How do I change the ship to address on the purchase orders?

Changing the Ship to Address on a Purchase Order

Purpose

Updating the Ship To address on a Purchase Order is essential to ensure that materials, equipment, and supplies arrive at the correct location. This avoids costly delivery errors, project delays, and logistical confusion. Whether the delivery location changes due to evolving project needs, administrative corrections, or vendor instructions, timely updates keep procurement and fulfillment aligned.

When to Update the Ship to Address

You should update the shipping address when:

• The delivery location changes after the PO was initially created. For example, materials originally ordered to a warehouse now need to be sent directly to the jobsite.
• The original Ship To address was incorrect, outdated, or incomplete.
• The vendor requests shipping to a different address due to logistical reasons, such as delivering to a satellite office or staging area.
• The PO is for owner-furnished materials that need to be sent directly to the client’s site.
• You need to pause shipment temporarily by putting the order on hold.

Step-by-Step Instructions

1. Open the Purchase Orders Module

• Click the Main Menu (≡ icon) to open the navigation panel.

• Scroll down and select “Purchase Orders.”

You will land on the Purchase Orders dashboard, where all POs are organized and searchable by project, status, date, and more.

2. Find and Open the Relevant Purchase Order

• Use the filters (e.g., Project Name, Vendor, Status) to quickly locate the PO you want to modify.
• Click on the PO entry to open its detailed view for editing.

3. Locate the “Ship To” Field

• Within the PO editor interface, navigate to the Details tab or scroll until you find the “Ship To” section.
• This area controls where the vendor will deliver the materials.

4. Update the Shipping Address

• Click the drop-down menu next to the Ship To label.
• You will see several standard shipping options available. Choose the one that best fits your delivery needs:

Shipping Address Options Explained

• Company Address:
  Your organization’s primary office, warehouse, or distribution center.
  Use When: Deliveries are to be received centrally and redistributed later.
• Pickup Address:
  A designated location, often a vendor warehouse or supplier lot, where your team or vendor will pick up materials.
  Use When: Coordinating local pickups or will-call services where the supplier holds items for you to collect.
• Project Address:
  The physical jobsite tied to the specific project associated with the PO.
  Use When: Direct-to-site delivery is required for materials, equipment, or labor to be used immediately at the work location.
• Hold:
  Indicates the shipment should be paused or delayed until further notice. The vendor should not ship until cleared.
  Use When: Waiting on approvals, scheduling deliveries with other phases, or resolving issues before materials are sent.
• Customer Address:
  The end client or owner’s address, if different from your company or project locations.
  Use When: Sending owner-furnished items or drop-shipping directly to the client’s site.
• Directory Contact:
  Pulls an address from your company’s internal directory of contacts, which can include subcontractors, consultants, alternate vendors, or other stakeholders.
  Use When: Shipping to a non-standard location linked to a specific contact in your system, such as an engineer’s office or subcontractor’s yard.

Final Steps

• After selecting the correct Ship To address, verify that all details are accurate and up-to-date.
• Save or submit the updated Purchase Order to lock in the change.
• If the PO has already been shared with the vendor, communicate the address change promptly to avoid confusion.

Additional Tips

• If the Project Address is missing or outdated in the drop-down list, update it in the Project Settings before returning to the PO.
• Use the Notes or Comments field to provide special delivery instructions or alert your vendor to the address change.
• Keep track of all address changes for auditing and project management purposes.

Summary

To change the shipping address on a Purchase Order:

Menu > Purchase Orders > Select PO > Edit > Ship To > Choose Correct Address > Save

Updating the Ship To address ensures your materials are delivered smoothly, reducing the risk of project delays and logistical headaches.