Duplicate creates a new AP Invoice or AP Credit Memo using the information from an existing record. Duplicate is available on the AP Invoice record and the AP Credit Memo record. For a description of the fields on each record, see AP Invoice Form Details or AP Credit Memo Form Details.
Duplicate is available on saved, unapproved records in both the Accounting and Inventory apps.
Duplicate Record Numbers
When a duplicated record shares the same number and vendor as an existing record, the system will handle it differently depending on the setting on the Duplicate AP Invoice and Credit Memo Numbers preference on the System Preferences Miscellaneous tab. The following settings determine the outcome:
Allowed - The record saves with the duplicate number.
Allowed with warning - Displays a warning — "A [record] for this vendor with the same [record] number already exists." The record still saves.
Not Allowed - The record cannot save until the number is corrected. Displays a warning — "Duplicate [record] number for this vendor. To allow duplicates, change the "Duplicate AP Invoice and Credit Memo Numbers" preference.
Security
Users must have one of the following permission(s) to create an AP invoice or credit memo:
Accounting:
Accounts Payable → AP Credit Memos → Create AP Credit Memos
Accounts Payable → AP Invoices → Create AP Invoices
Inventory:
Food → AP Credit Memo → Create AP Credit Memos
Food → AP Invoices → Create AP Invoices
Duplicate a Record
Follow these steps to duplicate an AP Invoice or AP Credit Memo:
Click steps to expand for additional information and images.
1) From either the AP Transactions page (Accounting), All Transactions page (Accounting), or Invoices page (Inventory), click an existing AP credit memo or AP Invoice.
AP Transactions
All Transactions
Invoices
2) Click the menu button, then select Duplicate.
3) If the record has attachments, select whether to duplicate both the transaction and attachments or attachment only.
A new, duplicated form will open.