This report is used for...
Printing mailing labels for inquiries or direct mailings.
Choose the Print labels option on the Reservation Reports Menu.
Two main options are available for printing labels. The first option is to print a label for all inquiries that have requested a brochure; this is referred to as printing the Inquiries labels or the "First Time Brochure Labels". The control file Report Options, Screen 1, First Time Labels Flag field controls whether these labels are tracked for printing. If tracked, a label will print for all new mailing list entries entered using the mailing list option on the Reservation by Search screen. New entries are any entries that have been made since the last time this option was used. These labels will print in the order they were entered. It is not required that this label option be used.
The second option is to print selected labels from the mailing list file. This option is normally used for direct mailings at the start of a new season. These labels will print in zip code order.
Labels can print, in the top right corner, an advertising prefix and/or the advertising code. The Ad codes are stored in the Ad Codes File. Refer to the Control File section, Information to Print Screen One of the Screens chapter for detail information on printing ad codes and fulfillment codes.
When printing mass labels you may request to restart at the prior print run. Select the ‘Use last select list for mass labels’ select option if you have previously started printing labels, stopped the printing process and now wish to continue with the printing or if you want to reprint labels based on the previous selection. This option tells the system that you do not want to reselect the mailing list. Any entries that have occurred since the last time the reselect option was used will not be printed.
Select the ‘Select mail file for mass labels’ option to select the mailing list and build a new list of the entries that are eligible for printing.
When printing labels the following prompts will be asked:
Convert to Uppercase?
[Yes] or [No]
Which labels to print?
[Inquiries], [File maint], [New resv], [Changed], [New mail], [Mass mail], [Last], [Guest], [Gate pass]
[Inquiries] Print Inquiries for reservations entered via the reservation menu
[File Maintenance] Print labels entered vial the File maintenance menu.
[New resv.] Print labels for all new reservations entered.
[Changed] Print labels for all changed reservations.
[New Mail] Print labels for mail entries generated due to new reservations.
[Mass Mail] Print labels from entire mailing list file and entire file will be reselected.
[Last] Print labels from last selected list of the mail file. This also works with a Custom Select report run just previous to running this report. Contact support for assistance.
[Guest] Print Guest labels for arrivals with guest name, status of reservation, section code, rental unit and arrival date.
[Gate pass] Print labels for gate passes with guest name, rental unit and arrival and departure dates.
If you select [Mass Mail]
Select for Mass Mailing will appear in the field after clicking on the [Mass mail] button.
Enter Advertising Source to print [Select] or [None]:
If you want to print labels for only entries that match a particular advertising code, select the advertising code from the [Select] list.
Click [None] to print all advertising codes.
Click [Continue] to proceed
Continue with Report? [Yes] or [No]
What to print? [Laser labels], [Individual envelopes], [Export data]
Select what you will be printing on. If you choose laser labels, AMS recommends using Avery 5260(1"x 2 5/8").
If you select continuous labels you may determine the number of labels to print on a continuous sheet by a setting on the Report Options Screen #1.
Select [Export] to create a text file. You will be prompted whether you want to print all fields or part of the fields from the mail file and for a file name. If you are a hosted user, enter this path: RMSFILES\EXPORTS\LABELOUT.TXT. You may retrieve the file from your Exports folder using File Manager.
Enter zip code to print greater than or equal to or print [All]:
Click [All] to print all labels regardless of their zip code.
If you enter a five-digit zip code, the system will skip all entries with a lower zip code. Printing will begin with entries that have a zip code equal to or greater than the entered zip code. Combining this feature with the stop feature will allow you to print a range of zip codes, or stop and start the label printing.
Status to print? [All], [Previous], [Inquiries], [Travel Agent]
File Name
Hosted users use this path RMSFILES\EXPORTS\LABELOUT.TXT
LABELOUT.TXT can be renamed here or in File Manager.
Download the file by logging into File Manager
Enter [Continue] or [Exit]:
Click on [Continue] to continue with the printing.
Click on [Exit] to exit the printing and return to the Reservation Reports Menu.