Sites (Shipping Addresses)
Simple Accounting assumes that the shipping address for any customer-based transaction such as Sales Invoices and packing slips is the Default Ship To set in the Customer Master. Likewise, Simple Accounting also assumes that when ordering from a vendor, goods will be shipped from the Default Ship From set in the Vendor Master. Of course, this is often not the case. So Simple Accounting allows you to create an unlimited number of Alternate Sites that are linked to customers or vendors.
Simple Accounting makes no internal distinction between a Ship To Address and a Ship From Address. Generally speaking, we use the term Ship To Address when referring to Sites linked to Customers, and Ship From when talking about Sites linked to Vendors. This is why we prefer the term Site which simply means a place that products may be delivered to, shipped from, stored at, or used by.
Additionally, Shipping Addresses linked to a customer can have their own default Sales Tax ID, and Ship Via.
SITES DETERMINE INVENTORY!
Sites are absolutely critical to processing inventory correctly. Basically, every Vendor-linked Site may be considered a storage warehouse. And in fact, you may use the terms ‘Warehouse’ and ‘Vendor-linked Site’ interchangeably. Simple Accounting knows whether or not to increment or decrement inventory when you buy or sell something at a Site based on whether or not the Site is Vendor-linked.
Since a Vendor-linked Site is considered a warehouse in Simple Accounting, you should set up your own company as a Vendor and create a warehouse for your own storage at this Site. You should use this Site for anything which ships to or from your warehouse regardless of who owns it! Remember: a Site does not indicate ownership; only location.
You may not delete Shipping Addresses for whom orders or invoices are on file.
Special Tabs
The Amazing ‘All’ Tab
Normally, the ‘All’ tab operates as you would expect: displaying all Sites. This can become unwieldy in certain situations. There are a few options you can add to make this more manageable. To enable these, there are two steps:
1. You must add the Security ID Browse Sites:Allow Only Vendors to each user’s Security Template.
If you deny access, you force this browse to always and only display Vendor-linked Sites when the All tab is selected.
If you allow access, you can then add an option to the Global Options Browse…
Module: BrowseShiptos Parameter: AllowShowOnlyVendors
Depending on the value of this parameter, the Mouse Right Click pop up menu is modified as follows:
| Allow Show Only Vendors Menu | 1 | When set, an additional right click option is available Show Only Vendors. This limits the browse to all Sites which are linked to any Vendor. |
| Allow Show Only Vendors and Customers | 2 | When set, two additional right click options are available:
Show Only Vendors. This limits the browse to all Sites which are linked to any Vendor. Show Only Customers. This limits the browse to all Sites which are linked to any Customers. |
Like most browse boxes, the Sites browse remembers the last tab selected so that if you usually use one tab, Simple Accounting will automatically select it for you when the browse appears!
Fields
| NAME | If this Site is linked to a customer, this defaults to the customers name. If created from a Vendor, the name defaults to the Vendors.
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| ADDRESS | The first line of this address must be unique. That is, you cannot have more than one site for each customer with exactly the same ADDRESS LINE #1.
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| STATE | Enter the two-character state.
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| POSTAL CODE | There is room for a ten-digit code. Note, however that the lookup database only functions on five-digit United States Zip Codes.
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| PHONE # | The phone number of this location.
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| FAX # | The fax number at this location.
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| CONTACT | The name of your contact at this location in the format: First Name, Last Name.
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| LOCATION | This field is used to hold the location of the site. For example, if the customer is a bank, enter their branch number. If it is a vendor, enter a shorthand name or number for the site.
We strongly recommend you enter a location for every address you enter.
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| SALES TAX ID | The default Sales Tax ID for this location. An order defaults to this sales tax ID when you select the alternate shipping address.
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| SHIP VIA | The default delivery method for this location. An order defaults to this ship via when you select the alternate shipping address. |
