Can I duplicate or copy details from a previous direct debit or standing order?
You can copy the details of a previous direct debit or standing order to a new purchase with the same supplier. This is particularly useful where the transaction requires a detailed breakdown, across multiple line items, categories, or funds.
You can do this in two ways - via the purchases screen or when bank matching.
In this article:
For simple one-line transactions, you don't need to duplicate direct debit purchases as the system will remember the supplier, payee and expenditure category automatically and it will already be included in your Quick Match list.
Via the Purchases Screen
To copy the details of a previous direct debit or standing order to a new purchase via the purchases screen, use the Purchases Screen and click on the purchase option 'Direct Debit'.
If you can't see 'Direct Debit' displayed as a purchase option, you will need to change the setting so that direct debits can be submitted from the purchases screen. You can do this in Purchases Settings.
If the option is already enabled but you are not seeing it at the top of the purchase screen, then you need to ask your system administrator to add the purchase submission option to your user access within the user settings screen.
On the direct debit screen, select the supplier from the drop-down list, set the date and the bank account.
Then, under the heading 'Budget Details', click 'copy from a previous transaction'.
When you click 'copy from a previous transaction', you will only see transactions by the same supplier, if they have any direct debit transactions to copy.
Select a previous transaction in the popup that appears.
Once you have selected the previous transaction you can edit the budget allocation breakdown - you can change:
- funds
- categories
- descriptions
- amounts
- add or remove budget lines
This short video clip shows the steps to copy a direct debit transaction from the purchases screen (this video has no sound):
Via Bank Reconciliation
Copying the details of a previous direct debit or standing order to a new purchase via the bank reconciliation screen is usually quicker than user the purchases screen.
On the bank matching screen, begin to reconcile the transaction in the normal way :
- click on it from the left-hand table of the bank matching screen
- then under the heading 'Transaction Type' choose 'Direct Debit/Standing Order' from the drop-down menu.
Under the heading 'Transaction Details' click 'enter a split transaction':
You will then go to the direct debit screen. Here you need to:
- enter the supplier
- under the heading 'Budget Details', click 'copy from a previous transaction'.
When you click 'copy from a previous transaction', you will only see transactions by the same supplier, if they have any direct debit transactions to copy.
Select a previous transaction in the popup that appears.
Once you have selected the previous transaction you can edit the budget allocation breakdown - you can change the:
- funds
- categories
- descriptions
- amounts
- add or remove budget lines
To help you better understand the Purchasing module, please visit the module overview page here.