Copy and correct functions in purchase documents

Article09/20/20239 min read

Multiple copy and correct functions exist in Dynamics 365 Business Central. In this topic, it is explained per function how the applied purchase price and discount are handled. In each situation that is described in this topic, it is assumed that the pricing method on the document is set with Advanced Pricing.

Get receipt line

In the purchase order, the Applied Purchase Price and Discount page gives insight into the source of a purchase price and discount. When receipt lines are retrieved in a purchase invoice, the person creating the purchase invoice should get the same insights as this can be relevant within the invoicing process. Hence, the information is copied from the purchase order to the purchase invoice when the function Get Receipt Lines is executed.

In the purchase return order, the Applied Purchase price and the discount page gives insight into the source of a purchase price and discount as well. In some cases, these records were copied from the original purchase order or the lines were created manually. Regardless, when the posted receipt lines are retrieved in a purchase credit memo, the person creating the purchase credit memo should get the same insights as this can be relevant within the crediting process. Hence, the information is copied from the purchase return order to the purchase credit memo.

Create a purchase invoice for the vendor V0011 and insert a purchase price line on the Lines FastTab.

The purchase price line shows that the direct unit cost is “8.00” in the Direct Unit Cost Excl. VAT field.

  1. In the Type field, click the context menu , and then select Applied Purchase Price and Discount. The Applied Purchase Price and Discount page shows that the Direct Unit Cost “8.00”.
  2. Create a purchase invoice.
  3. Enter Vendor No., “V0011”.
  4. On the Lines FastTab, on the action bar, click Line > Functions > Get Receipt Lines.
  5. On the Get Receipt Lines page, select and click the required Document No. The purchase invoice on the Lines FastTab shows that the direct unit cost (Direct Unit Cost Excl. VAT field) is “10.00” and discount % is “1%”, same as the direct unit cost and discount on the related purchase order. Even if the purchase price is changed in the meantime, the purchase invoice will always use the purchase price from the purchase order, when using the function Get Receipt Lines.
  6. In the Type field for the selected line, click the context menu , and then select Applied Purchase Price and Discount.

The Applied Purchase Price and Discount page provides the same insight and shows that the Direct Unit Cost “10.00” and Discount % “1%” for the specified line on the Applied Purchase Price Line FastTab.

When you use Advanced Pricing method in the purchase invoice lines, the Applied Purchase Price and Discount records are created and updated automatically by the system. When the purchase invoice is posted, the purchase invoice document is deleted. The applied purchase price and discount records are copied to the posted document for future reference.

Get return shipment line

The Purchase Credit Memo and Purchase Return Order can contain purchase prices and discounts based on the Advanced Pricing Method.

  1. Select the Search icon , enter “Purchase Credit Memos”, and then choose Purchase Credit Memos.
    The Purchase Credit Memos Lists is opened.
  2. Click New to open the Purchase Credit Memo page.
  3. Enter the Vendor Name.
  4. Enter the Vendor Authorization No. and Vendor Cr. Memo No.
  5. Enter the Lines FastTab, click Type to choose Item.
  6. Enter the No., Description, Location Code and Unit of Measure Code.
  7. On the action bar in the Lines FastTab, click Functions > Get Return Shipment Lines.
  8. Select and click the required Document No. on the Get Return Shipment Lines page.

The Applied Purchase Price and Discount records are created and updated automatically by the system for the purchase credit memo line copied from the purchase return order line. Click the Type field for the selected line and click the context menu , and then select Applied Purchase Price and Discount to access the records.

When the Purchase Credit Memo is posted, the Applied Purchase Price and Discount lines from the Purchase Credit Memo is copied to the Posted Purchase Credit Memo line and can be retrieved or viewed later. Records for Purchase Credit Memo are deleted from the Applied Purchase Price and Discount table.

Get posted document lines to reverse

The Get Posted Document Lines to Reverse function can be used on the documents Purchase Return Order and Purchase Credit Memo when the purchase prices and discounts must be an exact reversal of the original order. This means that when the function is executed, the prices and discounts on the original document are copied to the new document.

  • On the Purchase Return Order page, on the action bar, click Process > Get Posted Document Lines to Reverse.
  • On the Purchase Credit Memo page, on the action bar, click Actions > Functions > Get Posted Document Lines to Reverse.

The Posted Purchase Document Lines page is opened. On the Options FastTab, in the Document Type Filter field, when you select the Posted Receipts option, the system checks whether the initial purchase order still exists (since the document price list line is not copied to a posted shipment).

  • If the initial purchase order of the selected posted shipment line still exists, the document price list line of the purchase order is copied to the document.
  • If the initial purchase order of the selected posted shipment line has been deleted, the document price list line of the corresponding posted purchase invoice line is copied to the document.

When the option Posted Invoices is selected, then the Document Price List Line of the posted purchase invoice line will be used.

When the option Posted Return Shipments is selected, then the Document Price List Line of the posted purchase return order line will be used.

  • If the initial purchase return order of the selected posted return shipment line still exists, the document price list line of the purchase return order is copied to the document.
  • If the initial purchase return order of the selected posted return shipment line has been deleted, the document price list line of the corresponding posted credit memo line is copied to the document.

When the option Posted Credit Memos is selected, then the Document Price List Line of the posted credit memo line will be used.

Make order

To use the Make Order function from the

  • Blanket Purchase Order page, on the action bar, click Process > Make Order.
  • Purchase Quote page, on the action bar, click Process > Make Order.

The unit price, invoice discounts and line discounts from the Blanket Purchase Order/Purchase Quote document line are copied to the Document Price List Line of the Purchase Order and the Frozen field is checked on the Applied Purchase Price and Discount page.

Manually select blanket order line in purchase order line

Besides creating a Purchase Order from a Blanket Purchase Order, you can also refer to a blanket purchase order when creating a purchase line. In this case, the price is retrieved from the specific Blanket Order line. The Applied Purchase Price and Discount records under the Blanket Order line are also copied from the Blanket Order to the Purchase Order Line.

Move negative lines to another document

In various order types, the Move Negative Lines function can be used to copy order lines with a negative quantity to its counterpart. For example, Purchase Order Lines can be copied to either Purchase Return Order or Credit Memo Lines. When the line is copied, pricing information is also copied from the original order to its counterpart. The Applied Purchase Price and Discount records are also copied.

  1. Select the Search icon , enter Purchase Order, and then choose the related link. The Purchase Order Lists is opened.
  2. Select and click the required No. to open the Purchase Order Page.
  3. On the action bar, click Actions > Functions > Move Negative Lines. The Move Negative Purchase Lines page is opened.
  4. On the Options FastTab, click the drop-down menu on To Document Type field to specify which document type you want to move the negative purchase lines to.
  5. On the Advanced FastTab, enter the Maximum row generation time field with the maximum time it can take to generate rows for the report. If exceeded, the report will be canceled. The value must have the format [d.]hh:mm:ss[.ffffff]. Milliseconds can be included but will be ignored.
  6. Enter the Maximum rows field with the maximum number of rows that can be included in this report. If exceeded, the report will be canceled.
  7. Enter the Maximum documents field with the maximum number of documents that can be included in this report. Notice that this setting applies to document reports only. If exceeded, the report will be canceled.
  8. Click OK.

When you move a negative purchase line to your selected document type, the quantity of the line on the selected document will become positive.

Correct

On the Posted Purchase Invoices page, on the action bar, click Correct > Correct.

The Correct function has two functionalities. First, a Purchase Credit Memo is created that exactly reverses everything that was posted in the Purchase Invoice. Second, a new Purchase Invoice is created so the user can quickly register corrected quantities or prices. In both cases, the Applied Purchase Price and Discount linked to the Posted Purchase Invoice are copied to the newly created Purchase Invoice.

Cancel

On the Posted Purchase Invoices page, on the action bar, click Correct > Cancel.

The Cancel function creates a credit memo in which the transaction as registered in the Posted Purchase Invoice is reversed. After creation, the Purchase Credit Memo is posted automatically. In this case, the Applied Purchase Price and Discount that were linked to the Posted Purchase Invoice are copied to the Purchase Credit Memo and the Posted Purchase Credit Memo.

Create corrective credit memo

On the Posted Purchase Invoices page, on the action bar, click Correct > Create Corrective Credit Memo.

The Create corrective credit memo function creates a credit memo in which the transaction as registered in the Posted Purchase Invoice is reversed. In contrast to the Correct and Cancel functions, the created Purchase Credit Memo is not posted automatically. In this case, the Applied Purchase Price and Discount that were linked to the Posted Purchase Invoice are copied to the Purchase Credit Memo.

Copy document

The Copy document function can be used on all purchase related document types:

  • Blanket Purchase Order
  • Purchase Quote
  • Purchase Order
  • Purchase Return Order
  • Purchase Invoice
  • Purchase Credit Memo

The function can be used for all the documents mentioned below as a source for copying to another document (for example: a Blanket Purchase Order can be copied to a Purchase Invoice):

  • Blanket Purchase Order
  • Purchase Quote
  • Purchase Order
  • Purchase Return Order
  • Purchase Invoice
  • Purchase Credit Memo
  • Posted Receipt
  • Posted Invoice
  • Posted Return Shipment
  • Posted Credit Memo
  • Archived Quote
  • Archived Purchase Order
  • Archived Blanket Order
  • Archived Return Order

When the function is used, the Applied Purchase Price and Discount lines that were linked to the original document, are copied to the newly created document.