How do you change the ship to address on a purchase order?

How to Change the Ship to Address on a Purchase Order

Overview

In Contractor Foreman, Purchase Orders (POs) are more than just financial documents, they’re logistical tools that define where and how your materials or services should be delivered. One key field that drives fulfillment accuracy is the “Ship To” address.

Whether you’re delivering materials to a jobsite, staging area, client property, or your warehouse, the Ship To field gives you full control over the delivery destination. Occasionally, it becomes necessary to revise this location after the PO has been created.

Common reasons for updating the Ship To address include:

• A jobsite address has changed or was incorrectly entered.
• Delivery needs to be redirected to a centralized warehouse for consolidation.
• The client has requested direct shipment to their location.
• Field logistics or scheduling has changed mid-project.
• An error occurred during PO creation.

This guide walks you through the correct procedure, permissions, and options for editing the Ship To address on a Purchase Order in Contractor Foreman.

User Permissions Required

Before proceeding, ensure that you have the appropriate access level:

• Edit Access to Purchase Orders is required to modify any PO fields, including Ship To.
• Admin Rights may be required depending on how your organization’s permissions are configured.
• If the PO has already been approved, locked, signed, or marked received, you may need to revert the status before editing.

When Can the Ship to Field Be Edited?

• The Ship To field is editable only while the PO is in Draft or Editable status.
• If the PO has progressed to Approved, Received, or Signed, editing may be disabled until it is reverted.
• For any field-level edit locks, check with your system administrator.

Step-by-Step: How to Change the Ship to Address

1. Navigate to the Purchase Order Dashboard

• Open the Main Menu (☰ icon in the upper left corner).

• Scroll down and select “Purchase Orders.”

• You will land on the PO dashboard, which lists all active and archived Purchase Orders, categorized by project, date, status, supplier, and other filters.

2. Locate and Open the PO You Want to Edit

• Use the search bar or apply filters (such as project name or vendor) to locate the specific PO.
• Click on the PO row to enter the detailed view for that record.

3. Find the “Ship To” Field

• Scroll down to the “Ship To” section within the Details tab.
• You’ll see a dropdown menu listing the available shipping destinations

4. Choose the Correct Shipping Option

You will see one of the following standard options in the dropdown:

• Company Address
  Your organization’s main warehouse, office, or designated receiving location.
  Use when: You want centralized delivery for internal distribution or storage.
• Pickup Address
  A designated pickup point linked to the project.
  Use when: Your crew or vendor will retrieve the materials themselves.
• Project Address
  The official jobsite address associated with the project.
  Use when: Materials need to be delivered directly to the worksite.
• Hold
  Prevents automatic shipment.
  Use when: You’re awaiting project timing, inspections, or further instruction before delivery.
• Customer Address
  The end-client’s property or storage location.
  Use when: Shipping directly to the client, often for owner-furnished equipment or materials.
• Directory Contact
  Pulls the address from a contact in your system directory (e.g., subcontractor, engineer, or third-party vendor).
  Use when: Delivering to a third party not directly tied to your company or the jobsite.

6. Submit the Changes

• Once the correct option is selected, scroll to the bottom and click the blue “Submit” button to save your updates.
• The PO will now reflect the new delivery address.

Tips & Considerations

• Project Address Incorrect?
  If the listed Project Address is outdated or missing:
  • Go to the Project Settings (under the “Projects” module).
  • Update the address in the project profile.
  • Return to the PO and re-select the newly updated address.
• Vendor Notification
  If the PO was already sent to a vendor prior to the address change, you should notify them manually. The system does not automatically resend updated versions unless prompted.
• Use Notes Field
  Add delivery instructions, gate codes, contact names, or timing requests in the Notes section of the PO for internal clarity and vendor communication.
• Audit Trail
  Changes to the Ship To address will be reflected in the activity log, keeping a clear history of who made the change and when.

Summary

To update the Ship To address for a Purchase Order in Contractor Foreman:

Menu > Purchase Orders > Select PO > Scroll to Ship To > Choose New Address > Submit

Ensuring accurate delivery information prevents material delays, back charges, or lost productivity, especially when managing multiple jobsites, vendors, and changing project schedules.

Let the system work for you by keeping it updated and accurate.

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