How do you copy a job?
In a lot of cases the job will contain the same setup as other jobs, in these cases, we can use the copy jobs function. Since I’m using the project manager role center; I have access to the jobs list via the role center. I can also use the search function.
This is what happens in the video
When you create a new job in Business Central, you often need the same setup you already have on other jobs. Instead of building everything from scratch, you can use the Copy Job function to reuse an existing job as the basis for a new one.
You access the Copy Job function from the Jobs list. You select the job you want to copy, run the function, and the system automatically sets that job as the Copy From job. You can change the Copy From job afterwards if needed.
You can leave the new job number blank if you have set up a number series in the job setup. The system then assigns the next number automatically.
You control what gets copied through the Source field. You can base the new planning lines on job planning lines, job ledger entries, or none. You can also filter which job task numbers and which planning line or ledger entry types to copy.
You can create one or more template jobs and copy from them, so all new jobs start from the same basic setup.
Copying a job from the Jobs list
If you use the Project Manager role centre, you reach the Jobs list directly from the role centre. You can also use the search function to find it.
In the Jobs list, select the job you want to copy and choose the Copy Job function. The system automatically assigns the job you marked as the Copy From job. You can change this to a different job in the dialogue if you want.
Using template jobs as a basis for new jobs
It can be useful to create a dedicated template job. This way you always have the same basic setup for every new job. If you work with different types of jobs, you can create a range of templates and copy from whichever one fits the new job.
Options in the Copy From tab
The Copy From tab gives you several options. Apart from the job number, you can specify a range of job task numbers to copy. If you leave the From and To fields blank, the system copies all job task numbers.
The Source field specifies the basis for the planning lines on the new job. The system proposes the existing job planning lines, but you can also base the new lines on job ledger entries, or choose none.
Copying from job planning lines
If you choose job planning lines as the source, you decide which type of planning lines to copy:
- Budget and Billable: the system copies lines of type Budget, type Billable, and type Both Budget and Billable.
- Budget: the system copies lines of type Budget and type Both Budget and Billable.
- Billable: the system copies only lines of type Billable and type Both Budget and Billable.
Copying from job ledger entries
If you choose job ledger entries as the source, the Include Planning Line Type field is greyed out. Instead, you choose which ledger entry type to copy:
- Usage plus Sale: all job ledger entries are copied. Entries of type Usage become new planning lines of type Budget. Entries of type Sale become new planning lines of type Billable.
- Usage: the system creates new planning lines of type Budget.
- Sale: the system creates new planning lines of type Billable.
You can also add a date filter with a start date and an ending date to limit which entries are included.
Defining the new job in the Copy To tab
In the Copy To tab, you define the new job. You can leave the job number field blank if you have set up a number series in the job setup. The system proposes the original customer from the Copy From job, but you can change it to another customer and change the description as well.
Choosing prices, quantities and dimensions in the Apply tab
In the Apply tab, you choose whether to copy prices, quantities, or dimensions from the original job. Once you have made your selections, you confirm with OK.
Because you left the job number blank, the system tells you which job number the new job will get. Confirm with Yes, and the job is copied.
What happens after the job is copied
The new job appears in the Jobs list. When you open the job card, you can see that the job tasks and the setup have been copied. Because you chose a different customer, the customer information is pulled from that customer’s card instead of from the original job. The system also copies the person responsible and the project manager.
Q&A
How do I copy a job in Business Central?
Open the Jobs list, select the job you want to copy, and choose the Copy Job function. The system sets the selected job as the Copy From job, and you define the new job in the Copy To tab.
Do I need to enter a job number for the new job?
No. If you have set up a number series in the job setup, you can leave the job number field blank. The system assigns the next number automatically and tells you which number the new job will get.
Can I copy only some of the job task numbers?
Yes. In the Copy From tab, you can specify a range of job task numbers using the From and To fields. If you leave both fields blank, the system copies all job task numbers.
What is the difference between copying from job planning lines and job ledger entries?
Job planning lines copy the planned budget and billable lines from the original job. Job ledger entries copy actual posted entries, where Usage entries become Budget planning lines and Sale entries become Billable planning lines.
Can I copy a job to a different customer?
Yes. The system proposes the original customer, but you can change it to another customer in the Copy To tab. The customer information for the new job is then taken from that customer’s card.
How do I make sure all new jobs use the same basic setup?
Create a template job with the basic setup you want, then use the Copy Job function to copy from that template each time you create a new job. You can maintain several templates for different types of jobs.