Address Changes
Manual
Human Resources
11/14/2011
Table of Contents
Table of Contents .................................................................................................................................... 2
Introduction ............................................................................................................................................ 3
Who is this manual for? .......................................................................................................................... 3
What will I learn? .................................................................................................................................... 3
How will I learn?...................................................................................................................................... 3
Addresses ................................................................................................................................................ 4
To view address records held on SAP ..................................................................................................... 5
To change a permanent residence address ............................................................................................ 7
Address Examples ................................................................................................................................... 9
To change a payslip address on SAP ........................................................ Error! Bookmark not defined.
Step 1 ................................................................................................... Error! Bookmark not defined.
Step 2 ................................................................................................... Error! Bookmark not defined.
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Introduction
Who is this manual for?
This training manual is designed for users of SAP (to at least a basic level), and would be most
beneficial for inputters on the system. For example, staff within a college or department who would
enter absences onto SAP.
What will I learn?
This manual will explain how to enter or change addresses held on SAP for university employers as
well as other information about the address which are stored.
How will I learn?
This manual describes the best processes to use for entering or amending address details on SAP. To
accompany this, you can find much of the information on the SAP website at
http://www.salford.ac.uk/hr/management-information or alternatively, you can contact the SAP
Helpdesk on 52121 or [email protected] in order to set up some training through the SAP
Team.
There is also the potential to use the ‘SAP Simulation Software’ which accurately mimics the SAP
software and provides descriptions of why actions are being carried out, as well as how to enter the
information which is needed. See the other manuals, or contact the SAP Helpdesk for more
information on this.
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Addresses
SAP stores at least two addresses for each Personnel number, a permanent home address and an
internal university address where the payslip is sent. These are both input by the HR Division when
the employee first starts at the University, but it is possible to amend this later down the line.
Changing addresses on SAP is straightforward, but there are two important points that should not be
forgotten:

Previous addresses are never changed or deleted on SAP. ‘Old’ address records are simply given
an end date after which they are not used and the new address is entered on to SAP as the
primary information. In this way, all previous addresses are held on SAP so that the only time
existing records are changed is when a typographical error has been made.

Addresses held on SAP are used to send information to all employees of the university, including
important information like tax and pay details. It is essential that addresses are entered in a
standard format or it is likely mail will be mis-directed.
Both of these addresses are viewed using the Addresses Infotype on the Basic Personal Data tab. If
this Infotype is selected and the Maintain Overview button is clicked, a summary of all address
records is shown. To see full details of a record, highlight the line by clicking the button on the
lefthand side of the line the click the Choose button (illustrated by a magnifying glass).
Choose button 
Alternatively, from the Display screen select Addresses, then enter “PS” into the STy field (towards
the bottom, righthand side of the screen). Now, when the Maintain Overview button is pressed,
only address records of that sub-type (payslip addresses) will be shown.
Note that this will only be possible if you have selected the ‘addresses’ option from the display
menu, otherwise you will be prompted to choose an option first.
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To view address records held on SAP
 Double click Display HR Master Data
 Enter the Personnel number for the required record
 Click Enter (or press the Return/Enter key on the keyboard)
 Select the Basic Personal Data tab (if not already selected)
 Highlight the Addresses line by clicking on the small grey button on the left hand end of that line.
Enter Personnel number
Click Enter
Select the Basic Personal Data tab
Highlight Addresses
Click Maintain Overview to see all addresses
Click Display to see full details for one address
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 Click the Maintain Overview button to see a summary of all address records held on SAP (use the
Choose button to view full details for a record)
 Click Display to see full detail of one address record (use the Next/Previous record buttons to
view other address record)
Use this button to highlight a line
Click Choose to view full details for an address
record
Notice the dates for which this address is valid are displayed, as is the date this record was last
changed. Also, the username of the person that last changed the record is displayed.
Click Previous/Next record to view other
address records
 Click Back to return to the SAP Easy access screen.
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To change a permanent residence address
To change an address record on SAP, the existing address is not changed other than to adjust the
date after which the address should be used. A new address record is entered on to SAP, which then
automatically adjusts the end date of the old address.
To change an address on SAP, follow the below instructions:
 Double click Maintain HR Master Data
 Enter Personnel number
 Click Enter (or press the Return/Enter key on the keyboard)
 Select the Basic Personal Data tab (if not already selected)
 Highlight the Addresses line by clicking on the small grey button on the left hand end of that line.
 Enter “1” in the STy field. This is the SAP code for a home address
 Enter the date from which this address is to be valid in the Fr.field. Leave the To date empty.
 Click the Create button
Enter Personnel number, click Enter
Select Addresses
Enter “From” date
Enter subtype as “1”
Click Create
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 Enter the new home address being careful to follow the rules below.







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
Always use the House number/street field
Use the 2nd address line as necessary
Enter postal town in the first District/city field
If necessary, use both District/city fields. In this case use the second field for the major
town/city
Enter Postcode
Do not edit the County field
Change the Country if necessary
Use the C/o field if a “care of” name has been given
Do not capitalise entire words
Do not use commas or full stops when entering addresses
Click Save
 Enter a new telephone number if appropriate
 Click Save
As SAP saves this record, the end date for this record is set as “31.12.9999”. At the same time, the
end date (date after which the address is invalid) of the previous address is set as the day before the
start date entered for the new address.
For example, if you create a new address record valid from 02.06.11, SAP will set the end date of this
record to 31.12.9999 (which is seen as infinity for SAP) and will set the end date of the previous
address to 01.06.11. In this way only one address (of each type) can be valid at a time.
 Click Enter to acknowledge the message at the bottom of the screen.
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Address Examples
Correct
Correct
Incorrect
Incorrect
Correct
Incorrect
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