Chapter 8: Expanding the Address | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 10: Assigning an Order Shipping Address |
Chapter 9: Using a Permanent Shipping Address
Purpose: Use this function to select a shipping address on file for the customer, or to enter a new shipping address for the order that will be linked permanently to the customer and kept on file.
In this chapter:
• Change Customer Ship To Screen (Using, Changing, or Excluding a Shipping Address)
• Select Customer Ship To Window (Scanning for a Shipping Address)
• Create Customer Ship To Screen
Permanent shipping addresses are address that are kept on file for the customer. An example of a ship-to address would be the customer's work address. The system adds a separate record to the Ship-to Customer file for this shipping address under the customer number. You can define up to 999 permanent shipping addresses for one customer.
One advantage of linking a permanent shipping address to the customer is that you can search for the address on file instead of reentering the address. This is a useful feature for business-to- business customers or customers who repeatedly ship to an alternate address.
E-commerce orders: Alternate shipping addresses for orders you receive through the web storefront can be created as order ship-to addresses. See System Operations Part I: E-Commerce Interface.
Capturing history: You control what type of mail, order, and item history the system displays by the numeric value you enter in the Track item history field for the sold-to customer. These values are available:
Value |
Type of Tracking |
1 |
No item history tracking |
2 |
Sold-to level only |
3 |
Sold-to and ship-to |
The system assigns a value of 2 to all customers that you create through Order Entry. You can change the item history tracking level through the Work with Customers function. If at any point you change the value from 2 to 3 for a sold-to customer, you will be able to review all item history for the related ship-to customers. See Customer Service Chapter 34: Reviewing Customer History.
If this value is set to 3, you can review mail, order, and item history information for the ship-to customer from the sold-to customer record. This is useful if you want to target future catalog mailings to ship-to customers.
The system captures this offer mailing history automatically for each customer ship-to address:
• Source code
• Source description
• Mail date
The system captures this item history automatically for each customer ship-to address:
• Item number
• SKU
• Date ordered
• Quantity ordered
• Order total
The system captures this order history automatically for each customer ship-to address:
• $ on order
• Active since
• Life-to-date totals
• orders
• sales
• returns
• cancels
• exchanges
• sold outs
• Last credit card number and expiration date
• Last order type
• Last pay type
• Last source
• Last mail date
Additionally, the system captures order and sales history details for the quantity and amount ordered and posted to sales (product actually shipped).
This window displays the shipping addresses already on file for the customer. At this point, you can:
• enter 1 next to the appropriate shipping address to ship the order to this address, or
• use Shift/Roll or Page Down to view additional addresses (if needed), or
• press F7 to advance to the Select Customer Ship To Window (Scanning for a Shipping Address), where you can refine your search for a ship-to customer. You can also advance to the Create Customer Ship To Screen. At this screen, you can enter an additional shipping address if the desired address is not on file for the customer.
Note: If one or more items on the order is restricted from being shipped to the state or country of the ship to address you have selected, a message displays:
One or more items on the order line are restricted to new Shipping country/state.
See Merchandising Chapter 29: Entering Additional Item Information, for information on item/state restrictions.
How to display this window: Press F7 at the Work with Order Screen or Work with Order/Detail Screen if there are ship-to customers associated with the sold-to customer. If not, you advance directly to the Select Customer Ship To Window (Scanning for a Shipping Address).
Select Ship To
Cust: 12541
Type options, press Enter. 1=Select
Opt Ship To Name/Address 1 BERNADETTE T MIRANDA 11 SANFORD ST MEDWAY MA 02053
F3=Exit F6=Create/Scan F12=Cancel |
• Work with Order/Detail Screen
Field |
Description |
Cust (Customer number) |
A number assigned by the system to identify the customer who is placing the order or requesting a catalog. Numeric, 9 positions; display-only, assigned by the system. |
Ship To (Ship To customer number) |
A number that identifies this customer's shipping address. The system adds the shipping address to the Customer Ship To file under the customer number (Sold To Customer number) and a suffix (Ship To Customer number). For example, a customer places an order and requests that you ship the order to his business address. If the customer's customer number is 13248, the customer's office address (shipping address) would be filed under number 13248-001. The customer calls back and places another order, but asks you to ship the order to his beach house. You can press F7 to scan for this address. Only the customer's office address is listed in the pop-up window. Once again, you can add the new shipping address by pressing F6. The system will file the shipping address under number 13248-002. Numeric, 3 positions; optional. |
Name/Address |
The address where you are shipping this order. The address contains this information: Company name The name of the company to receive the order, if available. The shipping address must contain either the company name or customer name. Alphanumeric, 51 positions; display-only. Customer name The name of the customer to receive the order. The name consists of the prefix (such as "Mr.", "Mrs.", "Dr.", etc.), first name, last name, and suffix (such as "Jr.", "M.D.", etc.). Alphanumeric, 51 positions; display-only. Address The delivery address, which is made up of the street, city, state, and postal code Alphanumeric, 50 positions; display-only. |
Change Customer Ship To Screen (Using, Changing, or Excluding a Shipping Address)
• Enter 1 next to a shipping address at the Select Ship To Window.Work with Order/Detail Screen
•
OER0278 CHANGE Change Customer Ship To 5/23/03 11:26:42 EZK Mail Order
Order# : 8759 - 1 Sold To : 317 COMMERCIALWARE ATTN: MUNDI, GLORIA Ship To : 5 Name . . . . MS. ARIEL PINSON Company . . . . . COMMERCIALWARE Address . . . . . 24 PRIME PARK WAY Apt/Suite
Postal code . . . 01760 City NATICK St MA Ctry USA Delivery . . . . B (B=Business, R=Residence) Rent Y Y/N Mail Code N Call Code
Telephone . . . : Country code : 0 Day/business . (568) 333-3333 Ext. Evening/home . (568) 444-4444 Ext. FAX . . . . . Ext. Email Address . .
F3=Exit F11=Exclude from order F12=Cancel |
To use: Press Enter at this screen to use this address as the shipping address on the current order.
To change: Enter over any information you want to update. The current order will ship to the new shipping address, if you changed address information. Also, the system saves the new shipping information for the customer.
Each of the fields on this screen are described under Create Customer Ship To Screen.
To exclude: Press F11 to remove this shipping address from the current order.
This is necessary if you select the address, then decide to ship the order to another address. The system attaches the shipping address automatically to the order when you select a shipping address. After you press F11, you can select another address or use the customer's home address (billing address) as the order shipping address.
Select Customer Ship To Window (Scanning for a Shipping Address)
To scan: Enter information in any of the scan fields on this window to locate the desired shipping address for the order.
How to display this screen: Press F7 at the Work with Order Screen or Work with Order/Detail Screen if there are currently no ship-to customers associated with the sold-to customers. Otherwise, you advance to this window by pressing F6 at the Select Ship To Window.
Select Customer Ship To
Order#: 1107 - 1 Sold To: 12541 CLAWS AND PAWS ATTN: MIRANDA, BERNADETTE T
Ship To# . . . . . Match code . . . . Postal code . . . Last name . . . Company name . . Telephone# . . . .
F6=Create F12=Cancel |
Scan fields: Enter information in the scan fields. A scan screen appears that lists the shipping addresses that closely match the information you entered. You can search using the customer's match code, postal code and last name, postal code and company name, last name only, company name or telephone number.
You can enter partial or full information into any of the scan fields. For example, you can enter J or JONES in the Last name field to locate the shipping address for Howard Jones.
We recommend that you be as specific as possible when you enter scan information to narrow down the number of shipping addresses that match your entries.
The scan screen that appears contains the shipping addresses that closely match the information you entered. The shipping addresses are listed alphabetically or numerically, starting with the first address that matches the scan information.
For example, the scan screen lists these names if you enter J in the Last name field:
JACOBSON
JAMESBURY
JONES (etc.)
However, the scan screen lists these names if you enter JONES in the Last name field:
JONES
JONESBURY
JONESTON (etc.)
The scan screen lists these postal codes if you enter 0 in the Postal code field:
01519
01527
01560 (etc.)
However, the scan screen lists these postal codes if you enter 02062 in the Postal code field:
02062
02069
02074
If you find the shipping address, enter 1 next to it. The current order will be shipped to this address.
If you are not sure that the address is the one you want to ship to, enter 5 next to it. This allows you to verify the address before you attach it to the current order. If the address is the right one, enter 1 next to it to ship the current order to this address.
If you do not find the desired address, you can continue your search by using Shift/Roll or Page Down to display additional shipping addresses on file for the customer or you can press F6 to add a new shipping address.
Create Customer Ship To Screen
Purpose: Use this screen to enter a permanent shipping address for the customer.
The system uses this address for the current order and files the address under the customer number in the Customer Ship To file. Also, this address displays in the window the next time you enter a new order for the customer and press F7 to use a permanent shipping address.
How to display this screen: Press F6 at the Select Ship To Window.
OER0279 ENTER Create Customer Ship To 7/12/00 11:28:26 EZK Mail Order
Order# : 5538 - 1 Sold To : 317 COMMERCIALWARE ATTN: MUNDI, GLORIA P Ship To : 0 Name . . . . Company . . . . . Address . . . . . Apt/Suite
Postal code . . . City St Ctry Delivery . . . . R (B=Business, R=Residence) Telephone . . . : Country code : 0 Day/business . Ext. Evening/home . Ext. FAX . . . . . Ext. E-mail Address .
F3=Exit F7=Default Sold To F12=Cancel |
Field |
Description |
Order# |
A number to identify an order. Numeric, 8 positions; display-only, assigned by the system. |
Ship-to number (unlabeled field to the right of the Order#) |
A number to identify the shipping address. Numeric, 3 positions; display-only, assigned by the system. |
Sold-to (Sold-to customer number) |
A number to identify the customer who places the order or requests a catalog. Numeric, 9 positions; display-only, assigned by the system. |
Customer name |
The full name of the person to whom you are shipping the order, which may include: Prefix The customer's title, such as "Mr.", "Mrs.", "Dr.", etc. If the Validate Prefix (I27) system control value is set to Y, your entry is validated against the Prefix file; see Working with Prefix Codes (WPFX). Alphanumeric, 3 positions; optional. First name The customer's first name. Alphanumeric, 15 positions; optional. Initial The initial of the customer's middle name. Alphanumeric, 1 position; optional. Last name The customer's last name. Alphanumeric, 25 positions; required if you do not enter a Company. Suffix The suffix to the customer's name, such as "Jr.", "III", "M.D.", etc. Alphanumeric, 3 positions; optional. |
Company |
The name of the company to which you are shipping the order. Alphanumeric, 30 positions; required if you do not enter a customer name. |
Address |
The full address to which you are shipping the order. Address line #1 The street address. This is the primary delivery address. If shipping to a post office box, enter P.O. Box and the box number here. Alphanumeric, 32 positions; required. Address lines #2-#4 (unlabeled fields under the Address field): Additional lines for you to enter address information. Alphanumeric, 32 positions each line; optional. |
Apt/Suite (Apartment/Suite) |
The apartment, suite, rural route or floor number for this address, if any. This information prints next to the primary street address on labels. To enter an apartment or suite address 1. Enter APT for an apartment or STE for a suite. 2. Press the space bar once. 3. Enter the number. Alphanumeric, 10 positions; optional. |
Postal code |
The postal code for this address. The system calls a user-defined program to validate postal code formats if you have entered Y in the External Postal Code Validation (E62) system control value. Alphanumeric, 10 positions; required. |
City |
The city to which you are shipping the order. Alphanumeric, 25 positions; required. |
St (State) |
The state or province to which you are shipping the order Alphanumeric, 2 positions; required. |
Ctry (Country) |
The code for the country where the order is shipping. Country codes are defined in and validated against the Country file. The Default Country for Customer Address (B17) system control value, if any, defaults here; but you can override this value. Alphanumeric, 3 positions; required. |
Delivery |
A code to identify an address as a business or residence. This code is used to calculate shipping charges for shippers that use rate tables, such as UPS. Valid values are: B = Business R = Residence N = No distinction between business and residence (not a valid delivery code for a UPS shipper) The system uses this logic to default a delivery code to a customer address on an order: • The system defaults the delivery code defined for the postal code on the address. • If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer file. • If a delivery code has not been defined in the Customer file, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value. Alphanumeric, 1 position; required. |
Rent |
This value indicates whether to include the customer's name in lists that you rent. Valid values are: Y = You can rent this customer's name. N = You cannot rent this customer's name. The value defined in the Default Rent Name (D11) system control value defaults here, but you can override it. Note: This field does not appear on the Change or Display Customer Ship-to screens. Alphanumeric, 1 position; required. |
Mail code |
This code indicates when, and under what circumstances, you can send mail to this customer. Mail codes are defined in and validated against the Mail/Call Code file; see Customer Service Chapter 22: Working with Mail/Call Codes (WMCC). If you do not enter a mail code at the Create Customer Ship To screen, the system will default in the value from the Default Mail Name (D10) system control value. Note: This field does not appear on the Change or Display Customer Ship-to screens. Alphanumeric, 3 positions; optional. |
Call code |
This code indicates when, and under what circumstances, you can call the customer. Call codes are defined in and validated against the Mail/Call Code file; see Customer Service Chapter 22: Working with Mail/Call Codes (WMCC). Note: This field does not appear on the Change or Display Customer Ship-to screens. Alphanumeric, 3 positions; optional. |
Country code |
The international telephone code associated with this country. For example, the country code for France is 33. You must enter this code plus the city code before the telephone number to place an international telephone call. Numeric, 3 positions; display-only. |
Telephone numbers |
The daytime, evening and third (fax or mobile) phone numbers associated with this shipping address. The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number. You can define a telephone number format to map to the phone numbers operators enter into the system. Telephone number formats are defined by arranging numbers and special characters such as hyphens and parenthesis in the same order and position as the numbers in a telephone number would display. When an operator enters a phone number, the system compares the number of numeric characters in the phone number with the telephone number formats you have defined. In order to match a format, the phone number must have the same number of numeric positions as a telephone number format. If the system cannot find a match, the phone number does not map to a telephone number format and displays as it was entered by the operator. Example: An operator enters a phone number containing 10 numbers: 5084293197 |
|
The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 429-3197 When an operator enters a phone number containing 10 numbers (as in the example), the phone number displays so that the first 3 positions are in parenthesis and a hyphen is between the sixth and seventh numbers, regardless of how the operator entered it into the system. If an operator enters a phone number containing 6 numbers, for example 4293197 and no format exists for 6 numbers, the phone number would display as it was entered. (4293197). See Customer Service Chapter 14: Setting Up the Country File (WCTY). The system calls a user-defined program to validate phone numbers outside of CWDirect if you have entered a Y in the External Validation for Phone Number (E64) system control value. Alphanumeric, 14 positions each field; optional. |
E-mail address |
The customer’s email address. See Email Address Validation for an overview of how the system verifies that your entry is formatted correctly. Gift certificates: The system sends a gift certificate notice to this address, rather than printing a gift certificate, if the E-mail gift certificate field on the Work with Order Ship to Properties Screen is selected, and if the Gift Certificate E-Mail Program (H07) system control value specifies a valid email program. See that system control value for more information. Alphanumeric, 50 positions; optional. |
Screen Option |
Procedure |
Default Sold-To Customer information on the Create Customer Ship To screen |
Press F7o if you want the system to default sold-to customer information in the fields on this screen. Selecting this option defaults the following fields from the order header: • Name • Company • First line of address information • Apartment number • Postal code • City • State • Country • Delivery code (Business or Residence) • Rent flag • Day phone and extension • Fax/Mobile phone and extension You can override this information. |
Chapter 8: Expanding the Address | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 10: Assigning an Order Shipping Address |
OE01_09 CWDirect 18.0 August 2015 OTN