Address Book Change Request Lesson

Steps:

1. End User MUST have an Address Book Role to request new Address Book records or changes to existing records.

   Step 1

2. Click the State of Nebraska link.

   Step 2

3. Click the Address Book link.

   Step 3

4. Click the Address Book Request/Change link.

   Step 4

5. Filters

    

   Search for existing address book record to change.

    

   Use as many Filters as necessary to narrow search for a specific Address Book Record.

    

        o Address Number

        o Long Address Number

        o Alpha Name

        o Search Type

        o Tax ID

   Step 5

6. Click in the Tax ID field.

   Step 6

7. Enter the desired information into the Tax ID field.

    

   Enter "742616805".

   Step 7

8. To populate grid based on Filter criteria, click the Find button.

   Step 8

9. Click the radio button for the Address Book record to be changed.

   Step 9

10. Click the Select button.

    Step 10

11. REQUESTOR INFORMATION

     

    o Name

    o Agency

    o Phone

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

     

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

     

    This information can be overridden, if desired.

    Step 11

12. Comments

     

    Communicate information specific about this request.

     

    This can include information like:

     

    o Request to change Search Type to **

    o Associate an existing V - Vendor  address book record to a request for a PP

    o Indicate attachments to the submitted request

     

    Note: Comments field can be updated on all tabs.

    Step 12

13. To update informaiton specific to the Address Book record, click the Address Information tab.

    Step 13

14. ADDRESS INFORMATION

     

    Information specific to address book records must entered in appropriate format.

     

    Real-time Address Book data populates from the ERP system.

     

    Overwrite data as necessary.

     

    NOTE: It is beneficial to communicate information regarding changes in the Comments field.

    Step 14

15. Address Verification

     

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

     

    Reference Training Guide - Address Verification - USPS.

     

    To ensure accuracy of data and compliance with USPS standards, copy address information directly from USPS look-up into Address Book Request/Change fields. 

    Step 15

16. ATTACHMENTS

     

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

     

    Attachments can be W-9s or Text Attachments.

     

    Note: The documents attached to the Address Book Request/Change are to provide information concerning W-9's to the AS Accounting Address Book Team.  These attachments are NOT automatically attached to new or existing Address Book records.

     

    This eliminates the requirement to mail, fax, or e-mail W-9 documentation to AS Accounting Division.

    Step 16

17. W-9 Submissions can be submitted via:

     

    o Attachments in Address Book Change/Request

    o FAX to (402) 471-0887

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

    o Mail

    Step 17

18. Click the OK button.

    Step 18

19. Click the OK button.

    Step 19

20. Click the Close button.

    Step 20

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