Using address formats

You use address formats to define how addresses must be printed on documents.

The address lines on a document are usually 35 positions. The maximum is 60 positions. For this reason, two fields are available for the Name, Street, and City name fields in the Addresses (tccom4130s000) session. This enables you to print parts of the name, address, and city on separate lines, or to print only the first parts.

The Address Format for Address Lines is used to retrieve the correct address data for the Address Line 1 through Address Line 6 fields in the Addresses (tccom4130s000) session. These address line (1-6) fields are mainly used to exchange address data between LN and an external package.

If you do not want these address line (1-6) fields to be updated each time an update is made to a field that is specified in the address format, you must leave the Address Format for Address Lines field empty. If required, you can upload address lines from the Update Address Formats (tccom4235m000) session.

The Address Format in the Addresses (tccom4130s000) session, is the standard format for the specified address. If this field is empty, LN retrieves a country address format or a default format.

You can define an address format for a country in the Countries (tcmcs0110s000) session. You use this to specify if the house number precedes or follows the name of the street, and if the ZIP/postal code precedes or follows the name of the city, in a specific country. The country address format is used for all addresses in that country for which you do not specify a specific address format.

When you specify or select an address, you can optionally link an address format to it. However, LN cannot print an address if it cannot find the format to be used. You must specify a default format to avoid that addresses cannot be printed.

To use the default format, specify an address format for the address of the company in which you are working. You can specify an address for a company in the General Company Data (tccom0502m000) details session. From the Address Code field in the General Company Data (tccom0102s000) session, you can zoom to the Addresses (tccom4530m000) in which you can view the linked (default) address format.

If the same address must be printed in different formats, you must make a copy of the address and specify a different format for the copy. You must specify a new, unique code for the copied address.

You use this, for example, if on a request for quotation you want to print the fax number and e-mail address, but on a shipping order this information is not necessary. You can also achieve this by specifying a lower priority for the fax number and e-mail address.