Creating a document based on another: the deal chain
On this page
The "Create based on" function creates a new document from the data of the current one: it carries over the counterparty, contract, products, quantities and prices. Open a document, click the "Create based on" icon in the top panel, choose the document you need from the list, check the data and save. The list of available documents depends on the type of the current document.
What creating a document based on another gives you
“Create based on” builds a new document from the data of an existing one, so you do not need to enter the same thing twice. A new order, payment or shipment gets the counterparty, contract, products, quantities and prices from the source document.
The function works in all sections of Bimp: sales, purchasing, warehouse, finance. New documents automatically join the deal chain and are visible on the “Links” tab; see Links tab.
Example. A customer ordered 10 taps and glue. From the Customer order you create a “Customer payment” when the money arrives. If the goods are not in stock, you create a “Supplier order” from the same order. When the goods arrive, you create “Sales of goods and services” for the shipment. All of this is done from one order.
How to create a document based on another
To create a document based on another, open the source document and choose the action you need in the “Create based on” menu.
- Open the source document, for example a Customer order (Sales → Orders).
- In the top panel of the document, click the Create based on icon (a square with an arrow). 
- In the list, choose the document you need, for example Customer payment.
- The new document opens already filled in. Check the data and change it if needed: the quantity for a partial shipment, the amount for a partial payment.
- Save the document with the Save button.
Which documents you can create from the current one
The list depends on the type of the source document: Bimp shows only the logical next steps of a deal.
| Source document | What can be created based on it |
|---|---|
| Customer order | Sales of goods and services (shipment); Customer payment; Supplier order; Stock transfer; Certificate of completed work (for services) |
| Supplier order | Goods receipt; Supplier payment |
Each of these documents is described separately: Customer payment, Shipment, Certificate of completed work, Supplier order, Goods and services receipt.
What is carried over to the new document
From the source document, the counterparty, contract, product list, quantities and prices are carried over to the new document. Bimp fills in the remaining fields by default or leaves them empty for you.
- Counterparty and contract are taken from the source document.
- Products, quantities and prices are copied. You can change them before saving.
- Link: the new document is subordinate to the source one and appears in its link tree.
How many documents you can create from one
You can create an unlimited number of documents from one source document. This is convenient when a deal is fulfilled in parts:
- the customer pays in two payments: two “Customer payment” documents with different amounts;
- goods are shipped in several batches: several “Sales of goods and services” documents, each with its own quantity;
- some items are bought from different suppliers: several Supplier orders.
All of them stay in the same chain, which is visible on the “Links” tab.
Common problems
The document you need is not in the list. Cause: each document type offers only its own next steps. Solution: open the document that matches the stage you need. For example, a Goods receipt is created from a Supplier order, not from a Customer order.
The new document opened with the wrong quantity. Cause: Bimp copies all items of the source document. Solution: change the quantity in the new document before saving.
FAQ
Can I create several documents based on one order?
Yes, the number is not limited. For example, if the customer pays in parts, create two "Customer payment" documents with different amounts from the customer order. You can also ship goods in several batches.
Can I change the data in a document created based on another?
Yes. The document opens already filled in, but you can edit it before saving. For example, change the quantity if you ship the goods partially.
Where can I see all documents created based on an order?
On the "Links" tab of the source document: all linked documents are shown there as a tree. See the article "Links tab".
Why is the document I need missing from the "Create based on" list?
For each document type, Bimp offers only the logical next steps. From a Supplier order you can create a Goods receipt and a Supplier payment, but not a sale. Open the document that matches the step of the deal you need.