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The latest version of the Mailing List Procedure menu by Legler Systems in CA identifies 12 separate mailing list (ML) computer procedures plus three database procedures (92, 94 and 96) common to all accounting applications. The online accounting procedures the user can run is specified in the User Control Record (DB08). Each end-user procedure shown on the ML menu corresponds to a separate computer program.
Any online mailing list procedure is started at any time from the Mailing List System Menu (screen image shown below) by entering a 2-digit procedure number or single-click on the procedure name with the mouse. For all ML inquiry and reporting procedures, a data selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online Master File and to format the output, including a report sort option. Reporting procedures print accounting information in hardcopy ML reports on letter-size paper, while inquiry procedures display information in a results screen. The ML reports can be viewed in a separate report window before being printed. Active keyboard function keys are shown at the bottom of all ML screens.
A Report History Dashboard is displayed under the data selection parameters for all ML end-user procedures except data entry procedure ML01. The last 12 runs are shown in the Report History Dashboard. The display of the Report History Dashboard is determined by the setting of the Dashboard-ID field in data entry procedure DB08. To review a detail activity report of all prior activity, run reporting procedure DB13 with a Report Option of "P".
Data entry procedure ML01 is used to enter name and address information for a specific List-Code and Name-ID number. This mailing address data is stored in Name Address Records (ML01). One name address transaction is processed at a time. Procedure ML01 supports dynamic linking to data entry procedure DB17 when function key F7 is pressed. To view a sample Name Address screen, click ML01 screen image.
Reporting procedure ML02 is used to select a group of Name Address Records (ML01) to be sorted for subsequent printing by ML03, ML04, ML05 and ML07. The selected Name Address Records are sorted and written to a temporary work file. The Selection Control Report is printed for audit documentation along with the elapsed run time in seconds. Computer procedure ML02 must be run before procedures ML03, ML04, ML05 and ML07 can be run, since they reference this temporary work file.
Reporting procedure ML03 prints the Label Counts by ZIP Report showing the number of names within each ZIP code in the temporary work file created by procedure ML02. The Label Counts by ZIP Report (ML03) is used to identify the ZIP code range to be used in print mailing labels by procedure ML05.
Reporting procedure ML04 prints the Mailing List Report for operator verification of the online entries made in online procedure ML01, procedure ML08 or procedure ML09. Only the selected names created and sorted by procedure ML02 appear in the Mailing List Report (ML04). A separate Mailing List Summary report by batch number and category code can be requested and printed when the Entry Correct prompt equals "S". To manually lookup a Name-ID number, the Mailing List Report should be sorted by name (Alpha-Sort) or name initials.
Reporting procedure ML05 prints the mailing labels for the names in the temporary work file created by ML02. Various size mailing label forms are supported by procedure ML05. To view a sample of the ML05 data selection prompts and mailing labels, click ML05 screen.
Inquiry procedure ML06 selects names from the online database that match any text entered by the user and displays information in the results screen based on the data selection parameters entered by the user. The name, city, ZIP code and name initial fields are tested in the Name Address Record (ML01). The ML94 search procedure differs from ML06 in how the information is displayed. Procedure ML06 supports dynamic linking to the ML01 screen when function key F7 is pressed. This procedure can be run at any time to display name and address information in the ML System. To view a sample of the ML06 data selection prompts and output results screen, click ML06 screen.
Reporting procedure ML07 prints the same letter or memo to each name in the temporary work file created by ML02. The letter or memo is defined as a separate text file that the user previously created. Different form letters can be handled by procedure ML07. Where the name prints in the letter is dependent on the location of special control characters ($N, $D, $S, $T and $E).
Auxiliary data input of name address transactions (Name Address Record) are processed at one time by procedure ML08. These name address transactions are stored in the import Transfer File (fixed format) and were created by an external software application or by procedure ML12 or by update procedure DB18. Update procedure DB18 reads a comma separate values (csv) file of name address transactions to reformat and write them to the import Transfer File. The ML08 program edits each Name Address Record, similar to online procedure ML01, before adding them to the online database. Multiple name address transactions are processed at one time. The Batch Input Report (ML08) is printed identifying any input errors and record counts for audit documentation, along with the elapsed run time.
Update procedure ML09 reformats Customer Master Records (AR System), Employee Master Records (PR System), Customer Order Records (Ship-To names and Bill-To names in the OE System), or Vendor Master Records (AP System) into Name Address Records (ML01) and adds them to the online database. The Reformat Control Report is printed to document the record counts for audit control.
Update procedure ML10 is used to setup a tree relationship between different Name Address Records for network marketing lists. The Rebuild Chain Control Report is printed to document the number of records updated in the online ML System for audit documentation. Computer procedure ML10 is optional.
Update procedure ML11 deletes old Name Address Records (ML01) from the online database or prints only record counts by List-Code. The Purge Control Report is printed for audit documentation and includes record counts and the elapsed run time in seconds. Only supervisory personnel should perform this procedure.
Update procedure ML12 imports address data from a comma separated value (csv) file, reformats the name data to the Name Address Record format and stores it in the import Transfer File. Imported name transactions in the import Transfer File must then be processed by procedure ML08 to edit and add them to the online database. Also, procedure ML12 can export selected name data to a csv file for use by other computer software, such as MS Excel. The MLS Control Report (ML12) is printed for audit documentation and includes the elapsed run time in seconds. Update procedure DB18 performs the same basic import and export functions with additional options.
Redefine system printer procedure ML92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the ML report is written to a disk file from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program DBS892 associated with procedure ML92 is the same for all accounting modules. Computer procedure ML92 can be done at any time.
Search procedure ML94 is used to search the ML System for any dollar amount, code value or text in the last x months and display a results screen of the search findings along with the database records searched and found. Both uppercase letters and lowercase letters are tested to identify a match. The computer program DBS894 associated with search procedure ML94 is the same for all accounting modules. This ML end-user procedure can be started at any time to lookup name and address information, as well as telephone numbers and transaction dates.
Inquiry procedure ML96 displays a list of the latest Name Address Records (ML01) in descending chronological sequence by date and time. The computer program DBS896 associated with procedure ML96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes in the ML System.
Exit procedure 99 ends the Mailing List System Menu and displays the main Financial Menu. To switch directly to a different accounting procedure, just enter the System-ID plus procedure number, such as AP01, rather than three entries: 99 (end ML menu), AP (start AP menu) and 01 (start Enter Vendor Master procedure).
The MLS Procedure Manual provides complete written user documentation of over 200 pages about all accounting procedures of the Mailing List System software by Legler Systems. The MLS Systems Manual describes the technical aspects of the mailing list application programs and is included with the cobol source programs (optional). In addition to the written documentation, the online Help File of all text and error messages (displayed in the Help Message Window when the F1 key is pressed) is included with the MLS executable programs.
For additional information on the MLS software and a free demo on USB flash drive for any version of Microsoft Windows, e-mail Bill Legler in the SF Bay Area, California or go to the Mailing List System main page.