Overview:

The mailing list program is used to keep track of prospects,
customers, and any other names and addresses that need to be
saved.

For general information on data entry programs see
Using a Data Entry Program

Mandatory Screens
Main

Optional Screens
Daily Labels
Notes
History
First Names

Detailed Field Information by Screen

- Main Screen -



Customer# The customer number is the main way of locating someone
in the mailing list.  Each unique name and address is assigned a
unique number.

To make a new entry, press Enter and a new customer# will be assigned.
To recall an entry enter the customer# of the desired name and
address.
You can also search the mailing list when the customer# is not known.

Last Name Last Name of the individual, or the contact in the case of
a group.

First Name First Name of the individual, or the contact in the case of
a group.

Title This is optional and is chosen from a list by pressing F2.
To edit the list press F3.

Group An optional group name.

Group Type If a group name was entered then you must enter a
group type.  Press F2 for a list, or F3 to edit the list.

Address Street address.

City City name.  On new entries the city is skipped, bringing
you right to the zip code.

State The two digit post office abbreviation for the state.
Press F2 for a list, F3 to edit the list.

ZIP Valid entries are a 5 digit zipcode, a 9 digit zip+4 with the hyphen,
or a Canadian postal code.  When a numeric zipcode is entered the city and
state are searched for, and will be filled in, if they were previously left
blank.  If the city and state were filled in then they are compared to the
city and state associated with the zip code.  If there is a discrepancy
then the operator will have to make a decision as to which information is correct.

For addresses outside of Canada and the US, enter 00000 (five zeroes) as
the zip code.

After the zip code is entered a "behind the scenes" search is done to
look for similar mailing list entries, based on the the last name and
zip code.  Any matching entries are displayed and the reservationist
is expected to see if any of the entries are the same as the one being
entered.  If so, the matching entry is selected and the current entry
is ignored.

Country Leave this blank for US addresses.

Phone Day Daytime telephone number, including area code.

Ext Extension, if needed, for the daytime phone#.

Night Nightime telephone number, including area code.

Extra An extra telephone number, including area code.

Desc A description of the extra telephone number.

Email The email address.  Valid email addresses must contain
a @ and a period.

Bulk? If someone wishes to not receive any bulk emailings, then
enter "N", otherwise enter "Y" or "T".  "T" signifies a text only email,
while "Y" signifies a "fancy" email, ie one with graphics.

Birth Date Optional birth date.

Sex Optional gender.

Entered The date the person was entered into the mailing list.
This date is not modifiable.

Last Inq Last time the person inquired.  This can be manually
changed after it is entered.  And the system can automatically update
this date when a reservation is made.

Commission% If reservation's made for this person are always entitled
to a commission then enter that commission rate.

Pay To This is used to determine who receives the commission when
the person being entered into the mailing list makes a reservation that is
commissionable.  Normally it is the person making the reservation, but
there are times when it is a 3rd party.  The customer# of whoever is to
receive the commission is entered here.

Both the commission% and the pay to# are defaults and can be changed on
individual reservations.

Print Label? If this person is to receive a bulk mailings then enter Y,
otherwise enter N.

Misc If you have any short miscellaneous notes, enter them here.
There is a section later on that allows for more notes to be entered.

Date This would be the date, if any, associated to the Misc field.

Status Code The Status code is generally used to categorize the
type of person in the mailing list.  Customer, supplier, employee, etc.

Inquiry Code The Inquiry Code is used to record how the person being
entered heard about you.

Preferences The Preference Code is used to record what preferences the
customer has.

Grp Org? The group organizer field is used to record if the person is a
group organizer or not.  If so, enter a Y, if not, enter a N.  Once a person
makes a reservation the computer will set this field to Y.

Total Items Information only.  The number of items in the person's history.

Last Item Information only.  The latest item recorded in the person's history.

Date Information only.  The date of the last item in the person's history.


- Add to Daily Labels -

You can add a person to the daily labels list (list of labels to print
at the end of the day), by selecting the Add button.  When selecting the
add button you may be asked to update the Last Inquiry date.  Answering
Y, will change the Last Inq date on the mailing list screen.



Label Info You can enter or pick more than 1 Daily Label Code
These codes are used to inform the person printing the labels what to include
in the mailing.


- Notes -



Selecting the Notes button will allow you to enter up to 999 lines of
text regarding the customer.  To save the notes press F10.


- Reservation -

Select the Rsv button in order to start a reservation for this customer.


- Other - Print -

Selecting the Print button will allow you to print a letter to the
customer.  You must first choose which letter, then you may modify
the letter, before printing it.


- Other - Gift -

Selecting the Gift button will allow you to enter a  gift certificate.


- Other - Hist -



Selecting the Hist button will allow you to select one of the following:
Reservations - will allow you to see and access the customer's reservations.
Mailings     - a list of items mailed to the customer.
Changes      - a list of changes made to the mailing list record.
Items        - a list of items that the customer has previously participated in.
Photo Orders - a list of the customer's photo orders.


- Other - First -

The First button allows you to enter additional names of family members
associated with the customer.  This reduces the number of entries in the
mailing list.  The first entry line is reserved for the spouse.  The other
lines can be used for any other family member.




- Other - Inq -

Selecting the Inq button will automatcally update the Last Inq field
on the mailing list.