Address Book Add Request Lesson


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


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. Click the Add button.

    Step 5
  6. 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 6
  7. Comments

     

    Communicate information specific to 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

    o Additional information to be communicated to AS State Accounting

     

    Note: Comments field can be updated on all tabs.

     

    Note: For Supreme Court please enter "Sup in CAT Code 13" in the Comments field.

    Step 7
  8. Search Type must be selected prior to entering Address Information.

     

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

    Step 8
  9. Click the Search Type tab.

    Step 9
  10. ADDRESS BOOK SEARCH TYPE SELECTION

     

    Address Book Records and associated tables are created based on the Address Book Search Type selected.

     

    F - Facility (State Agency Locations)

        o Used for IBT Processing

        o Used for Print Shop Deliveries

        o Used for HR Physical Address

    C - Customer (Outside State Government)

        o Use to set up receivables/billing

        o Used for Print Shop Deliveries

    N - Non-Employee (State Board or Commission Member Expense Reimbursements)

        o Used for Commission or Board Member expense payments

        o Used for System Access Only (end user is not a State employee, but requires a User ID for ERP System)

    V - Vendor (Procurement Purposes and payments)

    VP - Political Subdivision (Payments)

    PP - Payment (Payments made, and not included in any of the above criteria)

    BV - Blind and Visually Impaired Clients (for use by Commission for Blind and Visually Impaired)

    Step 10
  11. Click on the appropriate Search Type radio button and, if applicable check box within search type selection.  

     

    Click the VENDOR - V (Procurement). option.

    Step 11
  12. If an Agency Code is required for certain Search Types, Agency field will appear in "RED" on Search Type tab.

     

    Search Types requiring Agency Code:

     

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

         o Customer - C - Enter the Agency Requesting the Address Book record

         o Non-Employee - N - Enter the Agency Requesting the Address Book record

         o Blind & Visually Impaired Client - BV - Defaults to "081"

     

    Use Visual Assist if Agency Code is unknown.

     

    Note:  Administrative Services Divisions must select the appropriate Division Code. For Example:

         o A05 = AS - Materiel

         o A10 = AS - TSB

    Step 12
  13. Click the Address Information tab.

    Step 13
  14. ADDRESS INFORMATION

     

    Information specific to new address book record must be entered in appropriate format.

     

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

     

    Note: Some information is required for request submission.

    Step 14
  15. Long Address Number

     

    Long Address Information use varies based on Search Type.

     

         o F - may be used to indicate an Agency specified "billing code"

         o C - may be used to indicate an Agency specified "billing code"

         o PP - Last 4-digits of Bank Account number (Example: X1235)

         o BV - Client Case number

     

    Note: This field is only required for Search Type BV

    Step 15
  16. Click in the * Alpha Name field.

    Step 16
  17. Alpha Name

     

    o  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. For example:

         o Enter John O'Brien as OBRIEN, JOHN

         o Enter HFI, Inc. as HFI INC

         o Enter JONES-SMITH, CONNIE as JONES SMITH, CONNIE

         o Enter Ebay.com as EBAY COM

     

    o  Title and Suffix are not included in the Alpha Name. For example:

         o Enter Dr. John Smith as SMITH, JOHN

         o Enter John Smith Jr. as SMITH, JOHN

     

    o  Do not enter the word, "the." For example:

         o Enter The Money Company as MONEY COMPANY

     

    o Unless this 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.

     

    o Only one 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. For example:

         o Enter Betty and Bob Jones as  JONES, BETTY or JONES, BOB depending on who owns the Social Security Number provided with the request

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

     

    o If possible, do not abbreviate (Ex. Nebraska State Fair should be entered NEBRASKA STATE FAIR, not NE STATE FAIR.)

    Step 17
  18. Enter the desired information into the * Alpha Name field. 

     

    Enter "HFI INC".

    Step 18
  19. Click in the Mailing Name field.

    Step 19
  20. Mailing Name

     

    Enter the name as it should appear on the warrant. The Mailing Name field is the first line that appears on the printed warrant. For Example:

         o Enter Dr. John Smith, Jr. as DR JOHN SMITH, JR

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

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

     

    Enter "HFI INC".

    Step 21
  22. Address Verification

     

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

     

    Reference Training Guide - Address Verification - USPS.

     

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

     

    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 22
  23. Address Lines

     

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

    o Only a confirmed mailing address should be entered. (A confirmed mailing address can be found on www.usps.com or other legitimate websites such as www.whitepages.com or www.switchboard.com)

    o If both a physical address and a PO Box are entered, the PO Box is entered on the bottom (higher Address Line field).

    o Both a PO Box and RR address should not be entered.

         o Mail for a PO Box is delivered to the post office.

         o A RR is for a rural customer who receives mail at their house in the country.

    o If a mailing address includes a suite # or an apartment #, the complete address must be entered on one line (Ex. 1542 A Street # 5).

    o If this is a DBA, enter DBA "operating business name" in Address Line 1/DBA (Ex. DBA SMITH CONSTRUCTION). Enter the mailing address in Address Line 2.

    Step 23
  24. Address Lines: Common Street Suffix Abbreviations

     

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

     

    The following is a list of common abbreviations:

     

    Alley = ALY

    Avenue = AVE

    Bypass = BYP

    Center = CTR

    Circle = CIR

    Court = CT

    Expressway = EXPY

    Fort = FT

    Freeway = FWY

    Heights = HTS

    Highway = HWY

    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 24
  25. Address Lines: Common Secondary Unit Abbreviations

     

    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 25
  26. Click in the * Address Line 1 field.

    Step 26
  27. Enter the desired information into the * Address Line 1 field. Enter "123 O ST".

    Step 27
  28. Click in the Address Line 2 field.

    Step 28
  29. Enter the desired information into the Address Line 2 field. Enter "PO BOX 763".

    Step 29
  30. Click in the * City field.

    Step 30
  31. City

     

    Do not use punctuation or abbreviation. For example:

         o Enter O'Neill as ONEILL

         o Enter St. Paul as SAINT PAUL

    Step 31
  32. Enter the desired information into the * City field 

     

    Enter "LINCOLN".

    Step 32
  33. State

     

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

     

    If you are unable to find a selection for a Foreign "State", enter Lincoln.  In Comments section indicate correct State, Zip Code, and Country.

    Step 33
  34. Click in the State field.

    Step 34
  35. Enter the desired information into the State field. Enter "NE".

    Step 35
  36. Zip Code + 4 Digit Extension

     

    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.

    Step 36
  37. Click in the Zip + Four field.

    Step 37
  38. Enter the desired information into the Zip + Four field. Enter "68509-0763".

    Step 38
  39. Country

     

    A blank field is acceptable for United States.

     

    Will populate with country based upon State selection.

    Step 39
  40. 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 ext 9856)

     

    It is extremely important to add the Contact phone number to the Address Book request.  This is provides a direct contact for any questions regarding the processing of the Address Book record.

    Step 40
  41. Click in the Phone Number field.

    Step 41
  42. Enter the desired information into the Phone Number field.

    Enter "402".

    Step 42
  43. Click in the Phone Number field.

    Step 43
  44. Enter the desired information into the - field.

    Enter "555-1234".

    Step 44
  45. Click in the Fax Number field.

    Step 45
  46. Enter the desired information into the Fax Number field.

    Enter "402".

    Step 46
  47. Click in the Fax Number field.

    Step 47
  48. Enter the desired information into the - field.

    Enter "555-5784".

    Step 48
  49. Click in the Tax Entity Code (P, C, N) field.

    Step 49
  50. Tax Entity Code is a required field.

     

    C = Corporate Entity - FTIN

          o Corporation

          o 501C3, or

          o Political Subdivision

    N = Non-Corporate Entity - FTIN

          o Partnership

          o LLC

          o Sole Proprietor - FTIN

    P = Individual - Social Security Number

     

    Reference Training Guide - Tax Entity Code Guidance for further clarification.

    Step 50
  51. Enter the desired information into the Tax Entity Code (P, C, N) field.

     

    Enter "C".

    Step 51
  52. Tax ID or SSN

     

    Complete this information for the following Search Types:

     

         o C - Customer (Outside State Government)

         o N - Non-Employee (State Board or Committee Member Expense Reimbursements)

         o V - Vendor (Procurement Purposes and payments)

         o PP - Payment (Payments mad, and not included in any other criteria)

         o VP - Political Subdivision (Receives payments from the State)

    Step 52
  53. Tax ID or SSN 

     

    o The Tax ID is the business's Federal Tax ID or the individual's social security number.

     

    o Do not enter dashes in this field (Ex.506-23-1111 should be entered 506231111)

    Step 53
  54. Click in the Tax ID or SSN field.

    Step 54
  55. Enter the desired information into the Tax ID or SSN field.

     

    Enter "585585986".

    Step 55
  56. The address book record can store Email Addresses for two purposes.

     

    The Contact Email Address provides system users with information regarding how to contact an individual within an entity.

     

    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.

     

    Note: If an Email Address will be used for both communication and ACH Notification, both fields must be completed.

    Step 56
  57. Click in the Contact Email Address field.

    Step 57
  58. Enter the desired information into the Contact Email Address field.

     

    Enter "jane.smith@hfi.com".

    Step 58
  59. ACH Email Address 

     

    Used for electronic notification within system.  This includes ACH Payment notification to Vendors and Political Subdivisions.

     

    Note: There can only be one ACH Email Address assigned to an Address Book record.

     

    May be added for most NEW address book records.  Changes must be requested through State Treasurer's Office.

    Step 59
  60. Click in the ACH Email field.

    Step 60
  61. Enter the desired information into the ACH Email field.

     

    Enter "receivables@hfi.com".

    Step 61
  62. ATTACHMENTS

     

    Attachments can be included with requests for new Address Book records or 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 62
  63. 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 63
  64. The request will be sent to AS - State Accounting - Address Book Section for review and processing. Once processed, an automatic email will be sent to the Requestor's email address with the new address book number.

    Step 64
  65. Click the OK button.

    Step 65
  66. Click the OK button.

    Step 66
  67. Continue to new requests or click the Cancel button.

    Step 67
  68. Click the Close button.

    Step 68

You have successfully completed this lesson.

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