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This text refers to program version 6.2  

Customer Letters

This document in the Contact module prints letters to Customers. It first searches for records in the Customer Letter register matching the search criteria entered in the 'Specify Customer Letter' window as described below. For each Customer Letter found, it then prints the letter text entered on the 'Text' card to the recipients as determined on the 'Customer Selection' and 'Cat/Class Selection' cards. Before printing, you can obtain a list of the recipients using the Letter List report.

Period

Paste Special    Reporting Periods setting, System module

Subject to the other search criteria below, letters will be printed from all Customer Letter records whose Date falls in the period entered here.

No.

Range Reporting    Numeric

To print letters from a specific Customer Letter record, enter its Number here. Alternatively, enter a range of Numbers separated by a colon (:). Letters printed from any unapproved Customer Letter records in the range will include the phrase "Test Printout" as a watermark (providing you are not using the No Test Printout option in the Optional Features setting in the System module).

Document Form

Paste Special    Form register, System module

Specifying a Form here will have two consequences. First, letters will be printed from all Customer Letter records with that Form specified in the Document field on the 'Header' card. Second, the letters will be printed using the Form specified here, not the Form specified in the 'Define Document' window as described here.

Language

Paste Special    Languages setting, System module (if you have the Currencies & Languages Value Pack)

When letters from a Customer Letter record are printed, the choice of Form (i.e. the letter template) is determined using one of two methods. You can enter a Form in the Document field on the 'Header' card or, if the Document field is empty, you can use the 'Define Document' window for the Customer Letter document. The second method allows letters to be printed using different Forms depending on the Language of the Customer Letter.

If you are using the second method (i.e. if the Document field above is empty), you can override the Language in the Customer Letter by specifying a Language here. This can be useful if, for example, you have a standard letter that is sometimes printed and sometimes faxed. In this case, enter separate rows in the 'Define Document' window for printing and faxing. The fax row should have a dedicated Language (e.g. "FAX") in the Lang field. When you create the Customer Letter, enter the appropriate Language on the 'Header' card to use the default printer (usually the Language can be left blank in both the Customer Letter and the 'Define Document' window). When you need to fax the letter, enter the Language for the fax server here. This will override the Language in the Customer Letter record.

Note that this is not a search filter. Entering a Language here will not cause letters to be printed only from those Customer Letter records with that Language specified in the Document field on the 'Header' card. Note too that a Language entered here will have no effect over a Customer Letter with a Document specified on its 'Header' card.

The Customer Letter record only has a Language field if you have the Currencies & Languages Value Pack, and using the fax server requires you to have the Fax Value Pack.

Function

You can choose to print letters from all Customer Letters in the selection, or just from those that have not been used before. Make that choice using these options.

Skip Letters with E-mail Address

You can choose to print letters from all Customer Letters in the selection, or just from those that do not have E-mail Addresses on their 'Address' cards. Check this box for the latter option.

Skip Letters with Fax No.

You can choose to print letters from all Customer Letters in the selection, or just from those that do not have Fax Numbers on their 'Address' cards. Check this box for the latter option.

You can use the following fields when you design the Form to be used by the Customer Letter document:

Field in Form	Prints
These fields print information from the Customer Letter record.
Contact Person	Contact (i.e. Contact Person name)
Customer Number	Customer (i.e. the Customer or Supplier Number)
Date with Month In Words	Date, with the month as a word. For example, 2/1/2010 will be printed as "02 January 2010". The Date Order (e.g. day, month, year) will be taken from the Company Date and Numeric Format setting
Day	The day from the Date. For example, the day from 2/1/2010 will be printed as "2"
E-mail	E-mail
Greetings	Greetings
Header	Header
Job Description	Job Desc.
Month	The month from the Date. For example, the month from 2/1/2010 will be printed as "1"
Serial Number (Number Series)	No.
Signature	Signature
Text	Text. You can enter as the Field Argument the maximum number of characters that can be printed in one line. For example, if the Field Argument is 40, up to 40 characters will be printed per line (fewer if the 40th character occurs in the middle of a word). If you do not specify a Field Argument, it will be assumed to be 90. Usually you will need to specify a Field Argument if the field is not wide enough for 90 characters: do not enter a number of characters that is too great for the width of the field. You should specify a Vertical Spacing for this field
Transaction Date	Date
Transaction Date (transdate)	Date
Transaction Time	Time
Year	The year from the Date. For example, the year from 2/1/2010 will be printed as "2010"
These fields print information from the Contact record whose Contact Number is in the Customer field in the Customer Letter or, if the Customer field contains a range, from each Contact record in turn.
Bank Code	Account Operator
Customer Fax Number	Fax
Customer Telephone Number	Phone
Customer VAT Reg. Number	VAT Reg. No.
Delivery Address	Delivery Address. This information will be printed on separate lines, so you should specify a Vertical Spacing for this field
Delivery Address 5	Fourth line of Delivery Address
Delivery Address 6	Fifth line of Delivery Address
Name	Name
Salutation 1, Customer	Salutation 1
Salutation 2, Customer	Salutation 2
Salutation 3, Customer	Salutation 3
Search Key	Short
Supplier Address 1	First line of Delivery Address
Supplier Address 2	Second line of Delivery Address
Supplier Address 3	Third line of Delivery Address
These fields print information from the Contact record whose Name is in the Contact field in the Customer Letter or, if the One per Contact box is checked, for each Contact Person in turn.
Contact Person Title	Title
Salutation 1	Salutation 1
Salutation 2	Salutation 2
Salutation 3	Salutation 3
These fields print information from the Contact record whose Name is in the Contact field in the Customer Letter or, if the relevant field in that Contact record is blank, from the Contact record whose Contact Number is in the Customer field (or from each Contact Person or Customer in turn).
Contact Person Address	Invoice Address. This information will be printed on separate lines, so you should specify a Vertical Spacing for this field
Contact Person Fax	Fax
Contact Person Phone	Phone
Department	Department
Job Description 2	Job Description
These fields print information from the Customer Letter, from the Contact record whose Name is in the Contact field in the Customer Letter or from the Contact record whose Contact Number is in the Customer field (or from each Contact Person or Customer in turn).
Address	Name from the Customer Letter or the Customer (if you are using the Organisation Name option in the Form Settings setting) and (Invoice) Address from the Customer Letter, the Contact Person or the Customer. This information will be printed on separate lines, so you should specify a Vertical Spacing for this field
Address 1	First line of the Address from the Customer Letter or the Customer
Address 2	Second line of the Address from the Customer Letter or the Customer
Address 3	Third line of the Address from the Customer Letter or the Customer
Address 4	Fourth line of the Address from the Customer Letter or the Customer
Address 5	Fifth line of the Address from the Customer Letter or the Customer
These fields print information from the Person record whose Signature is in the Sign field in the Customer Letter.
E-mail Salesman	Email Address
Person	Name
Profession	Job Descr.

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In this chapter:

• Introduction
  

• Standard Fields for inclusion in all Forms
  

• Customer Letters

Go back to:

• Home page for Customer Letters manual
  

• Home page for Standard CRM manual

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