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Mailing List System

The Mailing List System (MLS) by Legler Systems Company is based on the client-server model and supports many special features for handling the mailing list function in small businesses and midsize companies. This customizable MLS software can be run as a stand-alone business application or integrated with other accounting modules, such as Accounts Payable System, Accounts Receivable System and Payroll System. The Legler Mailing List software utilizes a character-based user interface with mouse support on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The 2017 MLS software version is now available with recent changes described in the Accounting Software Revision History document. The latest updates include four different real-time transaction dashboards under the ML menu, plus the Report History Dashboard showing the prior runs of a report or inquiry procedure. This general-purpose Mailing List System can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating environments, this legacy mailing list software has evolved over the last 25 years to an efficient and productive business application for today under Windows 10. Custom versions of the online MLS software support in-house control of confidential mailing list transaction records and have been in day-to-day operation in small businesses in Northern California for many years.

Mailing List Menu:

The online mailing list (ML) end-user procedures are identified on the Mailing List menu shown below. Before any online ML procedure is run, the user must first sign-on by entering a valid User-ID and password. To display the Mailing List menu, enter "ML" on the main Financial Menu. To start a specific ML procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the Mailing List Menu. The active keyboard function keys are identified at the bottom of all screens, including the ML menu.

|      MAILING LIST SYSTEM MENU  (2017)                   01-09-2014 12:27 |
|                                                                          |
| No     Procedure Name                  No     Procedure Name             |
| --   --------------------------        --   ---------------------------  |
| 01 - Enter Name Address Record         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 Text 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.......[    ]                                 |
|                                                                          |
|                                                                          |
|                  Dashboard 1 - Number of Names Changed in ML01           |
|             ----------------------------------------------------         |
|              10 |                                               |        |
|               9 |                                               |        |
|               8 |-----------------------------------------------|        |
|               7 |                                               |        |
|               6 |-----------------------------------------------|        |
|               5 |                         XX                    |        |
|               4 |-------------------------XX--------------------|        |
|               3 |                   XX    XX                    |        |
|               2 |-------------------XX----XX----XX--------------|        |
|               1 |                   XX XX XX    XX              |        |
|             ----|---|-------------------------------------------|        |
|              MO | 01 01 01 01 01 01 01 01 01 01 12 12 12 12 12  |        |
|              DA | 10 09 08 07 06 05 04 03 02 01 31 30 29 28 27  |        |
|              YR | 14 14 14 14 14 14 14 14 14 14 13 13 13 13 13  |        |
|                                                                          |
|                   Total transactions = 11 (7 per day)                    |
|                                                                          |
|F1=Help  F2=Enter F9=Print F10=Exit                   Dashboard=F4/F5/F6  |
|                                                                          |

MLS Software Procedures:

Data entry procedure ML01 displays the data fields that comprise each contact name record and performs the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. A Name Address Record (name and address information) must be entered into the ML System before any mailing labels or computer letters are printed. Procedure ML12 is used to reformat personal computer text files (csv format) into the Name Address Record for subsequent input to procedure ML08. The Mailing List Data Dictionary (printed by procedure DB11) defines each data field in data entry screen ML01. Also, the online Help File contains a description of all ML data fields and ML error messages that are displayed in a separate Help Window whenever keyboard function key F1 is pressed.

For all ML inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific name records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

Vendor, customer, and employee name and address information is extracted from the Accounts Payable System, Accounts Receivable System and Payroll System and reformatted into Name Address Records and added to the ML System by procedure ML09.

Inquiry procedure ML06 displays a group of selected names on the screen.

Online reporting procedures ML03 and ML04 print management reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Procedure ML05 is used to print mailing labels of various sizes. Computer letters printed by procedure ML07 are printed on letter-size paper. Before any of these management reports are printed, procedure ML02 must be executed to select and sort the Name Address Records by ZIP code. Each online reporting procedure displays a selection screen for the user to enter report selection parameters, such as dates, codes, report format option and report sort option. Procedures ML02, ML08, ML09, ML10, ML11 and ML12 print a one-page MLS Control Report showing the number of contact name records processed for audit documentation. Management reports can be displayed in the current window or in a separate report window prior to printing a hardcopy.

Auxiliary data input to the Mailing List System processes multiple name address transactions at one time to edit and load them into the online database using procedure ML08. These auxiliary name transactions were first entered into another computerized application or imported using procedure DB18 before being written to the Transfer File for input to the ML Batch Input procedure ML08.

The online ML end-user procedures identified on the Mailing List Menu are described in more detail in the ML Menu Procedures document, including a description of the mailing list transaction dashboards and Report History Dashboard. By clicking on a selected highlighted link in the above Mailing List Menu, the associated screen is displayed.

Mailing List Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, some key Functional Features and Objectives of this mailing list software are highlighted below:

1. Existing mailing lists are easily imported and exported using procedure ML12 for easy contact address management.

2. The ML System software handles multiple mailing lists with each list defined by a unique List code, which is user defined by Code Definition Records (DB01) for maximum flexibility. List codes of "BT" and "ST" are reserved for use by the Order Entry System (OE19).

3. Automatic assignment of Name-ID numbers to a name for subsequent reference in updating a specific contact name record, such as an address change. Name initials can be used to retrieve a Name Address Record by ML01.

4. The USPS ZIP code is either a 5-digit or 9-digit number. The Canadian ZIP code is supported.

5. Flexible online reporting capability allows the user to request and print 30 different Mailing List Reports, including mailing labels (procedure ML05), by specifying report selection parameters and a report sort option.

6. For real-time Bar Chart Dashboard (No. 1), a daily (or monthly) bar chart of the number of name-address transactions is shown under the mailing list menu. Up to 4 different real-time transaction dashboards for the mailing list system are displayed. A Report History Dashboard is displayed under the parameter prompts for a ML report and inquiry procedure showing the last 12 months.

7. Online processing involves instantly viewing and changing contact name data in the online Master File (database) based on a Transaction Code (Trans-Code) for added accuracy. One name address transaction is processed at a time.

8. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so large reports are printed offline.

9. In the ML System, special notes (comments, instructions, etc.) are entered and displayed from data entry screen ML01 by dynamic linking to procedure DB17 (General Notes Record) using keyboard function key F7 or the mouse when the word "NOTES" appears.

10. Enable contact number lookup by name when the "#" character is entered for the Name-ID and then enter the contact's name, company name or phone number when prompted. When only one matching contact is found, the associated Name-ID number automatically replaces the "#" character, so the user does not have to enter the Name-ID number. This special contact number lookup option is done at any time where the Name-ID prompt appears.

11. Set the name initials field to only uppercase letters to support the standard contact number lookup by name initials feature in a client-server (ASCII coding) or IBM mainframe (EBCDIC coding) environment.

12. Auxiliary data input involves processing multiple name address transactions at one time using procedure ML08 to edit and add them to the online Master File.

13. Source cobol programs have been modified to reference a new copy member (SLP310) for IBM AIX system call to execute the Unix chmod command when an output file is opened and the OPR-SYS-PARM is set to "AIX".

14. A complete backup of the mailing list application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive. The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of any unforeseen disaster.

Mailing List System Interface Capabilities:

The online MLS software references four master records in the Database Control System (required) to: (1) control basic system functions (Company Control Record), (2) verify User-ID and Password and define the computer procedures the user can access plus other user options, such as the screen color code (background color and foreground color), display real-time dashboards, show dollar sign ($) in all dollar amount fields and Help Window screen colors (User Control Record) (3) identify special notes or comments about a mailing name by displaying the word "NOTES" on the data entry screen (General Notes Record) and (4) validate the List Code and State Code (Code Definition Records).

The ML System references master records in the Accounts Payable System, Accounts Receivable System and Payroll System to print mailing labels, memos or computer letters to vendors, customers and employees. These three accounting systems are optional.

The ML System references Name Address Records in the Order Entry System (optional) to print mailing labels, memos and computer letters to Bill-To and Ship-To customer names.

The MLS software supports dynamic linking to data entry procedure from an inquiry procedure (such as ML06 to ML01) with a single keystroke (function key F7. Dynamic linking to existing General Notes Record (DB17) containing special notes on a Name-ID is done with one or two keystrokes (F7) or double-click of the left mouse button when the word "NOTES" appears on the data entry screen.

Procedure DB18 in the Database Control System is used to export contact name data to a csv file and to import a csv file of contact names to the online Master File format for subsequent editing and loading by procedure ML08.

MLS Software and Hardware Requirements:

The Mailing List System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from MS Windows 3.1 to Windows XP and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for MS Windows 10. Personal computers can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the desktop or laptop client computer or the file server. Additionally, the MLS software can be run on a single stand-alone personal computer or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness and allows real-time dashboards to be displayed under the ML menu. The latest release of the online mailing list software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. Additional screen color codes are available with the 32-bit code.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the ML executable programs. The MS Windows mailing list programs are the same as the DOS mailing list programs (16-bit code) for compatibility. For contact name data archiving historical reporting, the same ML executable programs can be run offline from a removable device, such as a CD-ROM disc or USB flash drive; thereby eliminating the need to restore old contact name data and programs to a separate hard disk drive in order to view or print mailing list reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment and is included with the Mailing List software. The MLS source programs are written in structured ANSI COBOL, the most widely used business programming language, for easy maintenance in a client-server (ASCII) or IBM mainframe (EBCDIC) environment. A Micro Focus cobol compiler is used to generate the MLS executable programs for personal computers. Each ML end-user procedure identified on the Mailing List Menu corresponds to a separate cobol application program.

More Information on the Mailing List Software:

The ML System software cost is identified in the Software Price Sheet and includes: (1) MLS executable programs for Windows XP or Windows 10, (2) MLS Procedure Manual and (3) online Help File. The technical MLS Systems Manual and cobol source programs can be purchased separately.

To request sample management reports and screen formats, General Information Manual or a free working demo for Windows 10 on a CD-ROM disc of this ML System, e-mail Bill Legler in the San Francisco Bay Area, California.

Legler Systems Company, developer of the online Mailing List software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site MLS software support in Alameda County (major cities are Oakland and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California (CA). E-mail support is always available regarding any MLS software questions or problems.

Version 11.7 (2017). All rights reserved by Legler Systems Company.