PP Locations

Update an Organisation's Location(s)

Process Overview

Placement Administrators and Placement Officers have access to update Organisation Location records as required.

If the Location record needs to be updated due to a recent or future change, insert a new effective dated row to update the Location record as at the date of the change. If the Location needs to be corrected rather than updated (ie. incorrect information has been entered for the Location), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Location’ process page).

Step by Step Instructions

Step 1: Access the Location record and insert a new effective dated row

Question 1: Does a Location Region, Description or Comment need to be updated?

Step 2: Update the Comment, Region and/or Description

Question 2: Does a Location need to be added to the Organisation?

Step 3: Add the Location(s) to the Organisation

Question 3: Does the Status of a Location need to be updated to ‘Inactive’?

Step 4: Update the Status of the Location to ‘Inactive’

Question 4: Does an Address need to be deleted from a Location?

Step 5: Delete the Address(es) from the Location

Question 5: Does an Address need to be added to a Location?

Step 6: Add the Address(es) to the Location

Step 7: Save the updates to the Organisation’s Locations

Step 1: Locate the Organisation’s Locations in Medici

Application: Medici

Navigation: Student Placements®Placement Providers®Locations

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Populate one or more of the following search fields:

Organisation ID: Type the relevant [Organisation ID].

Description: Type the relevant [Organisation description].

Long Description: Type the relevant [Organisation long description].

Organisation Type: Type or select the relevant [Organisation Type].

Australian Business Number: Type the [Organisation’s ABN].

Select the Search button (or press Enter).

Result: The Locations page is displayed for the selected Organisation.

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Location

If there is more than one Location for the Organisation:

In the Location section, select the View All link to display all Locations attached to the Organisation.

Location Details

In the Location Details section of the Location record to be updated, select the Add a New Row button ().

Effective Date: Type or select the [date from which changes to the Location will apply].

Question 1: Does a Location Region, Comment or Description need to be updated?
Question	Yes	No
Does a Location Region, Comment or Description need to be updated?	Go to step 2.	Go to question 2.
Explanation: If the Region, Comment and/or Description of a Location need to be updated, update these details (step 2). If the Region, Comment or Description of a Location does not need to be updated, the process continues by determining if a Location needs to be added to the Organisation (question 2).

Step 2: Update the Location Comment, Region and/or Description

Application: Medici

Navigation: The Locations page will already be displayed as a result of performing step 1

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Location Details

Description: Type the [updated Description] (if applicable).

Region: Select the [updated Region] (if applicable).

Comment: Type the [updated Comment] (if applicable).

Question 2: Does a Location need to be added to the Organisation?
Question	Yes	No
Does a Location need to be added to the Organisation?	Go to step 3.	Go to question 3.
Explanation: If a Location needs to be added to the Organisation, add the relevant Location record(s) (step 3). If a Location does not need to be added, the process continues by determining if the Status of a Location needs to be updated to ‘Inactive’ (question 3).

Step 3: Add the Location(s) to the Organisation

Application: Medici

Navigation: The Locations page will already be displayed as a result of performing step 1

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Locations

If there is an existing Location record:

In the Locations section, select the Add a New Row button (). There is no need to insert a new row if there are no existing Location records for the Organisation.

Location Details

Effective Date: Type or select the [date the new Location is to be available].

Status: Select Active (if this value is not already displayed).

Description: Type a [description of the new Location].

Region: Select the [Region the new Location is within].

Comments: Type [relevant comments for the Location] (if applicable).

Addresses

Address Type: Select the appropriate value as follows:

- BUSN (Business) if the address being entered is a business address.

- MAIL if the address being entered is a mailing address.

Address Line 1: Type the [first line of the address].

Address Line 2: Type the [second line of the address] (if applicable).

Address Line 3: Type the [third line of the address] (if applicable).

Address Line 4: Type the [fourth line of the address] (if applicable).

City: Type or select the [city, suburb or town name].

State: Type or select the [relevant state or territory].

Post Code: Type or select the [relevant post code].

Country: Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

In the Addresses section, select the Add a New Row button ().

Update the new row in the Addresses section as follows:

Address Type: Select the appropriate value as follows:

- BUSN (Business) if the address being entered is a business address.

- MAIL if the address being entered is a mailing address.

Address Line 1: Type the [first line of the address].

Address Line 2: Type the [second line of the address] (if applicable).

Address Line 3: Type the [third line of the address] (if applicable).

Address Line 4: Type the [fourth line of the address] (if applicable).

City: Type or select the [city, suburb or town name].

State: Type or select the [relevant state or territory].

Post Code: Type or select the [relevant post code].

Country: Type or select the [relevant country].

Continue to repeat parts D and E of this step until all required Addresses have been added to the new Location.

Continue to repeat this step until all required Locations have been added.

Question 3: Does the Status of a Location need to be updated to ‘Inactive’?
Question	Yes	No
Does the Status of a Location need to be updated to ‘Inactive’?	Go to step 4.	Go to question 4.
Explanation: If a Location needs to be made ‘Inactive’, update the Status of the Location record(s) (step 4). If a Location does not need to be made ‘Inactive’, the process continues by determining if an Address needs to be deleted from a Location (question 4).

Step 4: Update the Status of the Location to ‘Inactive’

Application: Medici

Navigation: The Locations page will already be displayed as a result of performing step 1

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Location Details

In the Location Details section for the Location record to be made ‘Inactive’, select the Add a New Row button ( ).

Update the new row as follows:

Effective Date: Type or select the [date the Location is to be made ‘Inactive’].

Status: Select Inactive.

Continue to repeat this step until all Locations no longer required have been made ‘Inactive’.

Question 4: Does an Address need to be deleted from a Location?
Question	Yes	No
Does an Address need to be deleted from a Location?	Go to step 5.	Go to question 5.
Explanation: If an Address needs to be deleted from a Location, delete the Address(es) (step 5). If an Address does not need to be deleted, the process continues by determining if an Address needs to be added to a Location (question 5).

Step 5: Delete the Address(es) from the Location

Application: Medici

Navigation: The Locations page will already be displayed as a result of performing step 1

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Addresses

If there is more than one Address for the Location:

In the Addresses section of the relevant Location record, select the View All link to display all Addresses attached to the Location record.

In the Addresses section, select the Delete Row button (

) adjacent to the Address record to be deleted.

Result: A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

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Select the OK button (or press Enter).

Result: The selected Address is deleted.

Continue to repeat this step until all Addresses that are no longer required have been deleted.

Question 5: Does an Address need to be added to a Location?
Question	Yes	No
Does an Address need to be added to a Location?	Go to step 6.	Go to step 7.
Explanation: If an Address needs to be added to a Location, add the relevant Address record(s) before saving the updates to the Organisation’s Locations (step 6). If an Address does not need to be added, the updates to the Organisation’s Locations can be saved (step 7).

Step 6: Add the Address(es) to the Location

Application: Medici

Navigation: The Locations page will already be displayed as a result of performing step 1

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Addresses

If there is an existing Address record:

In the Addresses section of the relevant Location record, select the Add a New Row button (). There is no need to insert a new row if there are no existing Address records for the Location.

Address Type: Select the appropriate value as follows:

- BUSN (Business) if the address being entered is a business address.

- MAIL if the address being entered is a mailing address.

Address Line 1: Type the [first line of the address].

Address Line 2: Type the [second line of the address] (if applicable).

Address Line 3: Type the [third line of the address] (if applicable).

Address Line 4: Type the [fourth line of the address] (if applicable).

City: Type or select the [city, suburb or town name].

State: Type or select the [relevant state or territory].

Post Code: Type or select the [relevant post code].

Country: Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

In the Addresses section, select the Add a New Row button ( ).