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MAINT_REPORT

OVERVIEW:

This window is used not just for running customer reports, but for a variety of operations that work with a group of customers. These include the following types of functions and operations:

  1. Reports
  2. Preparing/sending customer names to mailing house
  3. Exporting customers to a Palm Pilot or other software
  4. Sending a mass emailing or multi-fax
  5. To review a set of customer on screeen for a calling program

The operations can be divided into two parts: 1) Defining what customers you would like to select   2) Defining what operation you want to perform and running that operation.

THE OPENING VIEW:

The opening view shows what customer operations you have already defined. They are displayed on the left side of the window. Highlight one of the operations. A short description of that operation is shown on the right half of the window. You may change the 'Short id' and the 'Description'. There are two buttons at the bottom of the opening view labeled 'DEFINE >>' and 'RUN >>'. They are used to change your definintion of this operation and to run the operation respectively. There are also buttons to add new customer operations, delete operations, and save or reset your work.

We are going to divide the remaining discussion into two parts 'DEFINE THE REPORT' and 'RUN THE REPORT'.

'DEFINE' THE REPORT:

Pressing the 'DEFINE' button on the opening view moves you to the DEFINE view. This view has seven tabs that allow you to define which customers are selected and what operations you will do the customers. There are a number of customer selection requirements. For a customer to be selected, they must meet all selection requirements. (Note: There is an option where you CAN select customer who have either a customer/SIC codes OR UED code. This exception is an option you may use and is documented).

The following shows each tab with a discussion of the selection options and how you would use them.



DATA FIELDS:

Contact names tab (tan section):

All customer ..... Only customers not marked 'Active':
Each customer has a checkbox field labeled 'Active'. If you select the 'All customers' option, then customers will be included without regard to the 'Active' field. If you select 'Only customers marked Active' then you will only get customers with that box checked. Of course, if you select 'Only customers not marked Active', then you will get customers without the box checked.

Don not use contact names ..... Include customers without contact names:
Each customer may have many persons (or contacts) associated with the company. If you don't check any boxes, then only contact persons who have the 'Recieve mailing' box checked will be included when you run you operation. Normally, the key persons at each company should have their 'Recieve mailing' box checked. If you have not set up your customers that way, or want to change the contact persons included with this operation, then you can check one (or two) of the boxes in this group.

The 'Do not use contact names ...' can only be selected alone. When this box is checked, each customer will have one (and only one) contact generated for them. The contact person will be the name placed in the 'Attn to:' field below. Typically, this is completed with something like 'Plant Manager'. If this option is selected, then no individual names are used.

The 'Include all contact names' means that all contact persons for the company will be included with the operation. Each conact persons 'Recieve mailing' field will not be considered. This option could result in many contacts per company.

It is not recommended that customers be entered without contact names. We recommend that if you don't have a contact name that you enter a title for the contact person (i.e. 'Sales Department' or 'Purchasing Manager'). If you think you may have customers without a contact person, NO CONTACT will be included for them unless the 'Include customers without contact names' box is checked. (or the 'Do not use contact name ...' box is checked - See that discussion above) When you check this box, then a contact is generated to the 'Attn to:' title when a customer doesn't have any contacts.



Customer/SIC codes tab (tan section):

Customers can be assigned 'Customer/SIC codes'. These codes are very useful when generating reports or mailings in this funcitons. If you have used these codes, they can be very useful now.

All customer will be inlcuded unless you mark the include box of at least one of the customer/SIC codes. If this feature is used, then only customers with at least one of the Customer/SIC codes will be selected. If you check any exclude box, customer with the excluded code WILL BE EXCLUDED from the selection.
(Note: If a customer has both codes to be included and excluded, the customer will NOT BE INCLUDED in selections)

Note: When multiple selection criteria are used, (for example the customer must have the Customer/SIC code 5051 (Steel Service Center) and be in New York or New Jersey) all criteria must be met. (i.e. Customers that can't meet each criteria won't be included) There is an exception. You may select customer that have either a Customer/SIC code or a Customer/UED code. This will occur ONLY if the checkbox 'Require only SIC or UED code'

Also please note that there are counters above the list of customer/SIC codes. Check these are a quick indicator of whether how many boxes are checked. If you have a long list of codes, it can be difficult to find a code. You can double-click on a column header with the '<<' indicators to sort the table by that column. So, for example, if you can see that there are 5 codes selected, rather than search for them through a long list, you could double-click on the 'Incl <<' column heading and the selected codes will be grouped at the top of the list.



Customer/UED codes tab (tan section):

These work almost identically to the Customer/SIC codes. See the description of that section.



Other limits tab (tan section):

Customers can be selected by a variety of the following criteria:

Area codes:
This does not have to be area code. If you type in '(248) 374', only customers with phone numbers starting with those characters will be included. You may use as many or as few characters as you like. Customers matching any of the phone numbers will be selected.

NOTE: If you put area codes in with brackets '()' you must start your entry with a bracket '(' or LocPlus won't find the matches.

States:
Use the two character state id code.

Countries:
The same for the country field. Customers with a country matching any of the ones entered will be selected.

Exclude:
If this box is checked, customers with a country matching will be EXCLUDED from results rather than be included with results.

All Domestic (U.S.):
When this box is checked, all customers without a country entered are included. If a customer has a country of 'USA' (i.e. it is not blank), then the customer will not be included because the country is not blank. If you use a country for US customer like 'USA' then you should just enter the country in that field.

All Foreign:
When this box is checked, all customers with a country entered are included. (Regardless of what is entered) This was intended as a quick way to chose all foriegn customers because you could also enter all of the countries under that option.

Date added / Date updated / Zip code / Employees / Plant size:
If you enter minimum and maximum amounts for any of these items, only customers with information within your specifications will be included in the results.

Search phrase #1 - #3:
If you enter something in these fields, only customers with that information in the 'General Info' field will be included. The search on this field is NOT case sensitive, and customers must have all fo the phrases in their record.



Output type tab (tan section):

This section defines what to do with the selected customers. See the information for the fields on this tab:

Output type:
Chose an option of what you want to do with the group of customers selected. Current options are:

  • Print Report/Label
  • Print Document
  • Browse Data
  • Export data to other software
  • Create follow-up or historical event
  • Email letter
  • Edit customers

Report output order:
Select an order for the customers selected. This is used for all 'Output types', not just reports.

Report: (only available for REPORT Output type)
Select one of the available report formats.

Document: (only available for PRINT DOCUMENT Output type)
Select one of the available report formats.

Email subject: (only available for EMAIL LETTER Output type)
Enter the subject for your email.

Attachments: (only available for EMAIL LETTER Output type)
If you want to send attachments with your email, press the 'Add attachment' button to select what you want to send.



Letter tab (tan section):

This section is used for entering an email letter. It is only available for EMAIL LETTER Output type.



Merge list tab (tan section):

This section is used for entering an email letter with an equipment list. It is only available for EMAIL LETTER Output type. Even then, it is only used when you want to include an equipment list with your letter. For complete information, see the BROADCASTING AN EQUIPMENT LIST support guide.



SUMMARY:

If you have any questions, please call Koala Software.