Order Copy Utility

Menu Path: Customer Service $Images\bluerarw.gif$ Order Processing $Images\bluerarw.gif$ Order Utilities $Images\bluerarw.gif$ Order Copy Utility

Note You can also click the Copy button in the ribbon in Order Entry or Order Edit to use Order Copy Utility.

Purpose

Copy sales orders and quotes.

Overview

Use Order Copy Utility to copy sales orders and quotes to new sales orders. This copy function creates an order import file to create new sales orders. Quotes converted to sales orders are tracked and cross-referenced.

Note Quotes cannot be copied to other quotes. Quotes can only be copied to sales orders.

Use Order Copy Utility in the following scenarios:

Scenario	Description
Copy a quote to a sales order for a single customer	All information on the quote passes to the new sales order except for the order class, order date, required date, and customer purchase order number. You specify this information in the COPY TO section of the Order Copy Utility window. Note The pricing on the sales order remains the same as the quoted pricing. A warning message appears if the quote has expired.
Copy a sales order to another sales order for the same single customer	All information on the original sales order passes to the new sales order except for the order class, order date, required date, customer purchase order number, and pricing. You specify this information in the COPY TO section of the Order Copy Utility window.
Copy a quote to a sales order for a different single customer	All information on the quote passes to the new sales order except for the order class, order date, required date, customer purchase order number, sales location, shipping location, terms, shipper ID, and salesperson. You specify this information in the COPY TO section of the Order Copy Utility window. Ship-to and bill-to address information come directly from the customer for which you are creating the new order. Note The pricing on the sales order remains the same as the quoted pricing. A warning message appears if the quote has expired.
Copy a sales order to another sales order for a different single customer	All information on the original sales order passes to the new sales order except for the order class, order date, required date, customer purchase order number, pricing, terms, shipper ID, and salesperson. You specify this information in the COPY TO section of the Order Copy Utility window. Ship-to and bill-to address information come directly from the customer for which you are creating the new order.
Copy a quote to a sales order for all billing children of the same (or different) customer	All information on the quote passes to the new sales order except for the order class, order date, required date, customer purchase order number, sales location, shipping location, terms, shipper ID, and salesperson. You specify this information in the COPY TO section of the Order Copy Utility window. Ship-to and bill-to address information come directly from the customer for which you are creating the new order. Example A multi-store customer wants the same quoted order delivered to all of its stores. You service some of those stores from different warehouses. Different sales people in your company get commissions for stores in their region. Note The pricing on the sales order remains the same as the quoted pricing. A warning message appears if the quote has expired.
Copy a sales order to a sales order for all billing children of the same (or different) customer	All information on the sales order passes to the new sales order except for the order class, order date, required date, customer purchase order, pricing, sales location, shipping location, terms, shipper ID, and salesperson. You specify this information in the COPY TO section of the Order Copy Utility window. Ship-to and bill-to address information come directly from the customer for which you are creating the new order. Example A multi-store customer wants a prior sales order delivered to all of its stores. You service some of those stores from different warehouses. Different sales people in your company get commissions for stores in their region.
Copy a quote type order class to another order class	This scenario is typically used for recurring orders (e.g., customers want the same products and quantities delivered each week). Sometimes this involves sticking to a quoted price, and sometimes this involves changing prices (for commodity items, such as flowers). All information on the quote passes to the new sales order except for the order class, order date, required date, customer purchase order, and pricing.

Note Order Copy Utility uses the Order Import program to import a copied order. If you import an order, leave the log file open, and then copy an order, the data in the log file will not refresh for the copied order.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Order Copy Utility window.
Copy	Click this button to begin the copy or validation process.

General Tab Fields and Buttons

Field or Button	Description
Order Num/Order Class	Select one of the following methods for copying orders: Order Num - Copy from a specific order number. Order Class - Copy quotes from one order class. If you select this option, you must enter a quote type order class in the Order Class field. Note If you accessed Order Copy Utility directly from Order Entry, you can only copy from the order number selected in Order Entry.
Order Number/Order Class	Enter an order or order class from which to copy, or click the Lookup button to enter an order or order class. This field is not enabled if you accessed Order Copy Utility directly from Order Entry. Example Copying a full order class is typically used in conjunction with recurring standing orders from customers. For example, if certain customers always wanted delivery of certain products on Monday of every week, you could create a quote type of order class called Monday-Standing and copy them every Monday into sales orders. Be careful when using this functionality because you could end up creating many unwanted sales orders (if you select the wrong order class). As a precaution, a warning message will appear displaying the number of orders you are about to create.
All (Shipping Location)	Select this check box to create orders for all shipping locations. This check box is selected by default. This check box is only enabled if you select the Order Class radio button.
Shipping Location	Enter a shipping location prefix or name for which to create orders, or click the Lookup button to select a shipping location. These fields are only enabled if you clear the All check box, and you are not copying from a specific order number.
All (Sales Location)	Select this check box to create orders for all sales locations. This check box is selected by default. This check box is only enabled if you select the Order Class radio button.
Sales Location	Enter a sales location prefix or name for which to create orders, or click the Lookup button to select a sales location. These fields are only enabled if you manually clear the All check box.
Customer Option	Select one of the following options: Single Customer - Create one new sales order for the selected customer. All Billing Children - Create multiple sales orders for all customers with the same billing customer selected. These radio buttons are only enabled if you select the Order Num radio button.
Customer Code	Enter a customer code, or click the Lookup button to select a customer code. The customer code in this field defaults to the customer from the order entered in the Order Number field. This field is only enabled if you select the Order Num radio button.
Order Class	Enter an order class, or click the Lookup button to select an order class. The order class in this field defaults to the order class entered in the Order Class field in the COPY FROM section. Note You can only select a sales type of order class.
Order Date	Enter an order date, or click the drop-down arrow to select a date. This date defaults to today.
Required Date	Enter a required date, or click the drop-down arrow to select a date. This date defaults to tomorrow.
Cancel after Date	Enter a cancel-after date for all order lines, or click the drop-down arrow to select a date. For more information, see Cancelling Backorders FAQ.
Customer PO	Enter the customer purchase order number (if it is provided by the customer). This field is only enabled if you select the Order Num radio button.
Pricing Option	Select one of the following options for pricing the order: Reprice All - Recalculate all prices on the copied order. Reprice Non Manual - Recalculate automatic prices only. Copy All Prices - Use the prices on the original order.
Close Quote Order	Select this check box to close the quote order that you are copying. This check box is cleared by default.
Copy Notes	Select this check box to copy notes to orders.
Copy Remarks	Select this check box to copy remarks to orders.
Validate and Copy/Validate Only	Select one of the following processing options: Validate and Copy - Check the format of the data, and, if correct, create the new sales order(s). Validate Only - Check the format of the data only.
Log Errors Only	Select this check box to create a log errors only file.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.