Entering Alternate Billing Addresses

You can send invoices for a job or ship-to customer to an intermediate authority for purchase approval, either at the job site or off site before they are forwarded to the assigned bill-to customer for payment.

When assigning an alternate billing address to a ship-to customer, you can do the following:

Define the job or ship-to customer's address as the billing address.
Enter an unrelated name and address as the billing address.
Assign the name and address of another customer to the alternate billing address in the customer file.

The system prints the alternate billing address on all of the job or ship-to customer's invoices. When you access that job or ship-to customer record, "Alternate Billing Address in Effect" displays.

Assign an alternate billing address to a bill-to customer and copy it to all associated jobs and ship-to customers.

The system prints the alternate billing address on all invoices for the bill-to customer and all associated jobs and ship-to customers. When you access the customer record for the bill-to customer, or for any of the jobs or ship-to customers associated with that bill-to customer, a message informs you that an alternate billing address is in effect.

Note: The bill-to customer assigned to the job or ship-to customer still receives the monthly statement.

To enter an alternate billing address:

From the Files menu, select Customer to display the Customer Maintenance screen.
In the Customer/New field, enter a customer ID to display the customer record.
Use the Add'l Info hot key to display the Additional Info menu, and then use the Alt Billing Addr hot key to display the Alternate Billing Address screen.

In the Use Ship-To Address (Y/N) field, enter one of the following:

Y – Adds the job or ship-to customer's address as the address for invoices. The system populates the remaining address fields.
N – Adds a different name and address from that of the ship-to customer but not that of another customer in the customer file. You populate the remaining address fields.

To add the name and address of another customer from the customer file, use the Customer hot key. At the prompt, enter one of the following:

A customer number preceded by a period.
A customer name.
Part of a name. Press Enter to display a list of customers from which to select.

In the Name, Address, City, St, and Zip fields, enter the name and address of the customer or vendor.

Note: Because the name and address do not have to be the name defined on the customer or vendor record, you cannot enter a customer or vendor number or search by entering part of a name.

In the Fax field, enter the fax number the customer will use to receive invoices.
In the Sort By field, enter the words associated with the alternate billing address to use to search for this address.

Note: Custom programming and modification of your custom invoice printing program is required for printing an alternate billing address on an invoice.

For addresses that are longer than the number of lines allowed, use the Addl Address hot key to enter additional billing address information for this customer or vendor.