Entering a Customer Letter - Customer Selection Card
Use this card in combination with the 'Cat/Class Selection' card to select the Customers, Suppliers and Contact Persons to whom the letter is to be sent.
- Customer
- Paste Special
Customers, Suppliers and Contact Persons in Contact register
- Enter the Contact Number of the Customer, Supplier or Contact Person to whom the letter is to be addressed. Usually, you will enter a Customer or Supplier here and, if necessary, specify an individual Contact Person in the Contact field immediately below.
- If you enter * in this field, all Contacts will be mailed, subject to their satisfying any requirements entered to other fields. Usually when you enter * here, you should also enter a Category or Cust. Class on the 'Cat/Class Selection' card. Otherwise, you will print separate letters for every Contact in the Contact register. If you also use the One per Contact option, two letters will be printed for Contact Persons: once for their own Contact record and once through their connection to a Customer or Supplier.
- You can mail a range of Contacts. To do this, enter the lowest and highest Contact Numbers of the range, separated by a colon. For example, to report on Contacts 001 to 010, enter "001:010". Note that an alpha sort is used, not a numeric one. Thus a range of 1:2 would also include 100, 10109, etc.
- Letters will not be printed for Contacts whose No Mass Letters boxes have been checked, and letters will not be emailed to Contacts whose No Mass Emailing boxes have been checked. If you check the No Mass Letters or No Mass Emailing box in a Customer or Supplier, this will also prevent letters being printed or emailed for all connected Contact Persons when you use the One per Contact option. The No Mass Letters or No Mass Emailing boxes are on the 'Terms' card of the Contact record.
- By default, the 'Paste Special' list shows Customers. Click the [Suppliers] button in the top left-hand corner of the 'Paste Special' window if you need to see Suppliers, and the [All Contacts] button if you need to see Customers, Suppliers and Contact Persons.
- You will not be able to save the Customer Letter if this field is empty.
- Name
- If you entered a single Contact Number in the Customer field, the appropriate Contact Name is shown here.
- If you entered a range of Contact Numbers in the Customer field, the name of the first Contact in the range is shown.
- Contact
- Paste Special
Contact Persons in Contact register
- If you specified a single Customer or Supplier in the Customer field immediately above, you can mail a particular Contact Person at that firm by entering their name here. The 'Paste Special' function will only list Contact Persons belonging to the specified Customer or Supplier.
- Closed Contact Persons and Contact Persons whose Customer Relations records have been marked as Invalid will not be shown in the 'Paste Special' list and therefore cannot be sent letters. Contact Persons whose No Mass Letters and/or No Mass Emailing boxes have been checked will be included in the 'Paste Special' list, and a letter will be printed or emailed to such a Contact Person if you choose one. The only way to print or email a letter to such a Contact Person is to specify that Contact Person in this field.
- If you do not specify a Contact Person here and do not check the One per Contact check box described immediately below, a single letter will be produced for each selected Customer or Supplier, addressed to their Primary Contact (named in the Primary Contact in the Contact records for each Customer or Supplier).
- If the Customer field contains * or a range of Contact Numbers, you should leave this field empty. If you do not, only a single letter will be printed, addressed to the Contact Person in this field.
- One per Contact
- Check this box if you would like to print a separate letter for each Contact Person belonging to each selected Customer or Supplier (i.e. connected Contact Persons with their own records in the Contact register as well as 'Primary Contacts').
- Letters will not be printed for Closed Contact Persons, or for Contact Persons whose Customer Relations records have been marked as Invalid. Letters will also not be printed for Contact Persons whose No Mass Letters boxes have been checked, and letters will not be emailed to Contact Persons whose No Mass Emailing boxes have been checked.
- If you do not check this box and do not specify a Contact in the field above, a single letter will be produced for each selected Customer or Supplier, addressed to their Primary Contacts.
- You must use this option if you also want to use the Contact Class and/or Job Desc. fields on the 'Cat/Class Selection' card.
---
In this chapter:
Go back to:
|
