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If you have set up this letter with a charge (i.e. for example, an arrears letter), you are asked if you want to actually charge the members for the letters.
+Charge $2.50 to 3 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.
If 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.
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.
You are asked if you actually want to post the letter charges.
+Proceed to Post Letter Charge+ | Yes | | No | +-----------------------------+ |
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.
The following is an example of a letter.
October 24, 2002 George Allen ID : U-3766-6144 3344 E. 54th St. Local : 1444 Tucson, AZ 85712 Dear Brother George, Welcome to the Tucson Local. We are very pleased that you have become a member of our Local. We have many activities for our members, and hope that you will participate whenever possible. I hope to meet you at the next meeting. Fraternally, Mike Jones President |
+------------Inquiry/Report Procedures-------------+
| |
| Membership Inquiries/Reports |
| ... |
| |
| Other Inquiries/Reports |
| BILLTRANS Billing Transaction Inquiry |
| AFFINQ Affiliate Inquiry |
| AFFROSTER Member Roster with Address |
| SUMAFFINQ Summary Affiliate Inquiry |
| OPTIONS Reports, Letters, Labels |
| MEMLTRLAB Member Letters and Labels |
| DAYBOOK Day Book Report |
| TRSTEEDB Trustee Day Book |
| CHRGPAY Charges & Payments Report |
| FUNDALLOC Dues Fund Allocation Report |
| QTRFUNDALLOC Quarterly Dues Fund Allocation |
| PERMITSINQ Traveler Inquiry |
| PRINTOBLIFORM Reprint Obligation Form |
| EMPBILL Employer Billing for Dues |
| DUESPAID Dues Paid Statement Letters |
| ESTDELEGATE Convention Delegate Estimate R |
| AFFREPLAB Affiliate Report and Labels |
| FINADJUST Financial Adjustments Report |
| 10YRSTATS 10-Year Statistics Report |
| 12MOSTATS 12-Month Active Membership |
| GROWTH Growth Reporting |
| CERTIFICATE Delegate Goodstanding Certific |
| USERAUDIT User Audit Report |
| LM2_REPORT LM2 Report |
+--------------------------------------------------+
|
The MEMLTRLAB - Member Letters and Labels menu option is used by affiliates to create letters and labels for up to thirty (30) selected members.
The selected members can be sorted by name or zip code.
If you are sending letters, you can select from a list of previously created and saved letters. You can create 1-up, 2-up and 3-up labels.
This chapter explains how to enter members and create member letters and labels.
57.1 Member Letters/Labels Input Screen
After MEMLTRLAB is selected from the menu, the member letters and
labels input screen is displayed.
ULTRA United Brotherhood of Carpenters and Joiners of America (date)
Tucson Local UBC01444
Affiliate ID : UBC01444 -- Tucson Local
Member 1: Member 16:
Member 2: Member 17:
Member 3: Member 18:
Member 4: Member 19:
Member 5: Member 20:
Member 6: Member 21:
Member 7: Member 22:
Member 8: Member 23:
Member 9: Member 24:
Member 10: Member 25:
Member 11: Member 26:
Member 12: Member 27:
Member 13: Member 28:
Member 14: Member 29:
Member 15: Member 30:
Sort by :
Letter :
Post to Day Book :
Member ID on Label : Type of Label:
Member name or ID? ____________________________________________________________
Enter 1st member
<ESC>=Exit Member Letters and Labels <F2>=Back <F1>=Help
|
57.2 Prompts and Responses
The following sections describe the prompts displayed when you are
creating letters and labels for members.
As you enter your responses, your selections are displayed in the upper portion of the screen. If you need to go back to a previous prompt and make a change, continuously press <F2> until you are at the prompt you want to change.
You are asked for the affiliate ID. This is the ID of the affiliate that you want to select members from.
Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.
Affiliate ID? ALL______________________________________________________________
Enter a single ID, or a comma separated list of IDs, or "All"
|
You can select one, several or all affiliate IDs.
To select a single affiliate, enter an affiliate number - a number from 1 to 99999, or enter the complete affilite ID - i.e. UBC04017.
To select all affiliates, enter "ALL".
To select several affiliates, enter the affiliate numbers or complete affiliate IDs separated by commas. For example:
25,36,402,2008
or
ubc00025,ubc00036,ubc00402,ubc02008
|
You are asked for the first member name or member ID.
You can enter up to thirty (30) member names/IDs one at a time.
Member name or ID? ____________________________________________________________
Enter 1st member
|
Enter a member name or member ID.
After a name or ID is entered, the member name and ID are displayed in the top portion of the screen.
2-30 Members
You are asked for the second member name or ID. You can enter up to
thirty (30) members. Press <F12> when you have completed entering
members if less than thirty are entered.
After you enter the member names/IDs, you are asked how you want to sort the members.
+-------Sort by-------+ | Member Last Name | | Member Zip Code | +---------------------+ |
Select one of the sort options from the menu.
You are asked if the entries you made are correct.
+Selection Criteria are Correct+ | Yes | | No | +------------------------------+ |
Select "Yes" if your selection criteria is correct, and you want to continue.
Select "No" to return to the previous prompt.
Press <ESC> to abort this procedure.
57.2.1 Output Options
After you select the members you want to work with, you are asked what
you want to do with the member data.
+------Output Option-------+ | Send Letter | | Create Labels | |--------------------------| | finished with outputs | +--------------------------+ |
Select "Send Letter" if you want to send letters to the selected members.
Select "Create Labels" if you want to create labels for the selected members.
Select "finished with outputs" if you are finished working with the selected member data.
+------Output Option-------+ | Send Letter | | Create Labels | |--------------------------| | finished with outputs | +--------------------------+ |
You are asked which letter you want to send.
The list of letters that is 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 | | TEST test letter | | WELCOME LTR Letter to welcome the new members | +-----------------------------------------------------------+ |
Select the letter you want to send to the members you entered.
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.
If you have set up this letter with a charge (i.e. for example, an arrears letter), you are asked if you want to actually charge the members for the letters.
+Charge $5.00 to 2 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.
If you are NOT a local user, you are asked which day book the charges should be recorded in.
+----Record Charges in-----+ | Member Local Day Book | | Council Day Book | +--------------------------+ |
Select "Member 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.
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.
After the letters are created and printed, you are asked if you actually want to post the letter charges.
+Proceed to Post Letter Charge+ | Yes | | No | +-----------------------------+ |
Select "Yes" to actually 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 you created letters for.
The following is an example of a letter.
October 24, 2002 Sandy G. Barns, Jr ID : U-7767-1290 3000 N. Broadway, Building 3-A Local : 1444 Housing Department Suite 544-A Tucson, AZ 85711 Dear Brother Sandy, Welcome to the Tucson Local. We are very pleased that you have become a member of our Local. We have many activities for our members, and hope that you will participate whenever possible. I hope to meet you at the next meeting. Fraternally, Mike Jones President |
+------Output Option-------+ | Send Letter | | Create Labels | |--------------------------| | finished with outputs | +--------------------------+ |
Select the "Create Labels" menu option to create member labels.
You are asked it you want to print the member ID on the labels.
+Print Member ID on Labels+ | Yes | | No | +-------------------------+ |
Select "Yes" to print the member ID on the labels.
Select "No" if you do NOT want to print the member ID on the labels.
You are asked for the type of labels you want to create.
+-------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 create.
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.
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.
The following is an example of output labels.
Sandy Glen Barns Sandy Tom Cook U-7767-1290 U-4688-6519 3000 N. Broadway, Building 3-A 5628 Terrace Place Housing Department Suite 544-A Unit 82 Tucson AZ 85711 Tucson AZ 85710 |
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