Purpose Statement

The Shipping Agency feature allows departments to define and manage standardized delivery locations for purchase orders. This ensures that equipment and supplies are shipped to the correct destination, improving logistics coordination, reducing delivery errors, and supporting accurate inventory receiving.

Background Information

Shipping Agencies represent physical delivery locations such as fire stations, warehouses, or administrative facilities. Proper configuration ensures consistency in shipping addresses and improves communication with vendors.

The system integrates with existing Occupancy records, allowing users to quickly select known locations. If a location does not exist, users can add a new address using Google-powered search, ensuring accurate and standardized address data across the system.

This setup is typically performed by administrators managing Assets and procurement workflows.

Required Permissions

To create and manage Shipping Agencies, users should have the following permissions:

• Assets Module Access
• Setup Access
• Orders Configuration Access
• Shipping Agency Management

If permissions are restricted, contact your system administrator.

Video

Step-by-Step Guide
 

1. Navigate to Shipping Agencies

• Select Assets from the main menu.
• Select Setup.
• Select Orders.

2. Open Shipping Agency Creation

• Select Add New or + Shipping.
• Ensure the Shipping tab is selected.

3. Enter Location Name

• In the Location field, enter the name of the receiving location.
  • Example: Station 1, Central Warehouse, Admin Building

4. Select or Add Shipping Address

• Select the Shipping Address field.
• Begin typing to search for an existing address.
  • The system searches your agency’s Occupancy records.
• If the address is not found:
  • Select add new address.
  • Enter the address using the Google-powered search.
  • Save the new address.

5. Enter Location Account

• In the Location Account field, enter the associated account number (if applicable).

6. Set Active Status

• Toggle Active on to make the Shipping Agency available for use.

7. Save the Shipping Agency

• Select Save.
• Confirm the Shipping Agency appears in the list.

8. Verify in Purchase Orders

1. Navigate to Assets → Orders.
2. Create or open a Purchase Order.
3. Locate the Shipping Location field.
4. Confirm the new Shipping Agency is available for selection.

Best Practices

• Use clear, standardized naming conventions (e.g., “Station 3 – Bay Door”).
• Always search existing Occupancy records before adding a new address.
• Only use add new address when the location does not already exist.
• Include specific delivery identifiers for large or shared facilities.
• Periodically review and deactivate outdated shipping locations.

Troubleshooting & FAQs

Q: I don’t see the Shipping tab under Orders.
A: Ensure you are navigating to Assets → Setup → Orders → Shipping and have appropriate permissions.

Q: I cannot find an address when searching.
A: The Shipping Address field only searches existing Occupancy records. Use add new address to create a new address using Google search.

Q: The Shipping Agency is not available in Purchase Orders.
A: Confirm the record was saved and is marked Active, then refresh the page.

Q: Can multiple shipping locations use the same address?
A: Yes. Create separate entries with different Location names to represent specific delivery points.

Q: Can I edit a Shipping Agency after creation?
A: Yes. Select the record and use Edit to update details.