Person - Correspondence Information

This page contains information that may be used to address bills and letters. Use Main Menu > Registration > Person > Correspondence Info to open this page.

Description of Page

If the person does not want their primary name (defined on the Main page) used on bills and letters, specify the desired name in Override Mailing Name 1, 2, and 3.

Specify the Override Mailing Address fields if the person wants their bills and letters sent to an address specific for this person. In addition, if the person's account doesn't already indicate that the person's mailing address should be used, you must update this person's account(s). This information resides in the Address Source field on Account - Person.

If you enter an Override Mailing Address:

• The Country defaults from your installation options.

• The address constituents may differ depending on the Country. Refer to Defining Countries for more information on the address constituents.

• If you have set up postal defaults, the system will default the address constituents when you tab out of the postal code.

Specify the taxpayer's Email Address if you communicate with the taxpayer via Email. In addition to defining the person's Email Address, you're correspondence routing software must support sending the information via Email. Refer to the following links for more information: where are bills sent and where are letters sent.

Define the Language in which the person prefers their bills and correspondence printed.

The Miscellaneous Addresses scroll to define additional addresses for the person.

• Select the Address Type. The base product supports a value of Seasonal. See below for additional detail about seasonal addresses. Your implementation may introduce additional values for this field.

• The Status of the address must be Active. You can set the status to Inactive if you want a seasonal address ignored (alternately, you can just remove the seasonal address).

• The Country defaults from your installation options. The address constituents may differ depending on the Country. Refer to Defining Countries for more information on the address constituents.

• If you have set up postal defaults, the system will default the address constituents when you tab out of the postal code.

The Seasonal address type allows your taxpayer to define one or more alternate addresses to use during predefined periods each year. For example, the taxpayer may want their correspondence sent to their vacation cottage during the summer. Please be aware of the following:

• Seasonal addresses will only be used if the taxpayer's bills and / or letters are routed via the postal service. For example, if you route bills to the taxpayer via Email, the seasonal address will never be used to route bills to the taxpayer. Refer to the following links for more information: where are bills sent and where are letters sent.

• You don't have to specify a seasonal address for every part of the year. For example, if the taxpayer wants their bills sent to their main address except during the summer, you need only enter a seasonal address for the summer.

• You can enter a seasonal address with or without an Override Mailing Address. If an Override Mailing Address is not specified, the person's correspondence will be addressed as per the instructions on the person's account(s). These instructions reside in the Address Source field on Account - Person.

• You can enter multiple seasonal addresses if the taxpayer so desires.

• The Seasonal period is defined in the two Season fields. The first field contains the day and month when the season starts; the second field contains the day and month when the season ends. The day and month should be entered in the format defined in your display profile.