Addresses

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General

Addresses are associated with orders, accounts, and sites.

Address Book

The Customers and Vendors Modules have Address Book sub-tabs on which to manage associated addresses, phone numbers, or email addresses.

Add Phone Number

  1. Navigate to the profile page of the customer or vendor for which you would like to add a new phone number.
  2. Click onto the Address Book sub-tab.
  3. Click New Phone.
  4. Fields:
    • Label - Enter a descriptive label for the number, if desired. For example, "Accounts Payable".
    • Make Default - Choose whether or not this number should be default for the customer account.
    • Phone Type - Select the type of phone line.
    • Number - Enter the 9-14 digit phone number. Do not include spaces, dashes and periods as the number will automatically format.
    • Extension - Enter a phone extension, if desired.
  5. Click Save and Close

Once a number has been saved you may Edit or Delete using the Edit menu to the right. Deleting a phone number cannot be undone.

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Add Email Address

  1. Navigate to the profile page of the customer or vendor for which you would like to add a new email address.
  2. Click onto the Address Book sub-tab.
  3. Click New Email Address.
  4. Fields:
    • Label - Enter a descriptive label for the email, if desired. For example, "Accounts Payable".
    • Make Default - Choose whether or not this email address should be default for the customer account.
    • Phone Type - Select the type of email.
    • Email - Enter the email address.
  5. Click Save and Close

Once an email address has been saved you may Edit or Delete using the Edit menu to the right. Deleting an email address cannot be undone.

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Add Physical Address

  1. Navigate to the profile page of the customer or vendor for which you would like to add a new email address.
  2. Click onto the Address Book sub-tab.
  3. Click New Address.
  4. Fields:
    • Address Type - Select the type of address.
    • Residential - Choose whether or not the address is residential.
    • Label - Enter a descriptive label for the address. For example, "European Headquarters"
    • Attention - Add an attention name, if desired.
    • Address 1 - Enter the first line of the address.
    • Address 2 - Enter a second line of the address, if desired. For example, suite number or another line of an international address.
    • City - Enter the city.
    • State/Province - Choose the state/province.
      • If you do not see the necessary option, you will need to setup the country. Continue here for more information.
    • Postal Code - Enter the postal code.
    • Country - Select the country.
      • If you do not see the necessary option, you will need to setup the country. Continue here for more information.
    • Make Default? - If the address is a billing or shipping type, you will be prompted to select whether or not the address should be default. You may have one default billing address, and one default shipping address.
      • The default billing address will be displayed on the customer's profile page in the Summary section.
  5. Click Save and Close.

Once an email address has been saved you may Edit or Delete using the Edit menu to the right. Deleting an address cannot be undone.

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Order Addresses

Quotes and Sales Orders

Once a customer has been added during creation of a new quote or sales order, the default billing and shipping addresses will automatically populate. The addresses may be edited or entered manually on the order, if desired. If you have already input the Attention field manually, it will not be overwritten with the default information. If the address already exists in the customer's Address Book, simply click into the Address 1 field and a list of available addresses will appear. New addresses may be saved to the Address Book directly from the creation screen. You may also copy the billing address into the shipping address to save time.

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Purchase Orders

Once a vendor has been added during creation of a new purchase order, the default remit address will automatically populate. The address may be edited or entered manually on the order, if desired. If you have already input the Attention field manually, it will not be overwritten with the default information. If the address already exists in the vendor's Address Book, simply click into the Address 1 field and a list of available addresses will appear. A new remit address may be saved to the Address Book directly from the creation screen.

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Transfer Orders

Once a site has been added during creation of a new transfer order, the site address will automatically populate. The address may be edited or entered manually on the order, if desired. For vendor type sites, the default address will be selected, but you may add any alternative address from the vendor's Address Book, or enter a new one manually. If an alternative address already exists in the vendor's Address Book, simply click into the Address 1 field and a list of available addresses will appear.

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Use Orders

If you choose to ship a use order, you will be prompted to enter an address. As use orders are not associated to specific records, such as customers or vendors, the address field will always require manual entry of data.

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Add/Change Site Address

Sites may only be associated to a single address. Having a site address listed helps expedite creation of transfer orders. You may add an address at the time the site is created, or afterwards.

  1. Open the Setup menu and select Sites.
  2. Navigate to the site for which you would like to add or change the address.
  3. Click Edit in the Site Address section on the right.
  4. Enter the address of your site and select whether or not it is residential.
  5. Click Save and Close.

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Address Validation

There are two levels of confirmation for shipping addresses upon issuing sales orders: completion and validation. Completion means that each address field has been filled out in some way. A shipping address may be incomplete if it is for will call, the items are being drop-shipped or are otherwise not being shipped directly from the warehouse. If an address is incomplete, it cannot be validated by the system.

Validation is the determination of whether or not the address is a true location. If you have an active tax service connected to LOCATE, the validation setting is turned on, and the customer is not tax exempt, you may not issue the order without a valid address.

If you do not have an active tax service, the validation setting will have no impact and the addresses will not be validated.

Note: Taxes may not be calculated if the shipping address is not validated. Will call orders will use the address of the site from which the items were picked up to determine tax.


Character Limits

Shipping addresses which are added to customer or sales order records will be subject to a 35-character limit for Address Line 1 and Address Line 2. This rule only applies if any of the following are true:

  • Active UPS Worldship service integration
  • Associated carrier is UPS, OR
  • No carrier associated to the order

If the character limit is exceeded, the user will receive an error message alert at the top of the main profile page for that record.

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