Using Addresses

Prospects, Customers and Suppliers are Trading Partners. Every trading partner will have a list of Contacts.

There are four categories of Contacts within Salesorder. They are:

  • Plain Contacts,
  • Billing Address,
  • Shipping Address,
  • Payment Address.
Salesorder enables a trading partner(Prospect, Customer, Supplier) to have :
 
  • Multiple Contacts,
  • Multiple Billing Addresses | Payment Addresses,
  • Multiple Shipping Addresses.

Plain Contacts

Contacts can be just plain contacts which are neither billing, shipping or payment addresses.They are mainly used when defining Prospects, Customers or Suppliers in Salesorder.

When you define a new Customer, you may or may not define contact details at that time. In case you define the contact details, these details are stored under Main Contact.

To view Main Contact for Customer, go to:

SALES > Customers > Select  Customer > Main Contact tab.

The above is true for Prospects and Suppliers.

Contacts and Contact Types

Contacts are categorized using Contact Types.

You can assign multiple Contacts to a Customer. For example:

A Customer can have:

  • a Main Contact with Contact Type as Default.
  • a second Contact with Contact Type as Purchase Manager
  • a third Contact with Contact Type as Decision Maker.

All the Contacts assigned to a Customer can be viewed under the Contact Master or Contacts tab in Customer Master.

To view all contacts under Contact Master, go to:

ORGANIZER > Contacts > List All Contacts

To view all contacts linked to a Customer, go to:

SALES > Customers > Select Customer > Contacts tab

The above is true for Prospects and Suppliers.

For more details on configuring Contacts and Contact Types, refer to Using Contacts

Billing, Shipping and Payment Addresses

Billing, Shipping and Payment Address are mainly used in transactional documents likes Sales Order, Purchase Orders, etc.

These addresses are required when performing transactions on trading partners like Prospects, Customers and Suppliers.

For example:
When creating a Sales Order for a Customer, you will need to provide the Bill to Address and Ship to Address.
 
Similarly, when creating a Purchase Order for a Supplier, you will need to provide the Payment Address and Ship to Address.
 
In case the Addresses are not defined, then the Billing, Shipping and Payment address fields are auto populated with the Main Contact details of the Customer/Supplier.
 

Salesorder allows you to configure multiple billing, shipping and payment addresses on a trading partner.

Addresses and Trading Partners

You can add addresses to trading partners i.e. Prospects, Customers and Suppliers. Salesorder allows you to create multiple billing, shipping and payment addresses on trading partners.

Prospects

Add Address

You can add Billing Address and Shipping Address for Prospects.

Add Billing Address

To add a new Billing Address for Prospects, go to:

SALES > Prospects > Select Prospect > Actions > New Billing Address

OR

SALES > Prospects > Select Prospect > Find > Billing Addresses > New Billing Address

Check the Use as default checkbox to define the new Billing Address as the default.

This checkbox has prominence, in case your Prospect has multiple Billing Addresses defined.

The default Billing address is auto populated, when creating transactions like Sales Quotes/Sales Opportunity on a Prospect.

Add Shipping Address

To add a new Shipping Address for Prospects, go to:

SALES > Prospects > Select Prospect > Action > New Shipping Address

SALES > Prospects > Select Prospect > Find > Shipping Addresses > New Shipping Address

Check the Use as default checkbox to define the new Shipping Address as the default.

This checkbox has prominence, in case your Prospect has multiple Shipping Addresses defined.

The default Shipping address is auto populated, when transactions like Sales Quotes | Sales Opportunity are created on a Prospect.

Find Address

Salesorder allows you to add multiple billing and shipping addresses on Prospects.

To view Billing Addresses on Prospects, go to:

SALES > Prospects > Select Prospect > Find > Billing Addresses

To view Shipping Addresses on Prospects, go to:

SALES > Prospects > Select Prospect > Find > Shipping Addresses

Select Address on a Document

Salesorder allows you to perform the following transactions on Prospects:

  • Create Sales Quote
  • Create Sales Opportunity
Both these transactions require the Billing and Shipping Address.

The information descried below is also applicable to Sales Opportunity.

To select a Billing Address and Shipping Address on Sales Quote, go to:

SALES > Prospects > Select Prospect > Actions > New Sales Quote > Addresses tab

In the Bill to Address section, the Billing Addresses defined for the Prospect will be available in the drop-down menu.

  • If no billing address is associated with the Prospect, then this drop-down will be auto populated with the Main Contact details from the parent document i.e. Prospect Document.
  • If multiple billing addresses are associated with the Prospect, then the billing address marked as default will be auto populated in the drop-down. You can change default billing address values by selecting the other billing addresses available in the drop-down.
The same is true for Ship to Address section.

Customers

Add Address

You can add Billing Address and Shipping Address for Customers.

Add Billing Address

To add a new Billing Address for Customers, go to:

SALES > Customers > Select Customer > Action > New Billing Address

OR

SALES > Customers > Select Customer > Find > Billing Addresses > New Billing Address

Check the Use as default checkbox to define the new Billing Address as the default.

This checkbox has prominence in case your Customer has multiple Billing Addresses defined.

The default Billing address is auto populated when creating transactions like Sales Orders, Sales Invoice, etc. on a Customer.

Add Shipping Address

To add a new Shipping Address for Customers, go to:

SALES > Customers > Select Customer > Action > New Shipping Address

SALES > Customers > Select Customer > Find > Shipping Addresses > New Shipping Address

Check the Use as default checkbox to define the new Shipping Address as the default.

This checkbox has prominence, in case your Customer has multiple Shipping Addresses defined.

The default Shipping address is auto populated when transactions like Sales Quotes, Sales Invoice, Cash Sale, etc. are created on a Customer.

Find Address

Salesorder allows you to add multiple billing and shipping addresses on Customers.

To view Billing Addresses on Customers, go to:

SALES > Customers > Select Customer > Find > Billing Addresses

To view Shipping Addresses on Customers, go to:

SALES > Customers > Select Customer > Find > Shipping Addresses

Select Address on a Document

The following transactions on Customers use the Billing and Shipping Addresses:

  • Sales Quotes
  • Sales Orders
  • Cash Sales
  • Sales Invoices
  • Credit Notes
  • Customer Refunds
  • RMAs
  • Sales Opportunities
  • Jobs
The information described below will be applicable for all the above transactions on a Customer.

To select a Billing Address and Shipping Address on Sales Order for a Customer, go to:

SALES > Customers > Select Customer > Actions > New Sales Order > Addresses tab.

In the Bill to Address section, the Billing Addresses defined for the Customer will be available in the drop-down menu.

  • If no billing address is associated with the Customer, then this drop-down will be auto populated with the Main Contact details from the parent document i.e. Customer Document.
  • If multiple billing addresses are associated with the Customer, then the billing address marked as default will be auto populated in the drop-down. You can change default billing address values by selecting the other billing addresses available in the drop-down.
The same is true for Ship to Address section.

Suppliers

Add Address

You can add Payment Address and Shipping Address for Suppliers.

Add Payment Address

To add a new Payment Address for a Supplier, go to: PURCHASING > Suppliers> Select Supplier> Action > New Payment Address

OR

PURCHASING > Suppliers> Select Supplier > Find > Payment Addresses > New Payment Address

Check the Use as default checkbox to define the new Payment Address as the default.

This checkbox has prominence in case your Supplier has multiple Payment Addresses defined.

The default Payment address is auto populated when creating transactions like Purchase Orders, Item Receipts, etc. on a Supplier.

Add Shipping Address

To add a new Shipping Address for a Supplier, go to:

PURCHASING > Suppliers > Select Supplier> Action > New Shipping Address

PURCHASING > Suppliers> Select Supplier > Find > Shipping Addresses > New Shipping Address

Check the Use as default checkbox to define the new Shipping Address as the default.

This checkbox has prominence, in case your Supplier has multiple Shipping Addresses defined.

The default Shipping address is auto populated when transactions like Purchase Quotes, Purchase Invoices, Cash Purchase, etc. are created on a Supplier.

Find Address

Salesorder allows you to add multiple payment and shipping addresses on Suppliers.

To view Payment Addresses on Suppliers, go to:

PURCHASING > Suppliers > Select a Supplier> Find > Payment Addresses

To view Shipping Addresses on Suppliers, go to: PURCHASING > Suppliers > Select a Supplier> Find > Shipping Addresses

Select Address on a Document

The following transactions on Suppliers use the Payment and Shipping Addresses:

  • Purchase Quotes
  • Purchase Orders
  • Cash Purchases
  • Item Receipts
  • Bills
  • Credit Notes
  • Supplier Refund
The information described below will be applicable for all the above transactions on a Supplier.

To select a Payment Address and Shipping Address on Purchase Order for a Supplier, go to:

PURCHASING > Suppliers > Select a Supplier> Actions > New Purchase Order > Addresses tab

In the Payment Addresses section, the Payment Addresses defined for the Supplier will be available in the drop-down menu.

  • If no payment address is associated with the Supplier, then this drop-down will be auto populated with the Main Contact details from the parent document i.e. Supplier Document.
  • If multiple payment addresses are associated with the Supplier, then the payment address marked as default will be auto populated in the drop-down. You can change default payment address values by selecting the other payment addresses available in the drop-down.
The same is true for Ship to Address section.

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