What is a default Ship To Location and default Location?

posted Mar 3, 2016, 12:27 PM by Peyri Herrera
DEFINITIONS
In PeopleSoft, Locations are used to store address information for the various locations of an organization. In Purchasing, we use these locations to determine where an item will go to be received or where it will be stored. While locations can be as specific as a room or a set of GPS coordinate, typically we use broader locations such as a sites, buildings or departments.
  • Locations: Every user in PeopleSoft must have a default Location. This is where they work, such as a school site or district office, or the specific department where they work (ex. Purchasing). These locations are also used to determine where an item will go after it has been received from a supplier or the district’s warehouse.

  • Ship To Locations: “Ship To’s” are places where you receive goods from suppliers (or your district’s warehouse). You can assign default Ship To locations to PeopleSoft Purchasing requesters to create default shipping information for requisitions. Please note that even if a requester has a default Ship To, they can still overwrite the Ship To on a requisition. 
CONSIDERATIONS
There are several things to keep in mind when deciding whether or not a requester should be set up with a default Ship To.

If your district does not have a warehouse/central receiving (i.e. if suppliers ship directly to school sites and departments):
Does the requester normally enter requisitions for multiple locations/sites?
  • A. If a requester only enters requisitions for a single location, then we recommend using their location as their default Ship To.

  • B. If a requester enters requisitions for multiple locations, then we recommend leaving the default Ship To blank, otherwise, the requester would need to overwrite it anytime they create a requisition for any location other than their default. 

If you district has a warehouse/central receiving:
Does the requester normally enter requisitions for multiple locations/sites?
  • A. If a requester only enters requisitions for a single location, then we recommend using their location as their default Ship To.

  • B. If a requester normally enters requisitions for multiple locations, then we recommend leaving the default Ship To blank, otherwise, the requester would need to overwrite it anytime they create a requisition for any location other than their default. 

Does the requester only make stores requisitions and/or requisitions for items that are shipped directly to their location (not received in the warehouse)?
  • A. If yes, then we recommend using their location as their default Ship To.

  • B. If the requester also enters requisitions for non-stores items that are received in the warehouse/central receiving and then distributed to their location, then we recommend leaving the default Ship To blank, otherwise, the requester would need to overwrite it anytime they create a requisition for any location other than their default. 
If there are any questions about whether or not to use a default Ship To, we recommend leaving it blank. The default Ship To can always be updated at a later date.