Each Sales Order Header contains a set of addresses that are a fundamental piece of information in order to manage and fulfill said Sales Order. They will not only play a key role for the managing of Sales Order itself but also be applied to SO Shipper, SO Invoice and Purchase Order (when using drop-shipping with Direct Purchasing functionality) that result from processing said Sales Order. This article will go through the application of each of these addresses and how they are used.
Application
Rootstock maintains four different types of addresses, maintained on Customer Master and applied to Sales Order Header/Lines, with an option for overrides. Each of these addresses carries its own Contact and contacting method details, and relates to key processes within the Sales Order fulfillment flow. These types are:
Bill-To: Address used for billing purposes, maintained on SO Header and applied to any SO Invoices created as a direct output of the Sales Order or its SO Shippers. If the Customer Master is set to have an Invoicing and Credit Customer, this Customer's Billing default details will be used.
Ship-To: Shipping details that are to be applied to each newly added Sales Order Line. An important piece of the Ship-To address is the mandatory Tax Locations which derives the Tax Percentage value for sold goods. If using drop-shipping, this Ship-To Address will be used on the resulting Purchase Order as Ship-To address. when performing Sales Order Fulfillment, the generated SO Shippers may only contain Sales Order Lines that have the same shipping details, if they do not, additional SO Shippers will be created to accommodate and distribute all the shipping destinations. If the Customer Master has Related Customers, their valid Ship-To addresses will also be available for this type of address.
Acknowledgment: Used as the Sold-To address for Sales Order customer-facing acknowledgment document, which can be accessed by pressing the Order Review button on any Sales Order Header.
Installation: Intended as the address where the installation or application is to take place. If the Customer Master has 'Related Customers', their valid Installation addresses will also be available for this type of address.
Processing
Once a new Sales Order Header is opened and a Customer Selected, the default addresses from the Customer Addresses will be inherited for the Sales Order. It is possible to change this default selection by either choosing a different valid Address from the Customer or altogether overriding the addresses and setting a new set of values, as an override. A valid address is such which is flagged as Valid as a Bill-To and/or Acknowledgment and/or Installation and/or Ship-To Address on a Customer Address record.
To update addresses for a given Sales Order header record:
Press the Addresses button on either a new Sales Order Header or an already saved one. This will open a Sales Order Addresses pop-up where all the four different types of addresses are displayed, each on a different tab.
Navigate to the tab of the address type that is to be updated
As mentioned earlier, there are two different options where it comes to updating addresses, either selecting a new Customer Address or Overriding the address.
Selecting a different Customer Address,
Select a valid address from the Customer Addresses drop-down, for the address type on current Address tab. This will automatically update the display of the Address details, such as Address Line 1-3, City, State, etc., and not let the user update any of the fields.
If updating Installation address type, the user can select a valid for Installation Customer drop-down field, which will update available values on theCustomer Addresses drop-down, for selected Customer.
If updating Ship-To address type, and the Customer Master has 'Related Customers', a Select Related Customer Address button will be available on this tab, located at the bottom of the page. When clicked, it will display a new pop-up window, where the user can double click on any of the available rows, and this will apply ship-to this address to the Sales Order Header, and it will be flagged as an override.
Override: Specify new address details
Check the Override Bill-To, Override Ship-To, Override Acknowledgment box, each of these available on their related tabs. Overrides are not supported for Installation addresses.
This makes address fields editable, and the is able to adjust the address as desired.
If Contact Method is populated and it references Fax, Phone or Email, then the referenced field will need to be populated in order to be able to save the changes. Only valid Emails are accepted. Phone and Fax fields do not accept letters and _ character, but symbols, spaces and numbers are allowed.
If using Avalara Integration for Address Validation, a Validate button will appear at the bottom of the tab, which should be pressed in order to verify the entered override address. If also using Avalara Tax Calculation, the Current Tax Rate is fetched and displayed.
If the address is valid, it will be flagged as Address Verified
If the address has differences with the expected verified address, a set of suggestions will be displayed, asking for the user's approval to update the entered values and use the Verified Address details, by clicking Use Verified Address
If the Address is incorrect, the user will receive an error describing which detail to correct.
If the Address is for a country not supported or for which the lookup is disabled, the addresses will be marked as verified.
NOTE If the Override Bill-To, Ship-To, Acknowledgment box is unchecked the user will be asked to confirm whether he wants to continue and lose the entered details, as this action would remove any current override details.
Click Ok, to close the tab. If any information is missing, a pop-up will block the tab from closing, and ask the user to specify missing details.
