12.2.6 Order Address

Order Address

Every supplier must have an order address to define its branch or location. The address appears on all purchase orders raised for the supplier and appears in the supplier search screens.

In the Address screen a supplier address can be selected, created or edited. Supplier addresses may already have been loaded using the address bulk load utility.

Create Initial Address

To create an order address for a new supplier, follow these steps:

1. Enter the address details into the address form. Note that the following fields are mandatory:
   • Address Name: This must be unique and can be used as a key to refine searches.
   • Address Line 1
   • City
2. The address will be automatically linked to the supplier and saved when the supplier profile is inserted.
   If the Order Address is the same as the Remittance address, select the ‘Same as Remit Address’ check box. The Remittance address will be copied into the order address form.

Edit Existing Address

To edit an address that is assigned to an existing supplier, follow the steps below. Note that an address will only be available for editing if it is within the administrator’s administrative organisation permissions.

1. Click on the Change Address button. The Select Address window will open.

   PECOS P2P will use the Address Name field to restrict the records displayed in the Select Address window. If you need ALL of the addresses associated to this supplier to be displayed then first remove the address name from the Address Name field before clicking the Change Address button. Note that the number of addresses returned will be limited to 100 (randomly selected).

2. In the Select Address window, click on the edit button next to the address you wish to edit. The Supplier Address Maintenance window will open displaying the address for editing.
3. Perform changes, making sure not to remove any mandatory data.
4. Click on the Update button to save your changes. An ‘Update Successful’ pop up window will confirm that the update has been saved.
5. Click the Close button to close the Supplier Address Maintenance window.
6. The Select Address window remains open for you to either:
7. Undertake further editing activities on your selected addresses or
8. Select the address that has been edited – click the Select button to update the supplier address that is associated to this supplier.
9. Note that the supplier record must be updated in order for the associated address to be saved to the supplier profile.

Note that order addresses are tied to supplier profiles in the same way as Remittance Addresses and follow the same administration rules. If a supplier address is not available for editing using your administration profile it will be because it has been created and saved at a higher organisational level for administration.

Create New Address

Additional Supplier Order addresses can be created by clicking the New Address button. Note that the new Address button will not be available until an initial address has been created and saved.
Enter new address details in the Supplier Address Maintenance screen and click the Add Address button.
When all new addresses have been entered click the Close button to close the Address Maintenance screen and return to the supplier profile.
Note that the last address added will display in the remittance address window as the associated address but will not be saved unless the supplier profile record is updated.

Change Existing Addresses

To change an existing address and replace it with an alternative address that is available to assign to the supplier, follow the steps:

1. Delete the existing Address Name from the Address Name field.
2. Click the Change Address button.
3. In the select address window select the address to be assigned to the supplier.
   The addresses returned for selection will be limited to the first 100 (randomly selected). The search can be refined by entering a partial value in the Address Name field.

Note that addresses are supplier specific and an address can only be changed to one that has previously been added.