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MANUAL.213
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1990-08-24
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P M P User's Guide
Introduction
The Postal Mailing Program (PMP) is an address/phone list
management system which can be used to print labels and
envelopes with Postnet barcodes. This User's Guide, extensive
on-line help screens, and a friendly interface combine to make
PMP very easy to learn and use.
Requirements
IBM PC Compatible, 256KB memory, DOS 2.0+. HP LaserJet Series
Printer and/or Epson/IBM Proprinter Dot Matrix Printer
directed to LPT1.
The majority of printers are parallel printers connected to
the parallel output port which is called LPT1. Some printers
use a serial port called COM1 to COM4. If you are having a
problem printing from PMP you should use the DOS MODE command
to redirect your output. If you have a serial printer
attached to COM1 the command would be MODE LPT1:=COM1. Please
consult your DOS and Printer manual for details.
Installing PMP
YOUR CONFIG.SYS FILE - This file should have a line that lists
the number of open files your system will permit (e.g.
FILES=25). Make sure the number is at least 20. See your DOS
manual for instructions on how to create a CONFIG.SYS file if
one does not exists on your system.
No additional installation procedures are required (other than
the note concerning printers in Requirements above). You can
run PMP from the distribution disk directly, however, for
safety's sake, you will probably want to make a backup copy.
If you want to install on a hard disk make sure all the files
on the distribution disk are copied into the same sub-
directory. Since there are many different methods for copying
files (DOS COPY, various utilities, shell programs, etc.)
please check the appropriate reference in regards to making
sub-directories, and copying programs.
Read the README file on the distribution disk for current
changes and additions to PMP and User's Guide.
Limitations
PMP was designed and tested to work on IBM Compatible systems
with at least 256KB memory, hard and floppy drives, and an HP
LaserJet and/or IBM/Epson Dot Matrix parallel printer. There
are many other configurations that may or may not cause PMP
problems; please understand this limitation and proceed
accordingly. There is nothing coded into PMP that can cause
any damage to your computer or printer regardless of how your
system is setup.
Features
- No Program Cost
- Low Hardware Requirements
- Little or No Training Required
- On Line Help Messages
- Friendly User Interface
- Postnet Barcodes on Envelopes (must have a laser printer)
- Print FIMS on Blank Standard Size Envelopes
- Various Sized Labels on Dot Matrix Printers
- Postnet Barcodes on Labels for Dot Matrix Printers
- Unlimited Number of Records
- Creates Sorted Report Listings
- Backup and Restore Options
- Fast Searching of Records
- Automatic Saving of Inputted Data
- dBase Compatible Database/Index Files
Using and Selecting Menu Options
The menus in PMP use a Lotus style interface which operate as
they would in Lotus 1-2-3. You have the following options:
(1) You may ARROW left or right and then press ENTER or (2)
you may simply press the first letter or number of the menu
entry.
All main menu entries have the Function Keys F1 - F10 assigned
to each selection as listed on the lower part of the main menu
screen. You may use these keys for making selections as well
as using the Lotus style menuing options.
Getting Started
To start PMP just type PMP [ENTER] at the DOS prompt where the
files from the distribution disk are located. The menus and
help screens pretty much explain how the program runs and
although it will be helpful to read the reference section of
this User's Guide it is really not necessary. You may want to
try adding some data, editing, deleting, etc. just to see how
things work. One menu item that should be chosen is the main
menu selection titled UTILITY (see the Reference section for a
complete description). This option allows you to set/change
the system defaults such as Backup Drive, Default File Name,
Envelope Size, Label Size, and Printer Type (Laser or Dot
Matrix). Be sure and set these options as they pertain to
your system.
The HELP choice displays, in an on-screen window, information
regarding each selection of the main menu. By using the help
option and trying each selection you can very quickly learn
how to use PMP.
One caution, remember that the defaults mentioned above play a
large role in the way PMP works. As an example, if you
designated an envelope size and actually use a different size
then you will have problems, also if the wrong printer is
chosen undesirable results will be obtained.
Reference Section
The following pages describe each of the items listed on the
main menu of PMP. As mentioned above in Getting Started the
HELP option also includes an abbreviated listing of each PMP
menu selection.
F1 - HELP
When the HELP selection is executed you will see the
list of all main menu items just as they normally
appear. To read information on each of these areas
simply select the items as you would do using the
main menu (see Using and Selecting Menu Items
above).
Nearly all of the on-line help screens are taken
directly from the User's Guide. Keep in mind there
will normally be somewhat more the information found
in the written documentation.
All on-line help text is located in the file
PMP_HELP.TXT, which you may wish to print and use as
a quick reference guide.
F2 - EDIT
When it is necessary to change information for an
existing record use the EDIT function. You may only
EDIT the record that is currently shown on the
screen; therefore, use the SEARCH command, or the
Record Movement Keys to locate the desired record.
When you are in the EDIT mode the fields of the
record will change intensity and the cursor will be
located in the first field of the record. The
screen will also display the ADD/EDIT AND FIELD
MOVEMENT KEYS in the bottom portion of the screen.
You may now begin changing any of the database
fields.
At any time prior to leaving the last field you may
exit EDIT without saving the modifications by
pressing the ESC key. On the other hand you may
exit and save your changes by passing through all
the fields, or by pressing the PG DN key from any
field.
Normally if you do not have a great number of
entries simply scrolling through your database is
the fastest and easiest method for finding the
record you wish to EDIT. Enter the EDIT mode, move
to the field you wish to change, make the changes,
next press PG DN to exit the EDIT mode and save your
corrections.
F3 - ADD
The ADD selection works very much as EDIT. When
entering the ADD mode you see the same type of
screen as in EDIT but the fields are all blank,
waiting for you to enter new data into your list of
records.
All the rules of the EDIT mode also apply to ADD.
At any time prior to leaving the last field you may
exit EDIT without saving the modifications by
pressing the ESC key. On the other hand you may
exit and save your changes by passing through all
the fields, or by pressing the PG DN key from any
field.
Often you may only want to use PMP to print either
envelopes or labels for one address that will never
be used again. Simply use the ADD selection, enter
the data, output to the printer using PRINT, and
then remove the record with the DELETE option.
F4 - DELETE
There are two methods used to erase records when you
select the DELETE option. You may remove the
current record (that data currently shown on the
screen), or you may remove all the records that have
been previously "tagged" (see TAG and MASS TAG for
more information). In either case it is important
to understand that once you delete a record it is
permanently removed from your database.
Although there are many caution message windows to
prevent you from accidently deleting records it is a
good idea to back up your data prior to performing
any major deletion action.
If you wish to remove many records, first print a
listing in the most helpful sorting order. Next,
select those records you wish deleted by using the
SEARCH command then tag each record. When finished
activate DELETE and select the "all tagged records"
option.
F5 - TAG
The TAG option works as a toggle only on the current
record. By pressing the TAG key the message "Tagged
Record" will either appear or disappear. When you
see it on the screen that means your record has been
marked tagged and will be included in any option
that uses tagged records (as in DELETE and PRINT).
The TAG and MASS TAG commands are very closely
related and should be used in conjunction to save
time and give a user the ability to fine tune the
DELETE and PRINT options.
Caution must always be exercised when using DELETE
and PRINT along with the tagged records feature. It
is a good idea to be assured all tags are cleared by
using the MASS TAG as explained below.
F6 - MASS TAG
This option works as a toggle that passes through
every record of the database and either untags or
tags depending on the state of any one record. If
there is at least one tagged record than MASS TAG
will untag every tagged record. If no records are
tagged then all records will be marked tagged.
The TAG and MASS TAG commands are very closely
related and should be used in conjunction to save
time and give a user the ability to fine tune the
DELETE and PRINT options.
Since you can only see the current record it is
sometimes advisable to use the MASS TAG command in
order to know just how any records not shown are
marked. By activating MASS TAG two times you can
tag and untag (or untag and tag) all records. by
observing the current record you would know for sure
the state of all records in the database.
F7 - PRINT
PRINT has options to output labels, envelopes,
reports, and postnet labels. It is very important
to understand that the manner in which data is
printed depends primarily on the items you
designated using the UTILITY select defaults option.
Make certain you are using the same size envelopes
or labels that have been previously specified, and
that the correct printer is selected.
When printing envelopes be sure you feed the stock
face up with the top to the left. You will be
prompted to manually feed the envelope then insert
your blank stock and press any key. Continue for
each envelope to print.
Check the current output indicators prior to
printing labels and envelopes. These indicators will
be listed when you choose the number of sets you
request printed.
Envelopes - The various sizes are expressed by USPS
stock number EP-XXX and by inch dimensions. The EP-
192 is the standard business envelope, and the Small
Ltr size is the smaller standard envelope.
Labels - Be sure and align your label prior to
printing the actual records. You can print as many
align labels as is necessary. This option is
available for Dot Matrix printers only.
1 List Add and 2 List Ph - These reports can be
generated on either a Laser or Dot Matrix printers.
The first report lists address data and the second
phone information along with the notes/comments
field.
Postnet - This option will print postnet barcodes on
your selected label stock, and is available for Dot
Matrix printers only. The selected ZIP Code will
also print just above the barcode.
F8 - SEARCH
As the number of addresses in your database
increases it will become more and more time
consuming to use the Record Movement Keys to locate
any particular record. SEARCH will find any record
in less than a second regardless of the size of your
database.
You can SEARCH using the following keys: Name,
Title, Company Name, City, ZIP, or by Record Number.
When you activate SEARCH the sort order of your
database will change to the key you selected and the
search you requested will become the current record.
If no match is found you will see a prompt that will
allow you to continue or exit to the main menu.
It is not necessary to enter the entire field in
order to match a record. If you were searching for
the Name "SMITH" you could enter simply "S" and that
would take you to the first record that has "S" in
the Name, such as "SHORT". From that point you
could then use the Record Movement Keys to go
forward to the "SMITH" record. The same is true
with a ZIP code, if you enter 917 the current record
would be the first that had 917, such as 91701.
F9 - INDEX
Database files, such as those used by PMP, keep your
data in various sort orders so that it is easier to
maintain and manipulate your records. There are
times, especially when you have had to exit PMP
incorrectly, that these files will become corrupt.
If you load PMP and get various error messages,
proceed to the main menu and select INDEX before any
other selection.
If you feel that PMP is sorting your data
incorrectly, or has trouble locating searches that
are obviously in your database, then you may want to
INDEX; by doing so you will probably resolve any
difficulty.
Many of the option in PMP automatically perform the
INDEX function.
F10 - UTILITY
Backup/Restore, Changing the Sort Order, and
Settings are the options to be found under UTILITY.
Backup/Restore copies the current database from or
to the designated backup drive using DOS copy.
You may change the order in which your records are
output by selecting the Changing the Sort Order
option.
The Settings option changes the system defaults.
These defaults determine what you are printing, how
you are printing, what disk you use for backup and
the name of the current database file.
Backup/Restore - The files copied are the current
database and the configuration file PMP_CFG.DBF.
When restored these files are reindexed.
Changing the Sort Order - When you set the order of
your database this information will be saved and
used the next time you enter PMP.
Settings - If you wish to create a new database just
enter a name under Default File that does not
exists; that file will then be created and become
the working database.
Edit/Add and Field Movement Keys
Enter or TAB Moves to the next field. If the cursor is in
the last field, the edit/add is completed and
the data is saved.
Shift TAB Moves to the previous field.
Left Arrow Moves the cursor one position to the left.
Right Arrow Moves the cursor one position to the right.
INS Key Toggles between the replace and insert modes.
When you are in insert mode the cursor is
slightly larger.
DEL Deletes the character under the cursor.
Back Space Deletes the character to the left of the
cursor.
ESC Key Aborts and does not save the current edit/add
process.
HOME Moves the cursor to the first position of the field.
END Moves the cursor to the end of the field.
Ctlr HOME Moves to the first field.
Ctlr END Moves to the last field.
The following keys can be used to end the edit/add process and
save the data as entered:
PG DN - PG UP - Ctrl W - Ctrl Q - Ctrl Left - Ctrl
Right
Database File Structures
The file structure of the configuration file, PMP_CFG.DBF:
Fld # Field Width
1 ENVELOPE 1
2 PRINTER 1
3 LABEL 1
4 DEFAULT 8
5 BACKUP 1
6 ORDER 1
7 FIM 1
Total Number 15
The file structure of the data files:
Fld # Field Name Width
1 FIRST 12
2 LAST 18
3 TITLE 30
4 COMPANY 30
5 STREET 30
6 CITY 20
7 STATE 2
8 ZIP 10
9 AC1 3
10 PH1 8
11 EXT1 4
12 AC2 3
13 PH2 8
14 EXT2 4
15 COMMENT 50
16 TAG 1
Total Number 234
Indexes Maintained:
Index Name Field Used
Name Last + First
Title Title
Company Company
City City
Zip ZIP Code
Note
PMP was written entirely in C and the source code is
compatible, without modification, for use with the Turbo C 2.0
and Microsoft C 6.0 compilers.
All data and index files are compatible with dBase III and
dBase IV.
If you have any questions or comments please direct them to:
Management Information Systems
Alhambra MSC
Alhambra CA 91899-9540
PEN 795-6616 (818) 855-6616