Updating a customer's primary address after they have moved


Updating a customer's primary address after they have moved

It is important to keep your company information up to date and this includes updating your records when a customer, or supplier, has moved. Deactivating an address allows the user to 'hide' the old address information while displaying the correct contact details for the company.

What are the benefits of updating a customer's primary address after they have moved?

  • Keeps your customer and supplier address information up to date.
  • Prevents sending out information, goods or marketing material to the incorrect address.
  • Keeps your customers happy, which they would not be if you kept sending goods to the wrong address.
  • Marking an address as inactive stops the address being displayed when creating or amending a Sales Orders and prevents it being shown on reports.
  • If you check credit cards against customer addresses and the customer has been efficient and updated their credit card account with their new address, their credit card check would fail.

Example of updating a customer's primary address

Updating the customer, or supplier's, address is a three step process:

  1. Create the new address.
  2. Move the contact from their old address to their new address.
  3. Deactivate their old address.

In the example below Tegan Smith is moving to a new address of 26 Springfield Road, Grantham, NG31 7BG.

Create the new address

  1. Open a Customer screen (show me how).
  2. Load Tegan Smith's customer record.
  3. Open her [ Customer | Detail | Address ] tab.
  4. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  5. Click BtnNewItemX.jpg located in the top left section of the screen.
  6. If you have KPAF (Khaos Postcode Address File) click BtnPostcodeLookup.jpg.
    • Enter the new postcode, for example NG31 7BG and press Enter.
    • Type the house number, in this example 26, in the # box and click OK, the address is automatically entered in to the new address fields.
      Note: if you have not purchased KPAF then enter the details manually into the address fields.
  7. Change the Type of address to Invoice.
    Note: if you have one contact with one address, typically a residential customer, then the new address must be marked as the invoice address. However, if the new address is being added in addition to other addresses of which one is the invoice address then this is (Optional).
  8. Click on the ScCustomer taDetail stAddress PrefDelAddress.jpg button to turn it on, the red square will become green ScCustomer taDetail stAddress PrefDelAddressOn.jpg.
  9. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the record and enter a reason in the tracking popup for the change, for example Change of address.

Move the contact from their old address to their new address

  1. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  2. Focus on Tegan Smith's old address in the upper grid so the contact to be moved is in the lower grid.
  3. Drag and drop the Tegan Smith from the lower grid onto the new address line in the upper grid.
  4. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Deactivate the old address

  1. Click 'All Addresses - Detail' icon on the top pane's action buttons to open the All Addresses Details dialog.
  2. Focus on the address to be deactivated in the upper addresses grid.
  3. Click on the Deactivate address button button below the addresses grid.
  4. Enter a reason in the tracking popup for the change.
  5. Click the OK button to close the All Addresses Details dialog.


Note: you may not wish to deactivate a supplier's address if they move part of their operation to a new location; you can just add the new address and move any contacts but not deactivate the old address which may still be active.

See Also


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