Person - Correspondence Information

This page contains information that may be used to address bills, letters, quotes and statements. Use Menu > Customer Information > Person > Search and navigate to the Correspondence Info page.

Description of Page

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

Specify the Override Mailing Address fields if the person wants their bills, letters, quotes, and / or statements sent to an address other than their service addresses (for example, a post office box). 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.

Note:

Both the Start/Stop and Order transactions allow you to update the person's Override Mailing Address and their account's address source using a single transaction.

Address isn't everything. In addition to defining the person's Override Mailing Address, there may be additional tasks you must perform in order to route information to this address. Refer to the following links for more information: where are bills sent, where are letters sent, where are quotes sent and where are statements sent.

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.
  • The Validate button on the person page will only be available if you have set the Allow Address Validation option type to Y on the General System Configuration feature configuration. Once clicked, the Address Validation Script on the General System Configuration feature configuration will be invoked to validate the entered address. Refer to Implementing Address Validation for more information.

Specify the customer's Email Address if you communicate with the customer 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, where are letters sent, where are quotes sent and where are statements sent.

Note: The Email Address field appears when Legacy Person Phone and Email Option Type on the Customer Information Options Feature Configuration has been enabled.

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

Note:

Default note. The person's language defaults from Installation Options - Person.

Fastpath:

Refer to Customer Language for more information on options for supporting multiple languages for your customers.

Define the person’s Time Zone preference if it is different from the installation’s time zone. Refer to Installation Options – Framework, Main Page for more information. The time zone appears as part of the display anywhere the Do Not Disturb start and end information is displayed; for example, in the Person Portal or Account Portal.

Note: Default Note. The Time Zone defaults to blank, which indicates that the installation’s time zone will be used.

The Seasonal Addresses scroll is only used if the person wants their correspondence sent to an alternate address during predefined periods. For example, the customer may want their bills sent to their vacation cottage during the summer. Please be aware of the following:

  • Seasonal addresses will only be used if the customer's bills, statements, quotes, and / or letters are routed via the postal service. For example, if you route bills to the customer via Email, the seasonal address will never be used to route bills to the customer. Refer to the following links for more information: where are bills sent, where are letters sent, where are quotes sent and where are statements sent.
  • You don't have to specify a seasonal address for every part of the year. For example, if the customer wants their bills sent to their service 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 customer so desires.
  • The Seasonal period is defined in the two adjacent 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.
  • 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.