Address Book Request - Add


In this lesson you will learn how to perform the Address Book Request for an Add.


Steps:

  1. End Users MUST have an Address Book Role that allows submission of requests for new records or to make changes to existing records.  The Address Book Role AB09 does not have the ability to submit Address Book Requests.  All other Address Book Roles allow the End User to submit Address Book Requests.

    Step 1
  2. Click the State of Nebraska link.

    Step 2
  3. Click the Address Book link.

    Step 3
  4. Click the Enter Address Book Requests link.

    Step 4
  5. Read through the "General Instructions: Adds:" for Documentation Requirements:.

    Step 5
  6. Click the Add button.

    Step 6
  7. NOTIFICATION OF ADDRESS BOOK RECORD UPDATE

     

    o Name

    o Agency

    o Phone

    o Email Address - confirmation of Address Book record creation or update will be e-mailed to this address

     

    Notification Information is required and defaults to the Requester Information, but can be overridden if desired.

    Step 7
  8. REQUESTER INFORMATION

     

    o Name

    o Agency

    o Phone

    o Email Address

     

    Requester information is required.  This information is used for communication between the Requester and the individual updating/creating the Address Book Record.  Information populates based on the Requester's User ID and Address Book information.

     

    Only the contact phone and e-mail address can be overridden, if incorrect.

    Step 8
  9. Click the Search Type tab.

    Step 9
  10. SEARCH TYPE tab

     

    Search Type must be selected prior to entering Address Information.

     

    Selection of Search Type determines the fields which are required for data entry.

    Step 10
  11. ADDRESS BOOK SEARCH TYPE SELECTION

     

    The Address Book Request application is used to request new Address Book records:

     

    Vendor (V) – Procurement, PO’s, Contracts and Payments to Businesses, Entities, Vendors, Suppliers, and Individuals

     

    Facility (F) – State Agency locations for Print Shop deliveries and mailing addresses, and IBT Processing

     

    Customer (C) – Receivables Invoice Processing (outside of State Government) and Print Shop deliveries

     

    Political Subdivision (VP) – Political Subdivision (city, county, etc.) that will receive payments from the State

     

    Blind and Visually Impaired Client (BV) – Used only by the Commission for the Blind and Visually Impaired

     

    Non-Employee (N) – Used only by Authorized Agents for System User Access

     

    Step 11
  12. Click on the appropriate Search Type radio button and, if applicable, check box(es) within search type selection.

     

    Click the VENDOR - V  Search Type radio button.

    Step 12
  13. An Agency code is required for certain Search Types.  If required, the Agency field will appear in "RED" on the Search Type tab.

     

    Search Types requiring an Agency code:

      o Vendor (V) - SSN for Board or Commission Member, enter the Agency requesting the Address Book record

      o Facility (F) - Enter the Agency that will be used in the Mailing Name field

      o Customer (C) - Enter the Agency requesting the Address Book record

      o Blind and Visually Impaired Client (BV) - Defaults to "081"

      o Non-Employee (N) - Enter the Agency requesting the Address Book record

     

    Use Visual Assist if Agency code is unknown.

     

    Note: Administrative Services Divisions must select the appropriate Division code.

     

      o A05 = AS - Materiel Division

      o A10 = AS - Transportation Services Division

    Step 13
  14. Click the Address Information tab.

    Step 14
  15. ADDRESS INFORMATION tab

     

    Information specific to the new Address Book record must be entered in the appropriate format.

     

    Note: Fields marked with an asterisk (*) are required for submission.

     

    Note: For Search Type V and VP records, the DBA Name should be listed in the Alpha Name and Address Line 1/DBA fields.

    Step 15
  16. Alpha Name

     

    With the exception of the comma separating last and first name, punctuation is not allowed. Punctuation such as a period or hyphen should be replaced with a space.

      o John O'Brien = OBRIEN, JOHN

      o HFI, Inc. = HFI INC

      o Connie Jones-Smith = JONES SMITH, CONNIE

      o Ebay.com = EBAY COM

     

    Title and Suffix are not included in the Alpha Name.

      o Dr. John Smith = SMITH, JOHN

      o John L. Smith, MD = SMITH, JOHN L

      o John Smith Jr. = SMITH, JOHN

     

    Do not enter the word, "The” or “A".

      o The Money Company = MONEY COMPANY

      o A Better Way Service = BETTER WAY SERVICE

     

    Unless the record is a DBA (Doing Business As), the Alpha Name should match the owner of the Federal Tax ID or Social Security Number. If this record is a DBA, the operating business name should be entered in the Alpha Name field.

     

    Only one individual name is allowed in this field. The person who owns the Social Security Number entered on the request should be entered in the Alpha Name field.

    Betty and Bob Jones should be entered as a single name depending on the name associated with the SSN:

      o JONES, BETTY or

      o JONES, BOB

    Note: Both names can be entered in the Mailing Name field.

     

    If possible, do not abbreviate.

      o Nebraska State Fair = NEBRASKA STATE FAIR, not NE STATE FAIR.

     

    Hotel/Motel locations are to be entered as City State (for locations outside of Nebraska) or City (for locations in Nebraska.

      o HOLIDAY INN – DES MOINES IA

      o HOLIDAY INN – SCOTTSBLUFF

     

    VP records should include specific agency, division, etc.

      o LINCOLN CITY OF – WATER SYSTEM

      o LANCASTER COUNTY - REGISTER OF DEEDS

    Step 16
  17. Enter the desired information into the Alpha Name field. Enter "COMPANY NAME".

    Step 17
  18. Press [Tab].

    Step 18
  19. W-9 Information Section

    or

    General Information Section

    Step 19
  20. Mailing Name

     

    Enter the name as it should appear on the warrant or invoicing document. The Mailing Name field is the first line that appears on either a printed warrant or an invoicing document.

     

    The only punctuation allowed are hyphens “-“ and ampersands “&".

      o Dr. John Smith, Jr. = DR JOHN SMITH JR

      o 4/D Trenching and Excavating, L.L.C. = 4-D TRENCHING & EXCAVATING LLC

     

    If this is a DBA, enter the name of the individual who owns the Social Security Number or the name of the parent company who owns the Federal Tax ID entered on this request.

     

    Note: The Mailing Name is the name as known by the IRS (listed on the W-9 "as shown on your income tax return") and must match IRS records.

    Step 20
  21. Enter the desired information into the Mailing Name field. Enter "COMPANY NAME".

    Step 21
  22. Press [Tab].

    Step 22
  23. Address Verification

     

    Verify proper Address Information through www.usps.com > Find a Zip Code.

     

    Reference Training Guide - Address Verification - USPS.

     

    Note: For V and VP records, remember to list any DBA's in the Address Line 1/DBA field and begin entering the address in the Address Line 2 field.

     

    To ensure accuracy of data and compliance with USPS standards, copy address information directly from www.usps.com.

    Step 23
  24. Address Lines

     

    The only punctuation allowed are hyphens “-“, ampersands “&", and in care of "C/O".

      o CITY LIBRARY - AUBURN MEMORIAL LIBRARY

      o POWER & IRRIGATION

      o C/O CHARLES DALE - TREASURER

     

    Address lines can be an extension of the Mailing Name if the Mailing Name field is not large enough to accommodate the entire name.

     

    Only a confirmed mailing address should be entered. (A confirmed mailing address can be found at www.usps.com.)

     

    If both a physical address and a PO Box are entered, enter the physical address before entering the PO Box in the Address Line fields.

    Physical Address = 101 North State Street and Mailing Address = P.O. Box 123

      o Address Line 1: 101 N STATE ST

      o Address Line 2: PO BOX 123

     

    If a mailing address includes a suite # or an apartment #, the complete address must be entered on one line.

    Physical Address = 1542 A Street, Apartment # 5

      o Address Line 1: 1542 A ST APT 5

    DO NOT enter:

      o Address Line 1: 1542 A ST

      o Address Line 2: #5

     

    If this is a DBA, enter DBA "operating business name" in Address Line 1/DBA field.

      o Address Line 1: DBA SMITH CONSTRUCTION

      o Address Line 2: 123 MAIN ST

    Step 24
  25. Address Lines: Common Street Suffix Abbreviations

     

    The US Post Office has standardized abbreviations for addresses. To maintain standardization and to reduce mailing costs, it is important to maintain the same abbreviation standards.

     

    If the information provided by www.usps.com differs from the following list of abbreviations, use the information provided by USPS "Look Up a Zip Code".

     

    Avenue = AVE

    Center = CTR

    Circle = CIR

    Court = CT

    Expressway = EXPY

    Freeway = FWY

    Heights = HTS

    Lane = LN

    Plaza = PLZ

    Road = RD

    Street = ST

     

    Note: Additional abbreviations can be found on the United States Postal Service web-site at www.usps.com.

    Step 25
  26. Address Lines: Common Secondary Unit Abbreviations

     

    If the information provided by www.usps.com differs from the following list of abbreviations, use the information provided by USPS "Look Up a Zip Code".

     

    Apartment = APT

    Basement = BSMT

    Building = BLDG

    Department = DEPT

    Floor = FL

    Lobby = LBBY

    Lot = LOT

    Office = OFC

    Room = RM

    Suite = STE

    Trailer = TRLR

    Unit = UNIT

     

    Note: Additional abbreviations can be found on the United States Postal Service web-site at www.usps.com.

    Step 26
  27. Enter the desired information into the Address Line 1/DBA field. Enter "1601 O ST".

    Step 27
  28. Press [Tab].

    Step 28
  29. Enter the desired information into the Address Line 2 field. Enter "PO BOX 7890".

    Step 29
  30. Press [Tab].

    Step 30
  31. Press [Tab].

    Step 31
  32. Press [Tab].

    Step 32
  33. City

     

    Do not use punctuation or abbreviation.

      o O'Neill = ONEILL

      o St. Paul = SAINT PAUL

     

    Use appropriate spacing according to www.usps.com.

      o La Vista = LA VISTA

      o McCook = MCCOOK

    Step 33
  34. Enter the desired information into the City field. Enter "LINCOLN".

    Step 34
  35. Press [Tab].

    Step 35
  36. State

     

    Enter State (or Province) abbreviation or select an option from the visual assist.

     

    If you are unable to find a selection for a Foreign "State", enter Lincoln in the City field and NE in the State field. In the Comments field indicate the correct State (or Province), Zip Code, and Country.

    Step 36
  37. Enter the desired information into the State field. Enter "NE".

    Step 37
  38. Press [Tab].

    Step 38
  39. Zip Code + Four

     

    Enter the applicable ZIP+4 according to www.usps.com.

     

    Note: The 4-Digit Extension is a requirement. See instructions for finding Zip Code + 4 Digit Extension at www.usps.com.

     

    The 4-Digit Extension will be different for every address.

     

    Note:  In the case of foreign addresses, enter the supplied Postal Code instead of the ZIP+4.

    Step 39
  40. Enter the desired information into the Zip + Four field. Enter "68509-7890".

    Step 40
  41. Click the scroll bar..

    Step 41
  42. TIN and Federal Tax Classification section

    Step 42
  43. Tax Entity Code (P, C, or N)

     

    C = Corporate Entity for a Federal Tax ID (FTIN) or Employer Identification Number (EIN)

      o Corporation

        - C Corp

        - S Corp

      o Non-Profit Entity

      o LLC

        - C-Corp

        - S-Corp

     

    N = Non-Corporate Entity – FTIN/EIN

      o Sole Proprietor

      o Partnership

      o Trust/Estate

      o LLC

        - P - Partnership

      o Political Subdivision

      o Facility

     

    P = Individual - Social Security Number (SSN)

      o Sole Proprietor

      o Client

      o Board or Commission Member

    Step 43
  44. Click in the Tax Entity Code (P, C, or N) field.

    Step 44
  45. Enter the desired information into the Tax Entity Code (P, C, or N) field. Enter "C".

    Step 45
  46. Press [Tab].

    Step 46
  47. FTIN/EIN or SSN

     

    Complete this information for the following Search Types:

      o Vendor (V)

      o Customer (C)

      o Political Subdivision (VP)

      o Blind and Visually Impaired Client (BV)

     

    FTIN/EIN or SSN is the Federal Tax ID Number (FTIN), also called the Employer Identification Number (EIN), for an entity or a Social Security Number (SSN) for an individual.

     

    Do not enter dashes, spaces, or special characters.

      o 506-11-1111 =  506111111

     

    Include leading zeroes.

      o 047-69-6969 = 047696969

     

    For International Vendors, enter the US Taxpayer ID from the W-8 form.  Otherwise, enter the word FOREIGN.

    Step 47
  48. Enter the desired information into the FTIN/EIN or SSN field. Enter "123456789".

    Step 48
  49. Press [Tab].

    Step 49
  50. Contact Information section

    Step 50
  51. Phone Number & Fax Number

     

    Enter Phone Number and Fax Number of Contact.

    Format:

      o Area Code

      o 471-1234 (for number with an extension: 471-1234 X1234)

     

    It is extremely important to add the Contact phone number to the Address Book request. This provides a direct contact for any questions regarding the processing of the Address Book record or further communications once the record has been created.

    Step 51
  52. Enter the desired information into the Area Code field. Enter "402".

    Step 52
  53. Press [Tab].

    Step 53
  54. Enter the desired information into the Phone Number field. Enter "484-8956".

    Step 54
  55. Press [Tab].

    Step 55
  56. Enter the desired information into the Fax Number - Area Code field. Enter "402".

    Step 56
  57. Press [Tab].

    Step 57
  58. Enter the desired information into the Fax Number field. Enter "484-9874".

    Step 58
  59. Press [Tab].

    Step 59
  60. Vendor Contact Email

     

    This email is used to provide system users with a contact e-mail address for an individual within an entity.

    Step 60
  61. Enter the desired information into the Vendor Contact Email field. Enter "company.email@company.com".

    Step 61
  62. Press [Tab].

    Step 62
  63. Supplemental Information section

    Step 63
  64. Country

     

    A blank field is acceptable for United States.

     

    This field will populate with country based upon the State (or Province) for the United States, Canada, and Mexico.

    Step 64
  65. Press [Tab].

    Step 65
  66. County Code

     

    County in Nebraska where entity or individual is physically located.

    Step 66
  67. Enter the desired information into the County Code field. Enter "02".

    Step 67
  68. Press [Tab].

    Step 68
  69. Congress Dist

     

    Congressional District as defined by the 2010 US Census Bureau (www.census.gov/2010census/popmap).

    Step 69
  70. Enter the desired information into the Congress Dist field. Enter "02".

    Step 70
  71. Press [Tab].

    Step 71
  72. DUNS Number

     

    Provided by organization or Political Subdivision.

    Step 72
  73. Enter the desired information into the DUNS Number field. Enter "987654321".

    Step 73
  74. Agency Defined

     

    This field is used for specific agencies.

    Step 74
  75. Long Address Number

     

    Long Address Information use varies based on Search Type.

     

    Facility (F) & Customer (C) – may be used to indicate an Agency specified "billing code"

    Vendor (V) – Last 4-digits of Bank Account number

      o AG X1234 – All Agencies

      o AG 13 X1234 – Only Agency 13 (Department of Education)

    Blind & Visually Impaired Commission Client (BV) – Client Case number

     

    Note: This field is only required for Search Type BV.

    Step 75
  76. Business Unit

     

    Enter only if Agency specific security is needed for the requested Address Book record.

     

    Note: This field defaults to "81000000" for the BV Search Type

    Step 76
  77. Send Invoice To

     

    Available only when requesting a Facility (F) Address Book record.

     

    Used to associate an Agency's preferred billing Address Book number for invoicing.

    Step 77
  78. Review Address Information tab to verify all required fields are complete and optional fields are filled as desired.

    Step 78
  79. Click the Bank Account tab.

    Step 79
  80. BANK ACCOUNT tab

    Enter the ACH information as listed on the ACH Enrollment form.

     

    Note: DO NOT enter Wire Instructions. The State of Nebraska uses the ACH Network and ACH Instructions must be provided for payments to be sent electronically.

    Step 80
  81. ACH Email

     

    The ACH Email Address is used by the system to generate notifications specific to Payables. There can only be one ACH Email Address assigned to an Address Book record.

    Step 81
  82. Enter the desired information into the ACH Email field. Enter "ach.company@company.com".

    Step 82
  83. Press [Tab].

    Step 83
  84. Bank Transit Number

     

    Must be 9 numeric digits.

     

    Provided as ACH routing number.

     

    Do not enter dashes or spaces.

    Step 84
  85. Enter the desired information into the Bank Transit Number field. Enter "654321987".

    Step 85
  86. Press [Tab].

    Step 86
  87. Bank Account Number

     

    Do not enter dashes or spaces.

    Step 87
  88. Enter the desired information into the Bank Account Number field. Enter "2684153".

    Step 88
  89. Press [Tab].

    Step 89
  90. Checking or Savings Account

     

    Select the appropriate account type.

     

    0 = Checking

    1 = Savings

    Step 90
  91. Enter the desired information into the Checking or Savings Account field. Enter "0".

    Step 91
  92. Payment Instrument field and Pre-Note Code field will populate as needed when the ACH information is entered.

     

    Note: All ACH information is sent through the 10 day pre-note process.

    Step 92
  93. Comments

     

    Communicate information specific to this request.

     

    This can include information like:

      o Associate an existing Vendor (V) address book record (physical location) to a request for another Vendor (V) record (remit address).

      o Indicate attachments to the submitted request

      o Additional information to be communicated to AS State Accounting

      o Request to change a Search Type to a different Search Type

     

    Note: Any information that does not fit in the Comments field can be included as a text attachment.

     

    Note: This information does not remain in the system for future reference.

    Step 93
  94. Click in the Comments field.

    Step 94
  95. Enter the desired information into the Comments field. Enter "ENTER INFORMATION ABOUT REQUEST AS NEEDED".

    Step 95
  96. Attachments

     

    Attachments can be included with requests for new Address Book records or changes to existing Address Book records.

     

    Types of attachments include:

      o W-9s

      o ACH documentation

      o Text Attachments

      o Any other documents specific to the Address Book request

     

    Note: The documents attached to the Address Book Request application are to provide information concerning W-9's, ACH information and notes to the AS State Accounting Address Book Team. These attachments are NOT automatically attached to new or existing Address Book records.

     

    Using the Attachments button eliminates the need to interagency mail, fax, or e-mail documentation to the AS State Accounting Address Book Team.

     

    Documentation can be submitted via:

      o PREFERRED: An attachment to a request using the Address Book Request application

      o FAX to (402) 471-0887

      o E-mail: as.stateaccounting@nebraska.gov; Subject Line: "W-9"

      o Interagency Mail

     

    The request will be sent to AS - State Accounting - Address Book Team for review and processing. Once processed, an automatic email will be sent to the Notification email address with the new address book number.

    Step 96
  97. Click the Attachments button.

    Step 97
  98. Click the Cancel button.

    Step 98
  99. Review Bank Account Information to verify all required fields are complete.

    Step 99
  100. Click the OK button.

    Step 100
  101. Click the OK button.

    Step 101
  102. Click the Cancel button.

    Step 102
  103. Click the Close button.

    Step 103

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