PAYE103026 - Individual records: maintain individual details: insert / edit address (Action Guide)
When notified of an individual’s address (residential or correspondence), follow steps 1 - 25. This Guide is presented as follows.
Initial action
| 1. |
Select Individual in the Navigation Menu in the Individual Summary screen |
| 2. |
Select Address in the Navigation Menu to go to the Address Summary screen |
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Insert new address (postcode known)
| 3. |
From the Address Summary screen select the [Insert] button to go to the Insert Address Details screen |
| 4. |
Select the address type ‘Residential’ or ‘Correspondence’ from the Address Type field. There is also the option ‘Not Known’ but this should not be used |
| 5. |
Select the [Search] button to go to the ‘Find Address’ screen |
| 6. |
Enter the postcode in the Postcode field then select the [Search] button to call up the frameworks address search to match the postcode with an address. You can define the search even more by entering a building number or name |
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Address found
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| 7. |
Only the first match found will be displayed on the Address Results screen, other matches can be viewed by selecting the drop down menu |
| 8. |
Select the address to be recorded |
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Where the address is not abroad you should always use the regional country codes as shown in the country field drop down selection list, as follows |
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- Scotland - This will set the SVR indicator
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- Wales - Where you set the country code to Wales, prior to issuing any output from SEES you should check to see if the Welsh Language indicator is set and where it is submit the output to the Welsh Language Unit
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Note: The default for the country field will be Great Britain if the address is not abroadIf the address changes back from Scotland to England or Wales you must remember to unset the SVR indicator as this will not be done automatically |
| 9. |
Select the [Select] button to record the address details on the Insert Address Details screen |
| 10. |
Select the [Save] button to save the address on the record |
| 11. |
Update Contact History |
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Note: When the system record is updated the first line of the individuals address will be truncated so, for example, Close will be displayed as Cl, Road as Rd and Avenue as Av and so on. |
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Address not found
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| 12. |
If the address search does not find any matches you will receive the message ‘No results were found please refine your search’ |
| 13. |
Select the [Cancel] button to return to the Find Address screen |
| 14. |
Check and re-insert the postcode with any other address details held to make the search more stringent. If a match is found follow steps 7 - 11, if not follow steps 15 - 17 |
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Insert new address (postcode not known or address abroad)
| 15. |
From the Address Summary screen select the [Insert] button to go to the Insert Address Details screen and complete the address details (making sure that you insert the house number and the first line of the address in Address line 1), including Type, Country and Additional Delivery Information, as appropriate |
| 16. |
Select the [Save] button to record the new address |
| 17. |
Update Contact History |
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Amend Address
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Note: You should only amend an address where the address details are already recorded on the computer system and are incomplete or partially incorrect. In all other circumstances you must use the Insert Address screen so that the address details are recorded in the address history and shown on the Address Summary screen. |
| 18. |
From the Address Summary screen select the Edit Record icon next to the address you wish to amend to go to the Edit Address Details screen and overwrite the information displayed, as necessary |
| 19. |
Select the [Save] button to record the amended address. If an output is to be issued, wait overnight before attempting to issue |
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- The following day, check the new address has been picked up
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- If it has, outputs can be issued
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| 20. |
Update Contact History |
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Delete Address
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You should only use the delete functionality where you have entered incorrect information and have selected the [Submit] button to record the details on the system. After deleting the incorrect information you should immediately record the correct information so that the records are complete. |
| 21. |
From the Address Summary screen select the Edit Record icon next to the address you wish to delete to go to the Edit Address Details screen |
| 22. |
Select the [Delete] button to remove the address details |
| 23. |
Select [Yes] to complete the action |
| 24. |
Update Contact History |
| 25. |
Enter the details of the correct address. Follow steps 3 - 14, as appropriate |
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Note: When an address is changed in the Insert / Edit Address Details screen you must ensure that where the address is input manually and the address is in Scotland that you change the Country field to Scotland to set the Scottish Variable Rate Indicator. |
