Managing business documents often means dealing with partial deliveries, split billing, or combining multiple orders into a single document.

Our Partial Conversion and Bulk Conversion options help you do these simply and efficiently, saving you time and reducing manual errors.

Partial Conversion

What is Partial Conversion?

Partial Conversion lets you convert only a part of a document (like a Sales Order) into another document (like an Invoice). This is especially useful when you fulfill or bill orders in stages, rather than all at once.

Example

Imagine you receive a Sales Order for 100 chairs, but you plan to deliver and invoice them in two batches of 50.

In this case, you can partially convert the Sales Order into an Invoice, where you will bill for 50 chairs, and once the second batch is ready, you can create another invoice by again partially converting the Sales Order.

Let’s see how to do this:

Here’s a Sales Order that I created to confirm the Sale of 100 chairs to a client:

Now, I am not going to produce all the chairs at once. I will produce them in two batches of 50 each and bill the client separately over two invoices.

In this case, I can use the partial conversion option to partially convert the Sales Order into an Invoice:

Let’s see how:

On the Sales Order preview page, go to More > click “Convert Partially”:

On click, you will see the following pop-up:

Just select the Document you want to convert into and click on “Convert”:

As you see, the system will generate a draft Invoice with all the details from your Sales Order.

• Adjust the quantities to match what you’re delivering or billing in this batch (e.g., change 100 chairs to 50).
• You can also edit other details if needed, such as delivery dates or item descriptions.

Once done, just save the Invoice.

When you’re ready to deliver the next batch, repeat the process for the remaining quantity.

Viewing Linked Documents

Every time you convert a document, the system keeps track of the relationship between the original and converted documents.

Where to Find:

On the preview page of any document (like an Invoice), look for the Linked Documents section:

What You’ll See:

The document number and type it was converted from, the date of conversion, and the team member who performed the conversion.

You will also see whether the linked document is a Source Document

• Source Document: No means the current document was converted into this linked document
• Source Document: Yes means the current document was created from this linked document

This makes it easy to trace the history of any transaction and see how documents are connected.

Bulk Conversion

What is Bulk Conversion?

Bulk Conversion allows you to combine multiple documents of the same type (like several Sales Orders) into a single new document (like one Invoice). This is ideal when you want to streamline billing for multiple orders at once.

Example

Suppose you have three Sales Orders for 50 chairs each, all for the same client. Instead of creating three separate Invoices, you can merge them into one Invoice for 150 chairs.

Rather than doing it manually, we can use the Bulk Convert option.

Let's see how:

you see above, we have created three Sales Orders for 50 chairs each for one of our clients.

Now, as we are going to fulfil all the Sales Orders at once, we will create a single Invoice from these using the Bulk Convert option.

As you see above, just select all the documents you want to convert > go to Bulk Actions > and click on “Bulk Convert”.

You will see the following modal:

Select the type of document you want to convert from the drop-down menu (in our case, we will select “Invoice”).

[Important Note:

Ensure that all the selected documents have:

1. Same Currency, same Columns, and same Formulas. 
2. Same Clients, if you are converting multiple Sales documents of one type into a Sales/Receivable document of another type.

(Sales/Receivable Documents: Invoice, Proforma, Quotations, Sales Order, Delivery Challan, Credit Note)

(Purchase/Payable Documents: Purchase, Purchase Order, Debit Note)

Same client rule does not apply in cases where A) you are converting Sales documents into a Purchase Document B) you are converting Purchase documents into a Sales document. ]

Once you click “Convert”, the system will automatically convert the document into a draft format:

In our case, we had created three Sales Orders for 50 chairs each.

In the converted Invoice, you will see that there are three line items for chairs with a quantity of 50 each:

This bifurcation is very helpful when a single item had different rates across different documents. 

But in our case, as all the line items are similar, we can edit the draft invoice to just show a single line item of 150 chairs:

In case you had added any discounts or additional charges in the original documents, they will be also carried over as fixed amounts.

Once you’re satisfied, save the Invoice, and you are good to go!

Just like Partial Conversion, you can now see all the linked Sales Orders in the Linked Documents section:

Frequently Asked Questions

1. How Discounts and Additional Charges are Handled?

• Carried Over Automatically:

Any discounts or extra charges from your source documents will be included in the converted document.

• Percentage to Fixed Amount:

If discounts or charges were applied as a percentage, they’ll be converted to a fixed amount in the new document. This ensures the total value remains accurate.

2. How Inventory is Affected?

Your inventory will update based on your business’s inventory configuration. Learn how it works>

3. What types of documents can I convert?

You can convert any document into any other document! There are no restrictions on what document types can be converted into which.

For Bulk Conversion, just keep the following restrictions in mind -

Ensure that all the selected documents have:

- Same Currency, same Columns, and same Formulas.

- Same Clients, if you are converting multiple Sales documents of one type into a Sales/Receivable document of another type.

(Sales/Receivable Documents: Invoice, Proforma, Quotations, Sales Order, Delivery Challan, Credit Note)

(Purchase/Payable Documents: Purchase, Purchase Order, Debit Note)

Same client rule does not apply in cases where A) you are converting Sales documents into a Purchase Document B) you are converting Purchase documents into a Sales document.

That’s it!

If you have more questions, feel free to reach out to us on live chat support or drop an email at care@refrens.com.

Updated on: 08/08/2025