This option allows you to select more than one sales documents (i.e. Credit notes or Quotes) or for purchase documents (i.e. Purchases, Supplier returns or Orders) and convert them as a single document of the same document type.

WARNING - CONVERT POSTED DOCUMENTS TO A SINGLE DOCUMENT

In the case of Purchases and Supplier returns, DO NOT SELECT THE POSTED documents. This option allows you to select if you wish delete the posted Documents. 

Deleted documents will not be available on the Tools Global processes Reverse posted batch/document menu on the Documents tab (Setup ribbon). 

Credit notes will not be listed in the Documents tab and the Transactions tab of the debtor (customer / client) account, but will still be listed in the T-Account viewer as transactions. 

Purchases and Supplier returns will not be listed in the Documents tab and the Transactions tab of the creditor (supplier / vendor) account, but will still be listed in the T-Account viewer as transactions. 

You will not be allowed to Delete posted documents in the Edit Delete - Documents menu option (Action ribbon).

Convert Quotes to a single document

The process to convert Orders to a single document, is similar than to convert Quotes to a single document. 

To convert quotes to a single document:

1.Select the "Quotes" document type. 

WARNING - CONVERT POSTED DOCUMENTS TO A SINGLE DOCUMENT

In the case of Purchases and Supplier returns, DO NOT SELECT THE POSTED documents. 

2.Select the unposted documents to convert into one document.

If you need to select multiple documents, press the Ctrl or Shift key and click on each document, which you need to convert to a single document.

documents-context-convert-documents-to-single

3.Right-click and select Documents Convert documents to a single document option on the context menu. A confirmation message will be displayed.

 "Do you wish to delete this Quotes?"

4.If you need to retain the selected documents and create a new document, click on the No button to continue.  

If you wish to retain the original Quotes, click on the No button. These Quotes will still be available to process.  

If you click on the Yes button, these documents will permanently be deleted. If you have selected the incorrect documents, and you have clicked on the Yes button, you may need to create these Quote(s) again.

The "Debtor accounts" list screen is displayed:

documents-context-menu-change-account-debtor

5.Select the Debtor (customer / client) account and click on the Open / OK button. Once the process is finished, the new document will be available will be available as "Unposted" (unconfirmed) for the selected document type.

6.You may edit the new document, if necessary. An example of 2 Quotes that is converted to a single Quote, is as follows:

documents-context-convert-quote-single-edit

You may need to edit the quote with specific attention to the following:

Message lines 1 and 2 - The message fields need to be edited, as the messages of both the source quotes are added in the first 2 message lines. 

Message line 3 - The reference of the last selected source Quote,

Comments - The Quote number and Reference number (as in the "Your reference" field of the document header) will be added as a Comment after the items. 

In this example, the selected source Quotes selected is as follows:

QU000005 C103 - It contains two items.  This inserted after the the last item's comment line. 

QU000004 D-102 - This inserted after the item's comment line.