6.4.3 Copying Templates

6.4.3 Copying Templates

There may be occasions when you wish to copy a Template. In this way you can create different ones for similar orders and avoid having to make as many changes prior to submission of your Shopping Basket.

Example 1

If a slightly different set of IT Consumable items are purchased regularly over a rolling four week period, four similar Templates can be created. You could create a ‘master’ Template called “IT Consumables – Full” containing all the items purchased regularly. This master can then be copied, edited for content, and saved under four different names: “IT Consumables – Week 1”; “IT Consumables – Week 2” etc.

You may also copy another user’s Template and save it as your own. In this way, with little effort on your part, you can use an existing Template that is similar to your requirements, make minor changes and create your own version.

Example 2

You may have access to a colleagues “Regular Stationery Order” recurring requisition containing 40 core stationery items. If you also purchase the majority of these items, you can add the content of your colleagues list to a requisition, add and delete as appropriate and save it as your own recurring requisition. In this way you will save a great deal of time searching catalogues yourself.

Save a Copy with a Different Name

1. Click on the Templates tab to open the Template listing screen.
2. Scroll or use the Type and Group filters to find the Template you wish to copy. You may also sort your list by clicking on the column headings.
   You may select any Template – it can be one of your own or one that was created by another user.
3. Select items that you want to copy:
   1. Click on the Template name to open the Template Detail screen; scroll down the list of items and select those that you wish to copy to your new Shopping Basket by checking the box in the add column to the left of the item. Click the Add icon at the top of the page.
      or
   2. If you wish to copy the entire contents of an existing Template click the Add icon on the Template listing page. It is not necessary in this case to click on the name and manually select individual items.
4. The content selected is copied into a new Shopping Basket which will display.
5. Perform editing actions as necessary:
   • Click the Items tab and add items from catalogues that you wish to add.
   • Use the delete cross X at line level to delete any items that you wish to remove.
   • Change quantities to the usual default order level by highlighting and overtyping.
6. When you have finished making your changes click the ‘Save As Template’ button at the top of the page. The Save As Template screen will open.
   1. Because you began your Basket by adding items from a Template, the system will intuitively prompt you with the original details of the Template you are copying.
   2. Type a new name for the copied Template in the Name field.
   3. Click the Save button.
   4. The Template Saved screen will be displayed.
7. A new Template will now be saved and appear in the Template listing for you to use at a later date.

Save a Copy with the Same Name

If you wish to copy and save another user’s Template as your own but use the original name you may do so. PECOS will not overwrite the original user’s work.

1. Click on the Templates tab to open the Template listing screen.
2. Scroll or use the Type and Group filters to find the Template you wish to copy. You may also sort your list by clicking on the column headings.
   You may select any recurring requisition – it can be one of your own or one that was created by another user.
3. Select items that you want to copy:
   1. Click on the Template name to open the Template Detail screen; scroll down the list of items and select those that you wish to copy to your new Shopping Basket by checking the box in the add column to the left of the item. Click the Add icon at the top of the page.
      or
   2. If you wish to copy the entire contents of an existing Template click the Add Icon on the Template listing page. It is not necessary in this case to click on the name and manually select individual items.
4. The content selected is copied into a new Shopping Basket which will display.
5. Perform editing actions as necessary:
   • Click the Items tab and add items from catalogues that you wish to add.
   • Use the delete cross  at line level to delete any items that you wish to remove.
   • Change quantities to the usual default order level by highlighting and overtyping.
6. When you have finished making your changes click the ‘Save As Template’ button at the top of the page. The Save As Template screen will open.
   1. Because you began your Basket by adding items from a Template, the system will intuitively prompt you with the original details of the Template you are copying.
   2. Do not change the Template name.
   3. Click the Save button.
7. A warning message will be displayed stating that a template of this name already exists. To continue to save a copy click OK.
8. The Template saved screen will be displayed with a warning message: “You do not have the right to delete this recurring requisition.”
   The warning message is for information purposes. Since you do not have the right to delete another user’s Template the system has not overwritten the original (since it belonged to a different user) but instead created a copy under your profile
9. A new Template will now be saved and appear in the Template listing for you to use at a later date.