A partner address is a place where a partner works, such as its office, its warehouse or its shop. A partner can have several addresses, and each one has a type. The place that receives your invoices is often not the place that receives your goods.
Address Types
| Type | Definition | What Beelocity does with it |
|---|---|---|
| Billing | Where the partner receives invoices and letters about payment. | A new sales order or sales invoice fills in the client’s default Billing address. |
| Shipping | Where the goods go. | A new sales order or delivery note fills in the client’s default Shipping address. |
| Returns | Where the partner wants goods sent back, if that is not its shipping address. | Nothing. No document fills it in, and a supplier return asks for no address. |
| Headquarters | The partner’s main office or its registered address. | No document fills it in. You can still pick it by hand on a sales order, a sales invoice or a delivery note. |
What a printed document shows. An invoice prints the billing address that it names. Every other printed document, such as a quotation or a purchase order, shows the partner’s active Billing address. If the partner has no active Billing address, the document prints another active address, a default one first. A delivery note also prints a Deliver to block. It shows the address that the note names, or else the partner’s Shipping address. If there is neither, the note leaves the block out.
If a partner has one place for everything, give it one Billing address. A new sales order and a new invoice then fill it in, and every printed document shows it. Do not use Headquarters for this, because no document fills in a Headquarters address. You would have to pick it by hand each time. A larger partner often has its billing, its shipping and its head office in different cities, or even in different countries.
Address Fields
Each address is one row of the partner’s Addresses tab:
| Field | Description |
|---|---|
| Type | Billing, Shipping, Returns or Headquarters. A new row opens on Billing. |
| Address line 1 | The street and the number, such as “23 Rue Didouche Mourad”. |
| City | The city or the commune. |
| Postal code | The postal code, such as 16000. |
| Country | Picked from Beelocity’s country list. |
| Default | Marks the address that a new document fills in for its type. The first address of each type is the default. If you tick Default on another address of that type, the tick moves to it. So each type has at most one default. |
| Active | Clear it when the partner leaves this address. A new document no longer offers an inactive address. A document that already names it keeps it, and still prints it. |
Beelocity saves a row only when it has a type, a first line, a city, a postal code and a country. The tab has no field for a second address line or for the wilaya.
Managing Addresses
Only the owner of your organization can add or change an address. No other built-in role can, so anyone else needs a role that the owner gives them (Roles and Permissions).
- Open Business Partners → Partners, and open the partner.
- Choose its Addresses tab, and click Add.
- Fill in the row. Beelocity saves the row when you leave a cell (Reading a record).
The tab is also there on a new partner, before you save it. The first Add saves the partner and opens the address (Adding lines before you save). So you can type a client’s address in the same sitting as its name. You can also:
- Change an address when its details change, such as a new postal code. Click the cell and type over it.
- Set the default for each type. A new sales order fills in the client’s default Billing and Shipping addresses. A new sales invoice fills in the Billing one, and a new delivery note fills in the Shipping one. On the document, you can still pick any other active address of the client.
- Deactivate an old address when a partner moves. Clear its Active box.
Tips
- Set a default Billing and Shipping address for each client. If a client has no default of a type, a new sales document opens with that address empty. Then you have to pick one by hand.
- Deactivate rather than delete when a partner moves. Add the new address, tick its Default, and clear Active on the old one. A document that names the old address still prints it. Beelocity refuses to delete an address that a sales order, a sales invoice or a delivery note names.
- Keep addresses up to date. A wrong shipping address sends the goods to the wrong place. A wrong billing address delays the payment. Read your partners’ addresses once a year to catch both.