This chapter contains these topics:
Many address book records require that you maintain more than one address. For example, you might have a mailing address for billing, another address for the physical location and another address for a P.O box. Additionally, you might want to maintain other addresses for your Who's Who contacts or set up past or future addresses using the Effective Date feature.
You use the Address Revisions program (P0116) to add multiple addresses for either the main address book record or for the Who's Who contact information. The system uses the Who's Who Line Number (IDLN) to determine which address belongs to which contact. As previously mentioned, the system always assigns zero to IDLN when you add an address book record. The system assigns subsequent line numbers to each Who's Who record that you add.
Address Book Number (AN8)
Who's Who Line Number (IDLN)
Address Type (ADTP - UDC 01/AT)
Effective Date (EFTB)
You can add multiple addresses with effective dates only for the main address book record (IDLN = 0) and only when the Address Type field (ADTP) is blank; a blank value represents the main address that you want to use and track.
For Who's Who contacts, because you cannot enter multiple records for the same Address Type using effective dates, the effective date has no real meaning other than for informational purposes.
From Address Book (G01), choose Auxiliary Address Book Info
From Auxiliary Address Book Info (G0111), choose Address Revisions
Although you can access Address Revisions (P0116) from the menu, the easiest and most effective way to enter additional addresses is directly from Who's Who (P0111) by using Option 3. When you navigate from Who's Who, you can easily choose the correct record to use; otherwise, you must know the Who's Who line number.
On Address Revisions
Use the Inquiry action and complete the following fields:
Who's Who Line
To view all (past, present, and future) address records, enter 1 in the Effective Addresses field.
To limit the address records that display, enter a value in the Address Type file.
Access the detail area (F4).
Use the Change action and complete the following fields, as desired, for each entry:
Address Lines 1 through 4
|Effective Addresses||A field that controls the display of Address Book addresses.
The following are valid values:
blank – Display Effective Address only
1 – Display ALL Addresses (Past, Present, Future)
|Address Lines 1 through 4||The address for the contact record.|
|Addr Type||User defined code (01/AT) for address type. You can have multiple address for an address book entity, but only one with the same address type.|
|City, County, Postal, Country||The county field in the Postal Code Transactions File (F0117) is a file key to make it possible to have the same Postal Code for different counties. This allows you to report tax to various counties within one city or with common postal codes.|
|Effective Date||The date when an address, item, transaction, or file becomes active, or the date from when you want transactions to appear. The way that the system uses this field depends on the program. For example, the date that you enter in this field might indicate when a change of address becomes effective; or it could be a lease effective date, a price or cost effective date, a currency effective date, a tax rate effective date, and so on.|
|Bad Addr||A user defined code (01/BA) that indicates the reason this particular address is no longer valid. This could be used to indicate that mail has been returned as undeliverable but this is the last and only address you have for this address book number and cannot just delete it.
Select from the following valid values:
R – Returned Mail
1 – Returned - No Forwarding Addr
2 – Not Deliverable as Addressed
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Effective Address Update (P01840)
To maintain addresses by effective date, you need to update effective dates on a regular basis. Running Effective Address Update (P01840) ensures that you are using the most current address when you send correspondence, invoices, statements, payments, and other mailings. The program compares today's date to the Effective Date (EFTB) in the Address Revisions file (F0116) to determine which address to use and display on Address Book Revisions (P01051). The system selects only records with a blank Address Type (ADTP) and only for the address book record (IDLN = 0), not for the Who's Who contact records. When the F0116 record is the current record, the system updates it to 1 so that it is no evaluated again.
If you change the data selection to use a different Start Effective Date (instead of LE *Today) or you enter future addresses prior to current addresses, you should ensure that you have the data selection set for Effective Date Existence (1/0) EQ *ALL; otherwise, records that should be evaluated might be missed.