TaiRox Mail Merge. Running Mail Merge

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1 TaiRx Mail Merge TaiRx Mail Merge TaiRx Mail Merge integrates Sage 300 with Micrsft Wrd s mail merge functin. The integratin presents a Sage 300 style interface frm within the Sage 300 desktp. Mail Merge is designed fr the prductin f merge dcuments frm Sage 300, and is integrated with A/P vendrs, A/R custmers, I/C items and US and Canadian Payrll emplyees. It eliminates the need t exprt data frm Sage 300, manually manipulate that data, and t define the resulting file as a Micrsft Wrd data surce. All A/R, A/P, I/C, and PR merge data fields are displayed with field definitins t make it easy t prepare a mail merge template within Micrsft Wrd. Optinal fields can als be added t mail merge dcuments. Once yu have created mail merge dcuments, yu can select vendrs, custmers, items r emplyees using exactly the same mechanism used t select recrds in reprts. After selecting ranges f data, yu can cherry-pick the results fr the mail merge. Mail Merge lets yu: Perfrm the mail merge peratin frm the Sage 300 desktp. Specify a number f print ptins fr the merge dcuments, such as data frmatting and blank line suppressin. Select ranges f vendrs, custmers, items r emplyees using ranges f up t seven fields. TaiRx Mail Merge selects ranges with the same mechanisms used by cre mdules when printing reprts. Specify additinal criteria fr recrd selectin. Cherry-pick recrds fr generating merge dcuments frm the selected set f vendrs, custmers, items, r emplyees. Click the Mail Merge buttn t cmplete the dcument merge peratin fr all included recrds in ne step. View a lg f all dcument merges after prcessing. The Mail Merge icn appears in fur lcatins under TaiRx Prductivity Tls in the Accunts Payable, Accunts Receivable, Inventry Cntrl, and Payrll Tls flders n the Sage 300 desktp. TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.

2 TaiRx Mail Merge Select the apprpriate Mail Merge icn frm the Sage desktp t create merge dcuments using a selectin f vendrs, custmers, inventry items r emplyees. Chse the merge dcument template and utput dcument fr the merge Users must first select a mail merge template (MS Wrd dcument) and an utput dcument. If yu are sending letters t all vendrs (fr example), yu can click the lad buttn and then click the Mail Merge buttn t create merge dcuments in the Dcument file. Nte that the prgram date chice (in this case, Accunts Payable) depends n the which Mail Merge icn yu chse. Selecting vendrs, custmers, inventry items r emplyees Chse data ranges fr creating merge dcuments: Yu can use up t seven fields t specify ranges f vendrs, custmers, inventry items, r emplyees fr the merge. Vendrs vendr number, status, start date (t send t new vendrs), grup cde, accunt set, currency cde, terms r any f the ptinal fields used fr vendr recrds (as shwn in the drpdwn abve). Custmers custmer number, status, n hld, accunt type, natinal accunt, grup cde, start date (t send t new custmers), accunt set, currency cde, billing cycle, terms, territry cde, salespersn1 r any f the ptinal fields used fr custmer recrds (as shwn in the drpdwn abve). TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.

3 TaiRx Mail Merge items by item number, item categry, r accunt set r any f the ptinal fields used fr item recrds. Canadian Payrll emplyees by emplyee list, emplyee number, emplyment status, birth date, hire date, terminatin date, psitin, part-time, pay frequency, cheque language, wrkers cmpensatin cde, vertime schedule, shift differential schedule, supervisr, last review date, date f last raise, r wrk classificatin cde. US Payrll emplyees by emplyee list, emplyee number, emplyment status, birth date, hire date, terminatin date, psitin, part-time, pay frequency, check language, wrkers cmpensatin cde, vertime schedule, shift differential schedule, supervisr, last review date, date f last raise, r wrk classificatin cde. Chse additinal criteria: Click Additinal Criteria t further restrict the recrds retrieved fr the mail merge. In this case, we are nly ging t use vendrs in BC. Click OK t save. Lad the list f selected recrds and chse which nes t use: Click the Lad buttn t display the selected list f recrds. G back and adjust the ranges r additinal criteria if necessary. Use the Select All and Select Nne buttns belw the grid t set all recrds t Yes fr Include r N t exclude. Duble-click in the Include clumn t cherry-pick frm the recrds: Click the Vendr Number r Custmer Number clumn in A/P r A/R Mail Merge heading t drill dwn n the selected recrd t cnfirm the details: TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.

4 TaiRx Mail Merge Additinal Mail Merge settings Click the Mail Merge buttn t run the mail merge: The prgram asks if yu want t pen Micrsft wrd t let yu mnitr the prcess: If the target dcument des nt exist, it will include that infrmatin in the message and create it fr yu when yu prceed. Additinal Mail Merge settings T display additinal settings fr mail merges, select File > Settings frm the Mail Merge menu. The settings frm appears as fllws: Frmat Field Values: This setting determines whether r nt t use the field presentatin infrmatin defined fr the Sage 300 field, r whether t use the raw data value. Fr example, field ARCUS_SWACT (Custmer Status) has 2 presentatin values, Inactive, and Active, which represent the raw integer values f 0 and 1 respectively. If yu select this setting, the prgram will insert a merge value f Inactive fr inactive custmers; if yu d nt select it, the prgram will insert a 0 int yur dcument. Perfrm Mail Merge with Wrd Maximized: This setting determines whether Micrsft Wrd is run in the backgrund r it is launched in the fregrund (letting yu view the mail merge peratin). TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.

5 TaiRx Mail Merge Creating merge templates fr mail merges Highlight Merge Fields: Yu can use this setting t help prf yur merged dcuments. Suppress Blank Lines: By default, Micrsft Wrd suppresses blank lines in a mail merge when the result f a MERGEFIELD is blank. Hwever, when yu perfrm a cnditinal mail merge, the result f a cnditinal field may be blank which will cause an extra blank line. Yu can use this setting t determine whether t suppress blank lines r nt. Pause Mail Merge n Errr: Yu can use this setting t pause the mail merge prcess and display a trubleshting errr shuld yu encunter prblems while running the mail merge. Creating merge templates fr mail merges Sample mail merge templates in \Sage300\XLxxx\Dcumentatin TaiRx Prductivity Tls includes the fllwing sample mail merge dcuments fr A/P, A/R, I/C, US and Canadian Payrll which cntain cmmnly used merge fields. The I/C sample is an item label. Yu can use these dcuments as a starting pint fr creating yur wn templates. AP.Dc: Includes the fllwing fields -- «APVEN_VENDORID», «APVEN_VENDNAME», «APVEN_AMTBALDUET», «APVEN_SWACTV», and «APVENO_VENDORCLASS». AR.Dc: Includes the fllwing fields -- «ARCUS_IDCUST», «ARCUS_NAMECUST», «ARCUS_AMTLASTSTT», «ARCUS_SWACTV», and «ARCUSO_UPSZONE». CP.Dc: Includes the fllwing fields -- «CPEMPL_EMPLOYEE», «CPEMPL_FULLNAME», «CPEMPL_MINWAGE», and «CPEMPL_STATUS». IC.Dc: Includes the fllwing fields and als shws yu hw t create a label page with multiple labels «ICITEM_FMTITEMNO» and «ICITEM_DESC». UP.Dc: Includes the fllwing fields -- «UPEMPL_EMPLOYEE», «UPEMPL_FULLNAME», «UPEMPL_MINWAGE», and «UPEMPL_STATUS». Displaying available merge fields T access a list f mail merge fields, select Help frm the TaiRx Mail Merge applicatin menu in Sage 300, and then select Mail Merge Fields. The prgram will display a list f mail merge fields alng with the crrespnding mail merge frmat that yu can cpy and paste frm int yur mail merge template. Mail Merge cntains field names with extended descriptins t make it easier t create mail merge templates. Fr example, the fllwing Accunts Payable fields will appear if yu select the Mail Merge icn under TaiRx Prductivity Tl > Accunts Payable Tls. TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.

6 TaiRx Mail Merge Creating merge templates fr mail merges Using Micrsft Wrd t create a merge template Yu use Micrsft Wrd t create merge template dcuments. T add merge fields t a dcument in MS Wrd: Open the merge dcument. Psitin the cursr where yu want t insert a merge field and chse Insert > Quick Parts > Field r Insert > Field (if that chice is available). Nte that yur versin f Office may be slightly different than shwn belw. Chse MergeField as the type f field that yu are inserting, and then specify the merge field name that yu are inserting. Yu can cpy the name directly frm the list in the mail merge help by duble-clicking the field name, and pressing CTRL+C. TaiRx Prductivity Tls fr Sage Cpyright TaiRx Sftware, Inc. All rights reserved.