1.    Use the Address Maintenance screen to enter one or more personal addresses, such as home or vacation, for an individual.  This screen is also used to change a person's address when the person moves, to enter additional addresses for a person on the database, or to correct address entry errors.

2.    When adding an individual to the database using BIO, the Address Maintenance screen appears as an automatic subsequent screen where the address information is added.

3.    At the Main Menu, type ADR at the prompt and press ENTER.  The Address Maintenance screen will be displayed.

At the Person LookUp prompt, type in the individual's name and press ENTER.

4.    The following fields will be maintained on the ADR screen:

#1 Address:  The preferred address.  Remember, this window field is for multiple lines of an address.  It is not for City, State, and Zip.

***Note:  Do not use double quotation marks (i.e., the " character) within any of the address fields.  If you need to include quotes, use single quotes (i.e., the ' character).

#2 CSZ+4+2+1:  There are three separate elements, one for the city, one for the state in postal abbreviation format, and one for the zip code.  By typing the zip in place of the City at the first element, (press ENTER) the city and state will automatically be filled in.

#3 Country:  To define foreign countries.  The system assumes US as a default.

#4 County:  The county associated with this address.  The county can be supplied automatically by the zip code cross-reference table.

#5 Type:  To identify the type of residence.  Click Field Help, then Help to display the valid entries.  Select the number corresponding to the correct entry and press ENTER.  This is a multi-valued field

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#6 Mail Pref:  An individual who has multiple addresses can only have one preferred mailing address.  The database assumes this as the primary address.  The system defaults to a "Y".

Please note: If you are making the employment  address the preferred address, you must also add the mail rule ADRPRFBUS  in field #10 Person Rules. (see below)

In cases when a home address is found to be bad and no new address is available, Adam will choose another address (business, tracer, email, etc.) as the preferred address.  If you later are adding a new address, you must make sure there is a "Y" in field #6 Mail Pref (unless there is as ADRPRFBUS mail rule up) or that person's mail will be directed to the wrong address.
 

#7 Pref Res:  The database assumes this is the preferred residence. ADAM considers this address a person's primary address.

#8 Phone/Type:  More than one phone number can be entered since this is a multi-valued, window field.  Each value has two elements, the number and the type of phone (such as home, car, or fax).  Only enter personal phone numbers here, business numbers should be on the individual's employment records.  Enter the phone number, including the area code (if known) and press ENTER. Do not use parenthesis when entering phone numbers.  Enter the numeric digits only and ADAM will default in the parenthesis.   The database will format the number if using seven or ten digit numbers, others are not formatted.  Enter the type of phone.  By clicking on Field Help, then  Help, valid entries will be displayed.

Please note: When entering a phone number on ADR, do not use the following types: Business, Direct Business Line, Business Fax Machine, or Bad.  The business numbers are stored on EMP and "Former" will be used in place of "Bad."  If you get a business-type phone number (business, direct business line, or business fax) and have no employment information, you will need to set up an unknown employment (see procedures for employment to an unknown company) and enter the phone number in field #8 Phone/Ext/Type on the EMP screen.
 

#9 E-Mail Address:  We are not currently using this field.  See procedures for entering an email address.

#10 Person Rules:  This field is used to prevent individuals from receiving mail that would otherwise be sent to all or selected groups of donors.  These rules apply to the person and will remain up even if the address is formered.  Mail rules should always be stored here. Most mail rules should apply to both the individual and his or her spouse.  The exception to this is the ADRPRFBUS mail rule, which should apply only to the person who requested it.

The ADRPRFBUS mail rule should be added to an individual if the individual has stated that his/her preference is to receive their mail at their business address. A special remark type of MRULE and code of EXPLN should always be applied to the record describing the communication from the individual requesting this mail rule be applied. Please see Procedures for Adding and Documenting Mail Rules and Procedures for Adding a Special Remark.

An ADRPRFBUS mail rule should never be applied just because an individual does not have a home address.

 There will be special projects where the ADRPRFBUS flag will be used in conjunction with a temporary mail rule so that communication will be sent to the individual when there is no home address. The temporary mail rule triggers this record to be monitored on a monthly basis by the gift/bio processing area. Once we receive a home address for this individual, the ADRPRFBUS flag and temporary mail rule will be taken down. Please see Procedures for Temporary Mail Rules.

#11 Address Rules:  This field is basically the same as field #9, except these rules apply to everyone at this address.   Do not store mail rules here, because they will be formered if the address is formered.

Please note:  Click here for further explanation of person/address rules.  Any time a Person Rule or Address Rule is put up, a corresponding free text note should go up with the date and an explanation of the rule.  Please see procedures for adding a special remark.  If the mail rule applies to more than one person, be sure to put up the SRK on both person's records.

#12 Seasonal Dates:  Enter estimated seasonal dates (beginning month/day when this address is considered active each year) to control when mailings would be sent to this address instead of the primary address.  Do not complete this field for a vacation that is a one-time visit with specific beginning and ending dates.  If the address you are adding is a seasonal address, you MUST add seasonal dates, or the seasonal address function will not work correctly.

#13 Modifier:  This field would be used for a special designation to appear in the address for only this person and not other persons at the same address. Example: garage apartment. The modifier will show up as the first line of the address after the person's name.

#14 Start Date:  These fields work together to set beginning and ending parameters for
#15 End Date:    the effective dates of an address.  A start date and a status of current is
#16 Status:          generated by the system.

#17 Route Code:  For mailing purposes, route codes are used to group multiple zip codes. The route code can be tied to other geographical data like city, state, county and country. This is generated by the system.

#18 Time Zone:  Used to define international time zones and to assist phonathon programs in scheduling calls.  Time zones may be automatically updated when entering the zip code of an address.  This is generated by the system.

#19 Chapters:  We are not using this field at this time.

#20 Source/Date/By:  This field refers to  source of change.  Do not confuse this  with the source field.  Click on Field Help,  then Help to display the valid address change sources. The database fills in the  date and by elements of this field automatically based on the login name of  the operator.

5.    Press RETURN to confirm and this will return you to the Main Menu.

6.    If adding a spouse, see procedures for marriages  which will take you through the steps for adding an address for the spouse.
 
 

Last update: 10/02/05