This document allows maintenance and access to all contacts, including debtor and creditor contact details. This document also provides the ability to add a Name and Address into the database who is neither a debtor nor a creditor. Any creditors or debtors which have been created will appear here, and their details can be modified here.
Right mouse click in the Key field to search for an existing Name & Address, or create a new entry in the database. A "3+3" Key convention is recommended. Coin a 6 character Key using the first three letters of the first two words of the name of the entity - E.g. Boral Masonary becomes BORMAS.
Use the "3+3" guideline except when the entity has an accepted abbreviation, for example BHP, AMP, NAB, etc.
This table of Names & Addresses exists independently of all other areas in the software. It is frequently referenced from ledgers (Debtor, Creditor, Payroll, Job Costing, etc.) as a central repository of names and addresses.
Leave this 'Address' field blank unless the address is complicated with building names or levels, etc.
The Category field has referential integrity, and can only be set to a valid code established at Documents > Parameters > Categories.
Page 2 Name and Address
Name and Address
Purpose: This document provides the facility to add an entity into the database who is neither a debtor nor a creditor. Debtor Accounts and Creditor Accounts are represented in the Name and Address document and their details can be modified here.
Prerequisites: This document provides for the initial creation or editing of a name and address details. There are no mandatory prerequisites.
Key: 12 character identifer for the name. Enter or search in the Key field. The recommended convention is to use the first three characters of the customers name, followed by another three characters from the second word, e.g.: ABC Trading would have ABCTRA for its key.
For the delivery key, add an extra three characters to denote the branch if appropriate, e.g. for ABC Trading delivery Key at Sydney, a key would be ABCTRASYD.
Name: Name of the company or individual Address: Building name, level, unit number, etc Street: Number and name of Street, e.g. 1 Mains Rd Suburb: Name of suburb or city. Enterable, or Right mouse click / F12 to search State: State or Province Post Code: Post Code Country: Country ABN: For Sub Trade purposes where Name and Address is used in a customer/debtor context. Contact: Contact person in the organisation Phone: Phone number with area code Fax: Fax number with area code Mobile: Mobile phone number Password: Web access e Mail: Email address Domain: This field can be used to handle long email addresses that do not fit into the 42 character e Mail field. E.g. XYZinterioralterations@openspacedesigns.com can be handled by XYZinterioralterations@ in the email field, and openspacedesigns.com in the Domain field. Secondary Email: Provided of EDI, etc
Bank: Three letter abbreviation e.g. WBC, NAB etc BSB: Bank State Branch code e.g. 084-123 Bank Account: Required for funds transfer
Category: Classification parameter Sales Exec: Sales Exec responsible for this Name and Address Key Territory: Geographic Sales Territory Debtor: Associated Debtor Parent: Subtrade Parent
Start Date: Date Started Last Date: Date last Contacted Next Date: Next Followup date Reactivation: Back on line / reactivation date Discount: May be used in combination with Debtor Account Discount Rate, or, in the Subtrade eCommerce context. *The primary place to set a discount should be within the Debtor Account document.
If set, the Name and Address (Store) discount will override the Debtor discount. E.g. the Debtor AULENCOM may have a discount of 10%, and the delivery Name and Address (Store) AULENBAN may have a discount of 15%. The Sales Order will display and apply a discount in the Sale Order extension of 15%, essentially over riding the Debtor discount, (when a Sales Order is entered with Debtor AULENCOM Delivery Address AULENBAN). Where there is a Price Structure / Catalogue involved for the product in the example Sale Order above, (Sales Order with Debtor AULENCOM Delivery Address AULENBAN), the register button will pick up the Price Structure and the discount will be removed, the Price Structure / Catalogue price implemented.
Store No: The store number eg 2033 (Address) - The Name & Address Key Group: Key[1] >>> SNGroup searchonly. Name address key for group. Global Location: Global Location (Address Key) - The Name & Address Key Port: Delivery port instructions
Page 3 Name and Address
Name and Address
Carrier: Carrier Carrier Account: Carrier Account Shipping: Shipping instructions Approval Not Required: Web Services
Delivery Instructions: Delivery Instructions Name Address Notes: Name Address Notes
From Here: Once the new address has been established in the database you are then able to do a establish a mailing list, create a quote, or create a sales order.
