Purchase Orders: Creating Shipping Locations
Purpose Statement
The Shipping Locations configuration within Purchase Orders enables Fire/EMS departments to establish and manage delivery addresses for equipment and supply orders. This functionality ensures accurate order fulfillment by maintaining standardized shipping addresses for stations, warehouses, and other receiving locations, streamlining logistics coordination and reducing delivery errors.
Background Information
Shipping locations represent the physical addresses where purchased equipment and supplies will be delivered. Proper configuration of shipping locations is essential for accurate order fulfillment, inventory management, and efficient receiving operations. The system integrates with existing occupancy records when available and supports Google Maps address validation for new entries, ensuring accurate and standardized location data. By maintaining a centralized list of shipping locations, departments can ensure consistent address formatting, reduce shipping errors, and improve coordination with vendors.
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Required Permissions
Users must have administrative permissions within the Assets module to create and configure shipping locations. Required permissions typically include:
- Assets module administrative access
- Setup section permissions
- Orders configuration permissions
- Shipping location management permissions
- Location data entry permissions
Contact your system administrator if you cannot access shipping location configuration.
Step-by-Step Guide
Entering information in the modal from add new address will search addresses in Google Maps
Best Practices
Do:
- Use consistent, descriptive naming conventions for all shipping locations
- Verify addresses using the Google Maps integration for accuracy
- Leverage existing occupancy records to streamline setup
- Include location identifiers (e.g., "Station 3 - Main Entrance") for large facilities
- Review and update shipping locations periodically for accuracy
Don't:
- Use informal or ambiguous location names that may confuse vendors
- Skip address validation when adding new locations
- Create duplicate entries for the same physical location
- Forget to include special delivery instructions in location names if needed
- Neglect to save changes before navigating away from the configuration
Troubleshooting & FAQs
Q: Why doesn't my location appear when I search the occupancy records? A: If the location is not in your occupancy records, use the "add new address" option to create a new address entry using Google Maps validation.
Q: Can I modify a shipping location after it's been created? A: Yes, shipping location records can be edited through the same configuration interface to update names, addresses, or account numbers.
Q: What should I include in the location name? A: Use clear identifiers such as station numbers, facility names, or specific delivery points. For complex facilities, include building names or receiving dock information.
Q: Can multiple shipping locations share the same address? A: Yes, if you have multiple receiving points at the same facility (e.g., different station bays or warehouse docks), create separate entries with descriptive names.
Q: How does the system use the location account number? A: Account numbers help track deliveries to specific cost centers or facilities for budgeting and inventory management purposes.
Additional Considerations
Integration with Occupancy Records
Leveraging occupancy data provides:
- Faster location setup using existing address information
- Consistency between pre-planning and procurement systems
- Reduced data entry errors
- Alignment with facility management records
Address Standardization Benefits
Google Maps integration ensures:
- Consistent address formatting for vendor communications
- Accurate geocoding for tracking and reporting
- Reduced delivery errors from address inconsistencies
- Validation of deliverable addresses
Multi-Facility Management
For departments with multiple locations:
- Create separate shipping locations for each station or facility
- Use clear naming conventions to differentiate similar locations
- Consider including facility codes or identifiers in location names
- Coordinate with receiving personnel at each location
Vendor Coordination
Proper shipping location configuration supports:
- Clear communication of delivery addresses to vendors
- Reduced shipping delays from address errors
- Consistent delivery point identification
- Better tracking of orders by destination
Receiving Operations
Well-configured shipping locations improve:
- Inventory receiving workflows
- Asset tracking from delivery to deployment
- Coordination between purchasing and receiving personnel
- Documentation of where equipment and supplies are delivered
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