COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 95 - 59

October 27, 1995

TO THE HEADS OF ALL STATE AGENCIES

Attention: Fiscal Officers, Business Managers, Accounts Payable Supervisors
Subject: Duplicate Address Edit to Vendor System

Effective November 3, 1995 a new edit will be added to the Comptroller's Vendor System in our continuing effort to improve the validity of vendor file data. This modification is designed to prevent duplicate address records on the vendor file.

Adding a profile with a five-digit zip code

When a profile is added to the system with a five-digit zip code, the system will search all previously entered suffix locations by the five-digit zip code. If a zip code match is found on both the business and remittance addresses, the following error message will appear near the bottom of the vendor profile add screen:

"ZIP EXISTS ON SUFFIX XX - ENTER ZIP EXT"

When this message is received, add the four-digit zip code extension in the remittance portion of the profile. The system will again search the previously entered suffixes for a match on the nine-digit zip. If there is a match the following error message will appear near the bottom of the vendor profile add screen:

"REMITTANCE ZIP+4 EXISTS ON SUFFIX XX"

When this message is received, verify the remittance address of the suffix location indicated (XX) to determine if it is the address you need. If the address of the suffix indicated (XX) is a match, use that suffix number for payment. If the suffix address indicated by this message is not a match, contact Vendor Support at (860) 566-8675.

Adding a profile with a five-digit zip plus 4 digit zip extension

When a profile is added to the system with a nine-digit zip code, the system will search all suffix locations of the respective vendor for a match of the nine-digit zip code. If a match is found the following error message will appear near the bottom of the screen:

"REMITTANCE ZIP+4 EXISTS ON SUFFIX XX"

When this message is received, verify the remittance address of the suffix location indicated (XX) to determine if it is the address you need. If the address of the suffix indicated (XX) is a match, use this suffix number for payment. If the suffix address indicated by this message is not a match, contact Vendor Support at (860) 566-8675.

After completion of the vendor profile data, position the cursor over the asterisk at the lower right corner of the screen to insure complete transmission to the vendor file. If not, the system will prompt you to do so. If you have any questions about these edits to the Vendor System, please contact Vendor Support, Accounts Payable Division, at (860) 566-8675.

NANCY WYMAN
STATE COMPTROLLER

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