S18 Create party - Individual

 

Purposes:

 

This screen allows the MIMS user to create a new party for a file.

 

Prerequisites:

 

1.       MIMS user must have applicable security authorization to access this screen.

            The following groups have access to this screen:

 

·         Call Center Agents

·         Collection Agents

·         Compliance Agents

·         Finance Agents

·         Finance Trust Accountants

·         MEP Senior Management

·         Provisional Agents

·         Registration Agents

·         ISO Agents

·         Special Investigation Unit Agents

·         Supervisors/Team Leads

·         System Administrators

 

2.       Provisional Agents may not assign Income Source Classification to Individual Parties.

 

Navigation

Party č Party Search č Party Results č Create Party

 

Screens

·         S18 – Create Party – Individual

·         S13 – Party Search – Criteria

·         S14 – Party Search – Results

 

Procedure:

 

1.       On Screen ‘S18 – Create Party’, complete the fields with the information that applies to the new party being set up.  The system will verify that all mandatory fields have been completed and if not will issue an alert advising which fields still need to be completed.

2.       If required, refer to the description of the fields, further on in this document.

***** To relate the new party to a file refer to screen S52 – Maintain MEP File

 

Screen Label

Description/Instructions

Party Classification

 

Income Source

The only classification available for Individuals is “Income Source” select the check box.

Party Information

 

(Current) First Name

Enter the current First name of the new party.  This field is mandatory.

(Current) Middle Name

Enter the current Middle name of the new party. (Optional)

(Current) Last Name

Enter the current Last name of the new party.  This field is mandatory

(Alias) First Name

Enter the Alias First name of the new party.

(Alias) Middle Name

Enter the Alias Middle name of the new party.

(Alias) Last Name

Enter the Alias Last name of the new party.

Birth Date

Enter the birth date in YYYYMMDD where Y = year, M = month and D = day.  Cannot enter a future date.

Gender

Select from the drop down list.  Default is unknown.  This field is mandatory.

Mother’s Maiden Name

If known, enter mother’s maiden name.  (Can be used to search federal databases if SIN is unknown)

Treaty Status

Click Yes or No.  Default is No.  This field is mandatory.

Treaty Affidavit on File

Click Yes or No.  Default is No.  This field is mandatory.
If Treaty Status is ‘No’ then Treaty Affidavit on related file must be ‘N’.

Union

 Enter union if applicable. (If debtor is in union can be found if switching jobs)

Email

Enter the e-mail address for the party if known.

Work Phone

Enter the work phone number if provided.

Area code must be 3 numeric characters.
Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters.
The area code is mandatory if a work phone number is entered.

Extension is optional.

Home Phone

Enter the home phone number.

Area code must be 3 numeric characters. Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters.
The area code is mandatory if a home phone number is entered.

Cell Phone

Enter the cell phone number if provided.

Area code must be 3 numeric characters Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters.
The area code is mandatory if a cell phone number is entered.

Fax Phone

Enter the fax number if provided.

Area code must be 3 numeric characters.
Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters.
The area code is mandatory if a fax number is entered.

Party Address Information

 

Mailing Address

Enter a mailing address.  Line 1 is mandatory to save the address. Each line of address must be consecutive.

This address is used for outgoing correspondence to the party.

The address can be entered in any case, the system will convert it to uppercase.  The following character is not allowed in the address “#”.
Each line accepts up to 40 characters.

Country, Pv/St

This field defaults to “CANADA, ALBERTA”

A drop down list is available to choose a different selection.

City/Town

Select from a drop down list.  This field is mandatory if Mailing Address Line 1 has been completed.

Postal/Zip Cd

Enter the postal code or for USA addresses a zip code.

This field is mandatory if Mailing Address line 1 has been completed.

Source

Select from a drop down list, the source where the address was obtained.

Physical Address

This is used for the physical address of the party.  This address is not used for outgoing correspondence to the party.

Enter a mailing address. Line 1 is mandatory to save the address.  Each line of address must be consecutive.

The address can be entered in any case, the system will convert it to uppercase.  The following character is not allowed in the address “#”.
Each line accepts up to 40 characters.

Country, Pv/St

This field defaults to “CANADA, ALBERTA”

A drop down list is available to choose a different selection.

City/Town

Select from a drop down list.  This field is mandatory if Physical Address Line 1 has been completed.

Postal/Zip Cd

Enter the postal code or for USA addresses a zip code.

This field is mandatory if Physical Address line 1 has been completed.

Source

Select from a drop down list, the source where the address was obtained.

Other Party Identifiers

Team Leaders and Managers have the ability to enter “NONE” for “Other Party Identifier” when there will never be an instance of that particular identifier for the party.  Collections will then know not to pursue collection actions for that identifier (e.g. a blind person may never have a drivers license).   

AB Client MV ID

Alberta Motor Vehicle ID – Enter if known.  Input can be up to 20 alphanumeric characters.

PHN

Provincial Health Number – Enter if known.  Input can be up to 20 alphanumeric characters.

SIN

 Social Insurance Number – Enter if known.

AB MVD Operator Nbr.

Alberta Motor Vehicle Drivers Operator Number.  Enter if known.  Input can be up to 20 alphanumeric characters.

PID

Personal Identification of CCD.  Enter if necessary.

SSN

Social Security Number (American)

 

I.S. Ref Nbr

Enter an Income Support Reference number if known.  Input can be up to 20 alphanumeric characters.

Office

If an I.S. Ref Number has been entered, then select from the drop down the office location attached to the reference number.

Status

*   When the status is set to active and party is related to a file as a primary creditor or creditor party than a disbursement notification letter will be sent to the HRE district office when money is disbursed to the party.

Select from the drop down list.  If an I.S. Ref Number was entered, the status must be active or inactive.

Family Maintenance

Enter a Family Maintenance Reference Number if known.

Office

If a Family Maintenance Reference Number has been entered, then select from the drop down the office location attached to the reference number.  This field is optional.

Status

Select from the drop down list.  If an I.S. Ref Number was entered, the status must be active or inactive.

Click to save all information entered.  A Party ID will be generated.

 

Possible Error Messages/System Warnings:

 

ID

Error Message Description

Action

71

General error occurred. This error should not have occurred. Please print this screen and contact your system administrator. Aug 25, 2004 11:12:58 AM

Take a screen print of the screen and contact System Administrator immediately.

73

 

 

Canadian address requires minimum entry of: Address Line 1, City/Town and Postal Code

Enter information in Address Line 1, along with a city/town and postal code.

76

 

Last Name/First Name/City/Town match – Possible Duplicate Party

Click OK to continue and create the new party OR click CANCEL to return to the party without saving.

78

 

SIN match - Possible Duplicate Party.

Click OK to continue and create the new party OR click CANCEL to return to the party without saving.

79

 

PHN match - Possible Duplicate Party.

Click OK to continue and create the new party OR click CANCEL to return to the party without saving.

80

 

PID match - Possible Duplicate Party.

Click OK to continue save and create the new party OR click CANCEL to return to the party without saving.

81  

Invalid Postal Code for Province Selected.

Confirm Postal Code and format.  Format should be X9X 9X9 where X = Alpha and 9 = numeric characters.

82  

Invalid Postal Code.

Confirm Postal Code.  Format should be X9X 9X9 where X = Alpha and 9 = numeric characters.

83

 

US Zip Code must be in 99999 or 99999-9999 format.

Re-enter using correct format. 9 = numeric character.

114

Current name (First and Last) are mandatory to save an Individual Party.

Enter either first or last name, which field has not been completed.

115

Alias Last Name is mandatory

If Alias first name field is completed than the last name filed must also be completed.

117

'#' Characters are not allowed in address lines.

Replace # character with No. or Number.

118

Area Code must be 3 numeric characters long in ^ Telephone.  Where ^ = Work or Home or Cell or Fax phone.

Check area code to ensure there are 3 numeric characters entered in field.

119

Local Number must be in format 999-9999 or 999 9999 for ^ Telephone. Where ^ = Work or Home or Cell or Fax phone.

Check format.  9 = numeric characters.

120

Area code and local number are mandatory when creating a ^ Telephone. Where ^ = Work or Home or Cell or Fax phone.

Ensure both fields are completed with correct format. 

121

When Income Support Status is empty then all the related fields should be empty as well.

If Party Classification Income Source radio button has not been selected, but information has been entered in the Other Party Identifiers Income Source fields this error message will display.  Either select the Income Source radio button or removed information from Party Identifiers Income Source Fields.

122

Income Support Reference nbr is mandatory.

If fields Income Support Office and/or Income Support status are filled in then an Income Support number must also be entered.

123

When Family Maintenance Status is empty then all the related fields should be empty as well.

Either select a status or remove information form the other Family Maintenance Status fields.

124

Family Maintenance Reference Nbr is mandatory.

If fields Family Maintenance Office and/or Family Maintenance status are filled in then a Family Maintenance number must also be entered.

131

Birth date entered is invalid. Must be in YYYYMMDD format.

Check format.  Y = Year, M = Monday, D = Day.

153

 

US address requires minimum entry of Address Line1 and City/Town.

Confirm both lines have information entered.

174 

Invalid SIN Number. Must be in format 999-999-999.

Check format ensure “-“ are added in correct location.  9 = numeric characters.

175

Invalid PHN Number. Must be in format 99999-9999.

Check format ensure “-“ are added in correct location.  9 = numeric characters.

185

 

Last Name/First Name/City/Town match - Possible Duplicate Party.

Click OK to continue update the party OR click CANCEL to return to the maintain party without updating.

190

Invalid MVD Number. Must be in format 9999-99999.

Check format. 9 = numeric characters

207 

Invalid SIN Number

Must be in format 999-999-999, where 9 = numeric characters

358

 

A party cannot be related to a file more than once in an active role.

Party has already been set up.  Check status of role.

426 

Invalid Telephone Number.

Enter area code and local number.

697 

A party cannot be related more than once.

Ensure party has not already been set up on file.

 

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