Shared Applications - Duplicate Documents: Copy Document

These applications are common to the requisition, order and goods received input applications although field attributes may differ depending on the type of document processed. These applications are normally not directly accessible from a menu but from related Pop Up Menus on fields in the Requisition, Order or Goods Received options. The ITS philosophy is that the user should be able to enter a request or order on the Requisition or Order options; should the user however require additional functionality the functionality is available and directly accessible from the record on a second or third level.

Duplicate Documents

Three options all relating to the copying or duplication of documents are available on the option duplicate documents.

Reference Copy
Copy
Repeating Documents

Copy

This function is used to create a new document using the information previously entered on a document. If copied using "Copy" the order does not refer to another document. The copy from document will not indicate that a copy was made.

Block 1 is used to enter search criteria and a sort order while Block 2 displays all the documents for the search criteria in Block 1.

Rules of Copy

Copy From can be from any of the following types of documents: I, R, O or OS.
A "Copy From" document can be used only once in a "Copy To" document.
After this copy the unit price structure in the order must be maintained.
Approval and budget fields are not copied from the "Copy From" document and budget control, and approvals will have to be performed on the order of these items.

Block 1: Item Copy

Field	Type & Length	Description
Document Number	A10	The Document Number of the requisition to be queried.
Creditor Code	N9	The Creditor Code of the approved creditor on requisitions to be copied to the order.
Process Date	DD-MON-YYYY	The Process Date of the requisitions to be queried..
Description	A4000	The item description of items on requisitions to be queried..
Item Type	A4000	The Item Type, Stock, General or Library Item to be queried.
Item Number	N8	The Item Number for the Stock, General or Library item to be queried.
Buyer	A8	The Buyer Code linked to requisition to be queried..
User	A8	The originating user that created the requisition to be queried.
Sort Oder	Tick Box	The user can indicate which fields should be used to sort the documents displayed in block 2.

Example:

Block 2: Line Copy
On commit all lines flagged to be copied will be copied to the order.

Delivery Campus
If the campus on the lines copied differs from the campus on the order the following warning is displayed -

If the system operational definition code DL- is set to Requestor (L)ocation and the order campus is null the warning "Requested lines delivery campus differs - Default order delivery campus defaulted" is displayed and the campus on the order is set to the default campus, SOD code DK. If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

If the system operational definition code DL- is set to (R)equestor Campus and the order campus is null the warning "Requested lines delivery campus differs - Default order delivery campus defaulted" is displayed and the campus on the order is set to the default campus, SOD code DK. If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

If the system operational definition code DL- is set to (D)efault Campus and the order campus is null the warning is -"Requested Lines Delivery Campus Differs – Defaulted Order Delivery Campus Defaulted". If the order campus is not null the warning " Requested lines delivery campus differs - Order Campus will be used"

The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests and Orders.

MyMarket B2B vendor
A instituition uses the MyMarket B2B vendor if the system operational definition code - "PZ- Use MyMarket B2B Vendor = "Y"

A creditor is a B2B creditor if a record exists in the option {FPMEMM-1} where the external body is MMM and external code type is MMC, the Internal Code equals the creditor code and the External Information field is not null. The external information field is the code used by the B2B vendor to uniquely identify the creditor on the B2B exchange. The user further indicates whether the creditor may only be used to download item catelogues or only place orders via the B2B exchange or do both by setting the external code field to (C)atelogue, (O)rders or (B)oth.

A instituition may allow only electornic orders to be palced for MyMarket B2B vendors or allow both electronic and paper orders to be placed, if the system operational definition code - "DM- Allow B2B Paper Orders" is set to (N)o, no paper order are not allowed else if (Y)es both paper and electronic orders are allowed.

If the instituition uses the MyMarket B2B vendor and the instituition does not allow MyMarket B2B paper orders and the item item type is not a general or stock item and no record exists on the general item creditor definition or stock item creditor definition with a part number, the item will not be copied to the order. A warning will be dispalyed to warn the user of the items not copied, the warning is "Creditor linked to external body MMM and code type MMC, Item type must be Store or General and exists with part number and unit of measure - Item will not be copied".

If the instituition does allow paper orders the lines will be copied but the "How Placed " indicator on the order will be updated from "Elecdtronic" to "Paper".

Field	Type & Length	Description
Copy		The user must click on the tick box of the document the user wants to copy to the order and commit.
Requisition Number	A10	Displays document numbers for the selection criteria in Block 1. Pop Up Menu - available on field Requisition Number. Line Reference Copy - Selecting the option drills down to the Line Reference Copy screen. Copy All Items - Sets the reference copy flag on all items queried to copy. Reset Copy Indicator - Sets the reference copy flag on all items queried to null.
Creditor	N9	Displays the Creditor Number of the approved creditor.
Process Date	DD-MON-YYYY	Displays the Process Date of the requisitions
Item Type	A1	Displays the items Item Type.
Item Number	N8	Displays the Item Number if Stock, General or Library Item.
Quantity	N9.3	Displays the item Quantity.
Unit	A8	Display the Unit if the item.
Description	A4000	Displays the item description.
Unit Price	N15.2	Displays the currency value of one unit of the item.
Total	N15.2	Displays the document total in local currency.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
07-Jun-2007	v01.0.0.0	Amanda Nell	t134659	New manual format.
09-Jun-2008	v01.0.0.1	Amanda Nell	t145484	Add new image
27-Jan-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner
22-Jun-2011	v01.0.0.2	Marchand Hildebrand	t169618	Add chnages to SOD DL