I have multiple Ship To addresses that I will use only once. Is there anyway I can manually enter the ship to information in POs without having to create a code every time?

thanks,
Vickie.

Hi Vickie,

The original architecture of the Purchase Orders database was to store ship-to addresses as codes that can be referred to from the PO, rather than storing the address directly on the PO. The editable information - Comment and Contact - is stored on the PO, but not the rest.

So until the data structure is changed to save the ship-to (and bill-to) address fields on the PO, then it is a requirement to create a new code every time a new ship-to address is desired.

Just curious, but how often and how many one-time ship-to addresses do you typically have?

Currently 4 to 5 every day, I created a Miscellaneous code and the purchaser edits the code as he does the various POs. It works fine as long as he prints the PO before moving on to the next one since the ship to address will be incorrect moving forward, as the code gets changed for the next PO.

However, we will be increasing exponentially this side of our business and we have to issue these POs to our sister facility (on Adagio, but different dataset). I was hoping to export the POs from one dataset and load them as orders in the other. I came across this issue and also that the PO module doesn't have an export PO function, so I'm using Crystal for that function.

thanks,

Hi Vickie,

POTracker stores the Ship To and Bill To information with the purchase order. A code does not have to be created for each Ship To, to use it on a PO.

The report designer that is included with all our applications can print to a file in various formats that could be imported to another application.

Hi Vickie,

Isn't the drop ship information for the PO actually a customer of yours? Wouldn't you want their contact information?

In any event, you can add Ship To codes and records "on the fly" as you create the PO. Why not develop a method of generating unique codes every day. For example, you could use "Ymmddx" where "Y" is the year, "mm" is the month,"dd" is the day and "x" is 0-9,"A-Z" for 36 new customers / day. Or use your UserId and 3 digit codes, allowing 1000 addresses per user until you need to start again.

I certainly can create new Ship to as we go, that's a good idea. It would be even better if I could import the ship to from the work order (OE). Is that possible?

thank you

Hi Vickie,

Is the suggestion that we load the PO Bill-to/Ship-to address from (either) the Bill-to or Ship-to address on a Sales Order in OrderEntry, when that Sales Order is used to auto-generate a PO?

Yes Exactly, that would be a fantastic option to be able to import the Ship To from OE when importing the order in PO. This is a great one for the Wish list.

Hi Vickie,

How would PO "know" whether to pick up the Bill-to or Ship-to address from the Sales Order? How would it decide whether to use the Bill-to / Ship-to from the SalesOrder, or to specify your own location?

I think there would have to be several fields added to a Sales Order to specify how the matching PO was to be generated.

If Auto Generate is not used, when you create a new Purchase Order and use ‘Import OE Lines’, PurchaseOrders can pick up the Customer’s Ship to address.

Make sure that the Ship To code field is blank on the Bill to/Ship to tab. Then, choose the ShipTo button. You will see a confirmation message, ‘Do you want to create a ship to address, and use the OE address as the default?’.

If you say yes, a new Ship/Bill to Address will be created with the Customer number as the Ship To Code. The Ship-to Address comes from the OrderEntry Order and the Bill-to Address comes from the PurchaseOrders Company Profile.

If an address is already on file for the customer, you will be warned and you can update the existing address.

I've tested the import of the Ship to from the OE per your instructions however I have two issues:
1-it's assigning a ship to code equal to the customer code. But the customer code is really tagged to the Bill to. Every Ship to address in the Work order for this customer is different as we are shipping on their behalf to third parties. With the Ship to in POs all I can do is update the same Ship to code which doesn't work.
2-the Ship to name imported is the Customer name, not the Ship to Name.

Andrew, as for your comments on the import function, I fully understand the complexity of the different scenarios, but just having the ability to import through File/Import would be helpful as I could create a Gridview or Crystal report to then upload daily in POs.

thank you everyone for your help and suggestions,
Vickie.

Hi Vickie.

Got the suggestion. Thanks.

Hi Vickie

Have you installed PO 9.2A? Let us know if that fixes one or both of your issues above. I seem to remember reading that it does.

Steve

Hi Steve,

I have not yet installed 9.2A as I do not understand the full impact of going to 9.2. I have many custom reports using Crystal Reports. Once we do move to 9.2A, I will give this a try again.

thanks for the info,
Vickie.

Hi Vickie,

I'm not sure if this is relevant since I didn't read through all the responses however, I wanted to mention in case this helps you, that we do one time drop ships from PO all the time.

Under Edit/Ship-Bill To Addresses, we add only Ship To addresses for those that we shipped to over and over. We set up one code in there and named it DROP (Drop Shipment). We use it for all of our one time drop ship locations.

When you create a new PO, go to the Bill to/Ship to tab and change the Ship To code to DROP. Click the "Ship To" button on the right to edit the fields. Type in the details (name, address, postal code, phone number). The bill to section always stays the same. Post your order.

Each time we do a new PO drop ship we overwrite the previous DROP details.

Hope this helps!