As a sales employee, situations may arise where you need to update a customer’s invoice, shipping, or sell-to address after a sales document, such as a Sales Order or Sales Quote, has already been created. By default, Business Central copies the address masterdata from the customer only when the document is first created. This means that if the customer’s address changes after the document has been generated, the existing sales documents will not automatically reflect the new address information.
Manually changing the address in each document would be extremely time-consuming and prone to errors. To streamline this process and ensure accuracy, Business Central provides a function to update customer addresses in sales documents efficiently. However, it’s essential to be aware of specific limitations. The automated update feature will only apply changes to documents that are open and have not yet been posted. Any documents that have already been posted or printed will remain unchanged by this process. Existing posted documents will retain the original address information and will not be automatically updated.
Let’s explore how you can update a customer’s address in existing sales documents in an easier way.
Open Customers.
Select the customer for which the address needs to be changed and open the Customer Card.
Go to the Address & Contact FastTab.
Adjust the address data.
Before using the feature, we need to prepare the current documents as it only works if a sales document has the status Open.
Therefore, use the FactBox Pane Sell-to Customer Sales History on the right side and click on e.g. Ongoing Sales Quotes.
In the Sales Quotes, you can filter the documents with the Status Released.
Note: You may need to personalize the page and add the Status column.
Open a Released Sales Quote and click on Reopen under Home in the top menu to reopen the document.
Repeat these steps for all the Released Sales Quotes.
Redo the steps 5 to 8 for all other Ongoing Sales documents that are already Released.
After all required sales documents have the Status Open go back to the Customer Card. In the top menu, click on Home and Update Address on Sales Documents.
Confirm the request whether you would like to update the related Documents with the new Address information with Yes.
The system will automatically update the address in all relevant unposted sales documents, and you will receive a message about how many documents have been changed and how many have not because the Status of the document was not Open.
Now, you know how to update a vendor’s or customer’s address in documents with one click. You can ensure that customer and vendor addresses are accurately reflected across all open documents, enhancing both efficiency and data integrity in your sales and purchasing operations.
