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[Karen Kellibrew]

??

Hello,

I wanted to reach to see what is the best practice for handling old vendor addresses. Is it best to delete or find a way to inactivate, how do others handle this?

For example, many vendors have a MAIN and one Remit To.   But, there are vendors throughout the year change/add new remit to, etc. and now we see that some have so  many attached to their record.  If this makes sense.

Thanks for your input. 

Best, Karen

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Karen Kellibrew
Administrative and Accounting Assistant
American Society of Health-System Pharmacists
Bethesda MD
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[Dave Magalen]

“Best Practice” really depends on what you want to do for your company.  My slight OCD means that I want things clean and tidy.  So for us, we Edit the REMIT TO address on the Vendor card to make sure that the settings are correct.  Then we only have to have 2 or so addresses on the Vendor; Main, Remit To, Ship TO, or something else like that.

We just edit the address or email address on the card and you don’t have to keep track of the REMIT TO setting in the Vendor as well as have the risk of someone selecting an old address when processing.

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Dave Magalen
dmagalen@auroraplastics.com
IT Manager – Aurora Plastics
Streetsboro OH
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[Jo deRuiter]

Hi ,

Dave Magalen is right, best practices is a ‘loose term’ it’s what is best for your company.

The issue with deleting old addresses is that in the GP tables, the address is not kept ON the transaction, it is kept in the address tables.

Many reports show the actual address, but that is because they were built to show it, but the address usually always resides on the Vendor Address Card only and is linked to transactions through the ADDRESS ID for the address.

That said, the issue with deleting old addresses is that you may try to go looking for an address on a transaction in the future, but the actual address won’t show, only the Address ID, if you use that Address ID on another transaction with a different address on it it will show the new address only.

I would recommend making sure that the DEFAULT address ID’s for transaction types on the Vendors Main Card are the current ones to use so that the right address just defaults into the transactions but leaving the old addresses alone until you’ve done an analysis and found that they have not been used in several years, and even then I would keep a backup of the company untouched in case you need to really access that in the future.  This will depend on the legalities of the particular industry you are in.

?The default ID’s for Transaction Types are Here:

Purchase will pop onto Purchase Order fields and the ‘Main Address’ on Payables Transactions
Remit To will be the default check address and will show up on each transaction as the ‘Remit To’
Ship From is for Purchase Orders
1099 is where the 1099 will be mailed to.

All vendor emails are also associated with address ID’s so  you must be cognizant of that during processing.

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