Company structured address - migration

Why migrate from unstructured to structured address format?

In order to facilitate address integration across our partner systems we can now support the use of six address fields for street line 1, street line 2, Suburb, City, State, and Country. This will ensure that the corresponding address components are passed appropriately at other integration points.

The intention is to formalise the address structure in Companies, and new fields have been added to introduce this address structure on Job Site Address, Purchase Order Delivery Address, and Service Log Site Address. When this Address structure is enabled by the new control parameter 'BETA FEATURE - Structured Addresses', a manual sync of companies from the financial system will be required if you want each address field in the financials system to map to the exact address field in Workbench.

Then going forward, any action will use structured address fields, but if sourced from pre-existing data it may require manual intervention to align if desired.

Open

New Address Format

Open

Old Address Format

Steps to migrate addresses to the new structure:

1. Make sure the companies import from your financial system to Workbench supports the import of company addresses in the new format. Note that SUN company import is a custom procedure for each client and it will need to be updated as each client finds the need to migrate to this new address format.

   1. Financial Systems supported:

      1. Xero API

      2. MYOB AccountRight API

      3. MYOB Advanced API

      4. SAP B1 API

      5. Business Central

2. Change control parameter 'BETA FEATURE - Structured Addresses' to Yes.

3. If you want to have an idea of the before and after and how the new address structure looks like, you can test one company: make any change on the company on your financial system (and revert it); then import into Workbench.

4. On your financial integration screen in Workbench, backdate the last updated date, leave only Companies ticked and save. Then perform the import so all Company addresses are updated with the new format.
   Below is an example of the Xero integration screen, and how only Companies are selected to be imported and Last Update was backdated to way back in the past to ensure all companies come accross.
   Once the import is finished, you can tick all documents again, and save.
   
   

5. After switching to the new address structure:

   1. the Jobs that have addresses from these companies will have the Job Site address fields empty. This can be fixed with a utility (see step 6).
      
      

   2. Purchase Orders:

      1. Approved POs before the address change will still have the Delivery address name selected.

      2. The new address fields will be displayed, but they will be empty. If the PO is unaproved, the user will have to re-select the Address Title in order to populate the address fields.
         
         

         
         
         

   3. Service Logs will still have the Address name selected but the new address fields will be empty.

      1. The new address fields will be displayed, but they will be empty on Closed Logs. If the Log is Re-opened & Unfinalised, as soon as the Log is on edit mode the Address Title will need to be re-selected in order to populate the address fields.

         
         
         

6. Run the utility wbUtilityInitialiseStructuredJobAddresses to populate the new address fields on Job’s Site address.

   1. Re-initialise Addresses = Yes: If the structured address fields are set already on a job then when set to yes this will overwrite them.

   2. Re-initialise Addresses = No: If the structured address fields are set already on a job then when set to no these fields will not be overwritten with the data from the selected Address Name.