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You are asked for the affiliate ID.
Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.
ADD: Affiliate ID? UBC04003 |
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.
The affiliate ID is required. The affiliate must be active, and exist in the affiliate file.
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.
You are asked for the name you want to give to this letter you are adding.
ADD: Letter Name? _______________ |
Enter a letter name.
The letter name can be up to 15 characters in length.
You are asked for a description of this letter --- you can tell what this letter is for.
ADD: Description? __________________________________________________ |
Enter the description.
The description can be up to 50 characters in length.
A list of the finance codes is displayed, and you are asked if you want to post a charge for this letter when it is sent.
+---------------Finance Code---------------+ | no charge for letter | |------------------------------------------| | ARRS_LTR_1 Arrears Letter 1 | | ARRS_LTR_2 Arrears Letter 2 | | BOOKS Carpenter books | | CHARITY Charity donation | | DUES Monthly counter dues | | NSF Returned Check | | NSF LTR NSA check letter | | REINSTATE Re-instatement Fee | +------------------------------------------+ |
Select "no charge for letter" if no fee is to be charged when this letter is sent.
Select the finance code you want to use to create a charge transaction when the letter is sent.
If you selected one of the finance codes, you are asked for the amount you want to charge.
ADD: Letter charge? 5.00_ |
If a default amount is displayed and it is correct, press [Enter] to accept the default.
Enter the dollar amount you want to charge.
You can create various types and formats of letters on letterhead or not. The letters that are printed on letterhead paper, are set up to allow for the pre-printed letterhead.
You are asked for the type or format of letter you want to create.
+--------------Letter Wizard---------------+ | Applicant Fees | | Applicant Fees on Letterhead | | Arrears | | Arrears on Letterhead | | Dues Paid | | Dues Paid on Letterhead | | Informal | | Informal on Letterhead | | Professional | | Professional on Letterhead | | Total Payments | | Total Payments on Letterhead | | UBC 1st Late Dues | | UBC 1st Late Dues + Fines/Fees | | UBC Arrears Dues + Fines/Fees Warning | | UBC Arrears Dues Warning | | UBC ID Notification | | UBC ID Notification on Letterhead | | UBC Suspension Warning | +------------------------------------------+ |
You can select any one of the options displayed on the Letter Wizard menu.
Note: It is suggested that you create letters using each format type so you can determine which ones best fit your affiliate needs. It is possible that you might only want to use several of the letter formats, or you might have a need for all of them.
You can create one or more letters which use the same format. Each letter has its own letter name. Basically, what you are going to do is create the body of the letter --- the main text.
After you select one of the letter formats, you are placed in the editor where you can type in the text of the letter.
The text that is displayed when you are placed in the editor varies, depending on which format you select. The following shows you what you will see in the editor for some of the formats.
{print_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {last_name}:
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
Dues Paid Through : {paid_thru}
Letter Charge : {let_chg}
Dues Amount Due : {dues_due}
Total Due : {tot_due}
Date Due : {end_of_the_current_month}
|
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {last_name}:
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
Dues Paid Through : {paid_thru}
Letter Charge : {let_chg}
Dues Amount Due : {dues_due}
Total Due : {tot_due}
Date Due : {end_of_the_current_month}
|
{print_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {first_name},
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
|
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {first_name},
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
|
{print_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {last_name}:
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
|
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {last_name}:
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
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The following explains what is on the editor screen and how to use the editor to enter and edit custom letter text.
As an example, we will say that you selected "Informal on Letterhead" from the Letter Wizard menu. After this item is selected, you are put into the editor and see the following:
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {first_name},
**** Type your letter here ****
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
[End of file]
Buffer: INFORMAL_LH.TPL_700013 | Write | Insert | Forward
20 lines read from file UBCTEST:[DATA]INFORMAL_LH.TPL_700001;1
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You are only going to replace the following items shown on the screen:
**** Type your letter here ****
**** Type who signed by here ****
**** Type person's title here ****
|
You will do NOTHING with the text that is enclosed in curly brackets ({...}). When letters are created (using the OPTIONS menu option), the text inside the curly brackets will be replaced with the actual date, member name and address, etc.
Where it says, "**** Type your letter here ****", delete this line and type in the text of the letter. For example:
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {first_name},
Unfortunately, we must send you this letter to inform you of a check
that has been returned to us.
It would be very much appreciated if you would replace this check
with a money order or cash.
A copy of the check is enclosed.
Fraternally,
**** Type who signed by here ****
**** Type person's title here ****
[End of file]
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Next, delete the following lines and replace with a name and title:
**** Type who signed by here ****
**** Type person's title here ****
|
Now the edited letter text appears as follows:
{skip_letterhead}
{todays_date}
{member_name_address}
Dear {brother_sister} {first_name},
Unfortunately, we must send you this letter to inform you of a check
that has been returned to us.
It would be very much appreciated if you would replace this check
with a money order or cash.
A copy of the check is enclosed.
Fraternally,
John Doe
Treasurer
[End of file]
|
You have now created a letter with custom text which can be send to members when you use the OPTIONS menu option.
Note: The {member_name_address} tag causes the member's name, address and local number to be printed on letters as follows:
James Brown Local : 1444
100 Main St
Tucson, AZ 85712
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If you want the member's UBC ID to be printed on the letters, you will need to change the {member_name_address} tag in the letter to be {member_name_address_id}. This will cause the name and address information to be printed as follows:
James Brown ID : U-1193-7225
100 Main St Local : 1444
Tucson, AZ 85712
|
While you are in the editor, you need to use certain keys to perform editing procedures, and enter specific commands to either "quit" or "exit" out of the editor.
After you have edited the text, you can enter "EXIT" at the "Command:" prompt to save the text you just edited.
If, after you have edited the letter text, you do NOT want to keep what has been added/changed, enter "QUIT" at the "Command:" prompt, and the edited text will NOT be saved.
While you are in the editor, there are three (3) methods that can be used for editing letter text.
In all cases it is very important to remember that nothing within { } should be changed. |
Method 1 - Arrow/Backspace
Use the arrow keys to move the cursor up, down, left and right. You will then use the "backspace" key to delete characters.
Example: Arrow down to one line below
"**** Type your letter here ****"
Then use the left arrow. It will bring you to the end of the
line. Then use the "backspace" key to delete the entire line.
After the line is deleted, type in your text.
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Method 2 - Command Editing
In this method, you will use a combination of the <F12/DO> key and entered commands. Commands available are:
SELECT - select the text
CUT - delete the selected text
PASTE - after text has been selected and cut, and the cursor
has been re-positioned, the text can be pasted at the
new location
QUIT - finished, do NOT save what has been done
EXIT - finished, save what has been done
Example: Arrow down to the beginning of line
"**** Type your letter here ****"
(in this example DO means press the F12/DO key)
DO
At "Command:" prompt, type in SELECT
The system will prompt "Move the text cursor to select text"
Use right arrow "->" to move to end of line
The text will get highlighted as you move the cursor
DO
At "Command:" prompt, type in CUT
Start typing in text.
When all text, the signer's name and title have been entered
DO
At "Command:" prompt type in EXIT (this will save the letter)
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Method 3 - Keypad Editing
In this method, you use combinations of keys on the right hand keypad of your keyboard, for some cursor movement and editing functions.
The keys are:
"." - select
"2" - to end of line
"6" - cut
"num lock" then "6" - paste
"-" - delete line
"num lock" then "-" - un-delete the line just deleted
"+" - delete one character
<CTRL> & "+" - delete one word
Example: Arrow down to the beginning of line
"**** Type your letter here ****"
Press "." on keypad (turns on select)
Press "2" on keypad (moves cursor to end of line, highlights text)
Press "6" on keypad (cuts/deletes the line)
Type in text
When all text, name and title have been entered
DO
at "Command:" prompt type in EXIT (to save what has been done)
Example: Arrow down to the beginning of line
"**** Type your letter here ****"
Press "-" on keypad (deletes the line)
Position cursor and type in text
When all text, name and title have been entered
DO
at "Command:" prompt type in EXIT (to save what has been done)
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After you have finished editing your letter, and have exited out of the editor, you are asked if you want to add this letter.
ULTRA United Brotherhood of Carpenters and Joiners of America (date)
Tucson Local UBC01444
Affiliate ID : UBC01444 -- Tucson Local
Letter Name : BAD CHECK LTR
Letter Description: Letter for members who give NSF checks
Finance Code : NSF LTR -- NSA check letter
Letter Charge : $5.00
+ADD Letter+
| Yes |
| No |
+----------+
<ESC>=Exit AFFILIATE LETTER MAINTENANCE <F2>=Back <F1>=Help
|
Select "Yes" to add this letter to the letter file.
Select "No" to go back to the Letter Wizard menu.
Press <ESC> to abort this letter maintenance procedure.
If "Yes", the letter is saved and stored in the letter file.
+-----------Option-----------+ | Add Letter | | Change Letter | | Delete Letter | | Display Letter Template | | Sample Letter/Screen | | Sample Letter/Print | | List Letters | +----------------------------+ |
Select "Change Letter" to change letter information (i.e. description, etc.) or letter text.
The following sections describe the prompts displayed when you change a letter.
You are asked for the affiliate ID.
Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.
CHA: Affiliate ID? UBC04003 |
Enter the affiliate ID.
A menu of letters is displayed, and you are asked to select the letter you want to change.
+------------------------------CHA: Letter-------------------------------+ | | | Name Description | | BAD CHECK LTR Letter for members who give NSF checks | | TEST test letter | | WELCOME LTR Letter to welcome new members | +------------------------------------------------------------------------+ |
Select the letter you want to change.
After an item is selected, the data for that item is displayed. For example:
ULTRA United Brotherhood of Carpenters and Joiners of America (date)
Tucson Local UBC01444
Affiliate ID : UBC01444 -- Tucson Local
Letter Name : WELCOME LTR
Letter Description: Letter to welcome new members
Finance Code : No Charge
Letter Charge : $0.00
CHA: Description? Letter to welcome new members_____________________
<ESC>=Exit AFFILIATE LETTER MAINTENANCE <F2>=Back <F1>=Help
|
The current description is displayed.
CHA: Description? Letter to welcome new members_____________________ |
Change the description if you wish.
The finance code menu is displayed.
+---------------Finance Code---------------+ | no charge for letter | |------------------------------------------| | ARRS_LTR_1 Arrears Letter 1 | | ARRS_LTR_2 Arrears Letter 2 | | BOOKS Carpenter books | | CHARITY Charity donation | | DUES Monthly counter dues | | NSF Returned Check | | NSF LTR NSA check letter | | REINSTATE Re-instatement Fee | +------------------------------------------+ |
Change the finance code if you wish.
If you selected one of the finance codes, the current letter charge amount is displayed.
CHA: Letter charge? _____ |
Change the amount if you wish.
The letter text is displayed, and you are in the editor. You can change any of the text that was originally entered.
Do NOT change any of the text inside curly brackets "{...}".
You are asked if you want to change the letter information and text.
+CHANGE Letter+ | Yes | | No | +-------------+ |
Select "Yes" to proceed with the change.
Select "No" to return to the finance code prompt.
Press <ESC> to abort this letter maintenance procedure.
If "Yes", the letter record is changed.
+-----------Option-----------+ | Add Letter | | Change Letter | | Delete Letter | | Display Letter Template | | Sample Letter/Screen | | Sample Letter/Print | | List Letters | +----------------------------+ |
Select "Delete Letter" to delete letters from the letter file.
The following sections describe the prompts displayed when you delete a letter.
You are asked for the affiliate ID.
Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.
CHA: Affiliate ID? UBC04003 |
Enter the affiliate ID.
A menu of letters is displayed, and you are asked to select the letter you want to delete.
+------------------------------DEL: Letter-------------------------------+ | | | Name Description | | BAD CHECK LTR Letter for members who give NSF checks | | TEST test letter | | WELCOME LTR Letter to welcome new members | +------------------------------------------------------------------------+ |
Select the letter you want to delete.
After an item is selected, the data for that item and part of the letter are displayed. For example:
ULTRA United Brotherhood of Carpenters and Joiners of America (date)
Tucson Local UBC01444
Affiliate ID : UBC01444 -- Tucson Local
Letter Name : WELCOME LTR
Letter Description: Letter to welcome the new members
Finance Code : No Charge
Letter Charge : $0.00
+------------------------------------------------------------------------------+
| |
|{skip_letterhead} |
| |
|{todays_date} |
| |
| |
|{member_name_address} |
| |
| |
|Dear {brother_sister} {first_name}, |
| |
| |
|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 |
+------------------------------------------------------------------------------+
Press RETURN to continue. Press arrow keys or PAGE UP or PAGE DOWN to scroll.
<ESC>=Exit AFFILIATE LETTER MAINTENANCE <F2>=Back <F1>=Help
|
You can "Press arrow keys or PAGE UP or PAGE DOWN to scroll" to review all of the letter text.
After you have reviewed the letter, press [Enter] to continue.
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