The draw document wizard in SAP Business One allows you to create a marketing document from an existing document. It is functionality unique to the "Copy From" option when inside a marketing document in the Sales - A/R or Purchasing - A/P modules. The draw document wizard provides tools to customize, consolidate, and change the data on the documents to copy into your new document. Let's get started exploring this powerful tool.
The Draw Document Wizard
The draw document wizard first makes its appearance when you use the "Copy From" functionality from within a sales or purchasing marketing document. The available customization choices change depending on which document you are working with. In the example screenshot, it is showing the options for copying from a sales quotation to a sales order.
Let's work an example. Your client, Earthshaker Corporation, calls and wants to place a sales order for two outstanding quotations. Using the draw document wizard we are going to convert both quotes into a single sales order.
First we open up a blank sales order form and make sure we are in "Add" mode. Then we add Earthshaker Corporation to the blank sales order. Now we have a fresh sales order started with our customer added to the marketing document. You will notice the "Copy From" button changes from inactive to active. Click the "Copy From" button and select "Sales Quotations" from the drop down list.
At this point you will be presented with a list of the open documents of the type "Sales Quotation" limited by the customer you have added to your sales order. Remember we are going to consolidate quotations on one sales order so we will CTRL - CLICK the rows representing the quotes we want to copy in. When you have selected your quote rows they will turn orange. Select the "Choose" button to continue.
You may add columns to the list of open documents by clicking "form settings" with the window up to make the documents more recognizable. I like to add at least document total. You can add any fields from the "Sales Quotation" header table, OQUT.
The "Draw Document Wizard" will now be in front of you. This is where you can start customizing and changing what you want to copy over to the new sales order. The first thing you must answer is how to handle exchange rate on the quote conversion. The three available choices are using the row exchange rate from the base document, using the document and row exchange rate from the base document, or using the current exchange rate from the "Exchange Rate Table". If you do not use foreign currencies this option can be left as default.
Below the exchange rate, you will be presented with the ability to customize what you want to bring over to the new sales order. If you select "Draw all Data (Freight and Withholding Tax)" it will copy everything on the quotes - this is the default option. If there are no changes to be made you can select this and hit finish. You will then have a complete sales order made up from the two sales quotations we selected earlier.
We are going to select "Customize" because our client told us they didn't want one of the line items on the quotations. Select the option for "Customize" and the "Finish" button will change to a "Next" button. Select "Next" to continue with the process.
Since our customer decided not to purchase the 20 USB flashdrives we are going to CTRL - CLICK that row. It will turn from orange to white indicating that the item row will not be brought over into the sales order. Notice this window is displaying the rows for both sales quotations. Click "Finish".
You will now be at the sales order screen with all item rows from your sales quotations copied into it. You may now further customize your new sales order and add it to the system.
Draw Document Wizard Effects
From our example we took two sales quotations and combined them into one sales order. We however left one row from the sales quotation out by de-selecting it in the "Customize" dialogue window. Doing this will leave the sales quotation open with that one row still available for further copying. If we had copied the entire contents of both documents, it would have closed both sales quotations after the sales order was added. Some things to remember:
- Partially copying a document to another document will leave the base document open with updated information such as tax, open quantities, and freight.
- If you copy an entire document using the draw document wizard it will close the base document. You cannot copy from this base document again unless it is a sales quotation.
To allow copying from a closed sales quotation you must set "Allow Copying Closed Quotations to Target Doc." check box in the "Document Settings". Navigate to Administration -> System Initialization -> Document Settings, click the Per Document tab and then select Sales Quotation from the drop down to set this setting.
Using the draw document wizard in SAP Business One is the best way to accomplish consolidation and customization so be sure to instruct your users on the key differences between Copy To and Copy From.