How to Change Company Address in Sage 100

Prerequisites

Before beginning the address change process, ensure you have:

• Administrative access to Sage 100
• The correct permissions to access Library Master module
• Your new address details ready
• Logged into the correct company database

Step-by-Step Process

The basic process of changing your company address in Sage 100 is straightforward and can be completed in just a few minutes:

1. Log into your Sage 100 system with appropriate administrative credentials
2. Navigate to Library Master / Main / Company Maintenance
3. Select the appropriate Company Code
4. Locate the Main Tab
5. Update the address information in the designated fields
6. Click the Save button to preserve your changes

Detailed Instructions

Accessing Company Maintenance

To begin the process, you'll need to access the Company Maintenance section of Sage 100. This is where all core company information is stored and managed. The Library Master module contains these essential company settings.

If you cannot see the Library Master module in your Sage 100 navigation, this indicates you don't have the necessary permissions to access this area. In such cases, contact your system administrator to grant you the required access rights.

Understanding Address Fields

When updating your company address, you'll encounter several fields that need to be filled out correctly:

• Street Address (Line 1)
• Street Address (Line 2)
• City
• State/Province
• ZIP/Postal Code
• Country
• Phone Number
• Fax Number (if applicable)

Impact on Different Modules

The company address update affects various modules within Sage 100:

General Ledger Module The updated address will appear on all financial reports and statements generated through the General Ledger module.

Accounts Payable Purchase orders and vendor communications will reflect the new address.

Accounts Receivable Customer invoices and statements will display the updated company information.

Sales Order Management All sales-related documents will show the new address information.

Best Practices

Document Verification

After updating your address, it's crucial to verify the changes on various documents:

1. Print a test invoice
2. Generate a sample purchase order
3. Review financial statements
4. Check customer statements
5. Verify vendor communications

Additional Considerations

When changing your company address, consider these important factors:

Paperless Office Integration If you're using Sage's Paperless Office feature, ensure that all document templates are updated to reflect the new address.

Electronic Filing For businesses using electronic filing features, verify that the new address is correctly formatted for tax forms and other government documents.

Common Issues and Troubleshooting

Permission Errors

If you encounter permission-related issues:

1. Verify your user role has access to Library Master
2. Ensure you have modification rights for company maintenance
3. Contact your system administrator if necessary

Address Format Validation

To ensure proper formatting:

1. Use standard address conventions
2. Avoid special characters
3. Maintain consistent capitalization
4. Follow postal service guidelines

Related Updates

Multiple Business Locations

If your company has multiple locations, you may need to:

1. Update each location separately
2. Verify shipping addresses
3. Confirm billing addresses
4. Update warehouse locations

System-Wide Integration

The address change will affect several integrated systems:

Payroll Services Employee-related documents and tax forms will reflect the new address.

Direct Deposit Banking information may need to be verified with the new address.

Electronic Reporting Tax forms and government filings will use the updated information.

Legal and Compliance Considerations

Tax Implications

When changing your company address, consider:

1. State tax registration requirements
2. Local tax obligations
3. Federal tax notification requirements
4. Updated W-9 forms

Business Registration

Remember to:

1. Update state business registrations
2. Modify local business licenses
3. Notify relevant government agencies
4. Update insurance policies

Post-Update Procedures

Internal Communication

After changing the address:

1. Notify all employees
2. Update internal documentation
3. Revise company letterhead
4. Modify email signatures

External Communication

Inform external stakeholders:

1. Send formal notifications to vendors
2. Update customer records
3. Notify banking institutions
4. Contact insurance providers

Maintenance and Verification

Regular Audits

Implement a system to:

1. Periodically verify address accuracy
2. Check document templates
3. Review system-generated forms
4. Validate electronic filing information

Documentation

Maintain records of:

1. Address change date
2. Affected documents
3. Notification sent to stakeholders
4. System updates performed

Technical Support

If you encounter any difficulties during the address change process, several support options are available:

Internal Support

• Contact your IT department
• Consult your system administrator
• Review internal documentation

External Support

• Contact Sage technical support
• Consult with your Sage partner
• Seek assistance from certified consultants

Conclusion

Changing your company address in Sage 100 is a straightforward process when following the proper steps. However, it's crucial to consider the wider implications of this change across your organization's operations. By following this comprehensive guide and considering all aspects of the address change process, you can ensure a smooth transition that maintains accurate business records and proper communication with all stakeholders.

Remember to verify all changes thoroughly and maintain proper documentation of the update process. This attention to detail will help prevent any potential issues with business operations, tax compliance, or stakeholder communications.

Citations: [1] https://www.youtube.com/watch?v=L6_hFI-aBnI [2] https://gb-kb.sage.com/portal/app/portlets/results/botviewsolution.jsp?hypermediatext=null&solutionid=222001000101021 [3] https://help.sbc.sage.com/en-us/start/manage-your-subscription/extra-business-settings.html [4] https://www.acutedata.com/how-to-update-company-address-in-sage-100/ [5] https://www.acutedata.com/how-to-update-or-change-the-company-address-in-sage-100/ [6] https://kissingerassoc.com/resources/sage-100-complete-guide/