Copying invoices is a simple feature which enables you to speed up data entry. If you tend to get a lot of similar invoices then copying one and changing just a few details could save a whole lot of time compared with typing in all the details from scratch.
What does this feature allow you to do?
Copying invoices allows you as the user to create a new invoice based on an existing invoice entered in Farmplan Business Cloud. You can then choose whether to copy exactly (after updating with a new reference and invoice date), or simply use as a template and change any part of the original allocations to create a new invoice.
Below is a simple example of copying a supplier invoice with 3 lines of allocation.
This is the original invoice entered on the system, with the splits showing in the second image.
You can now go to copy that invoice from the 'Supplier invoices' screen:
This presents you with a new data entry screen, prompting you to enter the date and invoice reference of the new invoice. Here you could also change to a different supplier.
If you then click the 'Split' icon, as this was a split invoice that we have chosen to copy, it brings up the details as per the initial invoice. If there were Enterprises and quantities entered on the original invoice then these would also be brought through.
You can now make as many or as few changes to this as required, with the ability to change any allocation/description/amount/quantity showing, as well as the ability to add or remove lines.
Once happy, you can save your new invoice.
Customer invoices
From the ‘Customer Invoices’, find the invoice you wish to copy and select the green box with 3 white dots | Copy invoice.
From there, you will be presented with a new invoice data entry screen, with the allocation, description and amounts populated already, based on the invoice you’re copying.
From there you can change as much or as little as needed, before saving the new invoice.
When can you copy an invoice?
You can copy any customer or supplier invoice that has been entered on the system. It does not matter if that invoice is paid, unpaid, has been credited or is in a closed VAT period.
NB If you choose to copy an invoice, and then edit the original invoice, it will not affect the new invoice you have created.
Don't forget we also have the Recurring Transactions feature which enables you to save time where the exact same details are invoiced from the same supplier/customer at regular intervals.