Entering an Address in @EASE
A correctly formatted address is important both to ensure mail gets to its destination but also as it reflects on the charity itself.
@EASE builds up to six lines of addressing whenever a Q-Xpress selection is requested or the ELE button is used.
Both Canada Post and the US Postal Service has very specific requirements including what they do not want included such unneeded punctuation.
The Address fields and their usage are the following:
| Address Field | Description | |
| Optional Information | This field, when used, is always printed as the first line in the address in export field Address1 / Adr1. It can be used for c/o information, or exceptionally complicated addresses. Where no contact exists for a corporate record, this field might have General Manager or some form of delivery directive. Optional Information is 50 characters in length. | |
| Apartment / Suite Number | This field contains a suite or apartment number. DO NOT include the word Suite or abbreviation Apt or the # sign. If a building name exists, the apartment or suite number does not print on the same line as the building. The building is viewed as additional information only. ... For Example: Johnson Building 201 - 10435 178 Street NW |
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| Building Number | This is the number of the building. For example if the address is 10435 178 Street NW, the building number is 10435. If a letter is part of a building number, there should be no space between the number and the letter. For Example: 10435A | |
| Building Name | Building names can be entered in the Lookup Table for spelling and abbreviation consistency. The Building Name is used for Delivery Information only and has no impact on the address information. Where a building name exists, it appears on the line following Optional Information. If Optional Information is blank, Building Name appears as the first line of an address. Apartment number information appears on the line with the building number and street. For Example: c/o John Doe Johnson Building 201 - 10435 178 St NW |
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| Street PO Box | This field is for the name or number of the street. Directional information such as SW or NW, if applicable should be added at the end of the street name. Checking street names using the Canada Post or US Post website can prevent errors. Each municipality defines their own street names. What is acceptable in one municipality is not necessarily acceptable in another. For example: 11th St W is correct in Vancouver BC 11 Ave NW is correct in Edmonton AB Adding or removing 'th' can create an incorrect address. Street names that contain a number and letter are recorded without a space between the number and letter. For example: 106A St NW The PO Box field is used for PO Box information, Rural Route information or any other information that follows an address line. Rural addresses can be complex and there are some addresses that would use the Street line and the PO Box line for an accurate address. For example: Street: Site 9 Comp 1 PO Box: PO Box 12 |
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| City
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This line is for the city name. City names and abbreviations can be entered in the Lookup Tables for consistency. A City listed in the City Lookup Table can have a default Postal Code. When the city is selected through the pulldown menu, the postal code populates the address along with the city. The postal code must be entered with capital letters and the appropriate separator characters where required to be valid. | |
| Province/ State | The Lookup Table where selected will fill this field with a 20 character value, followed by the description. The description displays for clarity but is not saved in the field. | |
| Country | If the addressee's country is the same as the country found in System Maintenance \ Organizational Defaults then the Country field remains blank.The value in Country impacts on the format for the Postal Code / Zip Code field. Where the country is Canada, @EASE looks for a letter - number -letter -space -number -letter -number format with all letters in upper case. Where the country is the USA, @EASE looks for 5 digits (enter leading zeros), a dash followed by 4 digits. Where the country is anything other than Canada or the USA a free format is given. If the country in question uses a separator character in the postal code, it sure be included to be correct. Valid separators for @EASE postal information include a space or a dash. | |
| Postal Code/ Zip Code | Accepted values are dependent on the Country.The Canadian postal code does not require the entry of a space character between the two parts as this space is automatically entered for you. The US zip code, where all nine digits are entered needs to have a '-' character keyed between the first five and last four characters. Valid separators for other countries should be entered for clarity. Usually, a space or a dash provide that clarity. |
Address Requirements
DO NOT include any punctuation in your address information, this includes periods, dashes, pound signs or commas.
Before adding 'st' or 'nd' to numbers - for example, 1st Street or 2nd Street - check to see what is allowable. Different municipalities have different rules. Checking an address on the Postal website provided by Canada or the US will show what is acceptable from city to city.
Use consistent abbreviations. Acceptable abbreviations can be entered in the Lookup Tables / Street.