Fields and controls
Buttons
Create New
To create a new ship-to location record for a customer, specify the customer number, and then click Create New.
Delete
Use this button to delete a ship-to location for a customer.
If you are working with a list of ship-to locations (on the screen that appears when you initially open the Ship-To Locations screen), specify the customer number, select the location on the table, and then click Delete.
If you are working with a ship-to location record (on the screen that appears when you click Open or New on the initial screen), specify the customer number and the ship-to location, and then click Delete.
New
To create a new ship-to location record for a customer, specify the customer number, and then click New.
Open
To view a specific ship-to location record, specify the customer number, select the location on the table, and then click Open.
Save
Click this button to save a new ship-to location record, or to save changes to an existing ship-to location record.
Customer Number
Enter the number of the customer for whom you are adding, editing or viewing a ship-to location.
Ship-To Location
This field contains a code that is used to identify the ship-to location.
If you are adding a new ship-to location record, enter a code of up to six characters.
Each of the location codes for a single customer must be unique, but you can use the same codes for different customers. This means you can use standard codes to represent cities or suburbs, or location types for offices, stores, warehouses, or factories.
You select the code in the Invoice Entry screen
Ship-To Location Description
Enter a description for the ship-to location.
Address Tab
This tab is available on the screen that appears when you click Open or New on the initial A/R Ship-To Locations screen.
Address fields
The address in the customer record or national account is usually the address that is printed on invoices and statements for the account.
When customers belong to a national account, the address in the customer record is usually the billing address for the national account. You use ship-to locations to record the customer's actual address. You also use ship-to locations if the customer has more than one address.
City
Specify the name of the city where the customer resides or where you ship goods.
You can enter the name of the city in other address lines. However, the customer address on your statements, letters, and labels may not appear correctly. Also, if you export data to use in other programs, the field is more useful when you use the field consistently for the city.
Country
Specify the name of the country where the business is located.
Fax
Specify a fax number.
The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.
Inactive (as of)
Select this option if you do not want to use the ship-to location, usually because you plan to delete the record and do not want to assign it to transactions you enter for the customer in the Invoice Entry screen.
Note: You cannot set the ship-to location inactive if any unposted documents use the ship-to code. Therefore, before you set the record Inactive, assign a different ship-to code to any unposted documents that use the ship-to location.
Last Maintained
Displays the date of the last change made to the ship-to location.
Phone
Specify a phone number.
The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.
Primary Ship-To
Select this option to designate a particular ship-to location as the primary ship-to location for a customer.
The shipping information from this ship-to location record is the default when you
State / Province
Specify the state or province where the business is located.
Territory
If you specify a territory code, you can use it to identify or sort customer accounts. You can also assign a territory code to the ship-to locations you create for a customer.
You maintain the information associated with each territory code outside Accounts Receivable, but you can use the code to select customers when printing Accounts Receivable reports and statements.
ZIP/ Postal Code
Specify the ZIP code or postal code for the address.
Contact Tab
This tab is available on the screen that appears when you click Open or New on the initial A/R Ship-To Locations screen.
Contact
Specify a contact (usually the name of a contact person, position, or department).
Note: You can leave the field blank or enter other information in it, using up to 30 characters.
Email Address
Specify the email address for your contact at the ship-to location.
Fax
Specify the fax number for your contact at the ship-to location.
The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.
Phone
Specify a phone number (usually the phone number at the place of business of the customer or national account).
The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.
Invoicing Tab
This tab is available on the screen that appears when you click Open or New on the initial A/R Ship-To Locations screen.
Note: Fields that appear on the screen but are not described in this list are in development and not yet functional.
Customer Price List
Specify a Sage 300 Inventory Control price list to assign to the customer or location. You can also enter other information in the field or leave it blank.
This field is not related to the price list, if any, that you create in Accounts Receivable.
Customer Price List Description
Displays the description for the customer price list.
FOB Point
Enter a description of the FOB point, using up to 30 characters.
Inventory Location
The inventory location you specify in this field is used as the default for transactions you enter in Order Entry for the customer or ship-to location, unless you specify a template for the transaction.
Percentage
Specify the percentage of the customer's transaction totals to allocate to each salesperson.
The percentages you specify must add up to 100%.
- The salespersons and percentages you assign to a customer group record appear as defaults when you add a new customer record for the customer group.
- The salespersons and percentages you assign to a customer record or ship-to location appear as defaults on the Sales Split tab on the A/R Invoice Entry screen when you enter transactions for the customer or for the customer's ship-to location, but you can change the information for a particular invoice, credit note, or debit note.
Salesperson Code
Specify the salespersons who are responsible for the customer's account.
You can select up to five salespeople, but you must select salesperson codes that are defined in Accounts Receivable.
Salespersons specified for a customer group appear as default entries for new customer records you add to the group.
Salespersons specified for a customer appear as default entries for new ship-to location records you add for the customer.
Salesperson Name
Displays the name entered in the Salespersons record for each salesperson code.
You cannot change any of the names on this tab. (Use the Salespersons screen to change salesperson names.)
Ship Via
Specify the code for the method (such as courier or air freight) you use to ship goods to the ship-to location.
If you use Sage 300 Order Entry, you can enter a code that you have set up in Order Entry. If you do not use Order Entry, you can enter a code that you maintain elsewhere.
You can change this information when you are entering an invoice that uses the location. You can also print the ship via information on invoices.
Ship-Via Description
Enter a description of up to 30 characters to describe the ship-via method.
Special Instructions
Enter delivery information, such as "Deliver before 3:00 p.m." or "Use small truck for deliveries." You can also use this field to record other information for the location.
You can enter up to 30 characters of special instructions. You can change this information when you are entering an invoice that uses the location, and you can print it on invoices.
Tax Group
Enter the tax group and tax information for all goods being shipped to this location. Customers are often subject to different taxes if the goods are shipped to different states or countries.
Once you select the tax group, make sure that the tax class for each taxing authority is correct for the ship-to location, and enter any registration numbers that apply.
Tax Group Description
Displays the description for the selected tax group.
Optional Fields Tab
This tab is available on the screen that appears when you click Open or New on the initial A/R Ship-To Locations screen.
You can accept the default optional fields that appear on the tab, or delete them. You can also add different optional fields that you have set up for use with each screen.
For more information, see About Optional Fields in Accounts Receivable.
Overview
You use the A/R Ship-To Locations screen to store an almost unlimited number of ship-to locations for your customers, which you can select when entering invoices
- View a list of ship-to locations assigned to a customer, including the name, address, and zip or postal code at each of the shipping locations defined for a customer. You can also see whether you have designated a primary ship-to location for the customer.
- Add addresses to which customers want you to send the goods they order. (Invoices and statements are sent to the address entered in the customer record.)
- Enter a name, email address, phone number, and fax number for a contact person.
- Edit or delete existing ship-to locations.
- Designate an inventory location that Order Entry uses as the default location when you specify the ship-to location in a transaction in Order Entry.
- Designate a primary ship-to location for a customer. More...
- Assign optional fields that are set up for use with ship-to locations.
Ship-To Locations List
When you open the A/R Ship-To Locations screen, an initial screen appears that lists all ship-to locations for a specified customer. The list provides a convenient summary of the ship-to locations that are set up in Accounts Receivable for the customer.
You must drill down to the detailed Ship-To Locations screen to add or edit a ship-to location, as follows:
- To add a ship-to location, click the New button to open the detailed screen where you enter all the details for the new ship-to location record.
-
To edit an existing ship-to location record, do one of the following:
- Double-click the location on the table.
- Select the location, and then click Open.
Address Tab
Use the Address tab to specify the ship-to location's address, contact name, telephone number, email address, fax number, and territory code. You can also specify if a location is the primary ship-to location for a customer.
Contact Tab
Use the Contact tab to enter the name, telephone number, fax number, and email address for a contact person at the ship-to location.
Invoicing Tab
Use the Invoicing tab to:
- Enter an optional shipping method or carrier and shipping instructions, including an FOB point, for the ship-to location.
- Assign a tax group and tax classes for the location and enter any tax numbers.
- Specify the salespeople who are responsible for the customer's account at the ship-to location, and the percentage of each of the customer's transactions that you allocate to each salesperson. You do not have to enter salesperson information for ship-to locations, and you can change any salesperson information in the ship-to location record at any time.
When you select the ship-to location in the Invoice Entry screen, the salesperson information entered is used for the document. You can make any changes you need for the transaction in the Invoice Entry screen.
- Designate an inventory location that Order Entry will use as the default location when you specify the ship-to location in a transaction in Order Entry.
Optional Fields Tab
Use the Optional Fields tab to:
- Assign ship-to location optional fields to store additional information that you want to keep with particular ship-to location records. (You define ship-to location optional fields using the A/R Optional Fields screen.)
If any optional fields are set for automatic insertion in ship-to location records, they appear on the tab, along with their default values, when you add a new ship-to location record.
If you set up the same optional fields for ship-to locations as for customers, national accounts, and customer groups, the values from the customer record are used as defaults for the optional fields in the ship-to location record. You can accept or change the optional field values.
- Enter values for the optional fields that are assigned to the screen.
If you use exactly the same optional fields for invoices, customers, and ship-to locations, when you select a ship-to location for a document on the A/R Invoice Entry screen, the optional field values from the ship-to location record are used for the document.