Multiple Addresses on Records
Clicking the Address icon on the Customer or Supplier record window displays this window, which is used for the entry and maintenance of additional Addresses for each Customer or Supplier.
The window is very similar for both Customers and Suppliers, except that:
Customers have an extra menu, Include Account Name in Address, which enables you to select whether or not the Account name is to be printed with the Address. You are able to search on additional fields when searching delivery addresses on SOP order entry. When you are searching across All Customer Addresses you can search on Code, Contact, Town, County, Postcode, Delivery Route, Phone or Mobile.
The Destination VAT icon, which enables a different VAT status to be given to each of the Sales Ledger Customer Addresses, is not available on the Supplier Addresses window.
Selecting an address when entering transactions
When entering transactions, a similar window is available for the selection and entry of Addresses. When retrieving the addresses for transactions, only addresses that have not been flagged as No Longer Use (see below) will be displayed.
For Purchase Orders, the Delivery Address window lists the addresses entered for the Company; normally things that you buy are delivered to you. Using the Company Addresses menu, you can select Customer Addresses or even other Supplier addresses as alternatives. The Order Address button, on the Purchase Order header, lists the Addresses held for the currently selected Supplier.
You can also assign a particular Delivery Route to the selected Customer/Supplier by clicking on Delivery Route. This will open a new window where you can select the listed Delivery Routes to assign to the selected Customer or Supplier. This will also help you to sort and search the Customers or Suppliers based on the assigned Delivery Route.
Upper (List) Window
In the list window, the Contact name, Postcode, Address, Town, County, Country, Phone number, Fax number, Email Address, CC Email Address, Analysis Code and Address number for each address are shown across the window. For Customer multiple addresses, the VAT status of the address is also shown.
The Address entered on the main record window is always shown as the first entry in the list when the address window is first opened. The details of the highlighted line are shown in the lower part of the window.
Changes made to the first address on this window are reflected in the main record window address and vice versa.
The exception to this are the Email address details, which are not changed. This is to protect any changes you may have made to take advantage of the Document defaults in both Sales and Purchase Ledgers.
Type Column
The Type column indicates the default address types, where the default is coloured red. Optional address types are shown in green.
I - an I indicates the Invoice Address. There can only be one invoice address.
D - a D indicates the Delivery address. There can only be one default delivery address, but you can have multiple other delivery addresses.
S - an S indicates the Statement address. There can only be one statement address.
R - (Suppliers only) Remittance address. There can only be one remittance address.
The types can be selected by using the checkboxes found in the lower portion of the window.
Display Options
The listed addresses can be sorted into ascending or descending sequence by clicking on the column headings. Thus you can sort by Postcode, Town, County etc.
You can vary what is included on the list window using the function icons (see below), and if the window is empty when displayed, clicking on Display All will rebuild the list.
Lower (Entry) Window
Contact
For the first address, the Contact field and information window will be populated from the contact details you have entered on the Contact tab of the Customer or Supplier record.
The Drill button is active when you have selected to edit an address and will open the Contacts information window.
Changes made in this window will update the contact details shown on the Contact tab for the first address.
Contact details for additional addresses can be entered in the Contacts information window, opened by clicking on the Drill icon.
For all addresses, the name displayed in the Contact field will be a concatenation of the Title, Initials and Surname held for the contact.
Address Fields
When entering the address, you should avoid entering more than 3 lines. This is because the space available on documents for the address is fixed; if you enter more than 3 lines the extra lines may be truncated.
On all documents where an address is shown the Country is appended to the Post Code, for example:
Customer Name
Address line 1
Address line 2
Town
County
Postcode Country
The E-Mail address must be entered if you wish to print documents to E-Mail. On SOP orders, this will be shown as the bottom line of the delivery address.
A CC E-Mail address may be entered if you wish copy documents to be sent by E-Mail.
Include Account Name in Address
Only available in the Sales Ledger, this menu offers you the choice of including or excluding the account name when printing the selected address on documents.
Select the address and click Edit, then click on the Include Account Name in Address menu.
Include will print the account name, as entered on the main record window, as the first line of each address.
Exclude will print only the selected address.
Address for:
The addresses should be flagged to indicate their default usage. To set these flags, select the address, and click on the relevant tick box.
Invoice One address only; this is the default invoice address.
Delivery As many as you need. Only addresses flagged as delivery can be used as delivery addresses in transactions.
Default The delivery address flagged as the default will be the one that is initially displayed on transactions if more than one delivery address exists.
Addresses flagged as delivery addresses will have their Type indicator displayed in Green.
The delivery address flagged as the Default, will have it's Type indicator displayed in Red.
A delivery address can be flagged as the Default for Suppliers as well as Customers. If so, when the Supplier is selected on a Purchase Order, the Suppliers address will be the delivery address that is selected automatically and not one of the addresses from the Company record. See POP Delivery Addresses.Statement One address only; this is the default statement address.
Remittance Address Available for Suppliers only; one address only; this is the default remittance address.
This will normally be the Suppliers company address but can be changed so that remittances can be addressed to factoring companies.
Except for the Delivery Addresses, flagging an Address as default will remove that particular flag from the address previously flagged as the default of that type.
No Longer Use Indicates that this address is no longer being used. Using the Show/Hide Unused icon enables these to be included/excluded in the list. When included in the list, the window title will contain the additional text '(includes addresses no longer in use)'.
Analysis Codes
A Sales or Purchase Analysis code can be entered for each address. This enables you to analyse the Sales or Purchases for this Customer or Supplier in a particular way. Please note that other analysis codes may take precedence over one entered here - see Order of Precedence of Analysis Codes.
The Order of Precedence of Analysis Codes page contains a simple chart to help you resolve the order in which analysis codes take precedence when entering Sales Orders and Purchase Orders.
For Sales, when the Analysis Matrix is not enabled, an Analysis code entered against the Customer Delivery Address will take precedence over an analysis code entered on a Stock record or the default Sales Analysis code.
For Purchases, when the Analysis Matrix is not enabled, an Analysis code entered against the Supplier Delivery Address will take precedence over an analysis code entered on a Stock record or the default Purchase Analysis code.
Phone Fields
The Phone number can be entered.
The Fax number must be entered if you wish to send documents by Fax.
The Mobile number can be entered.
Function icons
Save and Cancel accepts or abandons the entries or changes that you have made.
Edit enables you to change an existing address.
Insert enables you to enter a new address.
Show/Hide Unused enables you to include or exclude the unused addresses.
This can be useful if you have built up a lot of delivery addresses that are now flagged as No Longer Use.
When set to Show Unused, the window title will contain the additional text '(includes addresses no longer in use)'.
Display All rebuilds the list, but note that the list will not include addresses that have been 'Hidden' (above).
Find enables you to search for addresses by Contact, Town, County, Postcode and Phone number. Tab to the relevant field, and enter the first few characters or numbers. Find only works on addresses not flagged as No Longer Use, or hidden using the Hide unused function. Press OK to find the matching addresses.
Notes enables you to attach a note to the currently selected address, for example directions for finding it, parking restrictions etc.
VAT This icon enables a different VAT status to be given to each of the Sales Ledger Customer addresses. This is not available on the Purchase Ledger Supplier addresses window.