How to use the Marketing Module
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- Nora Barnett
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1 How to use the Marketing Module The Entities module has been enhanced to provide a number of SMS and functions. Customers can be selected by the various methods common to the entities program such as by group, territory, postcode and a various number of other specialised categories. Marketing can be accessed by left clicking on the Marketing icon on your desktop, and can be used to print out lists and labels for customers and suppliers. The lists can be sent to file to be picked up in Word or Excel or similar programs and be used for mail merging. When you open Marketing, the following window will appear: Left click on the Load Customers button at the top of the screen. This will bring up a list of all your customers: You can change the sort of the Customer listing by clicking on the various column headings at the top of the list screen. 1 P a g e
2 You may also limit the Customers shown by choosing a Mail, Group, Territory or Postcode filter Once you have chosen your Mail, Group, Territory or postcode, (if required), click on the Select button, and these Customers will have a Yes in the column to the right of their name. This means they are part of the list for printing or sending to file. 2 P a g e
3 At the top of the screen near the Close Button there is a Records Selected field, we can see how many have been selected for print. If you only wish to add a YES (select) for a specific customer, and not the others, highlight the customer and then double click to Select. If you wish to remove a YES only for a specific customer, highlight the customer, and double click to Deselect. If you wish to select ALL of the customers, click on the SELECT option at the top of the screen near the lable, ALL and click on the Select Button. If you wish to untag all of the customers, click on the drop down menu near the All field, and choose Deselect. Left click the Clear List button when you want to refresh the list. This will remove all the customers on display. Left click the Print List button to print a list of all the Customers with a YES next to their name: To print labels, left click the print label button, and a label window will appear. If you wish to Print to File, click on the Print to File button. This file can then be picked up in Word or Excel or similar programs to use for mail merging. You can use the Masterfiles button on the top of the entities screen to access the Masterfiles details for the highlighted customer. Suppliers Left click on the Supplier button under Load Suppliers. This will display all your Suppliers. Everything is exactly the same for Suppliers as it is for Customers At the top of the marketing screen you can choose Select or Deselect to refine your search, you can also choose Toggle. Choosing this changes all the Select buttons to Toggle buttons. The toggle button acts as both a Select and Deselect button. Click it once, and it selects. Click it a second time on the same record/postcode/group as you first selected and it will deselect it. 3 P a g e
4 Special Parameter Search The Special Parameter Search button allows for a more advanced and specific search of customers. The Special Parameter Search button allows you to tag a list of customers who you have performed work for or made sales to between two dates. This can be used to send out thank you letters or Christmas cards to your valued customers. Click on the Special Parameter Search button AFTER loading the customers or Supplier file. The following window appears: Click on the arrow next to the Report Type field and choose the type of report you want. Depending on what report you choose, different fields will appear under the Report Type field. For example, if you choose Specific Make and Model report, then a make and model field will appear for you to type into. Once you have completed filling in the information, click the OK button. This will return you to the Marketing screen, where the customers/suppliers who fit into the limits you have set will have a yes next to them in the P column. Stock Purchase The Stock Purchase selection criteria will allow you to select a number of customers who have purchased a particular stock item during a particular date range. This is handy is you wish to send out warranty advises etc. Simply click on the stock button and select the stock item and the from and Unto dates. Once you have filled in these fields, you can select and a Yes will appear in the listbox alongside the customers who have purchased this particular stock item. 4 P a g e
5 To File If you click on the To File button on the bottom left hand corner a window will come up displaying all customers (or suppliers) names and addresses which have been selected: This will then be placed in a comma delimited file, which can be picked up through Word, Excel etc. The file name to look for will be Output.Dat. Left click on the Exit button to close it down. SMS You can now send an SMS to a whole list of people from the Entities module. Once you have loaded your customers or suppliers into the listbox, click on the SMS Button and the Send SMS Message screen will appear: To Send an SMS you left click on the selected message from the message box list on the bottom left of the screen and it will dump it into your message box. Alternatively if you wish to create a new message, simply type your text into the message box. Don t forget to click the Send Reply to Box so if you get any responses from your SMS messages you can review them in your box. This screen will also let you know how many messages are ready to be sent. Ready to be sent, means that the selected entity or customer has a valid mobile number listed in the masterfile and the status will show as ready. If there is a mobile 5 P a g e
6 number missing, the status will show as Blank. You can then go into the customer masterfiles to enter in the mobile number. Once all of your messages are ready to be sent, click on the SEND SMS Button. Please ensure that you have enough pre-paid SMS messages avaible to send the bulk SMS to the recipients. The system will automativally pause for a few seconds after every 100 SMS are sent to allow the SMS server time to deliver the previous 100 messages and continue with the next message block. Once your messages have been sent you will get a notification that SMS s have been sent. Click on the OK button to close this notification. You will see in the listbox all successful SMS messages are now displaying as Sent in the status column. Click on the Exit Button to clear and close the screen. To check how many messages were sent you can go into the SMS log in the main AMWIN under menu option Others>Maintenance>SMS Settings>SMS Log file. The SMS Message Log screen appears. 6 P a g e
7 From this screen you can check how many messages were sent by date, Time, operator, Contact number or contact name. To get a filter of the login, simply click on the relevant tabs. The entities module has also been enhanced to allow you to send SMS to clients XXX number of days after the client has been in for a service or repair. This allows you to send a follow up SMS after a job has been completed thanking the customer for their patronage and wishing them well. You may choose to send the SMS three days or a week after the initial job or alternatively you may wish to send the SMS a month or even three months later to advise them that is has been three months since their last service and to bring their job item in for another service. 7 P a g e
8 You can now send an to a whole list of people from the Entities module. Once you have loaded your customers or suppliers into the listbox, click on the Button and the Send Message screen will appear: From this screen you can enter in a subject line and choose the letter you wish to send out from the letter maintenance list box file on the right hand side by highlighting the relevant document. This screen will also let you know how many messages are ready to be sent. Ready to be sent, means that the selected entity or customer has a valid address listed in the masterfile and the status will show as ready. If there is an address missing, the status will show as Blank. You can then go into the customer masterfiles to enter in the address. You can also select an attachment to include in your message. Simply click on the Attachment button and choose your selected document from the PC directory. Once all of your messages are ready to be sent, click on the SEND Button and each will be sent separately to each customer selected from your Outlook mailbox. Once the is opened in your Outlook, add additional information to the or just click on the send button. 8 P a g e
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