Tips & Tricks: How to track duplicated documents back to the originals in SAP Business One

SAP Business One V10 gives you the option to set a reference to the original document when creating a duplicate. This saves time and effort tracing documents, as well as avoiding potential costly errors.

When your team is performing at top speed to deliver the best to your customers and the best for your business, they use all the time-saving functionality available at their fingertips in SAP Business One ERP.

One of these handy functions is where they can create multiple documents by simply duplicating previous documents. However, in industries and sectors where compliance is essential, you could lose track of where the information in these documents came from originally, and how they might have been modified along the way.

SAP Business One is an ERP system developed for businesses that require the highest level of track and trace functionality, and can be implemented to adhere to the most stringent of industry regulations. It also has the flexibility to be configured to give you options to run your business in the way you need to. This is why it give’ you the option to choose whether or not you want to create a reference between the original document and the duplicated documents.

How to keep track of which document was created by duplicating another

When you click the ‘Duplicate’ option in the context menu or the Data menu, the following message pops up:

You can then decide whether to create the reference or not by selecting ‘Yes’ or ‘No’. For businesses that rely heavily on strong track and trace capabilities, you can select the checkbox ‘Remember My Answer and Do Not Show Again, and the message will not pop up in the future.

When you say ‘Yes’ to this message, the original document is automatically referenced in the ‘Accounting Tab’ as below:

You will see this option in Sales, Purchasing, and Inventory documents (Goods Issue, Inventory Transfers and Inventory Transfer Request), Inventory Counting, Inventory Posting and Production Orders.

This option is available in SAP Business One Version 10, and our SAP qualified experts here at Teamsoft can show you how to get the most from this feature and other track and trace functionality available if you’re looking to upgrade to Version 10.

If you need to get the most from the powerful compliance functionality of SAP Business One ERP, then contact us today to find out how our expertise in implementing solutions in industries with robust compliance requirements can get your business on the right track.

Do you have a question about using SAP Business One? Our team of experts have an in-depth knowledge and can offer practical advice on all aspects of the system.