PECOS Admin » 6. Addresses

 6. Addresses

Addresses can be created and maintained in two ways:

  • By using the Bulk Address Load utility.
  • Directly in the address forms within Organisation Maintenance, Procurement Cards or Supplier Profile.

All addresses used in PECOS P2P are held in separate tables and there are four types, each maintainable in their respective administrative areas:

  • Company – All Delivery, Invoicing and Postal addresses used in Organisation Maintenance and Delivery addresses used in User Profiles.
  • Supplier – These are the order addresses defaulted in supplier profiles and assigned to the supplier’s purchase orders.
  • PCard – These are the invoice addresses that are assigned to Procurement Cards.
  • Remittance – These are the remittance (payment) addresses defaulted in the supplier profile and assigned to the supplier invoice.

Company Addresses

Company addresses are used for three purposes in the application. Each type of address described below is set as a default within the organisation profile (see Organisation Maintenance). Delivery addresses are also assigned as a default to each user profile and are available for selection upon requisition creation.

  • Delivery: These addresses are used by requisitioners for assigning to requisitions and orders and also by administrators to set user and organisational defaults. The delivery address appears on the purchase order as the destination for the delivery of goods and services. This type of address will form the bulk of your address data.
  • Invoicing: These addresses are used by administrators to set an organisational default. The invoice (billing) address appears on the purchase order as the address where the supplier must post their paper invoice.
  • Postal: These addresses are used by administrators to set organisational defaults. This address appears on the purchase order as the buying organisation.

Company addresses are maintained in the Company > Organisation Maintenance and User Profile windows.

Supplier Addresses

Every supplier must have an address assigned to them. These addresses represent the geographical location of the supplier and might be a head office or sales branch: if multiple branches of one supplier are used, multiple supplier profiles may be created and a different address assigned to each one. The address is defaulted in supplier profile and appears on each of the supplier’s purchase orders. An address created as a supplier address CANNOT be selected as a remittance address but only as a supplier/order address in the supplier profile.

All supplier addresses are maintained within the Address section of the Supplier Profile window.

Procurement Card Addresses

These are the ‘invoice to’ addresses that are assigned to Procurement Cards and used where a supplier is required to send invoices to an address that is different from the organisation’s default invoicing address. These addresses are assigned to PCards and will over-ride the organisationally assigned invoice address. Assigning an invoice address to a PCard is optional.

All procurement card addresses are maintained in the Company > Procurement Cards window.

Remittance Addresses

Some suppliers have a different address for the receipt of remittances: they may have a centralised head office finance department or use the services of a factoring company. A separate remittance or payment address can therefore be assigned to the supplier profile. The remittance address is defaulted in the supplier profile and automatically assigned to the supplier invoice. The address can be changed during invoice processing.

An address created as a remittance address can be used as a supplier/order address. Therefore suppliers that do not have different order and remittance locations only need to have one address created and entered as a remittance type address.

All Remittance addresses are maintained in the Remit Address section of the Supplier Profile window.

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