Invoice and Proposal Duplication: Current, Existing and New Work Order – Fexa

Fexa allows a user to duplicate information on Invoice objects (Client and Vendor Invoices and Proposals) into Current, Existing and even New work orders.

From within the Invoice object itself, or on the Accounting Tab within a work order, there is a 'Duplicate' icon that resembles two pieces of paper with the corners earmarked.

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When selecting this icon, the user is presented with a menu which will provide guidance on the fields needing to be selected in order to move information from the existing object into a new object.

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When choosing to duplicate the Full Invoice/Proposal, the user can select (3) destinations: The Current Work Order, another Existing Work Order in Fexa, or a New Work Order. Here are the steps for each.

When choosing to duplicate Line Items, the user can only select the Current work order or an Existing work order in Fexa.

Current Work Order

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Select the Type of New Invoice/Proposal - This will indicate where you would like the information to show up once the duplication process is complete.
Select the New Reference Number (this will auto-populate but can be manually changed with the appropriate permissions).
Select the Client (only applicable for Client Invoice/Proposal)
Select the Assignment (not applicable for Client Invoice/Proposal, but is for all other objects)
1. The Assignments available will be related to the work order on which the original object is being copied from.
Select the New Transaction Date
Select Documents to Copy (this will queue up any document types that are attached to the invoice object being duplicated)
Select Line Items (If no selection is made, all line items will be included in the copy)
Select 'Duplicate' in the bottom right of the menu ('Cancel' is also available)

Once complete, a new object will be created on the current work order!

Existing Work Order

NOTE: The user should notate the Fexa work order to which they would like to copy the invoice object to as it will be needed for entry.

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Select the Type of New Invoice/Proposal - This will indicate where you would like the information to show up once the duplication process is complete.
Select the New Reference Number (this will auto-populate but can be manually changed with the appropriate permissions).
Select the Client (only applicable for Client Invoice/Proposal)
Select the Assignment (not applicable for Client Invoice/Proposal, but is for all other objects)
1. The Assignments available will be related to the work order on which the original object is being copied from.
Select the New Transaction Date
Select Documents to Copy (this will queue up any document types that are attached to the invoice object being duplicated)
Select Line Items (If no selection is made, all line items will be included in the copy)
Select 'Duplicate' in the bottom right of the menu ('Cancel' is also available)

Once complete, a new object will be created on the Work Order ID that was entered during the copy process!

New Work Order

NOTE: This process will create an entirely new Work Order in Fexa and is useful in cases where previously rejected invoices/proposals need to be revisited at a later date.

Select the Type of New Invoice/Proposal - This will indicate where you would like the information to show up once the duplication process is complete.
Select the New Reference Number (this will auto-populate but can be manually changed with the appropriate permissions).
Select the Client (only applicable for Client Invoice/Proposal)
Select the Provider (not applicable for Client Invoice/Proposal, but is for all other objects)
1. This field is NOT required and will load all vendors available for dispatch.
Select the New Transaction Date
Select Documents to Copy (this will queue up any document types that are attached to the invoice object being duplicated)
Select Association Type
1. Fexa offers (4) common association types by default. This is a configurable list and can be modified under Administration > Selectables > Associations)
Select Line Items (If no selection is made, all line items will be included in the copy)
Select 'Duplicate' in the bottom right of the menu ('Cancel' is also available)

The user will be redirected to the Create New Work Order screen at this time. Fexa will retain the Client, Facility and other overview information from the ORIGINAL work order; however, the user has the opportunity to make any changes at this time before saving the NEW work order.

A common checkpoint is to validate Default Vendor Assignment at this time, or to adjust the Priority of the NEW work order.

The NEW work order will include a description indicating that it was duplicated from an existing object.

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Once saved, the NEW work order will follow the existing workflow process.