Cloning Quotes / Orders

Sales Orders can easily be cloned to quickly and easily produce any of the following documents:

• A credit note
• A new copy of the sale for the same or a different customer
• A Purchase Order

To clone a quote or order you will firstly need to locate it. You can use the Quick Search box or Sales Listing filters. Once the sale is listed you can either:

• Open the order, click the drop-down menu on the Save changes button and select the appropriate clone options to go straight into the cloned document, or
• From the sales listing, click the Copy icon next to the sale to display the following screen:

From here select what type of document you want to clone the sale to; another Sale, Credit or Purchase Order.

Options here allow you to:

• Cross reference the documents with comments
• Select and change the status on the old and new documents
• Delete the original. All deletion rules still apply so invoiced sales can't be deleted
• Choose the delivery address. If you choose "customer", then both the sale and the purchase (if cloning to PO) will be marked as "drop ship"
• Multi-clone the sale at regular intervals; useful for invoicing subscriptions

The blue regions on the right-hand side provide details of:

• The product suppliers, if any of the products are tied to a supplier
• The nearest suppliers; if you are cloning a Sale (job request) to a Purchase (work request from subcontractor), then you might want to find the nearest supplier by postcode. Handy!

Cloning to a Credit

If cloning to a Credit Note, then the same customer will be used, the prices and quantities will be kept as per original. You can alter the quantity on the Credit Note.

Learn more about sales credits

Cloning to a New Sale

New sales will use all the same details, however, the invoice date will be today's date. You can use this type of clone to copy an old quote/order for the same customer or for a new customer; once you have cloned the order you are able to change the customer.

1. Search for the existing quote/order.
2. Click the Copy icon next to the listed order, or open the order and click the drop-down arrow on the Save changes button and click Clone to SO.
3. Select the supplier the order is for.
4. If you want to change the status of the original purchase order at this stage, you can do so. You can also choose the status on which the purchase order is created.
5. Specify whether you want the new order to be linked to the original. You might want to say 'No' if the new order is for a different customer.
6. Click Clone now.

Read more below about changing the customer name.

Clone to a Different Customer/Change Customer

Once you have cloned the original quote or order, follow these steps to change the customer details:

1. Search for and open the newly cloned quote/order.
2. Click the drop-down arrow on the Save changes button.
3. Click Change customer.
4. Search for and select the customer this quote/order should be for.
5. Process the sale as normal.

All addresses will be updated to the new customer details. Once the order is invoiced it will update the new customer's account.

You cannot change the customer on an order which has been invoiced or had any items shipped.

Cloning to a Purchase Order

If you have received an order from a customer for items you don't have in stock you can quickly and easily clone the order to a purchase order to send to your supplier. If cloning to a Purchase Order, then the supplier price list will be used.

Creating Subscriptions using the Multi-Clone feature.

Brightpearl allows you to create subscriptions using the multi clone feature. The subscription instalments can repeat at the frequency of your choosing, and the number of times you require. In addition, you can set a reminder task for a member of staff when the subscription is nearing its end. If your customers pay in advance for the whole subscription, the instalments can be set to be created with zero price.

1. Create the first sale in the subscription series as a normal sale and save it.
2. Search for the sale and click the Copy icon to display the screen shown above.
3. Choose to clone to a Sale and in the multi-clone section, and configure the options for the instalment frequency and duration of the subscription.
4. Select a staff member to be reminded when the subscription is due to end.
5. If the subscription is paid for in advance (all in the first sale), then choose to set the value of the cloned sales to Zero.