Specifying Addresses on Billing Document Line Items

This topic provides an overview of the options available when specifying addresses for billing document line items using Lightning Experience or Classic page layouts. The options are not available on the enhanced Billing Document Detail page.

On each billing document line item, you can specify the following:

• A company site to represent the location that the product is being shipped from
• A shipping account or shipping address to represent the location that the product is being shipped to

Inherit Addresses from the Billing Document

Specifying addresses on line items is optional and indicates that the details on the line item differ from those set on the billing document. The details on the billing document are used by default.

Tip:

If you use an external tax calculation service, such as Avalara AvaTax, you can use the same details as the billing document for the line item. To do this, leave the company site, shipping account, and shipping address fields blank on the line item.

Specify Company Site on the Line Item

Company sites in Foundations enable you to establish and maintain a hierarchy of sites that relate to a single company.

If you want to specify separate company site details for a line item, your org must contain a valid company site record. Each company site must contain complete address details and be a child of the company specified on the related billing document.

You can select the relevant site on the billing document line item by using the Company Site lookup.

For more information about creating company sites, see Creating a Company Site.

Specify Shipping Address on the Line Item

If you want to specify separate shipping address details for a line item, you can provide shipping details in one of the following ways:

• Specify a shipping account and use the shipping address specified on the account
• If no account is available, enter a shipping address manually
• In some circumstances, you can specify a contact to provide the shipping address

Specify Shipping Account and Address

Any account record that contains a shipping address and a parent account can be specified as a shipping account on a billing document line item. For more information about creating accounts with shipping addresses and parent accounts, see the Salesforce Help.

The shipping account must be a descendant of the account specified on the related billing document and contain complete address details. Valid descendants include records up to five relationships deep in the hierarchy.

For example, a billing document is associated with an account called Mega Corp HQ. You can link related line items to descendants of Mega Corp HQ, such as:

• Mega Corp HQ's child records: Mega Corp Manchester NH or Mega Corp Frisco
• Records that are children of Mega Corp Manchester NH or Mega Corp Frisco

If your org contains a valid shipping account, you can use the Shipping Account lookup to select the relevant account and deselect Enter Shipping Address Manually. The shipping address details from the selected account are populated on the line item when you save the record.

Tip:

We recommend that you derive shipping address details from a related shipping account. You can validate account addresses with Avalara when creating or editing the account to ensure the details are accurate.

Specify Shipping Address Manually

If your org does not contain a valid shipping account, you can select Enter Shipping Address Manually and enter the shipping address details directly on the line item. You can also specify a shipping account for reference, but the line item only displays the address details that were entered manually.

If you enter a shipping address manually, you can check that the address details are accurate on the US Postal Service website.

Specify Shipping Contact and Address

Note:

We recommend that you derive shipping address details from a related account record.

If your Billing Document Line Item object contains a lookup to Contact with the API name Ship_To__c, it is possible to use the contact to populate shipping address details. The following rules apply if you want to use a contact to provide an shipping address:

• The mailing address on the contact must be complete
• Shipping address details are populated from the mailing address on the contact when you save the record unless you specify one of the following options:
  • You have selected Enter Shipping Address Manually
  • You have also specified a shipping account

Invalid Line Item Details

It is not possible to complete a billing document when one or more line items contain an invalid shipping account or company site. The following list describes the validation that is used:

• A shipping account is invalid if it is not a valid descendant of the account specified on the billing document
• A company site is invalid if it is not a child of the company specified on the billing document

For example, a line item can contain an invalid account if the account on a billing document changed after line items were created. When a change results in an invalid shipping account or company site on a related line item, the appropriate field is selected automatically:

• The Invalid Shipping Account checkbox is selected when an invalid account is identified
• The Invalid Company Site checkbox is selected when an invalid company site is identified

To resolve the errors, we recommend that you complete the following actions:

1. Check the account and company specified on the billing document to ensure they are correct.
2. If these details are correct, run a report to identify billing document line items that have the relevant field selected:
   • Invalid Shipping Account
   • Invalid Company Site

   For more information about running reports, see the Salesforce Help.

3. Navigate to the relevant billing document line items and update the invalid data. When you save a line item, you are prevented from entering an invalid value.

Foundations prevents you from creating a billing document line item that contains invalid addresses.