same day. For example, if your model invoice has an invoice date of January 1, 1991, then the invoice date of your first copied invoice is March 1, 1991. All subsequent invoice dates are calculated at two-month intervals.

Weekly: This rule creates an invoice every seven days. For example, if your model invoice has an invoice date of January 1, 1991, then your first copied invoice is January 8, 1991. All subsequent invoice dates are calculated at seven-day intervals.

Single Copy: This rule creates one copy of your model invoice for the day you enter in the First Invoice Date field.

Days: This rule creates an invoice based on the number of days you specify. For example, if your model invoice has an invoice date of January 1, 1991, and you enter 20 in the Number of Days field, the invoice date of your first copied invoice is January 21, 1991. All subsequent invoice dates are calculated at 20-day intervals.

Prerequisites

   Enter transactions

   Create an invoice to use as a model for the copied invoices (optional)

   To copy an invoice:

1. Navigate to the Transactions Summary or the Copy Transactions window.

2. Query the invoice to use as a model for your copied invoices.

3. If you are in the Transactions Summary window, select the invoice, then choose Copy.

4. Choose a copy Rule.

5. Enter the number of copies to create in the Number of Times field.

6. If your copy rule is Days, enter the Number of Days between your copied invoice dates.

7. If the Post to GL flag of the model invoice's transaction type is Yes, enter the First GL Date for the copied invoice. This date must be in an open, future, or never opened period.

Note: If you choose a date in a never opened period, Receivables will create these invoices as incomplete. To complete these invoices, open the period and query the invoice in the Transactions Summary window, then choose the Complete button. However, if you are using the Bill in Arrears invoicing rule, the invoice will be created as complete even if its GL date is in a never opened period.

8. Enter the First Transaction Date to create the copied invoice. The default is the invoice date of the first copied invoice (determined by the copy rule you entered), but you can change it.

9. If you are using manual sequence numbering, enter a unique document Number for each copied invoice. Otherwise, Receivables assigns document numbers when you save. See: Implementing Document Sequences.

10. Save your work. Receivables submits a concurrent process to create your copied invoices and generates a unique Request ID number. You can use this number to review the status of your request in the Concurrent Requests Summary window.

Receivables also creates the Recurring Invoice Program report when you save. Use this report to review all revenue distributions created for the specified period for invoices that use invoice and accounting rules. See: Recurring Invoice Program Report.

See Also