Modifying the Ship To Address on a Sales Order

When adding new Clients to the system, you will assign an address on the Client record. This is the address that will be used as the default Ship To and Bill To address. However, since many companies have multiple locations, AcctVantage also allows for alternate addresses. These can be entered in the Sales > Ship/Bill To window.

If you want to ship an order to a new address or update an existing address, this can be done on-the-fly during Sales Order entry.

If you like flowcharts, see the end of this article for a graphical representation of how shipping addresses are affected when they are modified during Sales Order entry.

Sales Order addresses

When a Client is entered on a Sales Order, the system automatically assigns the default Bill To and Ship To Addresses. If you only ever want to use the default Ship To, then you can stop here.

Click the "file cabinet" icon if you want to select an alternate address.

Select a shipping address from the list

In the screenshot below, the address tagged as Main is the default Ship To Address. Any other addresses in this list are alternate Ship To Addresses. You can use the default address or select any alternate address from the list.

Regardless of which address you use, if you do not modify the address itself (or the Ship Via), then your selected address will be used. Nothing else will be changed.

If you modify an address during Sales Order entry (or change the Ship Via), then there is additional logic that could apply. Keep reading!

What happens if you modify an existing Ship To Address?

In order to determine what happens next after you modify an existing shipping address on a Sales Order, you will need to know what the Address Change Messages setting is set to.

Go to Administration > System Configuration, select Sales Document from the drop-down menu and find the setting for Address Change Messages.

There are three options that determine how the system behaves if you modify a Ship To Address or Ship Via during Sales Order entry:

  • Ask: The system will ask you how you'd like to proceed. This is the default setting. See the next two sections for examples of the questions that will be asked.
  • Create/Save: The system will automatically either create a new shipping address (if you changed a default ship to) or save changes to an existing shipping address (if you modified an alternate ship to).
  • Don't Create/Save: The system will do nothing. The changes to made to the address will exist only on this one Sales Order and will not be used elsewhere.

Modify a DEFAULT Ship To Address

If you modify a default Ship To Address (or change the Ship Via) during order entry, AcctVantage will NOT overwrite that address. Instead, the system assumes you want to create a new address and you will see the prompt below.

Here is what happens with each option:

  • Yes, Default: The system will create a new Ship To Address and will mark the address as the new default shipping address. The old default address will remain intact but it will no longer be the default.
  • No: The new address that you entered will only be used on this one Sales Order. A new address will NOT be created. The existing address will NOT be changed.
  • Yes: The system will create a new Ship To Address. The old default address will remain intact and it will remain the default.

Modify an ALTERNATE Ship To Address

If you modify an alternate Ship To Address (or change the Ship Via) during order entry, the system will assume you do not want to create a new address. You will see the prompt below where you will have the option to update the existing alternate shipping address.

Here is what happens with each option:

  • No: The new address that you entered will only be used on this one Sales Order. A new address will NOT be created. The existing address will NOT be changed.
  • Yes: The system will update the existing address with the changes you made on the Sales Order.

Flowchart