DOCUMENTATION CONVENTIONS

Transcription

1 AILING IST

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c to find which manual describes a specific module, job, or function. 4/24/01 Prophet 21 Acclaim Version 12 The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. ii

3 Table of Contents 1 INSTALLATION INSTRUCTIONS 4 2 MAILING 8 Getting Started 9 Main Menu 10 Mailing Label Database 10 Mailing Label Maintenance 11 Mailing Label Information 11 Delete a Mailing Label 12 Mailing Fast Edit 12 Build/Update Mailing Labels via Customer Database 14 Print a Master Mailing List 16 Purge Mailing Label Information 19 Mailing Code Definitions 21 Mailing Code Maintenance 22 Mailing Code Information 22 Delete Mailing Codes 22 Print a Mail Code Master List 23 Purge Mailing Codes 23 Print Mailing Labels 24 Count Labels 26 Print Options 27 Mailing Labels: Sample 28 3 HOW TO DO A MAILING 29 4 FILE MAINTENANCE 32 iii

4 NSTALLATION NSTRUCTIONS To install the Mailing List package, you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in a later step. Installing Mailing List requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. Caution! Before installing Mailing List, make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. 4

5 1 INSTALLATION INSTRUCTIONS The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of Mailing List, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install Mailing List, type [Y] [Enter]. The Mailing List installation screen appears. Your answers to the following profile questions help determine the size of the files that are being created. 5

6 1 INSTALLATION INSTRUCTIONS Number of Mailing List Size...Number of entries on your mailing list. For example, if you have 250 prospects and established customers on your mailing list, you would enter 250. % More... percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field. Tracks... number of tracks used to enable each feature. Fixed File Space... amount of space needed on the disk to install any fixed files created by the Mailing List package. Minimum # of Tracks needed... number of free tracks used to install the Mailing List package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1a, Mailing List Size. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. 6

7 1 INSTALLATION INSTRUCTIONS A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the Mailing List package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing Mailing List. 13. Press [Enter]. The system starts creating the files and job streams required to install Mailing List. 14. At the Utility Command, type GO to activate all terminals. You are now ready to use Mailing List 7

8 AILING IMPORTANT NOTICE! Not all browses may be operational at this time. Should this occur, scans are available to provide instant access to information throughout the system. All scans are used in a similar manner. Type a scan character (., ; / [ ]) and press [Enter]. You will instantly see a list of customers, vendors, items, orders, etc. Choose from the list by entering the sequence number of your selection. The MAILING module is designed to help you produce targeted mailings from which you can obtain names of people interested in specific products or services you sell. Its flexible selections allow you to qualify virtually any group of prospects or customers you wish. The MAILING module enables you to target a particular mailing through the use of mail codes. Mail codes describe the mailing and are used to determine which mailing labels are to be printed. When mailing labels are generated, a set of mail codes is specified. Mailing labels will print for those mailing label entries whose mail codes match those that are specified. A mailing can be directed to all mail codes, or only to specific mail codes. A particular industry, organization, product, or any combination thereof can be targeted. Notices of promotions or special sales could be handled in this manner. Mailing information maintained in the MAILING module includes name and address, telephone number, contact and title, SIC code, salesman, year-to-date sales, date of last sale, last mailing date, and up to 15 associated mailing code definitions. Mailing code definitions are meant to describe a mailing. Mail codes can be used to identify types of customers or prospects; particular industries, organizations, or product groups; or combination thereof. Mailing information can be entered, edited, deleted, or viewed at any time. Ship-To and/or Bill-To names and addresses, SIC code, salesman, year-to-date sales, and date of last sale can be transferred from your customer file to the mailing file. Browses provide instant access to the information in your system. Browsing allows you to scan the mailing database using one of the many data fields as an index. The browse helps you with your search and allows you to access mailing records quickly and easily. For further information about browsing and scanning, please refer to the Browse manual. A Master Mailing List can be printed showing all the mailing information in the mailing file. The listing can be printed in sequence by Mailing ID, Salesman and Mailing ID, Zip Code and Mailing ID, and Name and 8

9 Mailing ID. A Mailing Code Master List can also be printed. This list shows all the mail codes and definitions in the mailing file. Mailing labels can be printed in sequence by Mailing ID, Salesman and Mailing ID, Zip Code and Mailing ID, and Name and Mailing ID. You can optionally count the number of labels that would print based upon your specified parameters. This enables you to determine how many mailing entries would be included in a particular mailing, or what parameters could be set for a given number of mailing entries. GETTING STARTED Certain information must be input initially. It is our recommendation that you set up the mailing code definitions first, and then set up the mailing label information. Once this basic information is defined, the generation of mailing labels is easy and efficient. Up to 9999 different mailing code definitions can be set up. Mailing code definitions are meant to describe a mailing. Mailing codes can be used to identify types of customers or prospects; particular industries, organizations, or product groups; or any combination thereof. For example: Mailing Code Definition 1 extra small company 2 small company 3 medium company 4 large company 5 extra large company 10 industrial 11 electrical 12 automotive 13 welding 14 steel 20 NIDA/SIDA 21 NAED 22 AWS 23 ASA 30 fasteners 9

10 31 sockets 33 bearings 34 copper tubing When mailing labels are generated, a set of mailing codes is specified to target a particular mailing. Mailing labels will print for those mailing label entries whose mailing codes match those that are specified. Mailing label information to be entered/edited includes the mailing name and address, telephone number, name and title of a contact, SIC code, salesman, year-to-date sales, date of last sale, last mailing date, and up to 15 associated mail codes. Ship-To and/or Bill-To names and addresses, SIC number, salesman number, year-todate sales, and date of last sale can be transferred from your customer file to the mailing file. Note: Zebra printers are not compatible with the Mailing List package. MAIN MENU The Label database option is used to create and maintain your mailing label database. The Code definitions option is used to and maintain mailing codes. The Print option is used to print mailing labels. Each of these options is described on the following pages. MAILING LABEL DATABASE The Maintenance option is used to maintain (enter, enter, purge) your mailing label database. 10

11 The Fast edit option is used to quickly edit mailing label information. The Build/update option is used to build and/or update mailing labels via your customer database. The Print master option is used to print a master mailing list. The Purge option is used to purge mailing codes. Each of these options is described on the following pages. MAILING LABEL MAINTENANCE When you select the Maintenance option from the menu, the Mailing Maintenance screen displays. There are five modes available: navigation, view, edit, add, and delete. When you first enter the maintenance screen, you are in the navigation mode. As the navigation, view, edit, add, and delete mode screens are identical, only the "navigation mode" screens are shown in this manual. Refer to the Tour Guide for a detailed explanation of each mode. MAILING LABEL INFORMATION EXPLANATION OF LABEL INFORMATION ID is Mailing Label ID. This is an 8 character field that identifies the mailing. Every mailing label must have a unique ID. When prompted for an ID, you can browse the available mailing labels and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. 11

12 NAME, ADDRESS 1, ADDRESS 2, CITY, STATE, and ZIP indicate the Mailing Label ID's name and address. CONTACT and TITLE are used to specify the name and title of the mailing contact. The SIC# represents the Standard Industry Code and specifies the type of industry the customer is in. SALESMAN specifies the salesman number and must be greater than or equal to 100. YTD SALES is invoiced sales. REF DATE defaults to 01/01/01 when a new Mail-To is entered. REF DATE is the Date of Last Sale for mailing entries built/updated from the customer file. LAST MAIL DATE defaults to a blank date when a new Mail-To is entered. A Y response to UPDATE MAIL DATE when printing labels automatically updates this field. Up to 15 Mail Codes can be entered. Mail codes are used to target a particular mailing. When mailing labels are generated, a set of mailing codes is specified to target a particular mailing. Mailing labels will print for those mailing label entries whose mailing codes match those that are specified. When prompted for a Code, you can browse the available mail codes and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. Upon entry of a valid mail CODE, its NAME is displayed for verification. DELETE A MAILING LABEL A confirmation message is displayed before any deletion occurs. If you select Yes, the mailing label is deleted. If you select No, you will cancel the deletion. MAILING FAST EDIT FAST EDIT PARAMETERS 1 SEQ (ID SLM ZIP NAME) 2 START 3 END SIC # RANGE 4 START 5 END FIELD: 6 VALUE (VAR FIX) The Fast Edit is sequenced by ID, by Salesman, by Zip Code, and by Name. 12

13 You can indicate whether the VALUES you enter are fixed or variable. If this parameter is set to FIX, fields are edited only once, and any changes apply to all the mailing label included in the range. If this parameter is set to VAR, the system steps through each mailing label one at a time, allowing you to make changes to individual mailing labels. You select the fields that you wish to edit by entering their Field numbers. MAILING LABEL ENTRY MAIL-TO CODE NAME 1 ID 16 2 NAME 17 3 ADDR ADDR CITY 20 6 ST 21 7 ZIP 22 8 TELEPHONE 23 9 CONTACT TITLE SIC# SALESMAN YTD SALES REF DATE LAST MAIL DATE 30 FIELD: (SPECIFY FIELD#) FIXED New values can only be entered for those fields selected for editing. After entering the new field values and pressing [Enter], a message confirming the fixed fast edit appears. There is a pause while the new field values are added to all the mailing labels included in the range. An appropriate message displays when the editing is finished. VARIABLE The mailing label entries included in the range appear one at a time. The old values appear as defaults for the selected fields. New values can only be entered for those fields specified for editing and for which editing is allowed. You can quit at any time, and changes made to previously edited mailing labels (but not the current mailing label) are saved. The old values are restored to the current mailing label. 13

14 CUSTOMER ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX ("Q" TO QUIT) XXXXXX: OLD...XXXXXX NEW... XXXXXX : OLD...XXXXXX NEW... XXXXXXX: OLD...XXXXXX NEW... Fast Edit terminates when the last ID is reached or when Q to QUIT is entered. If Q to Quit is used, the mailing label entry on the screen is not updated with any changes that may have been made. BUILD/UPDATE MAILING LABELS VIA CUSTOMER DATABASE BUILD/UPDATE MAILING LABELS VIA CUSTOMER DATABASE CUSTOMER 1 START 2 END CUSTOMER CLASS 3 START 4 END BUILD/UPDATE 5 ADDRESS (BILL SHIP BOTH) 6 YTD SALES (Y N) 7 EXCLUDE ADDRESS INFO (Y N) 8 INCLUDE CONTACT/TITLE (Y N) FIELD: The Build/update may be limited to the specified customers within the specified range of classes. CUSTOMER may be entered with the format CCCCCCNN, where CCCCCC represents the Customer Code and NN represents the Alternate Ship-To number. 00 is used for the main Ship-To Address. 14

15 Ship-To and/or Bill-To names and addresses can be transferred from your customer file to the mailing file. An Address Options key is automatically displayed. Address Options BILL = bill-to address SHIP = ship-to address BOTH = bill-to & ship-to addresses If a Ship-To Address is blank in the customer database, no mailing label information is built/updated for that Ship-To address. The Customer Code from the customer database is extended, with 2 blanks being added to the original code to form the Mailing ID. A 'built/updated' Mailing ID has the format CCCCCCNN, where CCCCCC represents the Customer Code and NN represents the Alternate Ship-To number. 00 is used for the main Ship-To Address. You must edit the MAIL CODE fields. These fields are not automatically set during a build/update. If YTD SALES is set to Y, the YTD SALES is taken from the customer YTD invoiced sales. EXCLUDE ADDRESS INFO determines whether the Customer Name and Address are excluded when existing mailing label entries are updated. This allows any changes made by editing the mailing labels to be retained. INCLUDE CONTACT/TITLE determines whether or not the Contact and Title are included when building/updating mailing labels. 15

16 PRINT A MASTER MASTER LIST - GENERAL PARAMETERS 1 SEQ (ID SLM ZIP NAME) ID#`S 2 START 3 END ZIP CODE 4 START 5 END SALESMAN 6 START 7 END NAME REF DATE 8 START 14 START (MM/DD/YY) 9 END 15 END (MM/DD/YY) SIC# RANGE LAST MAIL DATE 10 START 16 START (MM/DD/YY) 11 END 17 END (MM/DD/YY) YTD SALES OPTIONS 12 START 18 CODE FILTERING (Y N) 13 END FIELD: The Master Mailing List may be sequenced by Mail ID, by Salesman, by Zip Code, and by Name. CODE FILTERING determines whether mailing code filters should be used. If N, all mailing label entries in the specified range are included in the listing. No mail code filtering is performed. If Y, only those mailing label entries whose Mail Codes match those that are specified are included in the listing. A step-by-step approach to specifying up to 5 Mail Code filters is provided. The 1st Level Filter screen displays. 16

17 Mailing Code Definitions <esc> for more 1st Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) XXXXXXXXXXXXXXXXXXXX --> XXXXXXXXXXXXXXXXXXXX1 2. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* 3. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* XXXXXXXXXXXXXXXXXXXX FIELD: A Mailing Code Definitions window at the top of the screen displays Mail Codes ten (10) at a time. The window is advanced by using [ESC] at a Field # prompt or at FIELD. Up to 10 mailing codes (or ranges of Mail Codes) per filter level can be specified in the format: 9999 to include a specific mailing code. The name of the mailing code is automatically displayed to include a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. X9999 to exclude a specific mailing code. The name of the mailing code is automatically displayed. X to exclude a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. After specifying the desired mailing codes, [RETURN] at FIELD displays the next filter level. Only those mailing label entries that pass through a filter level are considered by the next filter level. If no mailing codes are entered, pressing [Enter] at Field #1 displays a summary of the filters selected. The Filter Summary screen displays. 17

18 Mailing Code Definitions <esc> for more Mailing code filters: "X" indicates an exclusion "-" indicates a range 1. 1st Level: ,X9999,X9999, nd Level: 3. 3rd Level: 4. 4th Level: 5. 5th Level: FIELD: "G" for general parameter screen The mailing codes specified in each filter level are shown. The "G" for general parameter screen option redisplays the General Parameters screen. Pressing [Enter] at FIELD begins the printing of the Master Mailing List. MASTER : SAMPLE 11/20/96 PAGE 39 ID SLM NAME & ADDRESS CONTACT MAILING CODES SIC TITLE YTD SALES REF DATE LAST MAIL DATE CARR 104 CARROLL ELECTRONICS JIM SMITH PROGRESS DRIVE BENSALEM PA /01/95 10/07/ EVANS 101 EVANS SUPPLY GARRY EVANS SHORELINE DRIVE NEPTUNE NJ /07/90 10/07/ KELELE 120 KELLY ELECTRIC NORTH HIGH STREET MECHANICSBURG PA /16/90 10/07/ HARSUP 105 HARDWARE SUPPLY CO S INDUSTRIAL HIGHWAY BATTLE CREEK MI , /15/90 10/07/96 The listing will include all mailing label entries that passed through each of the specified filters. A new page begins for each change in salesman when the listing is run in salesman sequence. 18

19 PURGE MAILING LABEL INFORMATION PURGE - GENERAL PARAMETERS 1 SEQ (ID SLM ZIP NAME) ID#`S 2 START 3 END ZIP CODE 4 START 5 END SALESMAN 6 START 7 END NAME REF DATE 8 START 14 START (MM/DD/YY) 9 END 15 END (MM/DD/YY) SIC# RANGE LAST MAIL DATE 10 START 16 START (MM/DD/YY) 11 END 17 END (MM/DD/YY) YTD SALES OPTIONS 12 START 18 CODE FILTERING (Y N) 13 END FIELD: The Purge may be sequenced by Mail ID, by Salesman, by Zip Code, and by Name. CODE FILTERING determines whether mailing code filters should be used. If N, all mailing label entries in the specified range are included in the purge. No mail code filtering is performed. If Y, only those mailing label entries whose Mail Codes match those that are specified are included in the purge. A step-by-step approach to specifying up to 5 Mail Code filters is provided. The 1st Level Filter screen displays. 19

20 Mailing Code Definitions <esc> for more 1st Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) XXXXXXXXXXXXXXXXXXXX --> XXXXXXXXXXXXXXXXXXXX1 2. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* 3. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* XXXXXXXXXXXXXXXXXXXX FIELD: A Mailing Code Definitions window at the top of the screen displays Mail Codes ten (10) at a time. The window is advanced by using <esc> at a Field # prompt or at FIELD. Up to 10 mailing codes (or ranges of Mail Codes) per filter level can be specified in the format: 9999 to include a specific mailing code. The name of the mailing code is automatically displayed to include a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. X9999 to exclude a specific mailing code. The name of the mailing code is automatically displayed. X to exclude a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. After specifying the desired mailing codes, the TERMINATE response at FIELD displays the next filter level. Only those mailing label entries that pass through a filter level are considered by the next filter level. If no mailing codes are entered, the TERMINATE response at Field #1 displays a summary of the filters selected. The Filter Summary screen displays. 20

21 Mailing Code Definitions <esc> for more Mailing code filters: "X" indicates an exclusion "-" indicates a range 1. 1st Level: ,X9999,X9999, nd Level: 3. 3rd Level: 4. 4th Level: 5. 5th Level: FIELD: "G" for general parameter screen The mailing codes specified in each filter level are shown. The "G" for general parameter screen option redisplays the General Parameters screen. The TERMINATE response at FIELD displays the message: PROCEED WITH PURGE? (Y N)... The Purge only occurs if a Y is entered. MAILING CODE DEFINITIONS The Maintenance option is used to maintain (enter, enter, purge) your mailing codes. The Print master option is used to print a master mailing code list. The Purge option is used to purge mailing codes. Each of these options is described on the following pages. 21

22 MAILING CODE MAINTENANCE When you select the Maintenance option from the menu, the Mailing Label Code Maintenance screen displays. There are five modes available: navigation, view, edit, add, and delete. When you first enter the maintenance screen, you are in the navigation mode. As the navigation, view, edit, add, and delete mode screens are identical, only the "navigation mode" screens are shown in this manual. Refer to the Tour Guide for a detailed explanation of each mode. MAILING CODE INFORMATION Up to 9999 different mailing code definitions can be set up. Mailing code definitions are meant to describe a mailing. Mailing codes can be used to identify types of customers or prospects; particular industries, organizations, or product groups; or any combination thereof. Each mail code definition should be assigned a unique CODE. This is a 4 digit field. When prompted for a Code, you can browse the available mail codes and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. When a CODE is entered, the system displays its DESC, if the mailing code definition exists. If a mailing code definition does not exist, a new mailing code definition is created. DELETE MAILING CODES A confirmation message is displayed before any deletion occurs. If you select Yes, the mailing code is deleted. If you select No, you will cancel the deletion. 22

23 PRINT A MAIL CODE MASTER LIST MAIL CODE MASTER LIST MAIL CODES 1 START 2 END FIELD: MAIL CODE MASTER LIST: SAMPLE MAILING CODE MASTER LIST 11/20/96 PAGE 1 5 MISC. COMPANIES 10 PLUMBING COMPANIES 15 HARDWARE COMPANIES 20 CONSTRUCT. COMPANIES 25 OFFICE SUPPLIES PURGE MAILING CODES PURGE MAIL CODES MAIL CODES 1 START 2 END PROCEED WITH PURGE? (Y N)... The purge will delete all Mail Codes within the specified parameters. Purge only occurs if Y is entered 23

24 PRINT MAILING LABELS MAILING LABELS - GENERAL PARAMETERS 1 SEQ (ID SLM ZIP NAME) ID#`S 2 START 3 END ZIP CODE 4 START 5 END SALESMAN 6 START 7 END NAME REF DATE 8 START 14 START (MM/DD/YY) 9 END 15 END (MM/DD/YY) SIC# RANGE LAST MAIL DATE 10 START 16 START (MM/DD/YY) 11 END 17 END (MM/DD/YY) YTD SALES OPTIONS 12 START 18 CODE FILTERING (Y N) 13 END 19 COUNT ONLY (Y N) FIELD: Labels are printed in sequence by ID, by Salesman, by Zip Code, or by Name. Please note that Zebra printers are not compatible with the printing of mailing labels. CODE FILTERING determines whether mailing code filters should be used. If N, mailing labels print for all mailing label entries in the specified range. No mail code filtering is performed. The Print Options screen displays. If Y, mailing labels print for those mailing label entries whose Mail Codes match those that are specified. A step-by-step approach to specifying up to 5 Mail Code filters is provided. The 1st Level Filter screen displays. COUNT ONLY determines whether the system is to 'count only' the number of labels that would be printed based upon the selected parameters. This option may be used to determine how many mailing label entries are being targeted in a particular mailing, or what parameters should be selected for a given number of mailing label entries. If Y, mailing labels are counted. A real-time counter increments with each label counted within the specified parameters. The Count screen displays. If N, mailing labels are printed with the TOTAL # OF LABELS printed on a separate label at the end of the run. 24

25 Mailing Code Definitions <esc> for more 1st Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) XXXXXXXXXXXXXXXXXXXX --> XXXXXXXXXXXXXXXXXXXX1 2. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* 3. X9999 XXXXXXXXXXXXXXXXXXXX *excluded* XXXXXXXXXXXXXXXXXXXX FIELD: A Mailing Code Definitions window at the top of the screen displays Mail Codes ten (10) at a time. The window is advanced by using <ESC> at a Field # prompt or at FIELD. Up to 10 mailing codes (or ranges of Mail Codes) per filter level can be specified in the format: 9999 to include a specific mailing code. The name of the mailing code is automatically displayed to include a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. X9999 to exclude a specific mailing code. The name of the mailing code is automatically displayed. X to exclude a range of mailing codes. The names of the starting and ending mailing codes are automatically displayed. After specifying the desired mailing codes, pressing [Enter] at FIELD displays the next filter level. Only those mailing label entries that pass through a filter level are considered by the next filter level. If no mailing codes are entered, pressing [Enter] at Field #1 displays a summary of the filters selected. The Filter Summary screen displays. 25

26 Mailing Code Definitions <esc> for more Mailing code filters: "X" indicates an exclusion "-" indicates a range 1. 1st Level: ,X9999,X9999, nd Level: 3. 3rd Level: 4. 4th Level: 5. 5th Level: FIELD: "G" for general parameter screen The mailing codes specified in each filter level are shown. The "G" for general parameter screen option redisplays the General Parameters screen. Pressing [Enter] displays the Print Options. The Print Options screen displays. COUNT LABELS COUNTING LABELS, PLEASE WAIT!!! TOTAL # OF LABELS: DO YOU WISH TO PRINT LABELS (Y N)... A counting message is displayed while counting takes place. The TOTAL # OF LABELS is shown when finished. You are given the option to print labels. The Print Options display. To interrupt the counting, use the Operator Halt (Shift "?"). 26

27 PRINT OPTIONS PRINT OPTIONS 1 NO. OF LABELS WIDE (1-4) 2 ATTENTION LINE: (CON TITL NEW) 3 NEW ATTN LINE: 4 PRINT CODE (Y N) 5 UPDATE LAST MAIL DATE (Y N) 6 PRINT PARAMETERS (Y N) FIELD: "G" for general parameter screen "F" for filter screen NO. OF LABELS WIDE determines how many labels (1-4) print from left to right. Labels print in the format: ID ATTENTION NAME ADDRESS 1 ADDRESS 2 CITY ST ZIP An ATTENTION LINE options key is automatically displayed. Attention Line Options CON = use contact TITL = use title NEW = use attn below If CON, the CONTACT prints in the Attention (2nd) line of a label. If TITL, the TITLE prints in the Attention (2nd) line of a label. If NEW, the specified NEW ATTN LINE prints in the Attention (2nd) line of a label. If PRINT CODE is set to Y, the ID (top) line of a label shows the Mailing ID and the Salesman number. Otherwise, the ID (top) line of the label is blank. If UPDATE LAST MAIL DATE is set to Y, the Last Mail Date is updated in the Mailing Mail-To information. If PRINT PARAMETERS is set to N, the printing of parameters is skipped. Otherwise, the parameters print on the first set of labels. The "G" for general parameter screen option redisplays the General Parameters screen. 27

28 The "F" for filter screen option only appears if CODE FILTERING is set to Y. Entering an F redisplays the Filter Summary screen. Pressing [Enter] prompts you to align the mailing labels. ALIGN LABELS, STRIKE ANY KEY WHEN READY... DO YOU WANT TO PRINT A TEST LABEL (Y N)... Enter Y to print a test label (mailing format); otherwise, the labels begin printing. MAILING LABELS: SAMPLE ID SLM ATTN NAME ADDRESS 1 ADDRESS 2 CITY ST ZIP ACESUP 102 ACE ELECTRICAL SUPPLY CO. 435 S. 37 TH STREET TRENTON NJ ACME 100 ACME MANUFACTURING CO N. MARSHALL ST. JOHNSBURG OH ALLAME 101 LANCE SMYTHE ALL AMRICAN SUPLLIERS, INC. 20 INDUSTRIAL BLVD. FAIRLESS HILLS PA TOTAL # OF LABELS: 3 The TOTAL # OF LABELS displays after all labels are printed. Specifications for 4 wide mailing labels: The sheet of labels should be 12" x 14 1/4". Label size should be 3.3" x 15/16". 28

29 OW TO DO A AILING Sample mailing codes: Mailing Code Definition 1 extra small company 2 small company 3 medium company 4 large company 5 extra large company 10 industrial 11 electrical 12 automotive 13 welding 14 steel 20 NIDA/SIDA 21 NAED 22 AWS 23 ASA 30 fasteners 31 sockets 33 bearings 34 copper tubing 1st Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) 1. 3 Only medium sized companies will pass through Filter Level 1 to be considered by Level 2. 29

30 3 HOW TO DO A MAILING 2nd Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) Only medium sized industrial companies will pass through Filter Level 2 to be considered by Level 3. 3rd Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) Only medium sized industrial companies belonging to NIDA/SIDA will pass Level 3 to be considered by Level 4. 4th Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) Only medium sized industrial companies belonging to NIDA/SIDA who sell fasteners will pass through Level 4 to be considered by Level 5. 5th Level Filter: Specify mailing codes & ranges (prefix with "X" to exclude) 1. No mailing codes are entered. Pressing [Enter] at Field #1 automatically displays a summary of the filters selected. The Filter Summary screen is shown as follows. 30

31 3 HOW TO DO A MAILING Mailing code filters: "X" indicates an exclusion "-" indicates a range 1. 1st Level: nd Level: rd Level: th Level: th Level: Mailing labels would print for all medium sized industrial companies belonging to NIDA/SIDA and selling fasteners. 31

32 ILE AINTENANCE Certain Mailing files should not appear on the Records Mismatch List. The files that should not appear are: MAILX MLSLX MLZPX MLNMX MAILCX MAILD MAILD MAILD MAILD MAILCD Please contact Prophet 21 for assistance if these files do appear on the list, or if there are verify errors. 32