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The latest version of the Mailing List System menu from Legler Systems identifies 16 separate mailing list (ML) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each ML user procedure corresponds to a separate computer program.
A sample Mailing List System menu screen is shown below and followed by a definition of each ML user procedure. When only the System-ID (e.g. "ML") is entered on any financial menu, the Mailing List System menu is displayed.
-------------------------------------------------------------------------- | MAILING LIST SYSTEM MENU (2011) 11-02-2011 10:05 | |==========================================================================| | | | No Procedure Name No Procedure Name | | -- -------------------------- -- --------------------------- | | 01 - Enter Name Address Records 08 - Process ML Batch Input | | 02 - Select And Sort Names 09 - Reformat AR AP PR Records | | 03 - Print Label Counts By ZIP 10 - Build Mailing Chains | | 04 - Print Mailing List Report 11 - Purge Old ML Records | | 05 - Print Mailing Labels 12 - Import/export PC ASCII File | | 06 - Inquire By Name 92 - Redefine System Printer | | 07 - Print Computer Letters 94 - Search ML System | | 96 - Inquire Latest ML Changes | | 99 - End ML Menu | | | | Enter ML Procedure Number.......[ ] | | | |==========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | --------------------------------------------------------------------------
Data entry procedure ML01 is used to enter name and address information for a specific List code and name ID. This mailing data is stored in Name Address Records (ML01). Procedure ML01 can dynamically link to procedure DB17 when function key F7 is pressed.
Report procedure ML02 is used to select a group of Name Address Records (ML01) to be sorted for subsequent printing by ML03, ML04, ML05 and ML07. The selected name records are sorted and written to a temporary work file. Computer procedure ML02 must be run before procedures ML03, ML04, ML05 and ML07 can be run.
Report procedure ML03 prints the Label Counts by ZIP Report showing the number of names within each ZIP code in the temporary work file created by procedure ML02. The Label Counts by ZIP Report (ML03) is used to identify the ZIP code range to be used in print mailing labels by procedure ML05.
Report procedure ML04 prints the Mailing List Report to review and verify the entries made in online procedure ML01. Only the selected names created and sorted by procedure ML02 appear in the Mailing List Report (ML04). To manually lookup a Name-ID number, the Mailing List Report should be sorted by name (Alpha-sort) or name initials.
Report procedure ML05 prints the mailing labels for the names in the temporary work file created by ML02. Various size mailing label forms are supported by procedure ML05.
Inquiry procedure ML06 selects names from the online database that match any text entered by the user and displays the results. The name, city, ZIP and name initial fields are tested in the Name Address Record (ML01). The ML94 search procedure differs only in how the results are displayed. This procedure can be run at any time to display name and address information in the ML System.
Report procedure ML07 prints the same letter or memo to each name in the temporary work file created by ML02. The letter or memo is defined as a separate text file that the user previously created. Different form letters can be handled by procedure ML07.
Update procedure ML08 processes a Transfer File of names (Name Addess Records) that were created by another computer system or by procedure ML08. Program edits are performed on each record, similar to online procedure ML01, before the name is added to the online database. A Control Report (ML08) is printed identifying any errors and the record counts for audit control.
Update procedure ML09 reformats Customer Master Records (AR System), Employee Master Records (PR System), Customer Order Records (Ship-To names and Bill-To names in the OE System), or Vendor Master Records (AP System) into Name Address Records (ML01) and adds them to the online database. A Control Report (ML09) is printed to document the record counts for audit control.
Update procedure ML10 is used to setup a tree relationship between different Name Address Records for network marketing lists. Computer procedure ML10 is optional.
Update procedure ML11 purges old Name Address Records (ML01) from the online database and is infrequently run by supervisory personnel. A control report (ML11) is printed to document the number of records deleted from the ML System.
Update procedure ML12 imports address data from a comma separated file and reformats the data to the Name Address Record format in the Transfer File. Also, this procedure can export selected name data to a comma separated file for use by other computer software. A Control Report (ML12) is printed for audit control. Imported names must be processed by procedure ML08 to update the online database.
Redefine system printer procedure ML92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure ML92 is the same for all accounting modules. Computer procedure ML92 can be done at any time.
Search procedure ML94 is used to search the ML System for any dollar amount, code value or text in the last x months and display a window of the search results. The computer program associated with procedure ML94 is the same for all accounting modules. This ML user procedure can be started at any time to lookup name and address information.
Inquiry procedure ML96 displays a list of the latest Name Address Records (ML01) in descending chronological sequence by date and time. The computer program associated with procedure ML96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes in the ML System.
Exit procedure ML99 ends the Mailing List System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as AR01, rather than ML99.
These mailing list accounting procedures can be started at any time from any financial menu by entering the System-ID of "ML" plus a 2-digit procedure number.
For additional information on the ML software, please e-mail Bill Legler in the SF Bay Area, California or go to the Mailing List System main page.