Copy a previous invoice

Related Idea Coding templates / allocations - CPB-I-252

Challenge: Users need to input the same coding details in multiple invoices which have the same format. Most of the invoices have almost the same coding.

Request: Users would like to have the ability to copy the coding from one invoice to another.

• Brightview and Erdman pointed out use cases of invoices where the format and coding is almost completely identical. The only change is the amounts or quantities.

Workaround: Auto coding ?

AP - invoice processing - coding automation/invoice copying

Both Erdman Holdings and BrightView Technologies have asked for invoice copying capabilities.

Example 1/2 Erdman Holdings: this company is owned by 2 brothers and they split each invoice 50/50 and pay from their respective bank accounts. Nickie's process: enter an invoice > names it for one entity > codes each line (can be up to 25 lines) and splits each line amount to 50% its original > repeat for the other entity. When asked why they cannot just code the invoice once and underpay it (50%) to one bank account then the remainder on the other, she replied: there are other people who look at the reports and it was very confusing to them. So I started doing the two separate invoices. It also helps me to make sure all invoices get paid and processed to the correct bank account." If it would be possible to copy a previous invoice she would only need to do this process once.

Example 2/2 BrightView Technologies: they receive recurring invoices from some vendors where the format stays exactly the same, only the amounts change. Per their accounting practices, Karen will code such invoices by combining lines that pertain to 1 GL account - it's not necessary for them to have 10 individual lines when they're all meant for the same GL account.

"A lot of the invoices that get entered are typically recurring invoices that don’t really change in any way other than the $ amount. So, it is easier to have the GL accounts, use tax, and department carry over from month to month. I still give it a look over before completing the transaction, but it takes less time than searching for the GL account (which I don’t really know off the top of my head) and selecting the department and payment method."

To save time, there is a copy feature in NS which they are using at this time. If it would be possible to allow the user to select from a previous invoice applying the same GL accounts, lines, and other coding specific to the previous invoice (use tax, dept, etc.) it would save time and move this portion of invoice processing into Centime.