From the Accounts Payable screen, select the Maintenance menu and then Ship To Addresses.
At the Ship To Addresses screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the ship to address in the Ship To Address ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the Legal Business Name (or Last Name if an individual), leave the ID field blank; once the record is saved, the ID will be assigned. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Ship To Address, a prompt will appear asking if the Ship To Address role should be added; click Yes to make the entity a ship to address.
Select the Active field to stipulate the ship to address is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new ship to address, the Active field is selected by default.
The role(s) in which the ship to address is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new ship to address, the system automatically assigns the entity role of Ship To Address. If more than one entity role appears, the ship to address can be used and accessed in all the applicable areas using the exact same ID.
If the ship to address is not an individual, enter the name of the ship to address in the Legal Business Name field. If the ship to address is an individual, leave this field blank. The name can be alphanumeric and up to 75 characters long.
If the ship to address is an individual, enter the person’s last name in the Last Name field. If the ship to address is not an individual, leave this field blank. The last name can be up to 40 characters long.
If the ship to address is an individual, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field if applicable, or click the down-arrow button to select the correct one. If the ship to address is not an individual, leave this field blank.
If the ship to address is an individual, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field if applicable, or click the down-arrow button to select the correct one. If the ship to address is not an individual, leave this field blank.
If the ship to address is an individual, enter the person’s first name in the First Name field. If the ship to address is not an individual, leave this field blank. The first name can be up to 30 characters long.
If the ship to address is an individual, enter the person’s middle name in the Middle Name field. If the ship to address is not an individual, leave this field blank. The middle name can be up to 30 characters long.
If correspondence should be sent directly to a specific person or department at the ship to address, enter the name of the person or department in the Attention field. The name can be alphanumeric and up to 30 characters long.
Enter the address (up to two lines) for the ship to address in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 30 characters long.
Enter the city where the ship to address is located in the City field. The city can be alphanumeric and up to 25 characters long.
Enter the appropriate state abbreviation (or applicable code for the province, if located outside of the United States) for the ship to address in the State/Province field. If the state abbreviation or province code is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the state abbreviations and province codes for the specified country (as entered in the Country field, or United States if the Country field is blank) appear by default when searching, but the filters can be changed if needed in order to view other state or province codes.
Enter the zip code for the ship to address in the Zip Code field. The zip code can be alphanumeric and up to 15 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter the applicable 2-digit code of the country where the ship to address is located in the Country field, or click the down-arrow button to select the correct one. If the State/Province field is completed, the corresponding country code will appear by default in this field and can only be changed by first deleting the state or province (or specifying a different state or province).
Enter up to three phone numbers (including a fax number, if applicable) for the ship to address in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. Each phone number can be up to 30 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
If desired, enter the address of the website for the ship to address in the Internet Address field. The website address can be up to 50 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
If the ship to address is not an individual, enter the name of the person or department who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.
To have the system automatically assign the next available purchase order number using a particular prefix defined for this ship to address, complete the Purchase Order section as follows:
Enter the desired prefix in the Purchase Order Prefix field. The prefix can be alphanumeric and up to 11 characters long. For example, if WH- is entered as the prefix for the Washington High School ship to address, all purchase orders tied to that ship to address will be assigned a number that starts with WH-, such as WH-0001, WH-0002, WH-0003.
Note: The prefix is only applicable (will be used) if the purchase order number is not entered manually, but is instead automatically assigned by the system.
Enter the number of characters to use for the length of the purchase order numbers (when automatically assigned by the system using the prefix) in the Purchase Order Length field. This number must include the length of the prefix, have at least an additional 4 digits onto the length of the prefix, and not exceed 15. For example, if WH- is entered as the prefix, the length must be at least 7 and cannot be greater than 15.
To have the system automatically assign the next available requisition number using a particular prefix defined for this ship to address, complete the Requisition section as follows:
Enter the desired prefix in the Requisition Prefix field. The prefix can be alphanumeric and up to 11 characters long. For example, if WH- is entered as the prefix for the Washington High School ship to address, all requisitions tied to that ship to address will be assigned a number that starts with WH-, such as WH-0001, WH-0002, WH-0003.
Note: The prefix is only applicable (will be used) if the requisition number is not entered manually, but is instead automatically assigned by the system.
Enter the number of characters to use for the length of the requisition numbers (when automatically assigned by the system using the prefix) in the Requisition Length field. This number must include the length of the prefix, have at least an additional 4 digits onto the length of the prefix, and not exceed 15. For example, if WH- is entered as the prefix, the length must be at least 7 and cannot be greater than 15.
If desired, enter the email address(es) for the ship to address in the Email Addresses section.
Enter the business email address for the ship to address in the Business Email Address field. Enter a home or personal email address for the ship to address in the Personal Email Address field. Enter another email address for the ship to address in the Other Email Address field. The email addresses can be up to 50 characters long and must follow the proper format of "username@example.com".
Specify the uses for each email address by selecting the appropriate usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields). If the ship to address will be sent other email communications, such as reports, from within the School Accounting System using the particular email address, select the Other Communication field. Disregard the fields for Direct Deposit and Tax Forms as they are not applicable to a ship to address (would only be used in other areas if the ship to address had multiple entity roles). A checkmark will appear in the box if the field is selected.
Note: In order to email reports to a particular email address for the ship to address, at least one of the usage fields (Direct Deposit, Tax Forms, or Other Communication field) must be selected for the email address (at the time a report is emailed, the usages for which email addresses to use is then specified).
Click the Save button to save the new ship to address.