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Quick Reference

Data Entry Standards

Quick Reference Guide

General Data Entry Guidelines

· Use only uppercase for customer name and address information.

· Avoid special characters, like commas, periods, quotes, etc.

· Avoid double spaces, like “1234 Elm St Apt 4”

· Avoid special effects, like bold, italics, or underline

· Avoid shortcuts - take time to be accurate.

· Use data entry fields for the intended use only.

· Always choose the right item in any list box or pull-down

Company Name

· No punctuation - example: B AND K STORAGE INC

· Verify spelling with the customer

· Enter contact in the contact area - not in the company name

Contact Name

· No punctuation - example: Last: SMITH JR First: JOHN

· Don’t enter first and last name into the “First Name” area

· For Titles like DR, use: Last: SMITH First: DR JOHN

Address

· No punctuation - example: 5545 ELM ST APT 102

· Abbreviate street suffixes - examples: ST, AVE, DR, BLVD, RD, DR

· If address has 2 lines, put the street address on the second line

City, State, and Zip

· Separated City Example: DALLAS St: TX Zip: 77020

· Combined Example: DALLAS TX 77020

Phone Numbers

· Use 214-666-7777 format whenever possible

Dates:

· Use 2 digits for month and day - example: 03/07/2003

Customer Types, Problem Codes, Diagnosis Codes

· Make sure Residential customers are identified properly

· Make sure the correct trade or service line has been selected

ATTACHMENT A:

U.S. POSTAL SERVICE - STREET NAME ABBREVIATIONS

	Postal Service		Postal Service		Postal Service
Primary Street	Standard Suffix	Primary Street	Standard Suffix	Primary Street	Standard Suffix
Suffix Name	Abbreviation	Suffix Name	Abbreviation	Suffix Name	Abbreviation
ALLEY	ALY	DIVIDE	DV	JUNCTION	JCT
ANNEX	ANX	DRIVE	DR	JUNCTIONS	JCTS
ARCADE	ARC	DRIVES	DRS	KEY	KY
AVENUE	AVE	ESTATE	EST	KEYS	KYS
BAYOO	BYU	ESTATES	ESTS	KNOLL	KNL
BEACH	BCH	EXPRESSWAY	EXPY	KNOLLS	KNLS
BEND	BND	EXTENSION	EXT	LAKE	LK
BLUFF	BLF	EXTENSIONS	EXTS	LAKES	LKS
BLUFFS	BLFS	FALL	FALL	LAND	LAND
BOTTOM	BTM	FALLS	FLS	LANDING	LNDG
BOULEVARD	BLVD	FERRY	FRY	LANE	LN
BRANCH	BR	FIELD	FLD	LIGHT	LGT
BRIDGE	BRG	FIELDS	FLDS	LIGHTS	LGTS
BROOK	BRK	FLAT	FLT	LOAF	LF
BROOKS	BRKS	FLATS	FLTS	LOCK	LCK
BURG	BG	FORD	FRD	LOCKS	LCKS
BURGS	BGS	FORDS	FRDS	LODGE	LDG
BYPASS	BYP	FOREST	FRST	LOOP	LOOP
CAMP	CP	FORGE	FRG	LOOP	LOOP
CANYON	CYN	FORGES	FRGS	MALL	MALL
CAPE	CPE	FORK	FRK	MANOR	MNR
CAUSEWAY	CSWY	FORKS	FRKS	MANORS	MNRS
CENTER	CTR	FORT	FT	MEADOW	MDW
CENTERS	CTRS	FREEWAY	FWY	MEADOWS	MDWS
CIRCLE	CIR	GARDEN	GDN	MEWS	MEWS
CIRCLES	CIRS	GARDENS	GDNS	MILL	ML
CLIFF	CLF	GATEWAY	GTWY	MILLS	MLS
CLIFFS	CLFS	GLEN	GLN	MISSION	MSN
CLUB	CLB	GLENS	GLNS	MOTORWAY	MTWY
COMMON	CMN	GREEN	GRN	MOUNT	MT
CORNER	COR	GREENS	GRNS	MOUNTAIN	MTN
CORNERS	CORS	GROVE	GRV	MOUNTAINS	MTNS
COURSE	CRSE	GROVES	GRVS	NECK	NCK
COURT	CT	HARBOR	HHBR	ORCHARD	ORCH
COURTS	CTS	HARBORS	HBRS	OVAL	OVAL
COVE	CV	HAVEN	HVN	OVERPASS	OPAS
COVES	CCVS	HEIGHTS	HTS	PARK	PARK
CREEK	CRK	HIGHWAY	HWY	PARKS	PARK
CRESCENT	CRES	HILL	HL	PARKWAY	PKWY
CREST	CRST	HILLS	HLS	PARKWAYS	PKWY
CROSSING	XING	HOLLOW	HOLW	PASS	PASS
CROSSROAD	XRD	INLET	INLT	PASSAGE	PSGE
CURVE	CURV	ISLAND	IS	PATH	PATH
DALE	DL	ISLANDS	ISS	PIKE	PIKE
DAM	DM	ISLE	ISLE	PINE	PNE

ATTACHMENT A:

U.S. POSTAL SERVICE - STREET NAME ABBREVIATIONS

	Postal Service		Postal Service
Primary Street	Standard Suffix	Primary Street	Standard Suffix
Suffix Name	Abbreviation	Suffix Name	Abbreviation
PINES	PNES	TRACK	TRAK
PLACE	PL	TRAFFICWAY	TRFY
PLAIN	PLN	TRAIL	TRL
PLAINS	PLNS	TUNNEL	TUNL
PLAZA	PLZ	TURNPIKE	TPKE
POINT	PT	UNDERPASS	UPAS
POINTS	PTS	UNION	UN
PORT	PRT	UNIONS	UNS
PORTS	PRTS	VALLEY	VLY
PRAIRIE	PR	VALLEYS	VLYS
RADIAL	RADL	VIADUCT	VIA
RAMP	RAMP	VIEW	VW
RANCH	RNCH	VIEWS	VWS
RAPID	RPD	VILLAGE	VLG
RAPIDS	RPDS	VILLAGES	VLGS
REST	RST	VILLE	VL
RIDGE	RDG	VISTA	VIS
RIDGES	RDGS	WALK	WALK
RIVER	RIV	WALKS	WALK
ROAD	RD	WALL	WALL
ROADS	RDS	WAY	WAY
ROUTE	RTE	WAYS	WAYS
ROW	ROW	WELL	WL
RUE	RUE	WELLS	WLS
RUN	RUN
SHOAL	SHL
SHOALS	SHLS
SHORE	SHR
SHORES	SHRS
SKYWAY	SKWY
SPRING	SPG
SPRINGS	SPGS
SPUR	SPUR
SPURS	SPUR
SQUARE	SQ
SQUARES	SQS
STATION	STA
STRAVENUE	STRA
STREAM	STRM
STREET	ST
STREETS	STS
SUMMIT	SMT
TERRACE	TER
THROUGHWAY	TRWY
TRACE	TRCE