Verifying client and employee addresses

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Accounting CS 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 to 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

To use the address verification feature, follow these steps.

  1. For client, vendor, and bank addresses: In the Main tab of the Clients, Vendors, or Banks screen, click the Location button button to open the Address Verification dialog.
  2. For client, vendor, and bank addresses: In the Address Verification dialog, 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 first Address field as part of the search.
  3. For employee addresses: In the Setup > Employees > Main tab, 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 first 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 is only one 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 drop-down lists of possible results.
  5. For fields with more than one possible result, select the appropriate choice from the drop-down lists.
  6. Click OK to save the location information and close the Address Verification dialog.

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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, click the Location button button to open the Address Verification dialog.
  2. For client, vendor, and bank addresses: In the Search field of the dialog, 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.

    Use commas to separate address elements. If there is 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 does not 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. Click the Location button button to view options in the Address Difference Found dialog. The dialog displays two panes - the Existing pane and the Suggested pane. The Address Verification Address verify 4 bar indicator displays the accuracy level of the information in the Suggested pane.
    Address verify 4 bar Address-level accuracy. The application found a match for the exact address.
    Address verify 3 bar Street-level accuracy. The application found a match for the street name, but not the street number.
    Address verify 2 bar City-level accuracy. The application found a match for the city and state only.
    Address verify 1 bar State-level accuracy. The application found a match for the state only.
  5. Click OK to view options in the Address Difference Found dialog. The dialog displays two panes - the Existing pane and the Suggested pane. The Address Verification Address verify 4 bar indicator displays the accuracy level of the information in the Suggested pane.
  6. 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.
  7. Click OK. The application auto-fills the address fields in the Main tab.

Note: If the application cannot find the address, we suggest that you verify that it is correct using the United States Postal Service address verification tool.

Related topics

Address verification tips and tricks

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