How to Manage Addresses in Colleague

Summary

How to Manage Addresses.

Body

A guideline for entering addresses onto the Colleague system was established to make all offices consistent.  Outgoing forms also need to be properly addressed and have a standardized look.  The guideline was created to adhere to Post Office regulations and for reporting purposes.
 

SPECIAL NOTES TO READ BEFORE CONTINUING DOWN THIS ARTICLE: 

  • The first section of this document will give you information on how to input an address.  Below are important instructions on other fields that need to be updated on the NAE and/or ADR screen to complete the accurate coding of an address.  Failure to code these fields accurately will cause addressing issues within mailings, integration, and operational/federal/state/agency reporting.
  • All Person records must have an active home address
  • All Vendor records must have an active business address
  • A person who is temporarily living near SHU to attend classes but it is not their permanent home address should have that address coded with an address type of LOC (for Local)
  • Person or Vendor records should only have one current address per address type.  All other addresses should be marked as former with an appropriate end date.  The exception to this is a vendor who has multiple check addresses.  In that scenario, the vendor can have more than one active check address.

 

STEP 1 will review the address format per US Post Office requirements, and review recommendations for international addresses

STEP 2 will review address types

STEP 3 will review how to add a new address

STEP 4 will review how to mark an address as former/old

STEP 5 will review how to fix a typo or incomplete address (incomplete, typo or new zip for same address)

STEP 6 will review how to mark a vendor address as a bad address

Address Format 

ADDRESS FORMAT FOR U.S. ADDRESSES (EXCLUDING TERRITORIES):

  1. All addresses should be entered in Upper and Lower Case Letters  (Do not completely capitalize any address - or name).

  2. All words in addresses representing street suffixes (i.e. Street, Avenue, Circle) should be abbreviated.  Examples include:

    • 29 Nicole Ave

    • 20 Valley View Rd

    • 1000 Sunset Blvd

    • 52 N Main St
       

  3. The Secondary Unit Designators (i.e. Apartment, Building, Suite) and associated numbers should be entered on the second line of the address field and abbreviated without periods when possible (see the chart at the end of this document).  Examples include:

    • 123 Main St     

    • 2700 Strawberry Hill Ave

    • Apt 2A

    • Bldg 3, Ste 102​
       

  4. In the CITY field, try entering the ZIP CODE of the address first

    • If it is coded in our ZIP.CODE.XLAT file, it will fill in the CITY, STATE, and ZIP CODE and possibly COUNTY fields for you.  This will mean less typing for you since you will only be entering one field instead of three or four.

    • If it is not coded in our ZIP.CODE.XLAT file, you will need to enter the CITY, STATE, and ZIP CODE into the corresponding fields.

  5. Do not code the COUNTRY field with USA; leave the field blank.  

  6. FOR U.S. TERRITORY – PUERTO RICO:

  7. The ADDRESS field lines contain the following information:

    • Line 1 = Urbanization Name

    • Line 2 = House Number and Street Name

  8. The CITY field is coded into the CITY field.

  9. The STATE field is coded with PR.

  10. The ZIP CODE field is coded with a 5 or 9 digit zip code

Exception 1: Some areas in Puerto Rico do not have street names and house numbers are not repeated.  The urbanization name substitutes the street name and becomes the primary identifier. 

An example includes:

1234 Urb Los Olmos
Ponce PR 00731-1235

 

Exception 2: Apartment Buildings and Condominiums should be coded as follows:

Address Line 1: Building Name
Address Line 2: Street Number and Name, Apartment Number
City: City
State: “PR”
Zip: ZIP+4

 

An example includes:
Cond Ashford Palace
123 Ave Ashford Apt 1A
San Juan PR 00907-1234

 

FOR U.S. TERRITORY – VIRGIN ISLANDS:

The Virgin Island addresses follow the rules for Puerto Rican-style addresses but the Virgin Islands do not use urbanizations or Spanish words.

The island name is put into the CITY field (i.e. St Thomas, St John) except for St. Croix.  St. Croix has 3 main cities that are used in the CITY field: Christiansted, Frederiksted, and Kingshill.

The correct abbreviation to put into the STATE field is “VI”.  Do not use USVI, VIS, VI USA or USA VI.

Examples include:

123 Main St
St Thomas VI 00802-1222

400 Vaglioway Way
Frederiksted VI 00850-2700

FOR CANADA:

The ADDRESS field should contain the Street Address or P.O.
The CITY field should contain the City
The STATE/PROVINCE field should contain the Province
The ZIPCODE field should contain the Zip (which is a combination of 6 letters and numbers with a space after the 3rd one)
The COUNTRY field should contain the COUNTRY code CANADA.

An example includes:

123 MAIN ST APT 5
OTTAWA ON  K1S 1B9

FOR ALL OTHER COUNTRIES NOT LISTED ABOVE:

Enter the Street Address lines on the 2 lines available in the ADDRESS field

Enter the City in the CITY field

Enter the and ZIP (if any)​ in the ZIP field

Enter the Country into the COUNTRY field (using “…” to pull up the file of COUNTRY codes in our system).  If you come across a country that is not in our file, please contact Admin IT so they can add it into the table.  You cannot enter a free-form country name.

 

FOR BUSINESSES WHERE THE ADDRESS IS LONGER THAN 4 LINES:

Address 1: Secondary Unit Designator

Address 2: Lines 1 and 2 of the actual address

 

Example:

Name: People's United Bank

Address1: D/B/A T & M Bank

Address 2:  123 Main St, Ste 321

City: Bridgeport

State: CT

Zip: 06610

Address Types

ADDRESS TYPES

  1. HOME (Home) – The address where a person permanently resides and is considered their “home”
  2. LOCAL (Local) – The address where a person resides for a temporary period of time while away from their HOME address (example: student is living in local non-SHU housing during the school year away from their true home)
  3. CB (Campus Box) – The mailbox of a resident student
  4. BUS (Business) – The address of the place you work at
  5. AR (Accounts Receivable) – The address to send your Accounts Receivable (billing) mailings to go to if it is somewhere other than your HOME address
  6. CK (Check Address) – The address to send your Accounts Payable check to
  7. CK2 (Check Address2) – The second address to send your Accounts Payable check to
  8. PO (Purchase Order Address) – The address to send your Purchase Order/BPOs to
  9. RMF (SHU Resident Mail Forward) – The address a resident student who would like to receive mail for 90 days after the student leaves SHU

Add a New Mailing Address

​​​HOW TO ADD A NEW MAILING ADDRESS

  1. Go into ADSU (Address Summary)
  2. At the Person or Organization LookUp, enter the person ID or last name, first name to find the correct person
  3. Go to the first blank address block
  4. Drill in on the detail icon
  5. ​Choose ADR (Person Addresses) from menu
  6. Enter the new address by following the format in Step 1
  7. Choose the appropriate address type from the Type field dropdown 
  8. If this is the Person/Vendor's preferred mailing address, enter Y in Mail Pref field
  9. If this is the Person/Vendor's preferred residence address, enter Y in the Pref Res field
  10. If desired, override the Effective Start Date with an actual start date in the Eff. Start field
  11. If this is a temporary living arrangement, enter an Effective End date in the Eff. End field
  12. Select appropriate status -  C if current, F if former
  13. Save and Update

NOTE: if a Person had another current address for the same address type then follow STEP 4 to make it a former address 

Mark an Address as Old

HOW TO MARK AN ADDRESS AS OLD (We do not want to lose history for reporting purposes so please do not delete it)

To change an address to Former

  1. Go to ADSU (Address Summary)
  2. At the Person or Organization LookUp, enter the person ID or last name, first name to find the correct person
  3. Locate the address block
  4. Drill in on the detail icon
  5. Fill in the End Date in the Eff. End field
  6. Change the Status to F - Former
  7. Save and Update
  8. On the ADSU screen, Save and Update again
  9. Click on Finish to go back to Main Menu​

Correct an Incomplete or Misspelled Address 

HOW TO CORRECT AN INCOMPLETE ADDRESS OR FIX A TYPO

To correct a typo or fill in missing parts of someone's address:

  1. Go to ADSU (Address Summary)
  2. At the Person or Organization LookUp, enter the person ID or last name, first name to find the correct person
  3. Locate the address block
  4. Drill in on the detail icon
  5. Click on the field with the missing or incorrect address part and enter the value
  6. Click Save 
  7. A prompt will appear "Enter a source for the address change"
  8. Click OK
  9. In the Change Source field, type COR (for Correction)
  10. Click UPDATE
  11. You may be brought to the ADRM form to identify who at the address should be updated.
    • Enter Y in the UPDT column
    • Enter N in the HIST column (we do not need to keep history of a typo or incomplete address - we will just preserve the corrected address that you just entered)
  12. ​Click SAVE and UPDATE 
  13. Click SAVE and UPDATE 

Mark Vendor Address as a Bad Address 

HOW TO MARK A VENDOR ADDRESS AS A BAD ADDRESS (no longer used)

If we no longer wish to use an address for a vendor, do the following:

  1. Go to ADSU
  2. Perform a Vendor lookup by name or enter the vendor's ID number
  3. Locate the address that is no longer valid
  4. Drill in on the DETAIL icon
  5. Do not change the Address Type value.  We need to preserve what type of address it was used for in the past and during what time period.
  6. Change the Mail Pref to No (if it is set to Yes)
  7. Change the Pref Res to No (if it is set to Yes)
  8. Enter an Effective End Date for the vendor to be associated with this address
  9. Change the Status to F (Former) if the system does not do that for you automatically
  10. Click on SAVE and UPDATE
  11. Back at the address resolution page of ADSU, click on SAVE and UPDATE
  12. You can now add a new address in for the vendor following the instructions in STEP 3.  A vendor must have at least one active address.
  13. Click on FINISH to go back to the main menu

 

Details

Details

Article ID: 8375
Created
Thu 6/13/24 10:44 AM
Modified
Thu 6/5/25 11:54 AM