Purchase Order PO1401 Help - Elliott Business Software

Ship-To File Maintenance

Ship-To File Maintenance


Ship To Code FileApplication Overview


When a company orders merchandise from a vendor, it must specify on the order where the merchandise is to be shipped. The shipping destination need not be (and frequently is not) the same as the billing address. A small company may have a single place where merchandise is to be shipped, whereas a large company can have several widely separated destination points. Both large and small companies may process drop ship orders where the merchandise gets shipped directly to the customer from the vendor. Every purchase order that the company issues speci­fies a single shipping destination where the merchandise on the order should be shipped. Rather than require the operator to type in the shipping address on each order, the Purchase Order and Receiving pac­kage allows the entry of a six‑character code to represent the address. This feature saves the operator keystrokes and is a more efficient use of computer resources.


The ship‑to information includes a brief description of the shipping destination and the Inventory Location code (defined in the Inventory Management package), as well as the shipping name and address.  The ship‑to data is set up to allow more than one code with the same street address in order to accommodate different inventory locations within a warehouse. The concept of inventory locations is more fully explained in the documentation for the Inventory Management package. For our purposes here, it is sufficient to say that a company can define such  locations in a variety of ways and it is not uncommon for there to be multiple locations specified for a single warehouse. A purchase order, then, is entered for a single inventory location so there must be one Ship‑to code on file for each inventory location.


A location must be specified for drop ship orders just as they are for normal orders. If you do not require inventory to be updated by drop ship transactions you may utilize a Drop Ship Location for which all drop ship activity is accumulated both in Purchase Order and in Customer Order Processing (if used). Such a location might be identi­fied with a code of DS. Only those items capable of being drop shipped would have such a inventory location established. These inven­tory locations would be artificial to the extent that no merchandise is stored there, but would be useful for keeping track of outstanding drop shipments.


In other Purchase Order Applications the operator has the option of displaying the ship‑to descriptions, one by one, when entering the Ship‑to code. This feature makes it unnecessary for the operator to commit the codes to memory or to refer to a listing of Ship‑to codes during data entry. Here and throughout the packages, Ship‑to codes are identified by their descriptions, so the description you assign should adequately describe both the address and the location.




    Select Ship-To File  from the pull down P/O Maintenance window.  The following screen will then be displayed:







    The following options are available:


              *        Select the desired mode from the Ship-To File Maintenance menu bar

              *        Enter the data requested on the screen


    To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.



Entry Field Descriptions



Type and Description

1.  Ship‑To Code

6 alphanumeric characters.


Enter the code that you wish to have associated with the ship‑to information that is entered below.


In the change or delete mode, press the F7 key to search for Ship-to Code.

2.  Ship‑To Desc

15 alphanumeric characters.


Enter a description of the ship‑to destination. This description will display whenever the Ship‑to code is entered, and it is the primary means by which the address and location are verified. The description also prints on certain reports in lieu of the full address.

3.  Drop Ship ?

Y or N.


If this code is for a drop ship customer, enter Y, otherwise enter N. Various applications need to distinguish between the two. The distinction is not critical, however, and file updates are unaffected by the value entered here.


Defaults to N.

4.  Location

2 alphanumeric characters.


This is the inventory location where the merchandise on the order is to be stored. Enter a valid Location code and the location's description will display beside the entry.  Valid or added Loca­tion codes are entered through the Inventory Management package.


If you are not sure of the correct code, you may press the F1 key to display the first location on file. The program will ask if this is the right location. Answer Y if it is. If you answer N, the program will display the next location, and so forth, until the location you need is displayed. You may stop this particular function by pressing the ESC key instead of answering Y or N.


In the add or change mode, press the F7 key to search for Location Code.

Location (continued)

Do not ever change this field for a Ship‑to code that has been specified for an active purchase order since doing so will change the location for which the ordered merchandise is intended. If the order's location is changed in this manner, receivings will be posted to inventory locations different from those for which the material was on order.

5.  Name

30 alphanumeric characters.


Enter your company's name as it is to appear on an address label.

6.  Address‑1

30 alphanumeric characters.


Enter the first line of the shipping address.

7.  Address‑2

30 alphanumeric characters.


Enter the second line of the shipping address.

8.  Address‑3

30 alphanumeric characters.


Enter the third line of the shipping address.





Type and Description

Show Drop Ship Codes Only ?

Y or N.


Enter Y to show drop ship codes or N to decline.


The default is N.






Date filled out __________ by ___________  ADD   CHANGE   DELETE




Ship To Code  _ _ _ _ _ _


Ship To Desc  _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Drop Ship?    _


Location      _ _


Name          _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Address 1     _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Address 2     _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Address 3     _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _






Ship To Code  _ _ _ _ _ _


Ship To Desc  _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Drop Ship?    _


Location      _ _


Name          _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Address 1     _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _



















Ship To File List




Run Date: Nov 13, 1992 ‑ 11:53am         Elliott Electronics Co.                                                            Page    1


                                                 S H I P ‑ T O   C O D E   L I S T


Ship‑To  Description      Drop   Loc  Description      Shipping‑Address

 Code                     Ship?


100      J. Q. Williams     Y    DS   Drop Shipments   John Q. Williams Company

                                                       3479 Peachtree Road N.E.

                                                       Suite #200

                                                       Atlanta GA 30329


100‑01   Williams ‑ CA      Y    DS   Drop Shipments   John Q. Williams Comapny

                                                       3212 Burbank Blvd

                                                       Burbank, CA 91102


100‑02   Williams ‑ TX      Y    DS   Drop Shipments   John Q. Williams Company

                                                       8201 Kennedy Blvd

                                                       Houston, TX 70332


200‑01   21st Cent‑Store    Y    DS   Drop Shipments   21st Century Enterprises

                                                       The Computer Palace

                                                       Embarcadero Plaza

                                                       San Francisco, CA 95791


200‑02   21st Cent‑Whse     Y    DS   Drop Shipments   21st Century Enterprises

                                                       1091 S. Spokane St.

                                                       Oakland, CA 95602

                                                       ATT: Receivings Dept.


AT       Atlanta Whse       N    AT   Atlanta          The Computer Company

                                                       11350 S. Escarole

                                                       Atlanta, GA 22354


DPS      Drop Shipment      Y    LA   Los Angeles      Computers Center Of America

                                                       29‑S North Salt Lake Ave

                                                       Los Angeles, Ca































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