Copy lines from a customer purchase order

If you have recorded a customer's purchase order in Sales Scribe, you can copy its lines straight into a draft invoice instead of retyping them.

Before you begin

• You need a recorded customer purchase order for the same customer, and it must be Active — a draft order must be activated on its details page before it can be invoiced against.
• The customer purchase order and the invoice must be in the same currency.
• You copy lines into a draft invoice, on the create or edit screen.

Note: A recorded customer purchase order is an operational record of what your customer ordered. It has no effect on your accounts — copying from it simply saves you typing. The sale is recorded only when you issue the invoice.

Copy lines while creating an invoice

1. On the Create Invoice page, first choose the Customer.
2. In the Customer Purchase Order card, use Link to Customer PO to pick one of that customer's Active orders.
3. Select Import PO Lines. The order's lines are added to the invoice.
   • To start over, use the clear button next to Import PO Lines to remove the imported lines.

You can also start from the other end: on an Active customer purchase order's details page, select Create invoice. This opens the Create Invoice page with the customer and order pre-selected and the lines imported for you.

Invoicing an order across several invoices

Sales Scribe keeps track of how much of each order line is already on an invoice — whether issued or still a draft — so you can safely invoice an order in stages:

• The order's details page shows an Invoices section listing every invoice created from it, with a per-line breakdown of the quantities invoiced, on drafts, and remaining.
• When part of the order is already invoiced, the Create Invoice page shows a note naming those invoices, and offers Import remaining — this imports only the outstanding quantities, skipping lines that are fully covered.
• Choosing Import PO Lines (a full import) on a partly-invoiced order asks you to confirm first, because it can put the same quantities on two invoices.

Nothing is ever blocked: you can deliberately invoice more than the ordered quantity (for extras or corrections), and the order's details page will flag that line as over-invoiced. Quantities on a draft free up automatically if you delete the draft's lines or void the invoice. When an order is completely invoiced, consider closing it from its details page so it no longer appears in the import list.

Copy lines while editing a draft

1. Open the draft and select Edit.
2. In the Customer Purchase Order card, select the order under Link to Customer PO, then select Copy Lines from PO.
3. Choose how to handle any lines already on the invoice:
   • Replace — remove the existing lines and add the order's lines, or
   • Append — keep the existing lines and add the order's lines on top.

You will see a confirmation such as Successfully copied … lines from PO ….

Troubleshooting

• A currency mismatch message — the customer purchase order is in a different currency from the invoice. Match the currencies (an invoice's currency can only be changed before it has lines) or record the order in the invoice's currency.
• The purchase order list is empty — make sure you have selected the customer first, and that the order has been Activated; only that customer's active orders appear.

Related guides

• Record a customer's purchase order
• Create a sales invoice
• Edit a draft invoice