D. Add/Update Location Records

This document provides information on multiple methods for system administrators to add, update or deactivate location records.

It is also available for download at the bottom.

General Settings

Individual location records can be setup and modified manually via General Settings.

Navigation: Menu > Admin > Select Function > General Settings > Add/Edit Locations

Step 1: Enter location name.

Step 2: Enter required fields.

The following fields are required:   

• Location Name
• Address Line 1
• City
• State (or Province)
• Zip/Postal Code (US only)
• Country
• Phone
• Location Type
• Bill to Attn
• Private Address

Tips:

• Foreign country (non-US) records cannot contain a State value and must contain a Province
• If integrated with an ERP/GL system, the Location ID (GL) field value must match the ERP/GL system's location code/ID value.
• A location can be designated as a Ship to and/or a Bill to
• Private Address checkbox allows administrators to identify those locations whose address details should not be visible in certain areas of the application.

Step 3: Select the Update button to save.

Deactivate Locations

Deactivate Locations allows locations to be deactivated.

Navigation: Menu > Admin > Select Function > General Settings > Deactivate Locations

Step 1: Search by location name.

Step 2: Un-check the Active field checkbox to deactivate a location record.

Tips:

• Transactions assigned to active locations should be processed prior to deactivating the location record.
• Users assigned to active locations will need new locations assigned after deactivating the location record.
• Once deactivated, a location record can only be reactivated by ESM staff.
• Location records can be deactivated in bulk using the location upload template. The status column should read ‘inactive’

Import Management

Individual and multiple location records can be setup and modified via Import Management settings.

Navigation: Menu > Admin > Select Function > Import Management > Import Templates

Step 1: Select “Location” from the Template Type field.

Step 2: Download the Location Template.

The following fields are required:

• Location Name
• Address Line 1
• City
• State (or Province)
• Zip/Postal Code (US only)
• Country
• Phone
• Location Type
• Bill to Attn (Bill to Locations only)

Tips:

• To deactivate location records via import, the status column should read ‘inactive’.
• Transactions assigned to active locations should be processed prior to deactivating the location record. If not, the transaction will be deleted automatically.

Step 3: Create/Save the Location data file.

Step 4: Select the import parameters and the Location data file.

 Tips:

• Select Update to update all matching location records in the system with the data in the file. This will not affect records not included in the file.
• Imported data files are processed nightly.

Step 3: Select Update to start the import process.

Mark locations as Private Addresses