3 · Business Functions

This section describes how address validation works day to day – from master-data maintenance to automatic clean-up in the background.

The validation layers at a glance

The app validates at several points. The earlier in the process, the better the address can still be corrected:

Master data  ──►  Document entry  ──►  Release/Print/Reminder  ──►  Posting  ──►  Posted dispatch
(notify)          (notify)             (notify)                     (BLOCK)      (notify, last safety net)

Validate an address manually

Every supported card has a Validate Address action in the ribbon.

Open, for example, a customer card.
Click Validate Address.
The result appears in the fact box on the right – with a traffic-light colour and status.

The Address Validation fact box shows:

the status (e.g. Correct, Suggestion (correction), Not Found) as a traffic light,
the time of the last validation,
the review status – Open, Done or Deferred – so you see whether a person already confirmed the address,
the address suggested by Swiss Post (if any).

Traffic light: Green = correct · Yellow = suggestion available · Red = problem (not found, not unique, partly confirmed, error) · Grey = not checked / foreign.

Confirm right on the card. For a flagged address the fact box offers three actions, so you do not have to jump into the log first:

Address Is Fine / Done – confirms the address as-is and marks it Done.
Defer – sets it aside; it returns to the worklist automatically after the recall interval.
Open in Worklist – opens exactly this address in the worklist (regardless of status) for the full toolset: apply the Swiss Post correction, list valid house numbers, add a remark.

This is what silences the gates. Confirming (Done) or deferring an address – here on the card, or in the worklist – is what makes the posting / print / send gates trust it and stop warning about it (see Gates in the sales process). The same Open in Worklist action is also on each row of the validation log, so you can reach the worklist from there too.

Automatic validation on cards

When Auto-Validate on Cards is active, changing an address field (Address, Address 2, Post Code, City or Country/Region Code) validates automatically. The result appears as a clickable, non-blocking notification at the top of the page.

Address 2 counts too: Changing Address 2 also triggers the check – the actual street may live there (for example when Address 1 holds a P.O. box).

The notification offers:

Apply correction – writes Swiss Post's suggestion directly into the address.
Show details – opens the validation log.

Non-intrusive: Only one live notification is shown per record, and the check never blocks. A hash comparison of the address prevents redundant repeat calls – identical addresses are not sent to Swiss Post again.

Document check

When Check Addresses on Documents is active, changing the bill-to or ship-to address on a sales document (quote, order, …) is validated. A non-blocking notification appears with a role prefix (bill-to or ship-to).

Why in addition to the card check? Documents can carry one-time addresses that are on no master card – these are only caught here.

Gates in the sales process

A gate validates the address before a specific action. In Suggest mode it warns and lets you continue; in Block mode it stops the action.

Gate	When	Validated address	Recommended mode
Release gate	when a sales document is released	bill-to / ship-to	Suggest
Document print gate	before printing an unposted document (e-mail skipped)	bill-to / ship-to	Suggest
Reminder gate	when issuing and before printing/sending a reminder	reminder address	Suggest
Posting gate	before posting (ship for ship-to, invoice for bill-to)	bill-to / ship-to	Block
Print gate	before the physical print of a posted invoice/credit memo	bill-to	Suggest
Send gate	before sending (not e-mail) a posted invoice/credit memo	bill-to	Suggest

The posting gate is the most important control point. Here the address can still be corrected on the document. After posting (print/send gate) that is no longer possible – hence Suggest there.

Reminders are sent time-delayed – the address may have changed since it was created. The reminder gate therefore validates both on issue and before printing/sending the issued reminder.

Efficiency on batch print: The dispatch gates reuse an already-existing validation result for the same address. A batch print therefore does not call Swiss Post once per document.

Reviewed addresses are trusted. Once a person has handled an address in the worklist – set it to Done or Deferred – the gates no longer warn about or block that exact address on posting, releasing, printing or sending. This holds as long as the address is unchanged; a real address change, a re-check that finds the result got worse, or the configured recall interval put it back on the worklist, after which it is checked again. This is automatic and needs no configuration.

Applying correction suggestions

When Swiss Post returns a standardized, corrected or completed address (status Suggestion …), you can apply it with one click – via the Apply correction action in the fact box or the notification. The app writes the suggestion back into the record's address fields.

Address 1 and Address 2 stay separate: Swiss Post only ever returns the plain street. The app writes the corrected street back into the line it came from and leaves a supplement in the other line (e.g. P.O. box or c/o) untouched. If the street lives in Address 2, it is corrected there – Address 1 is kept.

The comparison fact box puts the entered and the suggested address side by side – Address 1 and Address 2 separately – so you can see, before applying, what stays in each line and what changes.

Background queue

The validation layers above act at the point of use. On top of that the app maintains the entire address base in the background:

A job queue sweeps the enabled master tables (Customer, Ship-to, Contact, Vendor, Order Address) in batches.
Foreign and unchanged addresses are skipped cheaply.
On the Swiss Post per-minute limit (error 106) the run backs off and continues on the next scheduled run.
Progress and statistics of the last run are recorded.

The queue is configured in Setup and Configuration.

Worklist

The worklist is the task list for address clean-up. It shows the open, actionable results – addresses with a correction suggestion, partial confirmation, not found or not unique.

Each entry has a review status set by the responsible person:

Status	Meaning
Open	Still to be handled.
Done	Handled / clarified.
Dismissed	Deliberately look at later.

Done and deferred addresses come back onto the list automatically when the result worsens or after the configured recall interval (see Setup). An archive retains the closed cases.

Setting Done or Deferred also silences the gates for that exact address: it is no longer warned about or blocked when posting, releasing, printing or sending – until the address changes or is recalled to the list. This is the intended way to stop a repeating gate message about an address you have already checked (see Gates in the sales process).

When the worklist opens – and when you return to it – the app reconciles each entry with the current address of the source record. If the address changed in the meantime (e.g. via the customer/contact/vendor coupling or an import), the entry is re-validated automatically, so the status shown always matches the current address. Only genuinely outdated entries trigger another Swiss Post call. The Refresh From Source action runs this check manually at any time.

Filter without joins: Salesperson and responsibility center are carried onto the log, so the worklist can be filtered by them directly.

Diagnostics for difficult addresses

For addresses that are only partly confirmed, not found or not unique (PSTAT 6/7/8), there is a diagnostic drill-down. It isolates the failing element (street, post code/city or house number) and can, on request, list the valid house numbers of a street. An address classifier automatically categorizes lines as street, PO box or "c/o" – driven by a maintainable keyword dictionary.

The "Address Data Steward" role center

For the person who looks after the address base there is a dedicated role center with:

a headline showing the most important KPIs,
activity cues (tiles) for open, deferred and worsened addresses,
a direct jump into the worklist.

Assign this person the Address Data Steward profile.