Maintaining Ship to and Bill to Address

Objective

After completing this lesson, you will be able to configure and manage Purchase Request Bill To and Ship to Addresses.

Company Locations

The Company Locations tool lets you add, edit, delete, import, and export shipping and billing addresses. It complements the Purchase Order import and offers a quick way to update addresses, whether they are imported or manually entered in the system. You can set any shipping address as the default for an employee by using either the Employee Import (360 record) or the Profile (Invoice Preferences) feature.​

Add a New Shipping or Billing Address

To add a new shipping or billing address:

Steps

  1. On the Invoice Administration menu, select Company Locations.

    The image displays an Invoice Processing Admin menu with a list of administrative options. The Company Locations option is highlighted with a purple box. The menu includes entries such as Accounting Administration, Audit Rules, Change Log, Currency Admin, and Email Reminders. Each option has a brief description below it.

  2. Select New.

    The image displays a Company Locations screen with a table showing two company entries. The top section includes Ship To and Bill To tabs. Action buttons labeled New, Modify, Remove, Import, and Export All appear above the table, with the New button highlighted in a purple box. The table lists company names, address codes, and addresses.

  3. Complete the appropriate fields. Select Add address as a Bill To/Ship To location as well to create the same address in the other tab. This checkbox is only available when creating a new address. When you’re done, select Save.​

    The image displays a form titled Add New Ship To Location with fields for entering company name, address code, street address, city, postal code, country, state, and email address. The form has a checkbox to add the address as a billing location. The Save button at the bottom right is highlighted with a purple box.

Edit a Shipping or Billing Address

To edit a shipping or billing address:​

Steps

  1. On the Invoice Administration menu, select Company Locations.

    The image displays the Invoice Processing Admin menu, showing a list of administrative configuration options such as Accounting Administration, Company Locations, and Expense Types.

  2. Select the location you want to edit and then select Modify.​

    The image displays the Company Locations screen, where users can view, modify, and manage company location entries, including details like name, address code, and address.

  3. Update the appropriate fields and then select Save.

    The image displays a form for adding a new ship-to location, with fields for name, address code, street address, city, postal code, country, state, and an option to save the new location.

Import Shipping or Billing Addresses

To import shipping or billing addresses:

Steps

  1. On the Company Locations page, select Import.

    The image displays the Company Locations screen, highlighting the Import button for importing new location records into the list.

  2. Select Download the import template.

    The image displays the Import Ship To Locations window, where users can download the import template and view import history for ship-to locations.

  3. Complete the appropriate columns and save the import file.

    The image displays a blank spreadsheet template for importing company location data, with column headers such as Name, Address Code, Address 1, City, State, Postal Code, Country Code, and Contact Email.

  4. Select Browse, then select the completed import file and select Import.​

    The image displays the Import Ship To Locations window, highlighting the Browse button for selecting a file to upload for importing location data.

Export Shipping or Billing Addresses​

To export shipping or billing addresses:​

Steps

  1. On the Invoice Administration menu, select Company Locations.

    The image displays the Invoice Processing Admin menu with various options listed, including Company Locations, which is highlighted in a pink box.

  2. Select Export All to download an Excel file.

    The image displays the Company Locations screen with a highlighted Export All button. Below the screen, there is a spreadsheet showing exported company location data, including columns for name, address code, address, city, state or province, postal code, country code, VAT ID, and email address.

Resources

For more detailed information, review the Concur Invoice Company Locations User Guide, found on the SAP Help Portal

Learning

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