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This article applies to:

  • Product: Accounting CS Client Access
  • Subject: Clients,Setup

Verify client and employee addresses

The application is designed to determine taxation requirements based on both client and employee addresses. For the application to calculate taxation correctly, all addresses entered in the application should be verified as accurate and valid. The address verification feature helps you ensure accuracy by looking up and verifying the validity of city, county, state, and ZIP code combinations and, if appropriate, determining taxes based on address-level verification.

General city, state, ZIP verification

Do the following to use the address verification feature:
  1. For client, vendor, and bank addresses:
     In the
    Main
     tab of the
    Clients
    ,
    Vendors
    , or
    Banks
     screen, select the magnifying glass to open the
    Address Verification
     screen.
  2. For client, vendor, and bank addresses:
     In the
    Address Verification
     screen, enter either a ZIP code or the city and state, separated by a comma. (For example, 75205; Dallas, Texas; or Dallas, TX are all valid formats.) The application uses the street address entered in the 1st
    Address
     field as part of the search.
  3. For employee addresses:
    In the
    Main
     tab of the
    Employees
     screen, after entering the employee's address, enter either a ZIP code or the city and state, separated by a comma. (For example, 75205; Dallas, Texas; or Dallas, TX are all valid formats.) The application uses the street address entered in the 1st
    Address
     field as part of the search.
    note
    For the fastest data entry, enter a ZIP code in the
    Lookup
     field.
  4. Press the TAB key. If there's only 1 match for the
    City
    ,
    County
    , or
    ZIP
     fields, the application enters the results in the fields. If there are multiple possible matches, the application automatically populates the fields in the Results section with dropdowns of possible results.
  5. For fields with more than 1 possible result, make a choice from the dropdowns.
  6. Select
    OK
     to save the location information and close the
    Address Verification
     screen.

Address-level verification

In addition to general city, state, and ZIP code verification, the additional address verification feature enables you to verify specific addresses and to determine address-level taxes based on a work address and resident address. This is useful not only for verifying the mailing addresses for employees, clients, vendors, and banks, but is also important for jurisdictions that use address-level tax determination.
  1. For client, vendor, and bank addresses:
     In the
    Main
     tab of the
    Clients
    ,
    Vendors
    , or
    Banks
     screen, select the magnifying glass to open the
    Address Verification
     screen.
  2. For client, vendor, and bank addresses:
     In the
    Search
     field, enter as much of the address as you know.
  3. For employee addresses:
    In the
    Main
     tab of the
    Employees
     screen, enter as much of the employee's address as you know in the
    Lookup
     field.
    note
    Use commas to separate address elements. If there's an Address line 2, use a colon to separate it from Address line 1. (The application displays Address line 2 information in the second address field, but it doesn't use it for address verification.)
    The following examples are all acceptable formats.
    • 3417 SpruceSt: #200, Philadelphia, 19104
    • 3417 Spruce St: #200, Philadelphia, PA
    • 3417 Spruce St, Philadelphia, PA
    • 3417 Spruce St, Philadelphia, PA, 19104
    • 3417 Spruce, 19104
  4. Select the magnifying glass to view options in the Address Difference Found screen. The dialog displays 2 panes - the Existing pane and the Suggested pane. The Address Verification indicator displays the accuracy level of the information in the Suggested pane.
    Address Verification Indicator
    Description
    Address verifcation with 4 green bars to indicate exact match.
    Address-level accuracy. The application found a match for the exact address.
    Address verification with 3 green bars to indicate street names match but the street numbers don't match.
    Street-level accuracy. The application found a match for the street name, but not the street number.
    Address verification with two yellow bars to indicate there's only a match for the city and state.
    City-level accuracy. The application found a match for the city and state only.
    Address verification with one red bar to indicate there's only a match for the state.
    State-level accuracy. The application found a match for the state only.
  5. Choose an option to specify how you want to handle the address information found by the application.
    • Update the existing address with the suggested address.
       The application replaces the existing address information with the suggested address and determines the applicable taxes based on this address.
    • Use the suggested address to determine applicable taxes only.
       The application keeps the existing address information but uses the suggested address to determine the applicable taxes.
  6. Select
    OK
    . The application auto-fills the address fields in the
    Main
     tab.
note
If the application can't find the address, verify that it's correct using the United States Postal Service address verification tool or contact your Payroll Specialist.