This screen allows you to:
Enter, edit or delete a mailing list entry. This screen would be used to enter inquiry names and addresses. All reservations automatically create or use an entry in the mailing list file. When a reservation is booked, RMS searches the mail file to see if a mail entry for the guest already exists. RMS searches for a match by name and zip code. If the guest does not have a previous entry a mail entry is automatically created for the guest at the time of booking. It is not necessary to enter a name in the mail file prior to booking a reservation.
Before you begin:
To access you choose the Mailing List File option on the Files Menu.
You may enter a request and quickly retrieve information from the mail entry screen. All of the information is not requested automatically. The additional information located under inquiry info using the Advanced tab is primarily designed to allow you to take down requested reservation information for an unconfirmed reservation. This method does not ensure the availability of the unit entered. Use caution if you use this procedure for reservation purposes, do not forget to come back to the entry. You may wish to create a note for the mail entry if you are using the mail file for waiting list or similar purposes.
A label can be batch printed for all entries made at this screen using the Print Labels or Envelopes option on the Reservation Reports Menu. Label printing is tracked and set in the control file.
The name/namezip lookup function is designed to aid you in finding an existing entry in the mail file and to help you determine if a name you are about to enter already exists in the mail file. If a name is already present in the mail file, you would normally not want to enter the name again, which would create a duplicate entry, you probably only want to view or change the entry.
All reservations automatically create or use an entry in the mailing list file.
Prompt descriptions...
Enter mailing list #, name, namez3, namez5, click [New] or [Exit]:
Click on the [New] button to enter a new mailing list entry.
Use the [Exit] button to exit this screen and return to the previous screen.
You can retrieve an existing mailing list entry by entering in the mailing list number or name in the Search text box. You can also retrieve an existing mailing list entry by entering in the first and/or last name, the last name with the first three digits of the zip code attached or the last name with all five digits of the zip code attached. Attaching the zip code to the last name allows you to narrow down the list of matching names by geographic area. The system will first search the mailing list file for an exact match on the value entered. If more than one match is found, the matching mailing list information will be displayed on a Reference Screen and you would then scan the list and select the correct entry. If only one match is found, the matching entry will be displayed. If no exact matches are found, the system will automatically attempt to find names that "sound like" the name entered. This allows you to misspell the name (although it must be close) and still find the mailing list entry. If no match can be found the error ‘Not found during lookup’ will be displayed.
When a mail entry is retrieved, the information for that entry will be displayed.
Full name:
Enter the name for this mailing list entry. You should enter the name, as you want to see it displayed and printed. For example, enter Mr. John Smith, or JOHN SMITH. A maximum of 30 characters is allowed and information is required.
Last name:
The system will automatically capitalize and display in the prompt entry area what it believes to be the last name. The last name is defined as the last word on the name line that is greater than three characters. This allows for prefixes to be entered, such as Jr. or Sr. If the last name displayed is not correct, use your movement keys and correct the last name.
After entering the last name, the system will search the mailing list file for an exact match on the last name entered. If no exact match is found, the following prompt will be skipped and the system will begin prompting at the ‘Enter address line 1. If more matches are found than the number defined in the control file (usually 15, 1 screen full), the following prompt will appear. If fewer matches are found, the matching name information will be displayed on a Reference Screen and you would then scan the list to see if the person already exists in your mailing list file. If the name is found on the Reference Screen and chosen from the list, the system will display the mailing list information.
Matching entries found for entered value. Enter zip 3 or 5, Click on [New] or [Exit]:
Press <Enter> or right click your mouse to view all entries listed under the entered last name.
To reduce the number of entries found, you can enter the first three or all five digits of the renter’s zip code. The first three digits of a zip code are the general metropolitan areas. This allows you to reduce the list to only those names located in an exact zip code or in the same metropolitan area. Depending on the number of matching entries found, either this prompt will be re-displayed or the Reference Screen will be displayed. You may select a name from the list of matching entries.
Enter address line 1 or [Exit]:
Enter the first address line. A maximum of thirty characters is allowed. The address line 1 information is required.
Enter address line 2:
Thirty spaces are allowed to enter the guests second address line. Do not enter the city, state or zip code on this line. This line would be used for a suite or apartment number. If the guest does not have a second address line, press <Tab>.
Enter city:
Twenty spaces are allowed to enter the city.
Enter state, [Select] and [Foreign] allow you to choose from a drop down menu:
Enter the two-letter abbreviation for the state. If the state code is not known, you can use the [Select] dropdown menu to search for the state. Once the state is highlighted you may double click on it to make your entry.
If the address is for a foreign country use the [Foreign] button and the field will accept the country and zip code typed in. Twenty spaces are allowed to enter the foreign country & postal code
Enter zip code:
Ten spaces are allowed to enter the zip code. Valid formats are five numbers or five numbers a dash and four numbers. For example,enter 12345 or 12345-1234.
Enter home phone number:
Fourteen spaces are allowed to enter the home phone number. This information is required.
Enter office phone number:
Twenty spaces are allowed to enter the office phone number. This information is not required.
Enter operator initials:
A setting in the control file controls the operators’ initials list. You must enter a set of operator initials from this list.
Enter grade of inquiry or click [Select] from list:
Settings in the control file dictate what these are.
Enter an inquiry grade for this mail entry. Only valid inquiry grades established in the control file may be entered. The inquiry grade is usually used to denote the level of interest of the inquirer.
Click on [Select] to choose from a list of valid inquiry grades.
Depending on the inquiry grade entered, it may be required that a mail note be entered. If a note is required the system will transfer to the Mail File Notes screen. Refer to this screen for information on entering a note.
Notes:
The [Notes] button allows you to view, maintain or reconcile notes for the current mail entry. Click on Notes to view a critical or noncritical note when using an existing mail entry. Refer to the Concepts Chapter for more information on using notes, or see Notes for more detailed information.
OK:
When all the information is correct, click [OK]. If you are missing any required information a message will pop up in the center of your working screen prompting you for the information required. To change any information, click inside the field you wish to edit and re-enter the information. Press <Tab> after entry
Cancel:
Select cancel to escape the mail entry screen without saving any of the new information entered.
Delete:
Choose the delete button to delete an entry from the mail file. You do not want to do this if any current eservations are associated with the name on the mail entry.
Advanced Tab
Status:
This field is automatically set to Inquiry only when entering a new mail entry. When a mail entry is used for a reservation, the status will automatically change to Previous Renter. When a travel agent reservation is made, this field is automatically set to Travel Agent. You may, if desired, change this field to a Previous Renter or Travel Agent.
Categories
Fulfillment code:
This is a code that can be automatically assigned based on information in the control file. This code can print on labels, depending on the control file, and can be used to determine what items are to be mailed to the person making a brochure request.
Response Method:
This is the means the guest used to contact you. The default for this prompt is ‘T’ for telephone. Any one-character response is acceptable, however; it is usually a good idea to standardize your responses. Typical responses are ‘C’ for magazine coupon, ‘B’ for magazine "Bingo" requests and ‘W’ for walk-in.
Brochure Processed:
This field is automatically controlled by settings in the control file. This field is used to denote to the system whether a mailing label has been printed for this entry. When printing labels or envelopes, using the Print Labels or Envelopes option from the Reservation Reports Menu, the system resets this field to yes. You may change this field to yes if you do not want a label printed for the current entry. You can also set this field to no due to an inquiry, no due to an entry via the Files Menu or no due to a reservation being made. Labels can be printed for each of the listed types.
Ad Code:
Enter the abbreviation of the advertising source used by the inquiry. Advertising sources are created using the Characteristics File option on the Files Menu.
If you do not know the abbreviation, use the [Select] button and highlight your choice from the dropdown menu. Double click your choice to enter the information. Use the [Select] button for ad source and follow the same procedure.
It is required that an advertising code be entered.
Inquiry Info
Date reserved:
This information will be filled in automatically by the system when the guest makes a reservation. You may, if desired, enter a date in this field. Information is not required.
Departure date:
This information will be filled in automatically by the system when a reservation is made using this mail entry. You may, if desired, enter a departure date in this field. Information is not required.
Dates requested:
This field is automatically filled in by the system when a reservation is made using this mail entry. You may, if desired, enter the arrival and departure date. The format of this entry is arrival date an asterisk (*) and the departure date. Information is not required.
Unit Preferred:
This field is automatically filled in by the system, with the unit reserved, when a reservation is made using this mail entry. When entering an inquiry you may record the unit number requested by the guest. The unit entered must exist in the system. Information is not required.
Search Criteria:
Enter any special search criteria the guest may have requested such as the number of bedrooms or the view. This is often used as a comment for the mail entry. This information is not required.
Bookings Tab:
Reservations:
The current cancelled and archived reservations associated with the guest will display when using the bookings tab of the mail file.