Finance - Clone Invoices and Credit Notes from Details Pages
Modules > Finance > Accounts Payable > Invoices & Credit Notes
Users can now quickly clone an existing accounts payable document, make minor adjustments, and save it as a new record directly from the item's details page. This reduces duplication of effort and helps maintain consistency in data entry.
The Clone button is enabled for Non-Order Invoices, Sundry Invoices and Credit Notes only and will be disabled for Order Invoices.
What’s New
Clone Button on Detail Pages
The Clone button has been added to each detail page between the Cancel and Close buttons.The button is greyed out unless a valid Non-Order Invoice, Sundry Invoice or Credit Note is present.
How To Use
Click the Clone button.
A new draft document opens, based on the original.
The system opens a new copy of the document, with applicable details pre-filled.
Update any necessary fields and save.
What is cloned?
- Supplier (if still valid), Pay From/Centrally Paid, Narrative and Notes.
- Validation is performed on accounting codes (Cost Centres, Ledgers, Funds, VAT codes). Invalid values are flagged and must be corrected before saving.
- New Transaction ID is automatically created for the cloned document.
Budget checks are performed during cloning. If a cloned invoice exceeds budget, a warning is displayed.
What is not cloned?
- Attachments
- Templates
- History of the original document
- Invoice Number
- Posting Period
- Status
What to know
Cloned documents always default to Unauthorised status.
On Hold is unticked by default.
Invoice Date/Credit Note Date defaults to today.
Posting Period defaults to the current open period (not the original).
Special cases
If the Supplier is on hold:
Non-Order or Sundry Invoices: cloning is blocked with an error.
Credit Notes: cloning is still allowed.
If the Supplier type has changed (e.g. Sundry → Non-Sundry), cloning is blocked with a relevant error.
If Central is disabled in Global Configuration, the system defaults to the available bank account.
If all bank accounts are closed, the clone will create but leave the Pay From dropdown blank.
The Clone button will be hidden when:
Financial Year is Closed
Financial Year has Not Started
Access and Permissions
Users with the following existing Edit and Save permissions can use the Clone button
Accounts Payable > Purchase Orders > Credit Note
Accounts Payable > Invoices & Credit Notes > Non Order Invoice
Accounts Payable > Invoices & Credit Notes > Sundry Invoice