Setting up Customer Ship To Addresses
This procedure covers the process to set up a Customer Ship To address. Accounts Receivable at Head Office will perform this procedure. Provide all of the known details for the Shipto record to be set up. If not enough details are provided, AR will ask for more information. Read through this guide for the necessary information to provide. This document also covers how to update the customer account to require a ship to during the order entry process.
**IMPORTANT: Verify that the ShipTo has not yet already been setup.
Setting up the Ship To
Address: ARSS
Menu: Customer>Setup>Shipto
First, verify that the ShipTo is not already setup.
Enter the account that for the ShipTo in question.
Click <Search>
If the ShipTo/Job does not appear in the list, continue to *New ShipTo Set up
If the ShipTo/Job does appear, you may verify that the record is consistent with the data to be used for the new setup.
To Verify the ShipTo record, Click the <Arrow> next to the record to be investigated.
All ShipTo Tabs should be reviewed for accuracy.
If the data is different, verify with the person who submitted the request.
The request could be 1) a different ShipTo record or 2) the existing ShipTo needs to be amended.
If the ShipTo needs to be amended, Click <Edit>
If there is a need for another ShipTo, Click <New>
*New ShipTo Set up, always begins by Clicking <NEW>
In the New window enter the following:
- Customer associated with the new ship
- Ship To name (up to 8 characters, including spaces)
- Customer Name that should appear in the Ship To portion of the invoice.
- Click <SAVE>
ShipTo Naming suggestions:
The Ship To name should be something that is recognizable for sales, if it is a different business name, use a portion of the business name. If there will only be one ship to, for a bill to that is a PO Box, use MAIN for the ship to name. Update the Email address, if different than the main account.
All of the defaults from the customer record are copied over to the Ship To. In most cases you do not need to make any changes, except to the Address.
There could be an occasion that Terms needs to be changed. Scroll down in the General screen to locate and update as required.
HINT!!
If the ShipTo is physically a different address, make sure that the Invoice Send To aligns with the appropriate Invoice Sent To record type. Most likely the Invoice Send To will be Customer and not ShipTo.
Click <Save>
General screen continued…
Update Terms as needed
There might be a need to change the Sales Rep Out (Ordering), and/or taxing information.
Ordering screen to update SalesRep
Click: <SAVE>
Taxing Screen
If the ShipTo has a different tax status than the customer’s main account, update this screen accordingly.
Click <SAVE> once properly updated.
**Repeat as necessary for additional New ShipTos.
HINT! HINT!
Any information entered on the Ship To Record supersedes the customer record
Terms, sales rep, taxing and customer type information from the Ship To Record will be used, not the customer (ARSC) record.
Update the Customer Record (ARSC) to Require the Selection of a ShipTo
Once a ShipTo is created for a customer, it is necessary to mark the customer ARSC record so that sales will be required to select a Ship To. If the customer billing address is a PO box and the Ship To was created for the shipping address, it will also be necessary to default the correct ship to.
Address: ARSC
Menu: Customer> Setup> Customer
Bookmark: ARSC – Customer Set up
Enter the customer number, Press <Enter> or Click <SEARCH>.
Click <EDIT>
General: scroll down to Require Ship To
Check the box labeled <Require ShipTo>.
This setting forces the selection of a ShipTo during the entry of an order or quote.
Click <SAVE>
If there is only 1 Ship To for the customer (because the bill to is a PO Box), it is appropriate to default the Ship To in the ARSC record. This setup makes order entry easier for the store personnel.
HINT! Ship To’s should NOT be defaulted, if there is more than 1 Ship To record on the account.
To have the Ship To default, add the Ship To in the ARSC>Ordering screen.
Click <SAVE>
