Vendor Order Addresses (v5.0)

Modified on Fri, 26 Apr 2024 at 08:49 AM

 

 

Purpose of this document

 

Vendor Order Addresses provide the ability to have one or more order addresses per vendor.  During purchase order entry, the order address can be selected to designate which address the vendor is shipping the product from. Supplemental Addresses is another option for this type of tracking, and a food bank should choose to use one OR the other. Discuss with your Ceres service center to determine which works best with your workflow.

 

Ceres Object release 5.00.00 is required for the functionality described in this document. 


 

 

Table of Contents

 

Accessing Vendor Order Addresses

 

1. Vendor Order Addresses may be accessed from either the Vendor Card or the List. Go to

    Departments à Purchasing à Planning à Vendors.  A listing of vendors that have been setup will display.


2. Select the Vendor you wish to use and select Home à Manage à Edit.


3. From the Vendor Card, select Navigate à Vendor à Order Addresses Tab to display a listing of order

    addresses that have been setup for this vendor.



 4. To setup a new order address, select Home à New.


5. From the Order Address Card, update the fields on the General FastTab as needed.


Code:  This is the main identifier for the order address, which can be entered as any combination of text and numbers.  

Name:   Enter a name for this order address. You can enter a maximum of 50 characters, both numbers and letters. The contents of the Name field are typically printed on invoices and similar documents. You should therefore enter the name as you want it to appear.

 

Address:  Enter the address.  Generally, this is the physical street address.

 

Address 2:  An extension of the address field.  

City:  Enter the city for this order address.


State / Zip Code:  Enter the state for this order address.

 

 

Zip Code:  Enter the zip code for this order address.



Note:  If you fill in the ZIP Code field with a ZIP code that is linked to a single city in the ZIP Code table, the program fills in the City field automatically. If there is more than one city linked to the ZIP code, the program displays a list of the relevant cities for you to choose from. If the ZIP code is not set up in the ZIP Code table, you must enter the city manually.


Country/Region Code:  Select the order address country/region code. To see the country/region codes in the Country/Region table, click the AssistButton in the field.


Phone No.:  Enter the phone number for this order address. You can enter a maximum of 30 characters, both numbers and letters. A consistent format when entering the number, such as: (123) 456-7890, is recommended.  The value entered here will also appear on the Communication FastTab.


Contact:  Enter the name of the person you would normally contact for this order address.


Last Date Modified:  System maintained field which indicates the date the record was last modified.


6. Move to the Communication FastTab and update the fields as needed.


 

Phone No.:  Enter the phone number for this order address.  If entered on the General FastTab, the same number will be entered here and vice versa.


Fax No.:  Enter the fax number for this order address  You can enter a maximum of 30 characters, both numbers and letters. 


E-Mail:  Enter the e-mail address for this order address. You can enter a maximum of 80 characters, both numbers and letters. In the field is a button with a picture of an envelope on it. If Ceres is integrated with an e-mail system, you can click this button to open a window in which you can create and send a message. If you have entered an address in the E-mail field, Ceres automatically fills in this address in the To... field.


Home Page:  Enter the home page for this order address You can enter a maximum of 80 characters, both numbers and letters. If Ceres is integrated with the Internet, you can click the button to the right of the field to access the home page for this order address.


Using Vendor Order Addresses

 

1. Open the Purchase Order List and select Home à New to create a new order. 


2. Select a vendor in the Buy-From Vendor No. field.   When you tab off the field, the Buy-from... Address fields

    are populated with the default address setup on the General FastTab of the Vendor Card if no supplemental

    addresses are setup.  If supplement addresses are setup, a different address will populate.  See the

    Supplemental Address documentation for more details.  


3. In the Alternate Order Address Code field on the General FastTab, select or input the Order Address Code

    you want to use for this order.


4. Notice that the information in the Buy-from... Address fields changed to reflect the order address you

    selected.


 

5. Complete the order as you normally would. 

  

Supplemental Order Addresses

 

If a Supplemental Address has been set up for a Vendor as a Buy-from/Order Address, then this address will supersede the Order Address. 

 

1. From the Vendor Card, click  Navigate à Vendor à Supplemental Addresses.  Supplemental Addresses can

    be accessed from the Vendor List as well.

 

 

2. The Supplemental Address List will display.  Highlight the address you want to use as the supplemental

    order address and then select Home à Manage à Edit to open the Supplemental Address Card.

 


 

3. Set this address as the default alternative order address, by placing a check mark in the Buy-from / Order

    Address field on the Defaults FastTab.  Refer to the Supplemental Address Procedure Document for more

    information on how to setup supplemental addresses.

 

 

4. The Supplemental Buy-From Order Address will now display when a new purchase order is created with an

    Alternate Vendor Address Code.

 

 

 

Related Topics

  1. Vendor Overview
  2. Purchase Order Overview
  3. Supplemental Addresses

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