United Brotherhood of Carpenters
and Joiners of America
Affiliate User's Guide
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36.3 Creating Letters and Labels

The following sections describe the prompts and responses entered when creating letters and labels for the selected members.

36.3.1 Creating Letters

Select the "Send Letter" option to create arrears or suspension letters. 



   +------Output Option-------+ 
   |  Report                  | 
   |  Create Labels           | 
   |  Send Letter             | 
   |--------------------------| 
   |  finished with outputs   | 
   +--------------------------+ 
                                18 members selected

Sort By

After you select the "Send Letter" option, you are asked how you want to sort the member data for the letters. 



   +------Sort Letters by------+ 
   |  Member Last Name         | 
   |  Member Zip/Postal Code   | 
   +---------------------------+

Select one of the sort options from the menu.

Letter Selection

You are asked which letter you want to send to the selected members.

The list of letters that are displayed, are the letters you previously created and saved. You can refer to Chapter 131, AFFLETTERMN - Affiliate Letter Maintenance, for information on creating letters. 



   +----------------------Select a Letter----------------------+ 
   |  APP_INIT_LATE   Applicant late init fees letter          | 
   |  ARREARS TEST    test arrears letter                      | 
   |  ARREARS_1198    Arrears letter created 11-17-98          | 
   |  BAD CHECK LTR   Letter for members who give NSF checks   | 
   |  DUES_STATEMENT  Dues statement letter                    | 
   |  DUES_STMT_CHG   Dues statement letter with a charge      | 
   |  NEW_WELCOME     New welcome letter                       | 
   |  WELCOME LTR     Letter to welcome the new members        | 
   +-----------------------------------------------------------+

Select the appropriate letter from the menu.

Letter Option

You are asked what you want to do next. 



   +--------Letter Option---------+ 
   |  accept selected letter      | 
   |  select a different letter   | 
   |------------------------------| 
   |  Display Letter              | 
   |  Sample Letter               | 
   +------------------------------+

The options are:
  accept selected letter continue on and create the letters
  select a different letter go back and select a different letter from the list
  Display Letter display the letter format
  Sample Letter display the letter format with sample data

Select one of the letter options.

Letter Charge

If you have set up this letter with a charge (i.e. for example, an arrears letter), you are asked if you want to charge the members for the letters. 



   +Charge~$2.50~to~18~Members+ 
   |  Yes                     | 
   |  No                      | 
   +--------------------------+

Select "Yes" if you DO want to charge the members for the letter.

Select "No" if you do NOT want to charge the members.

If "Yes", each member will be charged the displayed amount for the letter that will be sent to them.

Note: Letter charges will only be posted if you answer "Yes" to the "Proceed to Post Letter Charge" prompt which is asked AFTER the letters are created and printed. This allows you to re-run the letters if necessary.

Which Day Book

If you are charging for the letters, and you are NOT a local user, you are asked which day book the charges should be recorded in. 



   +-----Record Charges in------+ 
   |  Member's Local Day Book   | 
   |  Council Day Book          | 
   +----------------------------+

Select "Member's Local Day Book" to record the charges in the day book of the local the member belongs to.

Select "Council Day Book" to record the charges in the council's day book.

Proceed

You are asked if you want to proceed with creating the letters. 



   +Proceed to Print Letters+ 
   |  Yes                   | 
   |  No                    | 
   +------------------------+

Select "Yes" to generate the letters.

Select "No" to return to the previous prompt.

Press <ESC> to abort this letter procedure.

If "Yes", the letters are created.

Actually Post Letter Charges

After you have created and printed the letters, you are asked if you actually want to post the letter charges. 



   +Proceed to Post Letter Charge+ 
   |  Yes                        | 
   |  No                         | 
   +-----------------------------+ 
                                18 members selected

Select "Yes" to post the letter charges.

Select "No" if you need to re-run the letters, and do NOT want to post the letter charges at this time.

If "Yes", the letter charges will be posted to the members who were selected to receive letters.

36.3.2 Creating Labels

Select the "Create Labels" option to create labels for the selected members. 



   +------Output Option-------+ 
   |  Report                  | 
   |  Create Labels           | 
   |  Send Letter             | 
   |--------------------------| 
   |  finished with outputs   | 
   +--------------------------+ 
                                18 members selected

Label Sort

After you select the "Create Labels" option, you are asked how you want to sort the member data for the labels. 



   +------Sort Labels by-------+ 
   |  Member Last Name         | 
   |  Member Zip/Postal Code   | 
   +---------------------------+

Select one of the sort options from the menu.

Member ID

You are asked it you want to print the member ID on the labels. 



   +Print Member ID on Labels+ 
   |  Yes                    | 
   |  No                     | 
   +-------------------------+

Select "Yes" to include the member ID on the labels.

Select "No" if you do NOT want to print the member ID on the labels.

Type of Labels

You are asked for the type of labels. 



   +-------Type of Labels-------+ 
   |  1 Up                      | 
   |  1 Up (Avery 4013 label)   | 
   |  2 Up (Avery 5262 label)   | 
   |  3 Up (Avery 5160 label)   | 
   +----------------------------+

Select the label type you want to print.

Note: Do NOT select the "Special" menu option unless the UBC Help Desk instructs you to do so. This option is for use with some printers that will not work with the normal label processing.

Proceed

You are asked if you want to proceed with creating the labels. 



   +Proceed with Labels+ 
   |  Yes              | 
   |  No               | 
   +-------------------+

Select "Yes" to create the labels.

Select "No" to return to the previous prompt.

Press <ESC> to abort this label procedure.

If "Yes", the labels are created.

Chapter 37
ACTIVITY - Membership Changes Activity

 



            +------------Inquiry/Report Procedures-------------+ 
            |                                                  | 
            |           Membership Inquiries/Reports           | 
            |  MEMINQ         Member Inquiry                   | 
            |  CONTACT        Member Inquiry by Contact Info   | 
            |  FINHIST        Member Financial History         | 
            |  MEMAFFINQ      Member Inquiry by Affiliate      | 
            |  DUESCODE       Members by Dues Code Report      | 
            |  ARRLTR         Arrears/Susp-Report/Letter/Lab   | 
            |  ACTIVITY       Membership Changes Activity      | 
            |  MEMBAL         Membership Balance Report        | 
            |  CLASSSUM       Membership Summary by Class      | 
            |  CRAFTSUM       Membership Summary by Craft      | 
            |  GENDERSUM      Membership Summary by Gender     | 
            |  MEMEMP         Members by Employer Report       | 
            |  ELIGRPT        Officer/Voter Election Eligibi   | 
            |  OFFELIG        Current Officer Eligibility      | 
            |  AVGAGE         Membership Average Age Report    | 
            |  MEMCOUNTY      Members by City/County Report    | 
            |  ARRSALERT      Membership Alert Inquiry         | 
            |  RETIRE         Retirement Eligibility Report    | 
            |  IDCARD         Print Member ID Card             | 
            |  IDROSTER       Member ID Roster                 | 
            |  PHOTO_REPORT   Member Photo Report              | 
            +--------------------------------------------------+

The ACTIVITY menu option is used to create reports of overall membership activity, and membership class and status changes that occurred during a specified time period.

You specify which class or status changes you want to report on, and provide the start and end dates of the report period.

You can also select how you want the report data sorted.

This chapter explains how to create member activity reports.

37.1 Activity Reporting Input Screen

After ACTIVITY is selected from the menu, the activity reporting input screen is displayed. 



 ULTRA     United Brotherhood of Carpenters and Joiners of America       (date) 
                         Arizona State District Council                UBC04003 
 
Affiliate ID: 
 
Selection   : 
 
Report Type : 
 
From Option : 
To Option   : 
 
Start Date  : 
End Date    : 
 
Sort Order  : 
 
 
 
 
 
 
Affiliate ID? ________ 
 
 
<ESC>=Exit                     Activity Reporting            <F2>=Back <F1>=Help

37.2 Prompts and Responses

The following sections describe the prompts displayed when you run a membership activity report.

Affiliate ID

Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped. 



 Affiliate ID? ________

If a default affiliate ID is provided and it is correct, you can press [Enter] to accept the default. Otherwise, enter the appropriate affiliate ID.

You can enter the affiliate number which is a number from 1 to 99999, or enter the entire affiliate ID.

After the affiliate ID is entered, the affiliate name is displayed.

Report Selection

You are asked for the type of membership activity report that you want to create. 



   +------Selection Parameter-------+ 
   |  Overall Membership Activity   | 
   |  CLASS Change Activity         | 
   |  STATUS Change Activity        | 
   +--------------------------------+

Select "Overall Membership Activity" to create a report of overall membership activity. If you select this option, you will be asked for the report type --- summary or detail.

Select "CLASS Change Activity" to create a report of member class activity.

Select "STATUS Change Activity" to create a report of member status activity.

Report Type

If you selected "Overall Membership Activity", you are asked if you want to create a summary or detail report. 



   +---Report Type?----+ 
   |  Summary Report   | 
   |  Detail Report    | 
   +-------------------+

Select "Summary Report" to get a summary count of membership change activity.

Select "Detail Report" to get a detail report of membership change activity.

CLASS Change Activity

If you elect to create a report of class change activity, you are asked for the class codes "changed from" and "changed to" that you want to report on.

First, you are asked for the class codes that were changed "from". 



   +---------Select CHANGE FROM Class Code---------+ 
   |  all                                          | 
   |-----------------------------------------------| 
   |  AGENCY      Agency Shop                      | 
   |  APPLICANT   Membership Applicant             | 
   |  APPRENTAPP  Apprentice Applicant             | 
   |  APPRENTIC1  Apprentice level 1               | 
   |   . . .                                       | 
   |  APPRENTIC8  Apprentice level 8               | 
   |  APPRENTICE  Apprentice                       | 
   |  BECK        Beck Objector                    | 
   |  CONTRACTOR  Contractor Member                | 
   |  DISABLED    Disabled Member                  | 
   |  EARLYRET    Early Retired                    | 
   |  HONORARY    50 Yr Honorary Member            | 
   |  INSERVICE   Called Military Service          | 
   |  LIFE        Life Member                      | 
   |  MEMBER      Member - Regular                 | 
   |  PREAPPREN   Pre-apprentice                   | 
   |  RETIRED     Retired Member                   | 
   |  WALKAPP     Walkin Apprentice - non member   | 
   |  WALKIN      Walkin Journeyman - non member   | 
   +-----------------------------------------------+

You can select "all" to include all class codes that were changed, or select one or more specific codes to report on.

Select the class code items to be included on the report.

After you select the "changed from" class codes, you are asked for the "changed to" class codes that you want to report on. 



   +----------Select CHANGE TO Class Code----------+ 
   |  all                                          | 
   |-----------------------------------------------| 
   |  AGENCY      Agency Shop                      | 
   |  APPLICANT   Membership Applicant             | 
   |  APPRENTAPP  Apprentice Applicant             | 
   |  APPRENTIC1  Apprentice level 1               | 
   |   . . .                                       | 
   |  APPRENTIC8  Apprentice level 8               | 
   |  APPRENTICE  Apprentice                       | 
   |  BECK        Beck Objector                    | 
   |  CONTRACTOR  Contractor Member                | 
   |  DISABLED    Disabled Member                  | 
   |  EARLYRET    Early Retired                    | 
   |  HONORARY    50 Yr Honorary Member            | 
   |  INSERVICE   Called Military Service          | 
   |  LIFE        Life Member                      | 
   |  MEMBER      Member - Regular                 | 
   |  PREAPPREN   Pre-apprentice                   | 
   |  RETIRED     Retired Member                   | 
   |  WALKAPP     Walkin Apprentice - non member   | 
   |  WALKIN      Walkin Journeyman - non member   | 
   +-----------------------------------------------+

You can select "all" to include all "changed to" class codes, or select one or more specific codes to report on.

Select the class code items to be included on the report.

STATUS Change Activity

If you elect to create a report of status change activity, you are asked for the status codes "changed from" and "changed to" that you want to report on.

First, you are asked for the status codes that were changed "from". 



   +--------Select CHANGE FROM Status Code---------+ 
   |  all                                          | 
   |-----------------------------------------------| 
   |  ARREARS     In Arrears on Dues               | 
   |  CONWITH     Conditional Withdrawal           | 
   |  DECEASED    Deceased                         | 
   |  DISBANDED   member from disbanded affiliat   | 
   |  DROPPED     Dropped - non suspension         | 
   |  GOODSTANDG  Good Standing                    | 
   |  RESIGNED    Resigned Membership              | 
   |  SRESTRICT   Suspend/Restricted               | 
   |  SUSPENDED   Suspended                        | 
   |  TRANSFER    Transfer Out Taken               | 
   |  WITHDRAWN   Honorary Withdrawal              | 
   +-----------------------------------------------+

You can select "all" to include all status codes that were changed, or select one or more specific codes to report on.

Select the status code items to be included on the report.

After you select the "changed from" status codes, you are asked for the "changed to" status codes that you want to report on. 



   +---------Select CHANGE TO Status Code----------+ 
   |  all                                          | 
   |-----------------------------------------------| 
   |  ARREARS     In Arrears on Dues               | 
   |  CONWITH     Conditional Withdrawal           | 
   |  DECEASED    Deceased                         | 
   |  DISBANDED   member from disbanded affiliat   | 
   |  DROPPED     Dropped - non suspension         | 
   |  GOODSTANDG  Good Standing                    | 
   |  RESIGNED    Resigned Membership              | 
   |  SRESTRICT   Suspend/Restricted               | 
   |  SUSPENDED   Suspended                        | 
   |  TRANSFER    Transfer Out Taken               | 
   |  WITHDRAWN   Honorary Withdrawal              | 
   +-----------------------------------------------+

You can select "all" to include all "changed to" status codes, or select one or more specific codes to report on.

Select the status code items to be included on the report.

Start Date

You specify the time period you want to report on. For example, you might want to see activity for the period 01/01/1998 through 01/31/1998.

First, you are asked for the start date of the time period you want to report on. 



 Start date (MMDDYYYY)? FIRST___ 
 
              Enter FIRST to start at the beginning of the records

Enter "FIRST" to start with the oldest change.

Enter a start date in the format of MMDDYYYY. This includes changes dated the same date you enter, or having a date after the entered date.

End Date

After you enter the begin date, you are asked for the time period end date. 



 End date (MMDDYYYY)? LAST____ 
 
                  Enter LAST to read to the end of the records

Enter "LAST" to end with the most current changes.

Enter an end date in the format of MMDDYYYY. This includes changes starting with the begin date through the end date you enter.

Sort Order

You are asked how you want the report data sorted. 



   +---Sort Order---+                   +---Sort Order---+ 
   |  Member Name   |                   |  Member Name   | 
   |  Member ID     |                   |  Member ID     | 
   |  Old Class     |                   |  Old Status    | 
   |  New Class     |                   |  New Status    | 
   +----------------+                   +----------------+

Select "Member Name" to sort the data by member last name.

Select "Member ID" to sort by member ID - SSN/SIN.

Select "Old Class" or "Old Status" to sort by the old class/status code, the "changed from" code.

Select "New Class" or "New Status" to sort by the new class/status code, the "changed to" code.

Select one of the sort options from the menu.

Proceed

You are asked if you want to proceed with creating the member changes report. 



   +Proceed-+ 
   |  Yes   | 
   |  No    | 
   +--------+

Select "Yes" to generate the report.

Select "No" to return to the previous prompt.

Press <ESC> to abort this report procedure.

If "Yes", the member activity report is generated.

37.3 Sample Reports

The following is an example of a summary overall membership activity report: 


26-Oct-2002 United Brotherhood of Carpenters and Joiners of America      Page 1 
                            UBC01444 -- Tucson Local 
                  Overall Membership Activity - Summary Report 
                        from 01/01/2002 thru 03/31/2002 
 
 
                                 Number 
Misc Change to Active Status  -   2 
Reinitiations                 -   4 
Reinstatements                -   7 
Transfer In                   -   5 
Transfer Out                  -   4 
Went Inactive Status          -   36

The following is an example of a member class activity report: 


26-Oct-2002 United Brotherhood of Carpenters and Joiners of America      Page 1 
                            UBC01444 -- Tucson Local 
               Activity Reporting - Member Classification Changes 
                        from 04/01/2002 thru 04/30/2002 
                             Sorted by Member Name 
 
Member Name                     Member ID    Trans Date  From        To 
------------------------------  -----------  ----------  ----------  ---------- 
Bottle, James X                 U-7431-3780  04/30/2002  APPLICANT   MEMBER 
Carter, Jimmy                   U-4627-4512  04/01/2002  APPRENTIC2  APPRENTIC5 
 
                              Number of Members: 2

The following is an example of a member status activity report: 


26-Oct-2002 United Brotherhood of Carpenters and Joiners of America      Page 1 
                            UBC01444 -- Tucson Local 
                   Activity Reporting - Member Status Changes 
                        from 04/01/2002 thru 04/30/2002 
                             Sorted by Member Name 
 
Member Name                     Member ID    Trans Date  From        To 
------------------------------  -----------  ----------  ----------  ---------- 
 
** Misc Change to Active Status ** 
 
Adams Jr., James J.             U-3689-7936  04/30/2002  GOODSTANDG  ARREARS 
Allenson, Bruce                 U-6770-6739  04/30/2002  ARREARS     GOODSTANDG 
Arnoldson, Ruth A               U-8771-2850  04/30/2002  ARREARS     GOODSTANDG 
Banks, Fred                     U-3689-2147  04/30/2002  ARREARS     GOODSTANDG 
Kool, Jake R.                   U-6201-6207  04/30/2002  ARREARS     GOODSTANDG 
Mathson, Denny                  U-3770-3363  04/30/2002  ARREARS     GOODSTANDG 
Pickins, Slim                   U-1767-0164  04/30/2002  GOODSTANDG  ARREARS 
Storm, Stuart                   U-7000-2573  04/30/2002  ARREARS     GOODSTANDG 
Wales, Casey                    U-3771-4941  04/30/2002  ARREARS     GOODSTANDG 
Woodbridge, Benson              U-5202-3284  04/30/2002  GOODSTANDG  ARREARS 
 
                             Number of Members: 10 
 
** Reinitiations ** 
 
Bacon, Jerry Archer             U-2744-0843  04/12/2002  SUSPENDED   GOODSTANDG 
Chair, Adam                     U-6688-9735  04/10/2002  DROPPED     GOODSTANDG 
 
                              Number of Members: 2 
 
** Went Inactive Status ** 
 
Abel, Tom                       U-7201-6368  04/12/2002  ARREARS     DROPPED 
Aden, Kenneth                   U-8348-0996  04/10/2002  ARREARS     DROPPED 
Award, Angelo                   U-6000-8202  04/30/2002  SUSPENDED   DELETED 
Baxter Jr., Scott James         U-7000-8362  04/30/2002  SUSPENDED   DELETED 
Beck Jr., Tony A.               U-7000-8523  04/30/2002  SUSPENDED   DELETED 
Chair, Adam                     U-6688-9735  04/08/2002  GOODSTANDG  DROPPED 
Eggs, John                      U-2689-0378  04/12/2002  GOODSTANDG  DROPPED 
 
                              Number of Members: 7 
 
                                 Total Members: 19

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