Overview

ESM Purchase allows for adding Ship-To Locations and masking them as private addresses within the application. This is useful if System Administrators want to restrict the visibility of a location address within Purchase for such examples as residential or home address shipments for remote operation.

This document is available for download at the bottom.

Functionality

Administrators, by default, are assigned the permission to View Private Addresses. All other users will have to be assigned this permission to be able to see private address locations. Administrators can assign this permission under the Admin Menu > General Settings > Add/Edit Users.

 On the Users Profile > Check the box to enable View Private Address.

Click Update.

By default, Administrators will have the View Private Address enabled

Marking a Location as a Private Address

Administrators can set a Location as a Private Address. To update the location type, go to the Admin Menu > General Settings > Add/Edit Locations.

Select the Private Address checkbox and click Update.

When an address is marked as private, only those with permission to View Private Addresses will see the location details on a Transaction.  All other users will see only the name of the location, as shown below:

Importing Locations

When importing locations, the import template designates a field for marking an address as Private. This field defaults to the value of No. If a location needs to be marked as a Private Address, this field should be marked Yes. The mass update will hide address details to those not assigned the View Private Address privilege for any addresses created or updated.

Best Practices

ESM recommends the following steps to ensure easy maintenance of Private Addresses.

• Defining and following a naming convention is highly recommended for reporting and ensures data consistency. For example, “Private – [Name]”, will help identify private addresses within your organization quickly through standard reporting and data management.
• Private addresses can be added and/or disabled through the standard admin screens. However, if mass data loads are needed, it is recommended to use the Location import template to create or deactivate private addresses without repetitive manual effort.
• If using the Reporter within Purchase, the Private Address flag is available to use in reports for maintenance and monitoring the use of Private Addresses.
• If not using the Reporter, a System Administrator can use the Entity Profile Extract to identify private addresses if the recommended naming convention approach is used.

How do I update my location records?