Manage Document Addresses
Document addresses help you process addresses that are imported into freight forwarding documents. Use the Document Address Card wizard to review imported addresses, search for matching addresses in your system, and link them to existing addresses or create new ones.
About document addresses
When you import data into freight forwarding documents, addresses are often included in the import. These imported addresses are stored as document addresses and need to be processed before they can be used effectively. The Document Address Card wizard helps you:
- Review imported address information
- Search for matching addresses in the address master
- Link to existing addresses to avoid duplicates
- Create new addresses when no match is found
- Set up related address links (such as using the same address for Ship-from and Shipper)
Tip
Using document addresses helps maintain data quality by preventing duplicate addresses in your system and ensuring consistent address information across your documents.
Open the Document Address Card
You can open the Document Address Card from any freight forwarding document for the following address types:
- Shipper Address
- Ship-from Address
- Consignee Address
- Ship-to Address
To open the document address wizard
- Open a freight forwarding document.
- Choose the assist edit button next to one of the address fields listed above.
The Document Address Card wizard opens. If an address has already been imported for this field, the wizard displays the existing information. Otherwise, it creates a new document address entry.
Use the Document Address Card Wizard
The wizard guides you through four steps to process an address. You can move between steps using the Next and Back buttons, and complete the process with the Finish button.
Step 1: Enter address information
In the first step, enter or review the basic address details.
The Field Name field shows which address type you're working with (Shipper, Ship-from, Consignee, or Ship-to). This field is read-only.
Fill in the following fields:
Field Description Name The name of the company or location. This field is required. Address The street address. Address 2 Additional address information, such as building or suite number. Post Code The postal code or ZIP code. City The city name. Country/Region Code The country or region. Choose the lookup to select from available countries. Choose Next to continue.
The system creates a unique identifier for this address to help find matches in later steps. The formatted address is displayed in the remaining steps for your reference.
Step 2: Specify customer information
In this step, associate the address with a customer. This helps the system find relevant matching addresses.
In the Customer No. field, choose the customer for this address.
The Customer Name field updates automatically to show the customer's name.
Review the Document Address field, which shows the formatted address you entered in Step 1.
Choose Next to search for matching addresses, or choose Back to modify the address information.
Tip
Selecting the correct customer is important because the system will add the address information linked to the addresss with a relation to the Customer.
Step 3: Review search results
In this step, the system automatically searches for addresses that match the information you entered. The search looks for matches based on name, address, postal code, and city.
Note
On the Address Setup page, Duplicate address management needs to be configured and enabled for the environment..
When matching addresses are found
If the system finds matching addresses, they appear in a list showing:
- Address number
- Address name
- Full address details
To use an existing address:
- Select the Select checkbox next to the address you want to use.
- Choose Next to continue.
Note
You can only select one address at a time. The system will use this address for your document.
When no matches are found
If the system doesn't find any matching addresses, you see a message: "No matching addresses found."
You have two options:
- Choose Create New Address to immediately create a new master address and move to Step 4
- Choose Next to proceed to Step 4 without linking to an existing address
You can also choose Back to modify the address information and try the search again.
Step 4: Configure options and finish
In the final step, review your selections and configure any additional options.
Review address information
- Document Address: Shows the formatted address you entered
- Status: Indicates the processing status of this address
- Open: Not yet processed
- Manual: Manually reviewed
- Processed: Already processed
- Address No.: Shows the master address number if an address was linked or created
- Address: Shows the full master address details (appears when an Address No. is assigned)
Link related addresses
When processing certain address types, you can save time by linking related addresses:
Ship-from (Same as Shipper)
When processing a Shipper address, select this option to:
- Use the Shipper address as the Ship-from address
- Avoid entering the same address twice
- Keep addresses consistent
This option appears only when processing Shipper addresses and when the Ship-from address field is empty on the document.
Ship-to (Same as Consignee)
When processing a Consignee address, select this option to:
- Use the Consignee address as the Ship-to address
- Avoid entering the same address twice
- Keep addresses consistent
This option appears only when processing Consignee addresses and when the Ship-to address field is empty on the document.
Complete the wizard
- Review all information to ensure it's correct.
- Select or clear the related address options as needed.
- Choose Finish to save your changes and close the wizard.
The document is updated with the address information, and you can continue working with your freight forwarding document.
Tip
If you linked to an existing address, you can choose Show Address in the actions menu to open the master address card and view complete address details.
Work with Address Import Analysis
When you import multiple documents with addresses, use the Address Import Analysis page to process all imported addresses at once instead of opening each document individually.
To open Address Import Analysis
- Open a freight forwarding document.
- Choose Address Import Analysis in the actions menu.
The Address Import Analysis page opens, showing all imported addresses for this document that need processing.
Process imported addresses
From the Address Import Analysis page, you can:
- See all addresses that were imported with the document
- Identify which addresses still need to be linked or created
- Process addresses one by one
- View the related document for each address
- Track the status of address processing
This page is particularly useful when you import documents with multiple addresses that need review and processing.
Best Practices
Follow these recommendations to work efficiently with document addresses:
Review imported addresses promptly
Process imported addresses as soon as possible after import. This ensures your documents have accurate address information before you continue processing them.
Search before creating
Always review the search results in Step 3 before creating a new address. The system may find existing addresses that are suitable, helping you avoid duplicates.