Using the Address List to add and update addresses

By | April 22, 2015

Partner Addresses

When you click the Edit Addresses button on the Partner Profile you’ll see this form:

adrsList

The first thing to notice is all the addresses for the partner will be listed on the left. You can click through them to select one. I designed this form to let you browse addresses quickly and sometimes loading the Google map may slow you down. So…

Showing Google maps is an option you can turn off!

Notice the Google Maps button (I put a green box around it). In the example Google Maps loads when you click on an address. If you click Hide Maps they won’t. This makes it faster to look through a lot of addresses if you need to do that.

To enable Google Maps just click the button again.

You can set the Billing Address

Every Partner must have a billing address if we are going to invoice them. They can only have 1 billing address and it’s indicated by the checkmark at the top. You can make another address the billing address by clicking it’s checkmark.

It’s a very good idea to only use a Verified address for the billing address.

Adding and Deleting Addresses

Notice the two buttons ( +  and – ) at the bottom of the address list (I highlighted them with a green box also). The plus button lets you add a new address. The minus button attempts to delete the address you have selected. You can only delete an address if it isn’t being used on any orders or quotes.

Adding a new address

adrsList_new

The fields outlined in red are required: street, city and state. As soon as you have entered these three fields they are sent to Google and a map will fill the right hand panel. This gives you a chance to see what the address looks like and correct it if you need to.

The address will be automatically saved when you have the minimum information entered.

Deleting an Address

You can delete an address that’s not being used on any orders. Click the address in the list then click the – button.

Merging addresses

You can merge two or more addresses for the same Partner into a single record. When you merge all the orders that referenced the address are changed to the new address.

The only time you should do this is when there are duplicate records for the exact same address.

You SHOULD NOT merge addresses just because there are a lot of them. Delete any unused ones and use the Inactive checkbox to keep them from showing up in address menus. SubManager doesn’t attempt to verify the addresses you want to merge are the same – it just does it.

With all that in mind actually doing the merge is easy. Select the addresses you want to merge. The Merge button will appear. Click it and you’ll see a list of the addresses you selected. The first address listed is the one all the others will be changed to. If the one you want isn’t on the top of the list drag the correct one to the top.

Click OK.

That’s it. The top address is kept, references to all the other ones are changed to that address and all the other’s are deleted.

You may need to re-set the billing address if it was one of the merged addresses.

 Why won’t a Google address verify?

It’s Google’s dirty little secret on maps – if you google an address it will usually show up on the map even if it’s not a valid address. This is why the verification service is important – it looks up the address in the Postal Service database to see if it is a valid address for delivering mail.

Here’s a post talking about what’s going on.

Bottom line is the billing address should always be verified.
Job addresses don’t need to be verified but they do need a Tax Locale.

Job Addresses

Lots of times a job address won’t verify. Why not? Maybe it’s a new house or a new subdivision. The Post Office doesn’t recognize an address until there’s a building on it (among other things) so they won’t verify they can deliver mail to it yet. You can likely find it on Google Maps though and that’s fine for identifying the job.

The job address determines the tax basis

You won’t be able to bill a job unless we know what Tax Locale it’s in. Usually SubManger can look this up for you based on the address. Sometimes it just doesn’t have enough information in which case you need to set the tax locale yourself.

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