Revision 29 Oct. 2004
TABLE OF CONTENTS
LYNX permits multiple address types to be entered for a person or vendor. Each address can have different effective dates. Note: BI address type can have more than one active address at a time. All other address types can only have one active address.
The use of each address type must be strictly defined so that conflicts do not arise among the various functional areas. As a user having permission to update address data, one can update all address data. Lynx does not restrict address updates by functional area. Therefore, it is critical for the user to ensure that the most current appropriate address is available for all areas. Procedures must be in place to ensure areas making address changes are done correctly. User must follow the procedures as defined by the owner of that address database. GOAADDR can be used to review recently updated addresses to ensure that the data entry standards are being applied.
If using one or more of the “Web For” products, there is a rule form to identify which address types can be viewed and/or updated for each system.
NOTE: For reports GTVSDAX should be updated.
Addresses are entered in the Address Information Block on XXAIDEN or in FTMVEND. For additional information on address standards required by the U.S. Postal Service, check their web site at http://www.usps.gov.ncsc/pubs/. You will find the web site to be a valuable resource. Multiple addresses can be entered for a person or vendor by using different address types. Address standards have been established cooperatively so that address types are used consistently. Use the appropriate address type code from the STVATYP table as recreated below.
NOTE: there are certain address types that are system required: BI, BU, MA.
All information is typed in upper/lower case format, i.e., not all caps or all lower.
Special Characters. The period (.) cannot be used when entering the number portion of an address. The following is an example:
Secondary Address Unit Designators - If the address is multi-unit apartment or building, place the room, suite, or apartment number to the right of the street address. If the secondary unit designator is not provided and only a pound sign (#) along with the number is provided, i.e., 3454 N. Jones #4, then remove the (#) and replace it with the abbreviation for number (NO). NEVER use the # sign.
If the apartment number or suite number make the address line too long please follow the below example. The post office reads an address from the bottom up.
UNIT DESIGNATORS ABBREVIATIONS
Compass directions used to identify the geographic area of a city are always abbreviated.
Street Address and PO Box - Non-person LYNX address format allows three lines of street address information. Three address lines cause a problem when printing one-inch labels. If both the street address and PO Box number need to be maintained, enter the street address as the Permanent Address (PR) and the PO Box number as the Mailing Address (MA).
Do not enter data into the second address line until data has been entered into the first address line. Only use the first two lines.
Add it into the appropriate boxes as shown below
Note: Mail is delivered to the address immediately above the City, State and Zip Code line.
For additional information, please refer to Street Address Abbreviations in Appendix A.
Numeric Street Names - When the street name is a number, add an abbreviated ending in lower case letters.
Example: 2 nd, 23 rd, and 40 th
Rural Routes - The following addressing format is used for rural routes address: RR____, BOX____. Do not use the words ‘RURAL,’ ‘RUTA RURAL,’ ‘RFD,’ ‘BUZON,’ OR ‘BZN.’ A leading zero before the route number is not necessary.
Examples: Incorrect Correct
Ruta Rural 3 Buzon 12000
RR 3 BOX 12000
There should be no additional designations, such as sector names, on the delivery address line of rural addresses. Using sector names with rout and box numbers can create potential matching difficulty. Mailers are required to use only one style of addressing. Eliminate unnecessary information.
City will be populated by using the Zip Code talbe GTVZIPC so that consistency and accuracy can be maintained.
Do NOT enter Canadian Provinces into the City Field. Canadian Provinces are Alberta, British Columbia, Labrador, Manitoba, New Brunswick, Newfoundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan and Yukon and they will have their own code for entry into the State Field. Note: Canadian addresses must include the city in the City Field and the Province in the State Field. Enter the code (Canada) into the Nation field. For additional information please refer to Appendix C.
All other international addresses should NOT populate the City field. The second address line will hold City and PIN (Postal Identification Number). See Zip Code Standards for more information.
State codes MUST be entered for all U.S. and Canadian addresses using GTVZIPC to pull the appropriate STATE or PROVINCE code. (As of June 2004, Provinces are not loading from GTVZIPC.) Refer to Appendix C for the appropriate U.S. states and Canadian province codes from the USPS.
All other international addresses should NOT populate the State field. There is no State in international addresses, use the Nation field. See Zip Code Standards for more information.
GTVZIPC is maintained by Data Administration. Please contact the Data Base Administrator when a new zip code needs to be added.
Zip codes MUST be entered for all U.S. and Canadian addresses using GTVZIPC to pull the appropriate zip code.
WSU has employed a program that utilizes the 5-digit zip code to update the City and State fields. This will help with data integrity and consistency. The Plus-4 digits of the zip code should be entered after the City and State have been uploaded to the address. Adding the Plus-4 saves WSU money and time. It is recommended to add the Plus-4 digits whenever possible. To research the Plus-4, go to http://usps.com/zip4/. Remember to insert the hyphen when adding the Plus-4 to the zip code.
Enter the international postal identification number (PIN), which ranges from four to six digits (without hyphens) in the second address line. The second address line should have both the city and the PIN. Do NOT enter the PIN number in the zip code field. In the event the PIN number will not fit to the right of the city because of space, enter the city on the second address line and enter the PIN number on the third address line.
Below is an example of correct layout and punctuation for a US address.
Sample Address Data Entry Format
Larry R. Adams
Larry R Adams
Do NOT enter a NATION code for U.S. addresses. A NATION code is required for all non-U.S. addresses. A complete listing of Nations can be found in Appendix D.
Foreign Military Address
Enter the APO or AFO code into the CITY field.
In the State Field enter:
Example: Alice VanFrogulemen
United States Military Address
Enter the APO or AFO code into the CITY field.
Enter the normal state code into the State field.
Example: APO (AA,
AE, AP) Nine Digit ZIP code
Example: APO AE 09815
Air Force Base (AFB)
Enter the City into the City Field followed by AFB (all CAPS) for Air Force Base.
Example: 5 202A 2nd St
All users will use this list to track where an address or address change originated. When a campus individual informs you of an address change, when possible please find out how they received the information. Example: If you are told by the president’s office of an address change, try to find out how they were notified and use that as the source, rather than “president’s office.”