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Add
     
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WARNING
For the samples of certain most common types of adding to certain document types see:
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 Add button
The function for adding movements and orders makes the creating of orders, packing slips or the invoices much easier. Through the use of this function you copy all data from the lines of the selected document or the range of documents and creates a new record (or new records) out of it. The function is most simply used by clicking the  button in the task bar for the new record, enter the customer and the warehouse, and then click the Add button from the taskbar for lines and a new form will open:
Table of contents
- Document and document type
- Transfer Criteria
- Select Document
- Document Selection
- Line to Transfer
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1. Document and Document Type
1.1. Document
Documents for adding can be selected in two ways:
- in the Document field: select a certain number of document, selection of documents for adding or type of document for adding. In such case the field "Type" is filled automatically according to the type of the selected type of document. The field for the entry of the document is divided into three sections, as used with the automatic generating of the internal number of the documents.
| Year |
A two-digit code for the year. At the same time it represents the first two characters of the searched document or selection of documents.
If you do not enter the year of document, the search table of consecutive numbers (from and to) will be displaying numbers of documents from the selected type of document for all years.
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| Document type |
Enter or select a three characters code of the document type. At the same time this represents third to fifth character of the searched document or selection of documents. This can be entered manually or selected from the selection table. |
| Consecutive number (from) |
A six-digits consecutive number of the document. This part of the search record can be entered manually or selected from the selection table.
If you do not enter the document, the search table will be showing numbers of documents from the selected type of document for all years.
The document can also be searched by various criteria (number, date,...).
If you select the checkbox Only show undispatched orders, then also this search table will only offer such orders.
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| Consecutive number (to) |
You can only add one single document or selection of documents. The program automatically offers one dingle document, so the consecutive number from the previous field is automatically copied into this field. For adding of selection of documents, this data should be changed and the six-digits consecutive number of the last document from the selection should be entered. This part of the search section is also entered manually or selected from the selection table.
If the year of the document has not been entered, the search table will be displaying numbers of documents from the selected type of document for all years.
Document can also be searched by various criteria (number, date, ...).
If the checkbox Only show undispatched orders is selected for adding of the order, the search table will only offer such orders.
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1.2. Document Type
- in the Type section, where you only select the type of document you wish to add. In the panel Selection of documents you can so find all documents of that type, that correspond to other entered criteria (for example filtering by partner).
| SO |
(Sales Order) Select this option if your are adding a sales order. |
| PO |
(Purchase Order) Select this option if your are adding a purchase order |
| Purchase |
Select this option if your are adding a receiving document
- documents of the Goods module: Receiving
- documents of the Customs module: Receiving
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| Issue |
Select this option if your are adding an issue document
- documents of the Goods module: issue, POS, Transfer
- documents of the Customs module: Issue, Invoice for transit
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1.3. Databases and subjects
| Company |
By default the program offers the currently active database. If more databases are available (accounting versions of the program), you can select any optional database from which you wish to add the movements. If the document is added from another database in the overview of linked documents it won't be displayed!
Adding will not be fully successful if you demand for the transfer of the partner's code into the header of the document in the target base and this subject does not exist in the subject register in the target base (see Adding entries not successful! (Subject...) (xx) does not exist in the business subject register!).
Adding of lines with the code of the item which is not entered in the target base of the items will not be successful (see errors with the Transfer statistics).
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| Customer |
First person in the document. With the adding to issue this field is called Customer, with adding on receiving it is called Supplier.
If this is about adding of orders and you select the number of document for adding, this number will automatically be entered from the first selected order.
For successful search of data for the transfer (panel Select Documents) you have to mandatory enter first or second person!
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| Consignee |
Third person in the document
If this is about adding of orders and you select the number of document for adding, this data will automatically be filled from the first selected order.
For the successful search of data for the transfer (panel Select Documents), you have to mandatory enter first or second person!
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| Warehouse |
We can limit the selection of documents in relation to the selected storage |
| Delivery Methods |
We can limit the choice of document with the Delivery Method. |
| Date From -To |
We can limit the selection of documents in relation to the period of document creation |
| Status |
We can limit the selection of the document with the selected status |
| Cost Center |
We can limit the choice of document with the cost center. We can choose several cost centers
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| Dept. |
We can limit the choice of document with the Department. We can choose several Departments. |
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Select
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Searches documents according to the specified criteria |
2. Checkboxes
1.1. Transfer Criteria
Type of adding can be additionally limited with the use of checkboxes. Some of them are active according to what document you are adding and where you are adding it, while others are only available in certain cases.
Available options for order documents
| Re-Read Prices |
- do not check if you wish to transfer the prices that are shown in the original document to the new document (suitable for creation of reversing of documents or the credit notes and for adding the orders, where the prices and other sales terms are already designated)
- check if you wish for the program to not use the price from the original document, but to find them again according to the hierarchy of price setting (suitable for example for repeated orders, if the sale prices have changed from the last issuing). The option also finds the tax rate again, this is why it is suitable for the transfer of documents before January 1, 2002 into period after January 1, 2002.
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| Re-Read Tax Rates |
Select this option if you wish to keep the prices (without VAT), but use a new tax rate, as entered in the bookkeeping data of the items register. The option is suitable for the transfer of documents for example before January 1, 2002 into period after January 1, 2002.
At the adding of orders of customer on the receiving the tax tariff is found again AUTOMATICALLY, so this checkbox is automatically active and is not visible on the window for adding.
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| Re-Read Weight, Volume and Packages |
In the line of the document you can change the name of the item and the measuring unit, without changing of data in the register. This is why:
- you do not check the field if the weight, volume and the number of packages as entered in the original document is to be used (suitable for adding orders and creating of reversing of the documents or the credit notes)
- check if you wish for the program to search for the weight, volume and the number of packages again in the items register.
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| Sumary by Item |
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| Confirm Transfered Documents |
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| Copy Note |
If checked, the note (from Value bar of document) will be transfered. When more than one documents are transfered, just note from the last document is copied. |
| Copy Internal Note |
If checked, the Internal note (from Value bar of document) will be transfered. When more than one document are transfered, just intenal note from the last document is copied. |
| Transfer note from Line |
If checked, the notes from line will be transfered. When more than one documents are transfered and if the same time parameter summary by item is set on, just note from the last line of item is copied. |
| Transfer Exchange Rate |
If checked, Exchange Rate will be transfered. |
| Fill revenue/cost account from |
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| Mode |
(only with adding that does not count for realization and where the realization is thus not recorded). So, this selection is not available with:
Otherwise you can select type of transfer of the collected data in the panel Lines:
- All - gathers all document lines for the new document
- Not Added - gathers all document lines for the new document, but just non-transferred lines are marked. Lines that are already transfrered sre not marked.
- Not Added for this DT - only gathers the lines that have not been transferred on the same type of document as the one you are currently creating
In the panel "Lines for transfer" you can find a list of all such gathered lines and quantity, that corresponds to the selected type of transfer. This can be the whole quantity, the non-transferred quantity, or the quantity that has not been transferred into this type of document. Before the transfer the amounts for transfer into new document can also be changed. The setting of this checkbox is saved into personal settings of the user.
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1.2. Item Types
We certify one or more Item Types.
3. Select Document
This panel shows a list of all documents that correspond to selected criteria.
This does not necessarily mean that each document can be added to the new document being created.
For example, if you select a list of all orders, including dispatched orders (see the option Show only undispatched orders in Checkboxes), they will be included in the list. However, you cannot add them to the document anymore, because they have already been dispatched.
3.1. Select Document
| Sel. (selected) |
Selected for adding. By default all the selected lines are marked for transfer to the document.
Individual lines can also be unchecked (and this way excluded from the list for adding) by double-clicking this field. |
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Document
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Internal number of the document that corresponds to the previously selected criteria.
You can double-click this field to open the document directly.
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Date
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Date of document that corresponds to the previously selected criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Subject
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The subject (customer or supplier) in the document that corresponds to the previously selected criteria.
You can double-click this field to open the Subjects register directly for this subject.
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Consignee
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The consignee or the 3rd person in the document that corresponds to the previously selected criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Warehouse
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Warehouse in the document that corresponds to the previously selected criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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| To Pay |
The amount to be paid as stated on the document. |
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Document 1
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Number of the first linked document in the document that corresponds to the previously entered criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Doc. 1 date (Document 1 date)
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Date of the first linked document in the document that corresponds to the previously entered selection criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Document 2
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Number of the second linked document in the document that corresponds to the previously entered criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Doc. 2 date
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Date of the second linked document in the document that corresponds to the previously entered selection criteria.
You can double-click this field to select the document and transfer its lines into the Lines to add panel.
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Status
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Status of the document.
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3.2. Adding statistics
After successful or partially successful adding, the program returns the message about final adding (see Adding completed (transferred)!; Adding completed (transferred, add serial numbers)!; Adding completed (partially transferred); Adding completed (not transferred)!). If the adding was successfully completed, the program creates new documents and an adequate amount of lines. In any case, you can find partial data about successfully completed adding and reasons for unsuccessfully completed adding in the Adding Statistics tab:
| Document |
The internal number of the document you have added (or were trying to add) . |
| Line |
The number of line of the document you have added (or were trying to add). |
| Item |
ID of the item you have added (or were trying to add). |
| Name |
The name of the item you have added (or were trying to add). |
| Required qty |
The quantity that was marked for transfer to a new document. |
| Added qty |
The amount that has actually been added to the new document . |
| UM |
The unit of measurement in the document. |
| Comment |
Reports whether the adding was successful and if not, why the adding did not succeed:
- Transferred: the whole selected line for adding was transferred to a new document
- Transferred - adding serial number: the whole selected line for adding was transferred to a new document, for the items which you are managing by serial numbers; the serial numbers were added
- Transferred - add serial numbers: the whole selected line for adding has been transferred to a new document, but, because managing by serial numbers is selected, you also have to check the serial numbers
- Non-transferred - no stock (only with adding to issue): this occurs when the item is not in stock. Even if you have negative issues allowed at the warehouse, the adding will not be carried out if the item is not on stock. This can happen, for example, when the lines from a second database are being transferred and you do not have the adequate ID (code) in the Items register. The program also displays this message when there is not enough quantity of stock left (see Hard allocations).
- Partially transferred (only with adding to issue): this occurs when when there is not enough items in stock. This happens if the item is tracked by serial numbers which must be entered manually in the Serial numbers panel (see Task bar of receiving document).
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Partially transferred – serial numbers added: selected line for adding was partially transferred (see description Partially transferred) to the new document; for items you are managing by serial numbers, the serial numbers were added as well.
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Below minimum stock (only with adding on issue): if you have selected the option Minimum stock control, after adding the program will also display the IDs of items, the stock of which did fall under the minimum.
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Non-transferred – ID of the item does not exist in the register – this case can happen for example with adding of documents from the second database (see field Company), if you try to add an item, that does not exist at the destination database to the items register. In such case, the item should be entered into the register of destination database before adding.
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Only adding of POS document is possible! Document XXX is not added! – Only with adding into POS module. Only adding of goods movement from POS module is allowed into this module, but not from other goods modules (receiving, issue). So, attempt of such adding results in an error note (see Adding in the POS chapter).
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4. Document selection
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 (Select)
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Marks the currently selected document (document headers with all belonging lines) for adding. This way, the data from the selected lines is transferred into the panel of selected lines to add to the document.
Lines to add can be selected:
- by double-clicking the relevant field in the list of document headers (see description below);
- by double-clicking an individual line of the currently selected document (see description below).
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 (Select All)
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Marks all documents (document headers with all belonging lines) for adding. This way, the data from the selected lines is transferred into the panel of selected lines to add to the document.
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 (Remove)
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Removes the entire document from the selected lines to add panel.
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 (Remove All)
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Removes all lines from the selected lines to add panel.
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5. Line to Transfer
A list of all lines of currently selected document from the upper window.
This does not necessarily mean that each line can be added to the new document being created.
For example, if you select a list of all lines of orders, including dispatched orders (see the option Show only undispatched orders in Checkboxes), they will be included in the list. However, you cannot add them to the document anymore, because they have already been dispatched.
5.1. Lines to Add-Functions Keys
In the panel with the list of lines for transfer you can find a list of all lines you have previously selected in the panel for the document selection.
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Add
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This button is displayed (activated) only when you have selected at least one line for transfer into document which you are creating.
With the click on the button the adding of all selected lines for the transfer into document is being carried out.
The program will inform you when the procedure of adding is over (see Adding completed!).
With the use of function it is advised to add the document on to itself in certain cases. Such case is for example countermanding of entered lines on the same document. With the adding of lines of document, where the final and source document are same, the program will announce that, the procedure of adding is being successfully carried out (see Trying to add the document on itself!).
The data about successfully or non-successfully added lines the program displays in the panel Statistics of the transfer.
With the adding of the order the data about partner and is copied into the document header and the lines of document are being created.
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Clear All
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With the click on this button delete all already selected lines for the transfer into document.
Alternative option to cancel the selection of lines for transfer is:
- to uncheck the Sel. field (marked) - such line will not be transferred into the document which you are creating;
- to choose the Deselect option from the right click menu - this way you deselect all the selected lines for transfer.
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Set filter
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5.2. Lines to Add
| Sel. (selected) |
Selected for adding. By default all the selected lines are marked for transfer to the document.
Individual lines can also be unchecked (and this way excluded from the list for adding) by double-clicking this field. |
| Document |
The internal number of the document you are adding. |
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Line
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The number of the line of the document from which the data is being transferred.
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Item
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ID of the item in the line of the currently selected document.
You can double-click this field to open the Items register for this item.
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Name
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Name of the item in the line of currently selected document.
You can double-click this field to select the line and transfer it into the document (into the Lines to add panel).
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Quantity
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Quantity of the item in the line of currently selected document.
You can double-click this field to select the line and transfer it into the document (into the Lines to add panel).
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| Stock |
The current actual stock of the item in the warehouse selected in the header of the issue document. The current actual stock does NOT account for eventual dispatches from this panel (because they still do not increase/decrease the actual stock). This is why when multiple lines are offered for an item, the actual stock will remain the same. |
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U/M (Unit of measurement)
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Unit of measurement in the line of currently selected document.
You can double-click this field to select the line and transfer it into the document (into the Lines to add panel).
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| Delivery by |
Delivery by in the line of the currently selected document. |
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Dept. (Department)
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Department in the line of the currently selected document.
You can double-click this field to select the line and transfer it into the document (into the Lines to add panel).
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Cost. Ctr. (Cost center)
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Cost center in the line of the currently selected document.
You can double-click this field to select the line and transfer it into the document (into the Lines to add panel).
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Add
Add
Add
The function for adding movements and orders makes the creating of orders, packing slips or the invoices much easier. Through the use of this function you copy all data from the lines of the selected document or the range of documents and creates a new record (or new records) out of it. The function is most simply used by clicking the  button in the task bar for the new record, enter the customer and the warehouse, and then click the Add button from the taskbar for lines and a new form will open:
Document and document type
Documents for adding can be selected in two ways:
- in the Document field: select a certain number of document, selection of documents for adding or type of document for adding. In such case the field "Type" is filled automatically according to the type of the selected type of document. The field for the entry of the document is divided into three sections, as used with the automatic generating of the internal number of the documents.
- in the Type section, where you only select the type of document you wish to add. In the panel Selection of documents you can so find all documents of that type, that correspond to other entered criteria (for example filtering by partner).
Checkboxes
Type of adding can additionally be limited with the use of checkboxes. For the list of checkboxes and their explanation see Checkboxes. Some of them are active regardless of what document we are adding and where we are adding it, others are available only in certain cases.
Databases and subjects
| Company |
By default the program offers the currently active database. If more databases are available (accounting versions of the program), you can select any optional database from which you wish to add the movements. If the document is added from another database in the overview of linked documents it won't be displayed!
Adding will not be fully successful if you demand for the transfer of the partner's code into the header of the document in the target base and this subject does not exist in the subject register in the target base (see Adding entries not successful! (Subject...) (xx) does not exist in the business subject register!).
Adding of lines with the code of the item which is not entered in the target base of the items will not be successful (see errors with the Transfer statistics).
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| Customer/Supplier |
First person in the document. With the adding to issue this field is called Customer, with adding on receiving it is called Supplier.
If this is about adding of orders and you select the number of document for adding, this number will automatically be entered from the first selected order.
For successful search of data for the transfer (panel Select Documents) you have to mandatory enter first or second person!
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| Consignee |
Third person in the document
If this is about adding of orders and you select the number of document for adding, this data will automatically be filled from the first selected order.
For the successful search of data for the transfer (panel Select Documents), you have to mandatory enter first or second person!
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Function keys
| Add |
This button is displayed (activated) only when you have selected at least one line for transfer into document which you are creating.
With the click on the button the adding of all selected lines for the transfer into document is being carried out.
The program will inform you when the procedure of adding is over (see Adding completed!).
With the use of function it is advised to add the document on to itself in certain cases. Such case is for example countermanding of entered lines on the same document. With the adding of lines of document, where the final and source document are same, the program will announce that, the procedure of adding is being successfully carried out (see Trying to add the document on itself!).
The data about successfully or non-successfully added lines the program displays in the panel Statistics of the transfer.
With the adding of the order the data about partner and is copied into the document header and the lines of document are being created.
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| Clear All |
With the click on this button delete all already selected lines for the transfer into document.
Alternative option to cancel the selection of lines for transfer is:
- to uncheck the Sel. field (marked) - such line will not be transferred into the document which you are creating;
- to choose the Deselect option from the right click menu - this way you deselect all the selected lines for transfer.
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Related themes:
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For the samples of certain most common types of adding to certain document types see:
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