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Choosing entries to print based on Date of Inquiry, Date of Reservation and Zip Code
Follow the directions below to print labels from your mail file based on the date of inquiry or the date of reservation and a range of zip codes. The labels are always sorted by zip code. This process of printing labels is always a two-step process. First run the select report to select which entries to print and then run the label print report. These steps are discussed below.
Explanation of Options
Six questions will be asked when the select report is run. A first and last date is asked for the date of inquiry. A first and last date is asked for the date of reservation. Also, a first and last zip code is asked. While all six questions are asked, you can control, based on your answers, whether they have any effect. The questions ask whether you want to print labels for mail entries that are within the Date of Inquiry range given OR within the Date of Reservation range given AND the zip code is within the Zip Code range given. Once again, the date of inquiry OR the date of reservation qualifies the entry (either one or both, but at least one) AS LONG AS the zip code qualifies. All dates are inclusive. The 3 options are:
Date of Inquiry – this is the date the mail entry was created. An inquiry is someone that is in your mail file but has not made a reservation, when a reservation is made and an inquiry mail entry is used that entry’s Date of Reservation is automatically updated. This option allows you to control which labels to print based on the date of inquiry. If you want inquiries that occurred only within a certain range of dates, enter the first desired date and the last desired date. For example for inquires that occurred in 1999 and 2000, enter 010199 as the first date and 123100 as the last date. If you do not want to pick by date of inquiry, give a date range that no Date of Inquiry could fall within (for example January 1st of next year for both the first and last date).
Date of Reservation – this is the date the reservation was made. This is not the date the reservation arrived or departed – it is the date the reservation was keyed into RMS. This option allows you to control which labels to print based on the date of reservation. If you want reservations that were made only within a certain range of dates, enter the first desired date and the last desired date. For example for reservations made in 1999 and 2000, enter 010199 as the first date and 123100 as the last date. If you do not want to pick by date of reservation, give a date range that no Date of Reservation could fall within (for example January 1st of next year for both the first and last date).
IN ORDER FOR A LABEL TO BE PRINTED, EITHER THE DATE OF INQUIRY OR THE DATE OF RESERVATION, OR BOTH, MUST QUALIFY.
Zip Code – this is the five digit zip code (even though 9 digits may exist). This option allows you to control which labels to print based on the zip code. To print all zip codes (only U.S. entries), enter 0 (the number zero not the letter O) for the 1st zip code and enter 99999 as the last zip code. To print a particular range of zip codes, for example: 29000 to 29999, which would be all SC mail entries (all SC zip codes start with 29), enter 29000 as the first zip code and 29999 as the last zip code. To include all U.S. zip codes and foreign addresses enter nothing (just press the enter key) for the first zip code and 99999 for the last. To ONLY print foreign addresses enter nothing (just press the enter key) for the first and the last zip code.
IN ORDER FOR AN ENTRY TO BE PRINTED, THE ZIP CODE MUST ALWAYS QUALIFY.
Examples:
|
Labels to print
|
1st Inquiry Date |
Last Inquiry Date |
1st Date of Res. |
Last Date of Res. |
1st Zip Code |
Last Zip Code |
|
All inquires in 2000 and all reservations made in 2000 including foreign addresses. |
010100 |
123100 |
010100 |
123100 |
Enter key |
99999 |
|
All inquiries starting in 1998 until current and all reservations made 1995 until current. Must have a US address. |
010198 |
current date (or any date greater than the current date) |
010195 |
current date (or any date greater than the current date) |
0 (zero not the letter 0) |
99999 |
|
All reservations made in July 2000 with a Michigan address. Entries that did not make a reservation (inquiry entries) are not wanted.
To EXCLUDE all inquires, the trick here is to give a date range that no inquiry could fall within. No inquiries will qualify because none could have a date within the range provided. |
Any date beyond the current date (this is so no inquiry could qualify) |
Any date beyond the current date (this is so no inquiry could qualify) |
070100 |
073100 |
48000 (all MI zip codes begin with 48 or 49) |
49999 |
|
All foreign address in the mail file. No restrictions by date are desired.
The trick here is to give a date range that all entries would HAVE to be within. All will qualify, in regards to date, because all have a date within the ranges provided. Meaning, in this case we want to only exclude based on Zip Code so we must ensure that we do not exclude based on dates. |
010180 This assumes there are no entries prior to 1980. Use an old date so all entries will qualify. |
current date (or any date greater than the current date) |
010180 This assumes there are no entries prior to 1980. Use an old date so all entries will qualify. |
current date (or any date greater than the current date) |
Enter key |
Enter key |
This is only required once, however it is only available at the PC that builds it. To have the report available at multiple PCs, build the report at each desired PC. Go to the Reports Menu, Custom Reports, Maintain a Select Report. Click the "New" button. Enter in the sentence below (the ^ represents a space, do not enter a ^ enter a space instead). Press the enter key when finished entering the sentence. This sentence may be too long to enter all at one time. If input is no longer allowed (because the entry area is full), backspace to the last full word and press the enter key. The sentence so far entered is accepted and displayed and you may then enter more of the sentence. Press the enter key when finished and the second section of the sentence will be attached to the first section of the sentence. The entire sentence will show below the "Current Sentence" label. Review your entry for accuracy (you can use the "Modify" button to edit the entire entry). Click the "Save" button and save the entry as "SELECT.MAIL.LABELS" (without the quotes). Click the "Exit" button.
RMSMAIL^WITH^(INQUIRY.DATE^>=^&ENTER^1ST^DATE^OF^
INQUIRY^&^AND^INQUIRY.DATE^<=^&ENTER^LAST^DATE^OF^
INQUIRY^&)^OR^(DATE.RESERVED^>=^&ENTER^1ST^DATE^OF^
RESERVATION^&^AND^DATE.RESERVED^<=^&ENTER^LAST^DATE^
OF^RESERVATION^&)^AND^ZIP.CODE^>=^&ENTER^FIRST^ZIP^CODE^
&^AND^ZIP.CODE^<=^&ENTER^LAST^ZIP^CODE^&^BY^ZIP.CODE^
INTO^LABELS.FIL
1. Go to the Reports Menu, Custom Reports, Run a Select Report. Enter SELECT.MAIL.LABELS. The report will run, the questions asked and the labels to print will be selected. (They do not print, they are only picked.)
2. Use the RMS print label report option. Go to the main reports menu, choose Reservation Reports, Print labels or envelopes. For the "Which labels to print" option on you must choose Last (which displays "Old Select for Mass Mailing" when picked). This "Last" option tells the system you want to print a label for the entries selected (picked) by the first step above. Select the type of labels to print.
There is a top margin available for laser labels, it is located on the Files Menu, Control File, Report Options, Screen 5, "Number of adjustment lines for laser labels". You can increase/decrease the top margin of the labels by setting this value. The typical setting is 2.
Before printing a large number of labels, you may wish to first print a small number of labels (maybe by using a narrow date or zip code range) to ensure the labels are lining up correctly.
The laser labels are formatted to print on AVERY #5260 or compatible labels. These are 3 across and 10 down, 30 labels on a sheet. Each label measures 1" x 2 5/8 ".
The continuous labels are formatted to print using a non-laser printer (pin fed dot matrix printer). Avery #4400 or compatible labels. These are 1 across and run continuously down. Each label measures 3 ½" x 15/16 ". It is required in Windows that a custom page setting be established and used in order to print to these type of labels. The page length must be set to 12". You must use this custom page setting when printing continuous labels. AMS recommends using laser labels.