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JD Edwards EnterpriseOne Applications Address Book Implementation Guide
Release 9.1.x

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4 Entering Address Book Records

This chapter contains the following topics:

4.1 Understanding Address Book Information

You use the JD Edwards Address Book system to maintain information about companies and people with whom you do business. The Address Book contains company names, contact names, addresses, phone numbers, notes, and other pertinent information, and is used by most other JD Edwards EnterpriseOne systems.

This diagram illustrates the tables that the Address Book Revisions program (P01012) uses to store and access address book information. Other Address Book programs also use these tables:

Figure 4-1 Tables used by the Address Book system

Description of Figure 4-1 follows
Description of "Figure 4-1 Tables used by the Address Book system"

4.1.1 Mobile Enterprise Applications for Address Book Information (Release 9.1 Update)

The following mobile applications are available, and can be used to view information that is included in the address book tables on a mobile device:

  • Customer Account Overview (Smartphone and Tablet)

  • Contact Customer (Smartphone and Tablet)

  • Contact Supplier (Smartphone)

These applications require system administrator configuration before they are available to individual users. Contact your system administrator to determine whether these applications are available for use.

Additionally, see the following topics in the JD Edwards EnterpriseOne Applications Mobile Enterprise Applications Implementation Guide:

4.2 Entering Address Book Records

This section provides an overview of address book records and discusses how to:

  • Set processing options for Address Book MBF (P0100041).

  • Set processing options for Address Book Revisions (P01012).

  • Add address book records.

  • Add phone numbers to an address book record.

  • Add global location number (GLN) to an address book record.

4.2.1 Understanding Address Book Records

Before you can use other JD Edwards EnterpriseOne systems, you must enter address book information in the JD Edwards Address Book system for your customers, suppliers, and so on. Other JD Edwards EnterpriseOne systems retrieve up-to-date name and address information, based on the address book information that you enter. Use the Address Book Revisions program to enter address book records. The system stores information for address book records in the Address Book Master table (F0101).

In addition to basic address information, you can enter an unlimited number of phone numbers for each address book record and specify whether the phone number is a business number, cellular number, fax number, and so on. Phone numbers are stored in the Address Book - Phone Numbers table (F0115).

To locate an address book record on the Work With Addresses form, you can enter a full or partial name, address number, and so on. If you use a partial name, you must include an * (asterisk) either in front of or at the end of the partial name. The program searches only for the first word in the address name. For example, if you have address book numbers for Corporate Center, Continental Services, and Services Continental and you search for *CO or CO*, the search results will include Corporate Center and Continental Services.

4.2.1.1 Duplicate Entry Validation

To alleviate the potential for duplicate records when you enter, revise, or upload address book records, you can activate duplicate record validation in the JD Edwards Address Book system. You specify whether you want the system to issue a warning or error message when it finds records with the same alpha name, city, and zip code combination or the same tax ID.

The Address Book MBF program (P0100041) has two processing options that specify whether to search for duplicate records:

  • Validate for Duplicate Data Entry

    Identifies records with the same alpha name, city, and postal code. Records with abbreviations are not identified. For example, Saint Petersburg and St. Petersburg are not identified as duplicate records.

  • Validate for Duplicate Tax ID Entry

    Identifies records with the same tax ID in the same country. Records with a blank tax ID are not identified.

You can set either or both of these processing options to issue a warning or error message. The system allows you to accept entries with warning messages, but not with error messages.

For duplicate data entry validation, the system searches the F0101 and F0116 tables for a matching alpha name, city, and zip code. For duplicate tax ID entry, the system searches the F0101 table for a matching tax ID and the F0116 table for a matching country.

4.2.1.2 Global Location Number

Global location numbers (GLN) are a key component in electronic transactions such as Electronic Data Interchange (EDI). They provide a unique and efficient identification of all locations relevant to EDI transactions. The advantage to using GLNs is that every EDI transaction does not have to communicate information about particular locations such as names and addresses. Organizations can communicate this information only once, enter it onto computer files, and subsequently retrieve it by referring to a unique GLN.

Companies involved in a variety of business activities such as life sciences, chemicals, electronics, and pharmaceuticals, are using GLNs. The United Nations, Electronic Data Interchange for Administration, Commerce and Transport (UN/EDIFACT) and the International Standard Organization (ISO 6523) recognize GLNs as a viable part of the international community in more than 100 countries

The GLN is a standard means to identify physical locations, business units, cost centers, and so on. It is a 13-digit number composed of:

  • GS1 Company Prefix.

    The first six digits of the GLN is the GS1 company prefix. The GS1 member organization assigns the company prefix to ensure uniqueness of the number.

    Note:

    You can set up your GS1 prefix in UDC table 47/LN.
  • Location Reference.

    The following six digits represents entities within the company. Each company or organization holding a GS1 company prefix can assign GLNs to their own locations. The company can assign a location reference to business units within the company.

  • Check Digit.

    This is the final digit of the GLN number. This single digit number is calculated according to a standard algorithm to ensure data integrity.

Figure 4-2 Global Location Number Structure

Description of Figure 4-2 follows
Description of "Figure 4-2 Global Location Number Structure"

With JD Edwards EnterpriseOne, you can use GLNs to improve efficiency of integrated logistics and to provide value to partners and customers. You can use a GLN to identify:

  • Functional entities such as a customer service or billing department within a company.

  • Physical entities such as a branch/plant, warehouse, or a delivery location.

  • External organizations such as trading partners, customers, and suppliers.

Additionally, the JD Edwards EnterpriseOne system uses GLNs for real-time events (RTE), business services (BSSV), and EDI transactions within distribution systems such as Sales, Procurement, and Transportation.

You can only associate a GLN with an address book number. For internal business units you can dynamically generate GLNs by clicking a button. Additonally, you can provide external support by manually entering GLNs to update the address book record of the respective vendor or customer.

4.2.2 Forms Used to Enter Address Book Records

Form Name FormID Navigation Usage
Work With Addresses W01012B Daily Processing (G0110), Address Book Revisions Locate and review existing address book records.
Address Book Revision W01012A Click Add on the Work With Addresses form Add or change basic address information, including mailing information, for an address book record.
Phone Numbers W0115A Select a record, and then select Phones from the Row menu on the Work With Addresses form. Add phone numbers and identify phone types.
Global Location Number Maintenance W01012E On the Address Book Revision form, select Form Exit, GLN Entry Add or generate global location numbers for existing address book records.
Formatted Address W01012C Select a record, and then select A/B Revision from the Row menu on the Work With Addresses form. Select Formatted Address from the Form menu on the Address Book Revision form. Review the format of a mailing address before you create a mailing label. The formatted address corresponds to the address format ID in the Country Constant Master File table (F0070).

4.2.3 Setting Processing Options for Address Book MBF (P0100041)

Processing options enable you to specify the default processing for programs and reports.

4.2.3.1 Outbound

Use these processing options to specify the transaction type and transaction image to use when creating outbound transactions. Use the processing option for transaction type to specify the transaction type when you use the Interoperability feature. If you leave this processing option blank, the system does not perform outbound interoperability processing. Use the search button to locate transaction type codes.

1. Transaction Type

Specify the transaction type when using the Interoperability feature. If you leave this field blank, the system does not perform outbound interoperability processing. Use the search button to locate transaction type codes.

2. Change Transaction Image

Specify whether to write an image of the record before and after the record is changed. A before image is the record before the change. An after image is the record after the change. Values are:

Blank: Write the after image.

1: Write the before image and after image.

4.2.3.2 Defaults

Specify the default business unit to use when creating address book records.

1. Default Business Unit

Specify the business unit to use when no business unit is specified in the Address Book Revisions program. If no value is specified for this processing option and the business unit in the Address Book Revisions program has no value specified, the system enters 1 in the Business Unit field of the address book record.

4.2.3.3 Edits

Specify whether to search for duplicate address book records.

1. Validate for Duplicate Tax ID Entry

Specify whether the system searches for duplicate entries based on the Tax ID and Country fields. Values are:

Blank: The system does not search for duplicate entries.

1: The system searches for duplicate entries and issues a warning message if any are found.

2: The system searches for duplicate entries and issues an error message if any are found.

2. Validate for Duplicate Data Entry

Specify whether the system searches for duplicate entries based on the Alpha Name, Postal Code, and City fields. Values are:

Blank: The system does not search for duplicate entries.

1: The system searches for duplicate entries and issues a warning message if any are found.

2: The system searches for duplicate entries and issues an error message if any are found.

4.2.4 Setting Processing Options for Address Book Revisions (P01012)

Processing options enable you to specify the default processing for programs and reports.

4.2.4.1 Entry

Use these processing options to specify which forms and fields to display when using the Address Book Revision program. Displaying the field enables you to enter the tax ID for an address book record.

1. Supplier Master

Specify whether to display the Supplier Master Information form when adding an address book record. To display the Supplier Master form, you must activate this processing option and enter Y in the Payables field. The Payables field is located on the Additional tab on Address Book Revision. Values are:

Blank: Do not display the Supplier Master form.

1: Display the Supplier Master form.

2. Customer Master

Specify whether to display the Customer Master Information form when adding an address book record. To display the Customer Master Information form, you must activate this processing option and select the Receivables option on the Additional tab on Address Book Revisions. Values are:

Blank: Do not display the Customer Master Information form.

1: Display the Customer Master Information form.

3. S/WM

Specify whether to display the CSMS (Customer Service Management System) form when adding an address book record. To display the CSMS form, you must activate this processing option and activate the CSF flag in the Service/Warranty Constants table (F17001). Values are:

Blank: Do not display the CSMS form.

1: Display the CSMS form.

4. Tax ID

Specify whether to display, hide, or disable the Tax ID field on the Address Book Revision form. Values are:

Blank: Display the Tax ID field.

1: Hide the Tax ID field.

2: Disable the Tax ID field.

4.2.4.2 Defaults

Use these processing options to specify the default search type and default type code to be incorporated in an address book record.

1. Search Type

Specify the default value to use in the Search Type field on the Work with Addresses form. Use the search button for a list of valid search types. If you leave this processing option blank, the system uses * (asterisk) as the default value. The * instructs the system to locate all address book records.

2. Type Code

Specify the value from user-defined code (UDC) 01/W0 for the system to supply as the default in the Type Code field when you make an entry in the Address Book - Who's Who table (F0111). Values are:

Blank: No attention line appears in a mailing address.

A: Attention Name appears in the attention line of a mailing address except where other type codes are used.

B: Billing Name appears in the attention line of an address when bills are sent.

C: Contact Name. The name of the Internal Revenue Service (IRS) contact person that is used in 1099 processing.

E: Emergency Contact. The person to contact whenever an emergency occurs that involves the person or company identified in the address book record.

O: Other. This is used for all other purposes.

T: 1099 Legal Name. The name used for 1099 returns when the legal name is different from the mailing name in the F0101 table.

4.2.4.3 Versions

Use these processing options to identify the default versions of the Address Book MBF, Supplier Master, and the Customer Master programs to use when entering address book records.

1. Address Book MBF (P0100041) Version

Specify the version of the Address Book MBF program (P0100041) to use. If you leave this field blank, the system uses version ZJDE0001.

2. Customer Master (P03013) Version

Specify the version of the Customer Master program (P03013) to use when you add or change address book information. If you leave this field blank, the system uses version ZJDE0001.

3. Supplier Master (P04012) Version

Specify the version of the Supplier Master program (P04012) to use when adding or revising address book information. If you leave this field blank, the system uses the default version, ZJDE0001.

4.2.4.4 Process

Use these processing options to identify the features to activate on the Address Book Revision form.

1. Self Service

Specify whether to activate the Self Service functionality for JAVA/HTML. Self Service enables customers and suppliers to modify their existing address and mailing information using the internet. Values are:

Blank: Do not activate Self Service.

1: Activate for customers.

2: Activate for suppliers.

2. Postal Code Editing

Specify whether to activate postal code editing. Postal code editing verifies that the postal code exists in the F0117 table. If the postal code exists in the F0117 table and the City, County, Country, and State fields are blank, the system uses the information from the F0117 table. If the postal code does not exist in the F0117 table, the system issues a warning message. Values are:

Blank or 0: Do not activate postal code editing.

1: Activate postal code editing.

3. Postal Code Address Retrieval

Specify whether to activate address retrieval of postal codes. If the postal code is valid and address lines 1 through 4 are blank, the system can retrieve address information from the F0118 table. If you activate postal code address retrieval, you must set the Postal Code Editing processing option to 1 to activate postal code editing. Values are:

Blank or 0: Do not activate postal code address retrieval.

1: Activate postal code address retrieval and use the Postal Code Selection window for multiple addresses. All available addresses for the postal code appear.

2: Activate postal code address book retrieval to retrieve the address information for a single address.

4.2.5 Adding Address Book Records

Access the Address Book Revision form.

Figure 4-3 Address Book Revision form

Description of Figure 4-3 follows
Description of "Figure 4-3 Address Book Revision form"

Address Number

Enter a number to identify an entry in the Address Book, such as employee, applicant, participant, customer, supplier, tenant, or location. If you leave this field blank, the system assigns the address book number for you.

4.2.5.1 Address Book

Select the Address Book tab.

Alpha Name

Enter text to name or describe an address. This 40-character alphabetic field appears on a number of forms and reports. You can enter dashes, commas, and other special characters, but the system cannot search on them when you use this field to search for a name.

If you leave this field blank, the system assigns the value entered in the Mailing Name field.

If duplicate data entry validation is activated and another record with the same alpha name, city, and postal code is found, the system highlights this field and issues an error or warning message.

Note:

The system performs duplicate data entry validation on only who's who record 0.
Long Address Number

Enter a user-defined name or number to identify an address book record. You can use this number to locate and enter information about the address book record. If you enter a value other than the address book number (AN8), such as the long address or tax ID, you must precede it with the special character that is defined in the Address Book constants. When the system locates the record, it returns the address book number to the field.

For example, if address book number 4100 (Total Solutions) has a long address TOTAL and an * (asterisk) distinguishes it from other entries (as defined in the Address Book constants), you could enter *TOTAL into the field, and the system would return 4100.

Tax ID

Enter the identification code that is required by various tax authorities. This can be a Social Security Number, federal or state corporate tax ID, sales tax number, and so on. The system verifies the number and prints the separators in their correct format, according to the value of TAXC (Person/Corporation Code). If no value exists for TAXC, the system uses the corporate entity.

If duplicate tax-ID validation is activated and another record with the same tax ID and country is found, the system highlights this field and issues an error or warning message.

Tax ID information can vary by country.

Search Type

Select a value from UDC table 01/ST to specify the kind of address book record to search for. Examples include:

C: Customer

E: Employee

O: Company

TAX: Tax authority

V: Supplier

Business Unit

Enter an alphanumeric code to identify a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.

You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department.

Business unit security might prevent you from viewing information about business units for which you have no authority.

If you leave the Business Unit field blank, the system uses the default business unit from the Address Book MBF. If you do not enter a default business unit in the MBF processing option, the system uses the default value 1. You must set up any business unit that you enter, including the default value 1, in the Business Unit Master table (F0006) table.

4.2.5.2 Mailing

Select the Mailing tab.

Address Line 1

Enter the first line of the mailing address for an employee, customer, or supplier in Address Book. The IRS restricts the size of the address that prints on an employee's year-end tax return. To comply with IRS regulations, the system has the following restrictions:

On W-2 returns, the system prints only the last three nonblank address lines plus the city, state, and postal code.

On 1099 returns, the system prints only the last nonblank address line plus the city, state, and postal code.

On other U.S. federal magnetic media, the system prints only the last nonblank address line plus the city, state, and postal code.

City

Enter the name that indicates the city that is associated with the address.

State

Select a state or province from UDC00/S. This code is usually a postal service abbreviation.

Postal Code

Enter the United States ZIP code or the postal code that specifies where a letter is to be routed. Attach this code to the address for delivery in other countries. The system uses this code as the low-end value when processing Postal Code Transaction ranges.

If you set up postal code processing, enter only the address and postal code. The system retrieves the city, state, country, and county values from the F0117 and F0118 tables.

Country

Select a country from UDC 00/CN. The country code has no effect on currency conversion.

The Address Book system uses the country code for data selection and address formatting.

County

Enter the name of a county, parish, or other political district that is necessary for the address or for tax purposes.

4.2.5.3 Additional 1

Select the Additional 1 tab.

Payables Y/N/M (payables yes/no/miscellaneous)

Specify whether the address book record is a supplier. Values are:

Y: Yes, this is a supplier. A processing option specifies whether the supplier master record appears automatically after you add an address.

N: No, this is not a supplier. This code does not prevent you from entering a voucher for the address.

M: This is a miscellaneous, one-time supplier. This code does not prevent you from entering multiple vouchers for the address.

F: This is a supplier with a foreign address. The IRS requires U.S. companies to identify suppliers with foreign addresses for 1099 reporting.

You should assign tax authorities as suppliers. This enables you to make tax payment to tax authorities.

Code N is informational only unless you set a processing option. In this case, a warning message appears if both the Payables and Receivables fields are N.

Employee Group Approvals

Enter the group to which the employee is assigned. The system uses this value in approval processing for workflow.

AR/AP Netting (Accounts Receivable/Accounts Payable netting)

Select to specify whether customers and suppliers are eligible for AR/AP netting. If you select this option, the system updates invoices and vouchers that are entered for the address number with a value of 1 (Eligible for Netting) in the Netting Status field. If you do not select this option, the system updates invoices and vouchers that are entered for the address number with a value of 0 (Ineligible for Netting) in the Netting Status field.

Add'l Ind Tax ID (additional individual tax ID)

Enter an identification number that is assigned by a tax authority to an individual, in addition to the primary tax ID number (TX1).

Tax Exempt Certificate

Enter the number that tax authorities issue to tax-exempt individuals and companies to identify their tax-exempt status.

Person/Corporation Code

Specify the type of taxpayer. For 1099 reporting for U.S. suppliers and foreign suppliers, the system selects only records with a code of P or N. Values for U.S. entities are:

Blank or C: Corporate entity (the tax ID prints as 12-3456789)

P: Individual (the tax ID prints as 123-45-6789)

N: Noncorporate entity (the tax ID prints as 12-3456789)

Values for non-U.S. entities are:

1: Individual.

2: Corporate entity.

3: Both an individual and a corporate entity.

4: Noncorporate entity.

5: Customs authority.

Credit Message

Select a value from UDC table 00/CM to indicate the credit status of a customer or supplier. Examples are:

1: Over credit limit.

2: Requires purchase order.

3: Not on contract maintenance agreement.

The credit message appears on inquiry and transaction entry forms in the JD Edwards Accounts Payable, Sales Order Management, and Procurement systems. The system displays the temporary credit message in the JD Edwards Accounts Receivable system.

Language

Select a value from UDC table 01/LP to specify the language to use on forms and printed reports. Before you specify a language, a code for that language must exist at either the system level or in your user preferences.

Industry Classification

Specify the code that classifies goods and services. This code can be in the format of any one of the following systems of classification:

Standard Industrial Classification (SIC) or North American Industry Classification System (NAICS): A numerical system that is used in the United States to classify goods and services. This code is four (SIC) or six (NAICS) digits.

Harmonized System (HS): The international method of classifying goods. More than fifty countries use this code. It can be up to 10 digits.

Standard Industrial Trade Classification (SITC): A numerical code system that was developed by the United Nations to classify goods used in international trade. International organizations use this code. It can be up to six digits.

Receivables Y/N

Select to specify whether the address book record is a customer. A processing option specifies whether the customer master record appears automatically after you add an address.

User Code

Enter information that is pertinent to your business. No predefined definitions exist for this option.

Subledger Inactive Code

Specify that an address book record can be used as a subledger in the JD Edwards General Accounting system. Any value other than blank indicates that a subledger is inactive.

Examples include jobs that are closed, employees that have been terminated, or assets that have been disposed. If a subledger becomes active again, set this field back to blank.

To use subledger information in the tables for reports but prevent transactions from posting to the record in the Account Balances table (F0902), enter a value other than blank in this field

Employee Y/N

Select this option to indicate that the address book record is for an employee. This field is for informational purposes only.

4.2.5.4 Additional 2

Select the Additional 2 tab.

Classification Code 1 through Classification Code 5

Use these fields to further classify address book records. For example, you can specify that a business is minority, female, or small business-owned. Set up UDC tables 01/CA through 01/CE to provide values for each of these fields.

Ticker

Enter the stock ticker symbol for the customer or supplier.

Stock Exchange

Enter the exchange on which the customer or supplier's stock is traded.

Year Started

Enter the year in which the company became a customer.

Revenue Range

Select a value from UDC table 01/RR to specify the range of revenue for the customer or supplier.

Growth Rate

Enter the growth rate for the customer or supplier. Enter up to 10 numeric characters to represent the growth rate.

Number of Employee

Enter the number of people who are employed by the customer or supplier.

DUNS Number

Enter the DUNS number for the customer or supplier.

4.2.5.5 Related Address

Select the Related Address tab.

Parent Number

Enter the address book number of the parent company. The system uses this number to associate a particular address with a parent company or location. Any value that you enter in this field updates the Address Organizational Structure Master table (F0150) for the blank structure type. This address number must exist in the F0101 table for validation purposes. Examples of address book records that would have a parent number include:

  • Subsidiaries with parent companies.

  • Branches with a home office.

  • Job sites with a general contractor.

To specify additional relationships between the primary address and other related addresses, complete this field.

1st Address Number

Enter an alternate address number in the JD Edwards Address Book system. You can use this field for any secondary business address that relates to the primary address. For example:

  • Salesperson

  • Law firm

  • Accountant

  • Securities agent

  • Bonding agent

If you leave this field blank on an entry form, the system supplies the primary address from the Address Number field.

To specify additional relationships between the primary address and other related addresses, complete this field.

Factor/Special Payee

Enter an address book number to identify a special payment address for accounts payable.

This number must exist in the F0101 table for validation purposes. If you leave this field blank on an entry form, the system supplies the primary address from the Address Number field.

4.2.5.6 Category Code 1-10 and Cat Code 11-30

Select the Cat Code 1 - 10 tab or the Cat Code 11-30 tab.

Category Code 01

Use these codes to group address book records for reports, mailings, and so on. Category codes are user-defined (system 01, types 01 through 30). Examples of category codes include:

  • Category code 01

  • Location or Branch

  • Category code 02

  • Salesperson

  • Category code 03

  • Product

  • Category code 04

  • Credit officer

Values entered in these fields must exist in the corresponding UDC table.

4.2.6 Adding Phone Numbers to an Address Book Record

Access the Phone Numbers form.

Figure 4-4 Phone Numbers form

Description of Figure 4-4 follows
Description of "Figure 4-4 Phone Numbers form"

Prefix

Enter the first segment of a telephone number. In the United States, the prefix is the three-digit area code.

Phone Number

Enter the phone number without the prefix or special characters, such as hyphens or periods, that makes up the telephone number for an entity. You can use any applicable telephone number format for a country. This field is used in conjunction with the Prefix field (AR1), where you enter the first segment of the telephone number, which is called the area code in the United States.

When you search for an address using a phone number, you must enter the number exactly as it is set up in the JD Edwards Address Book system, including any special characters.

Phone Type

Select a value from UDC table 01/PH to indicate either the location or use of a telephone number. Examples include Business, FAX, and Cellular.

4.2.7 Adding a GLN to an Address Book Record

Access the Global Location Number Maintenance form.

Figure 4-5 Global Location Number Maintenance Form

Description of Figure 4-5 follows
Description of "Figure 4-5 Global Location Number Maintenance Form"

Global Location Number

Enter a value for global location number. You manually enter the GLN provided to you by an external customer or vendor. If you enter a value with less than 13 digits, the system adds preceding zeroes to complete the GLN value.

If you manually enter a duplicate GLN, the system performs a validation check and displays an error message indicating that you are attempting to enter a duplicate GLN.

Generate Internal GLN

Click the Generate Internal GLN button to generate a GLN for address book numbers associated with internal business units, locations, and so on. To use the Generate Internal GLN option, you must set up your GS1 Company Prefix in UDC table 47/LN. The system uses this prefix along with next number functionality to assign internal GLNs to locations, business units, and so on.

4.3 Adding Who's Who Information to Address Book Records

This section provides an overview of who's who information and discusses how to:

  • Set processing options for Who's Who MBF PO (P0100087).

  • Add a who's who record.

  • Add phone numbers to who's who records.

  • Add electronic address information to who's who records.

  • Add related person information to who's who records.

  • Add alternate address information to who's who records.

4.3.1 Understanding Who's Who Information

After you enter an address book record, you can specify the names of individuals associated with that address on a who's who record. Each who's who record can contain business and personal information, mailing information, and a type code to identify the entry. This information is stored in the Address Book - Who's Who table.

For each who's who record, you specify a type code that identifies the person's relationship with the address. For example, if you enter a person with whom you discuss billing information, you would enter type code B (billing) for that person. You can use a type code to specify which who's who entry to print on labels and to use for mailing addresses.

When you enter information for a who's who record, you also can create an organization structure that represents the relationship between address book numbers and who's who entries.

After you create who's who records, you can attach additional information to each record, including:

  • Phone numbers

  • Electronic addresses

  • Related person information

  • Alternate address information

4.3.1.1 Phone Numbers for Who's Who Records

For each who's who entry, you can enter one or more phone numbers. When you enter phone information, the system attaches the who's who line ID to the appropriate address book number. Phone information for who's who entries is stored in the Address Book - Phone Numbers table.

4.3.1.2 Electronic Addresses for Who's Who Records

For each who's who entry, you can enter one or more electronic mail and internet addresses. The electronic mail address is used by other JD Edwards EnterpriseOne systems such as the Workflow Management and Service Management systems. Electronic mail information for who's who entries is stored in the Electronic Address table (F01151).

4.3.1.3 Related Person Information for Who's Who Records

For each who's who entry, you can create a list of related people. For example, you can enter the name of an administrative assistant for a who's who record. You can also attach phone numbers to each related person record. Related person information is stored in the Related Person table (F01112).

When you enter contact information, you can also create an organization structure that represents the relationship between address book numbers and who's who entries.

4.3.1.4 Alternate Address Information for Who's Who Records

For each who's who record, you can enter multiple addresses. Within the list of alternate addresses, you can specify a primary address. Alternate address information is stored in the Alternate Address table (F01161).

4.3.2 Forms Used to Add Who's Who Information to Address Book Records

Form Name FormID Navigation Usage
Work With Addresses W01012B Daily Processing (G0110), Address Book Revision Locate and review existing address book records.
Who's Who W0111A Select a record, and then select Who's Who from the Row menu on the Work With Addresses form. Specify the names of people who are associated with an address.
Who's Who Detail W0111B Select a record, and then select Who's Who from the Row menu on the Work With Addresses form. Select a record in the detail area on the Who's Who form, and then select Detail from the Row menu. Add detailed address information to a specific line of a who's who record.
Phone Numbers W0115A Select a record on the Who's Who form, and select Phones from the Row menu.

Select a record on the Related Person form and select Phones from the Row menu.

Add phone numbers to the who's who or related person record.
E-mail/Internet Revisions W01111I Select a record on the Who's Who form, and select E-mail/Internet from the Row menu. Add electronic addresses to the who's who record.
Related Person W01111F Select a record on the Who's Who form, and select Related Person from the Row menu. Add related person information to the who's who record.
Related Person Details W01111H Select a related person record on the Related Person form, and select Detail from the Row menu. Enter detailed information for a related person record.
Alternate Address W01111E Select a record on the Who's Who form, and select Alternate Address from the Row menu. Add alternate address to who's who records.

Enter the effective date and address type before using the Alternate Address Details form to enter the address information.

Alternate Address Details W01111D Select a record on the Alternate Address form, and select Details from the Row menu. Enter detailed information for an alternate address.

4.3.3 Setting Processing Options for Who's Who MBF PO (P0100087)

Access these processing options using the Interactive Versions program.

4.3.3.1 Interoperability

1. Transaction Type

Specify the transaction type for who's who information.

2. Image processing (for outbound only)

Specify whether the system writes a record of the who's who information before the change, in addition to writing a record after the change. The system writes these records in the Batch - Who's Who Information table (F0111Z1) when outbound interoperability processing is enabled. Values are:

Blank: Write the after image only. The system writes the who's who record only after it has been changed, and does not write a before image record.

1: Write the before image and the after image. The system writes two who's who records, one before the information was changed, and one after the information was changed.

4.3.4 Adding a Who's Who Record

Access the Who's Who Detail form

Figure 4-6 Who's Who Detail form

Description of Figure 4-6 follows
Description of "Figure 4-6 Who's Who Detail form"

4.3.4.1 Details

Select the Details tab. The JD Edwards Address Book system assigns each who's who entry a line ID. The system assigns line ID 0 (zero) to the first who's who record for the address book number.

Mailing Name

Enter the name that you want to print on correspondence with the contact.

Alpha Name

Enter text to name or describe an address. This 40-character alphabetic field appears on a number of forms and reports. You can enter dashes, commas, and other special characters, but the system cannot search on them when you use this field to search for a name.

If you leave this field blank, the system assigns the value entered in the Mailing Name field.

If duplicate data entry validation is activated and the system finds another record with the same alpha name, city, and postal code, the system highlights this field and issues an error or warning message.

Title

Enter the professional title of a who's who person.

Type Code

Select a value from UDC table 01/W0 to identify the who's who record. Examples include:

A: Attention name

B: Billing

C: Contact name

E: Emergency contact

O: Other

T: 1099 legal name

Contact Type

Select a value from UDC table 01/CT to describe a who's who record. Examples include:

C: Competitor

D: Decision maker

I: Influencer

R: Recommender

Function Code

Select a value from UDC table 01/FC to specify the function that the who's who record performs in the company. Examples include:

CO: Chief Officer

CON: Consultant

DIR: Director

MGR: Manager

STAF: Staff

SUPR: Supervisor

Preferred Contact Method

Select a value from UDC table 01/CQ to specify the desired contact method for the contact. Examples include:

E: E-mail

F: Fax

C: Phone

W: Address

P: Pager

Primary Contact

Select this option to indicate that the individual is the primary contact. The system allows only one primary contact per contact type.

4.3.4.2 Additional

Select the Additional tab.

Given Name, Middle Name, and Surname

Enter the first, middle, and last name of an individual. These fields are informational only and do not appear on any reports. You can enter the name or an initial for the middle name.

Salutation Name

Specify the name that you would use to address an individual in written correspondence. Examples include Ms. Green, Dr. Strasheim, or Herr Obermeyer. This field is informational only and is not used in any reports.

Nickname

Specify the nickname of an individual. This value is attached to a who's who line of an address book number.

Gender

Specify the gender of the individual. Values are:

1: Male

2: Female

3: Unknown

Remark

Enter up to 40 characters to further identify the who's who record.

Display Sequence

Enter a number that specifies the order of a group of records on the form.

Day/Month/Year of Birth

Enter the month, day, and year of the individual's birthday.

4.3.4.3 Category Codes

Select the Category Codes tab.

Category Code 001 through Category Code 20

Enter one or more of 20 reporting codes that you can assign to names in the Who's Who list. You can use these codes to identify names for special mailing lists, phone directories, and so on. Category codes are UDCs. Examples might include:

01: New contact or employee.

02: Holiday card mailing list.

03: Alumni mailing list.

04: Credit officer.

4.3.5 Adding Phone Numbers to Who's Who Records

Access the Phone Numbers form.

Prefix

Enter the first segment of a telephone number. In the United States, the prefix is the three-digit area code.

Phone Number

Enter the phone number without the prefix or special characters, such as hyphens or periods, that comprises the telephone number for an entity. You can use any applicable telephone number format for a country. This field is used in conjunction with the Prefix field (AR1), where you enter the first segment of the telephone number, which is called the area code in the United States.

When you search for an address using a phone number, you must enter the number exactly as it is set up in Address Book, including any special characters.

Phone Type

Select a valid phone type from UDC table 01/PH to indicate either the location or use of a telephone number. Examples include:

Blank: Business telephone number

FAX: Fax telephone number

HOM: Home telephone number

4.3.6 Adding Electronic Address Information to Who's Who Records

Access the E-mail/Internet Revisions form.

Figure 4-7 E-mail/Internet Revisions form

Description of Figure 4-7 follows
Description of "Figure 4-7 E-mail/Internet Revisions form"

Electronic Address Type

Select a valid electronic address type. Examples include Business and Internal address.

Valid values for the electronic address type are hard-coded and are stored in UDC table 01/ET.

Electronic Address

Enter the E-mail address or Uniform Resource Locator (URL) for either an individual or an entity.

Messaging Indicator

Select a value from UDC table 01/HI. The messaging system uses this value to determine whether the system sends messages to the E-mail address that you specified. Values are:

00: E-mail will not be sent to the specified E-mail address.

01: E-mail will be sent to the specified E-mail address.

Electronic Address Category

Specify the purpose for the electronic address. This field is reserved for future use.

4.3.7 Adding Related Person Information to Who's Who Records

Access the Related Person Details form.

Figure 4-8 Related Person Details form

Description of Figure 4-8 follows
Description of "Figure 4-8 Related Person Details form"

4.3.7.1 Personal

Access the Personal tab.

Related Person

Enter the name of the person in the F01112 table that is tied to the Who's Who record.

Relation Type

Select a value from UDC table 01/RT to indicate the relationship between the contact and a name in the F01112 table. Values include:

A: Administrative Assistant

B: Important Business Contact

C: Child

D: Project Lead

E: Researcher

Day of Birth

Enter a number to specify the day portion for the Date of Birth field. For example, if the birth date is February 5, 1973, you would enter 05 in this field.

Month of Birth

Enter a number to specify the month portion for the Date of Birth field. For example, if the birth date is February 5, 1973, you would enter 02 in this field.

Year of Birth

Enter a number to specify the year portion for the Date of Birth field. For example, if the birth date is February 5, 1973, you would enter 1973 in this field.

4.3.7.2 Cat Codes

Access the Cat Codes tab.

Category Code 1 through Category Code 5

Enter codes from UDC tables 01/P1 through 01/P5 in these fields for reporting purposes. For example, you might set up Related Person category codes for sales force, region, and so on.

4.3.8 Adding Alternate Address Information to Who's Who Records

Access the Alternate Address form.

Figure 4-9 Alternate Address form

Description of Figure 4-9 follows
Description of "Figure 4-9 Alternate Address form"

Effective Date and Address Type

Enter the values in these fields on the Alternate Address form. These fields are not required.

Main Address Flag

Select this option to indicate that an address is the main address for an entity. You can select this option for only one address.

Address Line 1 through Address Line 4

Enter the related address for the entity.

4.4 Printing the Check for Duplicates Report

This section provides an overview of the Check for Duplicates report and discusses how to:

  • Run the Check for Duplicates report.

  • Set data selection for the Check for Duplicates report.

  • Set processing options for the Address - Check for Duplicates report (R014052).

4.4.1 Understanding the Check for Duplicates Report

To verify that you do not have duplicate information in the JD Edwards Address Book system, print the Check for Duplicates report (R014052). If you have recently converted to JD Edwards EnterpriseOne, you should print this report to verify that you did not create duplicate records during the initial setup of the JD Edwards Address Book system. After reviewing this report, delete any duplicate address book records. You cannot delete records that have transaction detail.

You can set processing options to print duplicate information for alpha names only for duplicate postal codes and phone numbers with the same alpha name.

This report uses information from these tables:

  • Address Book Master (F0101)

  • Address by Date (F0116)

4.4.2 Running the Check for Duplicates Report

Select Periodic Processing (G0121), Check for Duplicates.

4.4.3 Setting Data Sequence for the Check for Duplicates Report

Data sequencing by alpha name is case-sensitive. To compare duplicates, you should use one of these sequences:

Sequence Column Description
Alpha name only Description-Compressed
Alpha name and postal code Description-Compressed

Postal Code


Data sequencing for the Check for Duplicates Report is available only in the JD Edwards EnterpriseOne Windows environment.

4.4.4 Setting Processing Options for Address Book - Check for Duplicates (R014052)

Processing options enable you to specify the default processing for programs and reports.

4.4.4.1 Process

1. Duplicate Alpha Name Characters

Specify the number of characters (up to 25) that the program includes when it searches for duplicate alpha names. If you leave this field blank, the default number is the first five characters.

2. Duplicate Postal Codes

Specify whether the program searches for duplicate postal codes for the same alpha name. Values are:

Blank: Do not search for duplicate postal codes.

1: Search for duplicate postal codes.

3. Contact Information

Specify whether to print who's who contact titles on the report. Values are:

Blank: Do not print contact titles.

1: Print contact titles.

4.5 Building the Address Book Word Search Table

This section provides an overview of word search and describe how to:

  • Run the Word Search Build program.

  • Set processing options for Word Search Build (R01BDWRD).

  • Use Address Book word search.

4.5.1 Understanding Word Search

After you build the AB Word Search Master table (F01815), you can search for address book records using the Word Search program (P01BDWRD). With an established F01815 table, you can search on address book records and who's who information by using text strings such as name, city, state, or postal code.

The address book search capability is especially useful if you are using another JD Edwards EnterpriseOne system and want to obtain an address book number by searching on certain fields in the address book record. For example, if you want to obtain an address book number for Capital, you can enter C, the entire word, or a portion of the word followed by the wildcard, as in Cap*.

4.5.2 Form Used for Word Search

Form Name FormID Navigation Usage
A/B Word Search W01BDWRDA Daily Processing (G0110), Word Search Search for address book and who's who information using text strings.

4.5.3 Running the Word Search Build Program

Select A/B Advanced & Technical Operations (G0131), Word Search Build.

4.5.4 Setting Processing Options for Word Search Build (R01BDWRD)

Processing options enable you to specify the default processing for programs and reports.

4.5.4.1 Process

1. Category Codes

Specify whether the program includes address book category codes 1–30 when it builds the F01815 table for searchable items. Values are:

Blank: No, the program does not include address book category codes 1–30.

1: Yes, the program includes address book category codes 1–30.

2. Who's Who and Phones

Specify whether the program includes who's who and phone information when it builds the F01815 table for searchable items. Values are:

Blank: No, the program does not include who's who and phone information.

1: Yes, the program includes who's who and phone information.

3. Parent/Child

Specify whether the program includes parent/child information when it builds the F01815 table for searchable items. Values are:

Blank: No, the program does not include parent/child information.

1: Yes, the program includes parent/child information.

4.5.5 Using Address Book Word Search

Access the A/B Word Search form.

Figure 4-10 A/B Word Search form

Description of Figure 4-10 follows
Description of "Figure 4-10 A/B Word Search form"

Search Word

Enter one or more words to use for a search. If you are using a string of full words, the word string must be in the exact order as what you want to find. Alternatively, you can use a wildcard with a partial string.

Display Who's Who Information

Select this option to view who's who information.