Addresses
Addresses is your company's own address catalog: places that belong to your company itself (warehouses, branches, offices, delivery points, stores) rather than to a specific Customer or Vendor. Once created, these addresses are available to pick as the billing or shipping address on any quote, sales order, purchase order, invoice or other transaction, without retyping them every time.
What is it and what is it for?
Each record in this catalog is a named address (for example "Main Warehouse", "Head Office", "North Branch"), along with its contact details: street, city, state/province, postal code, country, phone numbers, fax and a contact person.
This list is separate from your Customers' and Vendors' own addresses (those are managed from each Customer's or Vendor's own record). The Addresses catalog is for addresses that belong to your company: for example, the place you ship merchandise from, or the branch an invoice needs to reach, that you want to be able to pick quickly on any document regardless of which customer or vendor the transaction belongs to.
How to use it
- Open the catalog. Go to Settings > Administration > Addresses, where you'll see every address already created, sorted by name.
- Create a new address. Use the add button and fill in the name and the address details: street, city, state, postal code, country, phone numbers, fax and contact.
- Save. AdmCloud checks that the name isn't empty and, when creating it, that no other address already uses that same name.
- Select it on your transactions. On any quote, sales order, purchase order, invoice or other document with billing or shipping address fields, search for the address by name: AdmCloud automatically fills in the street, city, state, postal code, phone, contact and country on the document.
- Review or edit an existing record. Click its name in the list to open its detail, and use the edit button if you need to correct any data.
Key fields and validations when saving
| Field | Description |
|---|---|
| Name | Identifies the address in selection lists (for example "Main Warehouse"). It's required and, when creating the address, cannot repeat another existing address's name. |
| Address 1 / Address 2 | Street, number, sector or additional references. |
| City / State or Province / Postal Code | The address's location. |
| Country | Chosen from the Countries catalog. |
| Phone 1 / Phone 2 / Fax | The address's phone contact details. |
| Contact | Name of the reference person at that address. |
| Latitude / Longitude | Map coordinates, useful when the address is also used as a transportation route destination. |
| Default billing / shipping address | Informational markers indicating whether this is the preferred address for billing or shipping. |
| Destination | Links this address to a Destination in the Transportation (TMS) module. Only shows up if your company has the TMS module enabled. |
You can't delete an address that's already in use. If you try to delete an address that's assigned as the billing or shipping address on any transaction, or as the shipping address of a CRM Opportunity, AdmCloud rejects the deletion and shows you the list of documents or opportunities using it, so you can reassign them to a different address first if you still want to delete it.
Where this information appears
- As the billing address and shipping address on Quotes, Quote Requests, Sales Orders, Invoices, Purchase Orders, Dispatches, Returns and other transactions that carry these fields.
- As the shipping address on CRM Opportunities and Leads.
- As the destination of Trips/Routes, when the address is linked to a Destination in the Transportation (TMS) module.
Availability and permissions
- To view, create, edit or delete addresses you need the "Locations" permission (Inventory module) at the corresponding level (View, Add, Edit or Delete).
- The Destination field only shows up on the form if your company has the TMS (Transportation) module enabled; otherwise it stays hidden.
Tips and common pitfalls
Use descriptive names. A name like "Free Zone Warehouse" or "Downtown Branch" is much easier to find in the address lookup than a generic one like "Address 1".
Don't confuse this catalog with a Customer's or Vendor's own addresses. Each Customer's or Vendor's own addresses are managed from their own record; this catalog is exclusively for your company's own addresses.
You can't delete it while it's in use. Before deleting an address, check the error message: it tells you which documents or opportunities have it assigned, so you can give them a different address first.