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+------------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 DUESPAID - Dues Paid Statement Letters menu option is used by the affiliates to provide information to members regarding the amount of dues that has been paid during a specific time period.
The dues paid information is sent out in letter form. The letter is created using the AFFLETTERMN - Affiliate Letter Maintenance menu option. (Refer to Chapter 131, AFFLETTERMN - Affiliate Letter Maintenance.)
The DUESPAID menu option allows you to create dues paid statement letters, labels and formatted receipts.
You can, optionally, charge members for the letters. If you wish to charge for the letters, you need to set up a finance code for the letter charge.
This chapter explains how to create member dues paid statement letters.
Select the DUESPAID menu option to create the dues paid statement letters.
66.1 Print Dues Paid Letter Input Screen
After DUESPAID is selected from the menu, the print dues paid letter
input screen is displayed.
ULTRA United Brotherhood of Carpenters and Joiners of America (date)
Tucson Local UBC01444
Affiliate ID : UBC01444 -- Tucson Local
Member Selection :
Employer :
Dues Paid Start Date:
Dues Paid End Date :
Assesment Dues :
Employer Remit Dues :
Include 0.00 Paid :
Include Bad Address :
Sort by :
Letter :
Post to Day Book :
Member ID on Label :
Type of Label :
+----Member Selection Method-----+
| Select an Individual Member |
| Select a Range of Members |
+--------------------------------+
<ESC>=Exit Print Dues Paid Letter <F2>=Back <F1>=Help
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66.1.1 Prompts and Responses
The following sections describe the prompts displayed when you create
and print member dues paid statement letters.
Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.
You are asked for the affiliate ID.
Affiliate ID? ALL______________________________________________________________
Enter a single ID, or a comma separated list of IDs, or "All"
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You can create letters for members of one, several or all affiliate IDs in the council.
To report on a single affiliate, enter an affiliate number - a number from 1 to 99999, or enter the complete affilite ID - i.e. UBC04017.
To report on all affiliates, enter "ALL".
To report on 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 how you want to select members.
+----Member Selection Method-----+ | Select an Individual Member | | Select a Range of Members | +--------------------------------+ |
Select "Individual Member" if you want to send a letter to a single member. You will be asked for the member name or ID.
Select "Range of Members" if you want to send letters to more than one member. You will be asked for the member range.
If you selected "Individual Member" as the selection method, you are asked for the member name or member ID.
Member name or ID? ____________________________________________________________ |
Enter the member's name or ID.
If you selected "Range of Members" as the selection method, you are asked for the member range. To include all members, enter "A" as the starting name and "Z" as the ending name.
First, you are asked for the letter(s) of the last name(s) that you want to start the name range with.
Start with last names that begin with the letter(s)? A______________ |
Press [Enter] to accept the default of "A" which will include all members whose last names start with "A".
Enter the letter(s) of the last name that you want to start with.
Next, you are asked for the letter(s) of the last name(s) that you want to end the name range with.
End with last names that begin with the letter(s)? Z______________ |
Press [Enter] to accept the default of "Z" which will end the name range with members whose last names start with "Z".
Enter the letter(s) of the last name that you want to end with.
You are asked for the employer ID or short name.
Employer? __________________________________________________
Enter "ALL" if you want to select all employers
|
Enter "ALL" to include all members regardless of employer.
Enter one or more characters of the employer ID.
If more than one employer ID begins with the entered characters, a menu of employers is displayed. You can then select an employer from the list.
You specify the date range of the dues payments that you want to create letters for. For example, you might want to include dues payments that were made during the period of 06/01/1998 through 09/30/1998.
First, you are asked for the beginning date of the "dues paid" time period that you want to include.
Beginning of "Dues Paid" date range (MMDDYYYY)? ________ |
Enter a begin date in the format of MMDDYYYY. Dues payments dated the same date you enter, or having a date after the entered date will be included.
After you enter the begin date, you are asked for the time period end date.
End of "Dues Paid" date range (MMDDYYYY)? ________ |
Enter an end date in the format of MMDDYYYY. Dues payments that start with the begin date through the end date you enter, will be included.
You are asked if you want to include the amount of assessment/checkoff dues paid in the specified date range, on the statement letters.
+Include assessment dues+ | Yes | | No | +-----------------------+ |
Select "Yes" if you DO want to show the amount of assessment/checkoff dues paid.
Select "No" if you do NOT want to show assessment/checkoff dues.
You are asked if you want to include the amount of employer remitted monthly dues paid in the specified date range, on the statement letters.
+Include employer remit monthly dues+ | Yes | | No | +-----------------------------------+ |
Select "Yes" if you DO want to show the amount of employer remitted monthly dues paid.
Select "No" if you do NOT want to show employer remitted monthly dues.
You are asked if you want to include members who have not paid dues during the specified date range.
+Include members with 0.00 dues paid in date range+ | Yes | | No | +-------------------------------------------------+ |
Select "Yes" to include members with 0.00 dues paid.
Select "No" to skip members with 0.00 dues paid.
You are asked if you want to include members who have bad addresses.
+Include members with bad addresses+ | Yes | | No | +----------------------------------+ |
Select "Yes" to include all members regardless of good/bad addresses.
Select "No" to skip members who have bad addresses.
If you selected "ALL" members, you are asked how you want the dues payment statement letters and/or labels sorted.
+-------Sort by-------+ | Member Last Name | | Member ID | | Member Zip Code | +---------------------+ |
Select one of the sort options from the menu.
You are asked if the data selections 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, and make changes.
Press <ESC> to abort this procedure.
If "Yes", the member records are processed, and you can create letters and/or labels.
66.2 Output Options
After you select the members and payments you want to work with, you
are asked what output option you want to do.
+------Output Option-------+ | Create Labels | | Send Letter | | Send Receipt Format | |--------------------------| | finished with outputs | +--------------------------+ |
Select "Create Labels" if you want to create labels for the selected members.
Select "Send Letter" if you want to create the dues payment statement letters.
Select "Send Receipt Format" if you want to create formatted receipts for the selected members.
Select "finished with outputs" if you are finished creating letters, labels and/or receipts.
Select one of the menu options.
66.2.1 Send Letter Option
Select the "Send Letter" menu option to create dues paid statement
letters.
+------Output Option-------+ | Create Labels | | Send Letter | | Send Receipt Format | |--------------------------| | finished with outputs | +--------------------------+ |
You are asked which letter you want to create and send.
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----------------------+ | APPLICANT_LATE Applicant late pay 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 selected.
You are asked what you want to do with the selected letter.
+--------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, you are asked if you want to actually charge the members for the letters.
+Charge $0.50 to 179 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.
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.
Tucson Local
123 N. Wilmot
Tucson, AZ 85712
(520) 555-6567
June 30, 2002
Harris W. Straw ID : 404-44-4455
22093 Sierra Road Local : 1444
Tucson, AZ 85723
Dear Brother Straw:
The following is information on the amount of dues that you have paid
for the specified period.
Fraternally,
Tom Jones
Treasurer
Dues Paid From: 01/01/2002 To: 06/30/2002
Assessment Dues Paid : $96.29
Membership Dues Paid : $314.00
Total Dues Paid : $410.29
|
Select the "Create Labels" menu option to create labels.
+------Output Option-------+ | Create Labels | | Send Letter | | Send Receipt Format | |--------------------------| | finished with outputs | +--------------------------+ |
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.
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.
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 for US members.
Stanley E Abbott Ron Adams
1523 E. 9th 1222 El Norte
Escondido CA 82026 Escondido CA 92027
Jack Armstrong Jack Robert Artist
29013 Lilac 3443 W. 9th, Space 98
Valley Center CA 92082 Locker Trailer Park
Escondido CA 92027
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The following is an example of labels for Canada members.
John F Adams James Brown 212121 Rye Rd 5440 Allby Crescent Sherwood Park AB T8G 1G3 Vernon BC V1T 8P7 Jack E Smith Bill Williams 103-12345 North Avenue 7474 Bays Ave Ft McMurray AB T9H 2K9 Ft McMurray AB T9H 1B6 |
Select the "Send Receipt Format" menu option to create formatted receipts.
+------Output Option-------+ | Create Labels | | Send Letter | | Send Receipt Format | |--------------------------| | finished with outputs | +--------------------------+ |
You are asked if you want to proceed with creating the receipts.
+Proceed to Print Receipts+ | Yes | | No | +-------------------------+ |
Select "Yes" to create the receipts.
Select "No" to return to the previous prompt.
Press <ESC> to abort this procedure.
If "Yes", the receipts are created.
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