Addresses
You need address data of your contacts to be able to communicate with them and to visit them.
In Profit, you record addresses against Persons, Organisations and on the Contacts tab for Persons and Organisations. Profit uses different types of addresses. For example, a person can have a (private) address and a postal address. An organisation can have a (work) address and a postal address.
Video
Description
Profit contains a table with Dutch postal codes and the corresponding place names. If you enter a Dutch postal code, Profit automatically fills in the city name. Furthermore, there is a table in which Profit saves all addresses. When you add an address to an organisation or person, that address is automatically added to the central address table of the environment. All organisations and persons with the same address are linked to this address in the address table. This approach increases the consistency of the address data that you record in Profit.
The address table allows both residential addresses (such as Philipsstraat 18, 3833 LC LEUSDEN) and P.O. box addresses (such as Postbus 3542, 3004 GC ROTTERDAM).
When you add an organisation, person or contact, Profit checks if the address already exists in the address table. If so, then Profit links the address to the new organisation, contact or contact person. If the address does not yet exist then Profit adds it to the address table.
Note:
If you add a person to an organisation as a contact (Contacts tab), the organisation's address is shown next to the name of the person. You can change this address.
In addition, you can add a delivery address on the Delivery addresses or Contacts tab of an organisation.
For the postal address and the (private or work) address, the history is saved. You can view this history per person or organisation on the Address history tab. On this tab you can also add new addresses and change the effective date of an address. This history of an address is saved, because you record the address, for example on invoices. This address is linked to the address defined for the organisation and therefore cannot change. You can also use the address history to find out if a letter perhaps has been sent to the wrong address.
This topic does not concern e-mail addresses, Internet addresses, etc. In Profit this data is part of the Communication data, just like phone and fax numbers.
If you want to change an address then you can record a relocation in Profit or correct an address.
Use a relocation if an organisation or a person is going to move from address 1 to address 2 on a specific date. In case of a relocation, you have the opportunity to also relocate other organisations and persons who use the same address. Furthermore, you have an option of only relocating the visiting address and excluding the PO box address. The complete address history is kept.
Use a correction if you want to correct a spelling error or another error in an address. A correction is directly applied to all organisations and persons linked to the address.
Preparation
- Set up the address check
You can use the Addresses tab in the country settings to specify what a complete address consists of per country. To do so select General / Configuration / Country settings / Country.
Procedure
- Record the relocation of an organisation/person
In the case of a relocation you specify a different address for an organisation/person, including the effective date of the new address. The old address is saved in the address history of the organisation/person.
- Correct an address centrally via organisation/person
- Correct the address: the changed address applies for all organisations and persons.
- Record the relocation: the changed address applies for all organisations and persons.
- Check and correct the central address table
When adding organisations and persons, the addresses are saved to the central address table, which holds all addresses. Initially this table is empty. You can set up an automatic check of the completeness of addresses. If the warning about an incomplete address is ignored, the address is added anyway and the address table can have incorrect addresses. You can easily find and correct these incomplete addresses.
- Kix code
Using the KIX code, TNT (TPG Post) can quickly see what the final destination of a piece of mail is. If you use the KIX code, you may be eligible for a discount on the postage. You can use this code in several locations in Profit, for example on reports, documents (labels, envelopes) and invoices.