The Business Master (3rd Edition)

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Text File | 1991-12-18 | 22.5 KB | 552 lines

Import or Output Data: Import: Import a 12 or 13 field ASCII "comma delimited" file. see options '8' or '9' Output: WordStar[TM]/MailMerge[TM]/WordPerfect[TM]/Microsoft [TM] Word 4.0 dBASE III [TM]/SBT [TM]/SourceMate [TM] Output Basica/Output Sequential File Overview: Options 1 - 7 Thesσ option≤ creatσ eithe≥ ß WordStar/MailMerge[TM]¼ WordPerfect[TM]¼ o≥ ì dBAS┼á II╔ [TM▌ datß filσ usinτ thσ datß froφ you≥ Client/dBAS┼ II╔á file« ì Thσ newl∙ createΣ filσ end≤ iε thσ letters║ '.DAT'¼ .DEF'¼ '.SFº o≥ '.DBF'. If used with Wordstar[TM], the .DAT file can be used to print form letters ì in MailMerge[TM]. All character fields are trimmed of trailing blanks to ì accommodate your form letters. Along with this data file, the Wordstar ì option creates the beginning of your form letter and puts it in a file ì ending in the 3 letters '.DEF' (containing all the MailMerge[TM] commands ì you need at the start of a form letter). If used with WordPerfect[TM], the .SF file is the 'Secondary File' that ì WordPerfect uses for merge letters, where each field is delimited with ì CONTROL-R, and each record is delimited with CONTROL-E.] If used with dBASE III [TM], the '.DBF' file format is becoming a standard ì data file format that many other programs are using for their respective ì data import function. When used with Microsoft [Reg. TM] Word 4.0, the '.DAT' file contains the ì data or records that the Word 4.0 merge document requires. Thesσá option≤ wil∞ allo≈ yo⌡ t∩ outpu⌠ thσ ke∙ field≤ iε you≥ clien⌠ filσ ì t∩ aε externa∞ tex⌠ filσ tha⌠ can¼á iε turn¼á bσ useΣ b∙ ß worΣ processo≥ ì t∩ creatσ 'boilerplateº o≥ forφ letter≤ fo≥ yo⌡ automatically. Based on your selection criteria, if any, the program will output these ì fields: Sex ID, First name, Greeting, Last name, Company Name, Address1/2 City, State, Zip, Zip4, Phone number, Comments ============== | OPTION 1: | ============== Selection Process: èAt option 1, you can input up to 7 search criteria as the basis for your word processor merge file: Last Name, First Name, Company, City, State, Zip, and Comments. You can select whether you want only those records to be selected that ì have all of criteria in every record or select out records regardless of ì the number of matches made per record, as long as at least one match is ì made in any one record that is selected. True [or T] means all matches have to be made in any one record for it to be selected. False [or F] means that as long as one match is made in a record it will be selected. Search Criteria Selection: Option 1: Yo⌡á caεá ente≥á an∙á word¼á phrase¼á o≥ codσ oεá whicΦá t∩á basσá you≥ ì selection«á Iµ lef⌠ blank¼á al∞ record≤ wil∞ bσ selecteΣ out« Iµ yo⌡ ì makσá aε entr∙ here¼á thσ prograφ wil∞ searcΦ througΦ thσá clien⌠á filσ ì anΣ selec⌠ ou⌠ onl∙ thosσ record≤ tha⌠ mee⌠ you≥ searcΦ criteria. [Note that you can have up to 7 different codes or phrases entered here and ì all records will be pulled which have any one of them or any combination ì of them] ============== | OPTION 2: | ============== 2) Output records to Wordstar/Mailmerge[TM] [outputs into a 12 field, comma delimited file] fields outputted: SEX, FNAME, GREETING, LNAME, PROSPECT, ADDRESS1, ADDRESS2, CITY, STATE, ZIP, ZIP4, PHONE-1 This option is used to get data from the client file and output it to a ì file that can be used by WordStar/MailMerge[TM]. This file can also be ì used by BASIC and other languages and products. In short, any product that ì accepts "comma delimited" files for input may accept the file created by ì this option. Froφá thσ WordSta≥ option¼á yo⌡ wil∞ creatσ tw∩ files«á Thσ firs⌠á filσ ì namσá end≤á iε .DE╞ anΣ i≤ ß filσ tha⌠ caε bσ turneΣ int∩ ßá forφá lette≥ ì jus⌠á b∙á callinτ i⌠ u≡ iε WordSta≥ anΣ matchinτ i⌠ t∩ you≥ forφá letter« ì I⌠á alread∙á contain≤ al∞ oµ thσ command≤ needeΣ b∙ WordSta≥ t∩á reaΣá thσ ì Client/dBAS┼ II╔ datß filσ (.DAT). The other file is the .DAT file, which contains all data that you want to ì read into WordStar. It is formatted sequential file, with all fields in ì quotes and separated by commas. è ============== | OPTION 3: | ============== 3) Output records to WordPerfect[TM] [outputs into a 14 field, CONTROL-R delimited file] fields outputted: SEX,FNAME,GREETING,LNAME,PROSPECT,ADDRESS1,ADDRESS2,CITY,STATE ZIP,ZIP4,PHONE-1,COMMENT1,COMMENT2 The .SF file is the 'Secondary File' that WordPerfect uses for merge ì letters, where each field is delimited with CONTROL-R, and each record is ì delimited with CONTROL-E.] Be sure to retrieve the 'Secondary File' into WordPerfect, at which time ì WordPerfect will insert its printer codes. Then, while inside WordPerfect, ì save the file under that same name. At this point, the 'Secondary File' ì will be usable for purposes of mail merging. [Similar to option B] ============== | OPTION 4: | ============== 4) Output records to dBASE III [Registered TM] With option 4, the '.DBF' file format is becoming a standard data file ì format that many other programs are using for their respective data import ì function. Once you assign a name to the dBASE III [TM] file you are outputting, the ì structure of that file is: Field Field Name Type Width Dec 1 SEX Character 19 2 FNAME Character 20 3 GREETING Character 20 4 LNAME Character 20 5 PROSPECT Character 40 6 ADDRESS1 Character 30 7 ADDRESS2 Character 30 8 CITY Character 30 9 STATE Character 2 10 ZIP Numeric 5 < numeric representation of Zip codes 11 ZIP4 Numeric 4 < numeric representation of Zip+4 codes 12 ZIP_CH Character 5 < character representation of Zip codes 13 ZIP4_CH Character 4 < character representation of Zip+4 codes 14 PHONE_1 Character 13 15 COMMENT1 Character 60 16 COMMENT2 Character 60 17 CATEGORY Numeric 8 è 18 PRIORITY Numeric 4 19 REFERBY Character 30 20 FIRST_DATE Character 10 ** Total ** 415 Thσá numeriπ zi≡ codσ field≤ dro≡ leadinτ zeros¼á whilσ thσ characte≥á one≤ ì adΣ theφ back. Iµá yo⌡á invokσ thσ Selectioε Criteriß Men⌡ iε optioε 1¼á theε thσá prograφ ì wil∞á asδ yo⌡ iµ yo⌡ wisΦ t∩ outpu⌠ froφ thσ Clien⌠ o≥ Activit∙á file«á Iµ ì yo⌡ selec⌠ thσ latter¼ theε thi≤ filσ i≤ outputted: Field Field Name Type Width Dec 1 SEX Character 19 2 FNAME Character 20 3 LNAME Character 20 4 PROSPECT Character 40 5 ADDRESS1 Character 30 6 ADDRESS2 Character 30 7 CITY Character 30 8 STATE Character 2 9 ZIP Numeric 5 10 ZIP_CH Character 5 11 PHONE_1 Character 13 12 COMMENT1 Character 200 13 CATEGORY Numeric 8 1┤ CALLBAC╦ Characte≥ 1░ 15 FIRST_DATE Character 10 ** Total ** 443 Observσ tha⌠ ß callbacδ datσ appear≤ iµ an∙ onl∙ iµ yo⌡ havσ entereΣ ß datσ ì othe≥á thaεá '01/01/1901ºá iε thσ Callbacδ fielΣ oµá thσá activit∙á record« ì Wheneve≥á thσá prograφá see≤á '01/01/1901º iε thσá callbacδá fielΣá oµá thσ ì activity¼á theεá i⌠ assume≤ tha⌠ yo⌡ havσ n∩ callbacδ anΣ doe≤á no⌠á outpu⌠ ì anythinτ int∩ fielΣ 1┤ above« Notσá als∩á tha⌠ FIRST_DAT┼ i≤ thσ datσ wheε thi≤ recorΣ wa≤ firs⌠á entereΣ ì int∩ thσ program. ============== | OPTION 5: | ============== 5) Output records to Microsoft [TM] Word 4.0 [outputs into a 12 field, comma delimited file] fields outputted: SEX, FNAME, GREETING, LNAME, PROSPECT, ADDRESS1, ADDRESS2, CITY, STATE, ZIP, ZIP4, PHONE1 èThis option is used to get data from the client file and output it to a ì data file that can be used by the merge feature in Word 4.0.. Your Word 4.0 letter will contain merge variables of the form: <<SEX>> <<FNAME>> <<GREETING>> <<LNAME>> <<PROSPECT>> and so on. These merge variables are identified in the '.DEF' or header ì file created by the program. These symbols, "<<" and ">>", are formed by ì holding down the <ALT> key and typing 174 or 175. At the top of your Word 4.0 letter, you will have this command (if you ì select 'TEST' as the file name for outputting your data in option 5): <<DATA TEST.DEF, TEST.DAT>> This tells Word 4.0 to look into TEST.DEF for the header or identification ì of fields used; and to pull in TEST.DAT for the data. TEST.DAT is a 'comma delimited, ASCII file'. It contains all data that you ì want to read into Word 4.0. It is formatted sequential file, with all ì fields in quotes and separated by commas. ============== | OPTION 6: | ============== This option will append records directly to the SBT [TM] customer file. ============== | OPTION 7: | ============== This option will append records directly to the SourceMate [TM] customer ì file. ============== | OPTION 8: | ============== Import data from ASCII file: Create an ASCII "comma delimited" file with these 12 fields: First name <== up to 20 characters Last name <== up to 20 characters Company name <== up to 40 characters Address 1 <== up to 30 characters, first line of address è Address 2 <== up to 30 characters, 2nd line, if any, such as 'Suite 214' City <== up to 30 characters State <== two character state, if U.S.A.; else leave blank Zip <== U.S.A. Zip code, 5 characters Zip4 <== U.S.A. Supplemental Zip code, 4 characters Phone <== 13 character, if .U.S.A. or Canada. Must be in this form: (214)690-6017 Observe character 1 is '(', 5 is ')', and 9 is '-' Comment1 <== any comment, up to 60 characters Sex ID <== if used, such as 'Dr.', 'Captain', or 'Reverend' Option 8 will import from an ASCII file named: 'AIMPORT.TXT'. Make ì sure that your file has that name. Observe below one record in the ASCII "comma delimited" format: "John D.","Cauble, Jr.","Accounting & Tax Service","11056 Shady Trail", "Suite 101","Dallas","TX","75229","0234","(214)357-5454","SIC=4303","" Observe that "Suite 101" would normally follow after "11056 Shady ì Trail" on one continuous line. Here the record is broken into two ì lines only for purposes of showing you how it looks. ============== | OPTION 9: | ============== Import data from ASCII file: Create an ASCII "comma delimited" file with these 13 fields: First name <== up to 20 characters Last name <== up to 20 characters Company name <== up to 40 characters Address 1 <== up to 30 characters, first line of address Address 2 <== up to 30 characters, 2nd line, if any, such as 'Suite 214' City <== up to 30 characters State <== two character state, if U.S.A.; else leave blank Zip <== U.S.A. Zip code, 5 characters Zip4 <== U.S.A. Supplemental Zip code, 4 characters Phone <== 13 character, if .U.S.A. or Canada. Must be in this form: (214)690-6017 Observe character 1 is '(', 5 is ')', and 9 is '-' Comment1 <== any comment, up to 60 characters Sex ID <== if used, such as 'Dr.', 'Captain', or 'Reverend' Revenue/Expense<== Any value entered here will cause a corresponding first record in the Activity file to be created. Option 9 will import from an ASCII file named: 'AIMPORT.TXT'. Make ì sure that your file has that name. è Observe below one record in the ASCII "comma delimited" format: "John D.","Cauble, Jr.","Accounting & Tax Service","11056 Shady Trail", "Suite 101","Dallas","TX","75229","0234","(214)357-5454", "SIC=4303","Mr.","5412.43" Observe that "Suite 101" would normally follow after "11056 Shady ì Trail" on one continuous line. Here the record is broken into two ì lines only for purposes of showing you how it looks. You are not ì required to enter a value for the Revenue/Expense field. If you do, ì then the program will create a corresponding record in the activity ì file. One application of this would be if you are bringing in records from an ì Accounts Receivable file, with an amount owed for each debtor. ============== | OPTION A: | ============== "A) Select date range [works with #2,3,4,5 B and D only]" Option A is to change the start or stop date on the options to Import or ì Output Data. It defaults to these dates: START DATE :'01/01/1901' STOP DATE :'12/12/2999' Note that this date range selection will work only with selections #2, 3, ì 4, and 5 on this menu. ============== | OPTION B: | ============== B) Output records to WordPerfect[TM] [outputs into a 17 field, CONTROL-R delimited file] fields outputted: SEX,FNAME,GREETING,LNAME,PROSPECT,ADDRESS1,ADDRESS2,CITY,STATE ZIP,ZIP4,PHONE-1,COMMENT1,COMMENT2,CATEGORY,PRIORITY,REFERBY The .SF file is the 'Secondary File' that WordPerfect uses for merge ì letters, where each field is delimited with CONTROL-R, and each record is ì delimited with CONTROL-E.] Be sure to retrieve the 'Secondary File' into WordPerfect, at which time ì WordPerfect will insert its printer codes. Then, while inside WordPerfect, ì save the file under that same name. At this point, the 'Secondary File' ìèwill be usable for purposes of mail merging. [Similar to option 3] ============== | OPTION C: | ============== Import data from ASCII file: Create an ASCII "comma delimited" file with these 24 fields: [Bring data into Client Detail File] First name <== up to 20 characters Last name <== up to 20 characters Company name <== up to 40 characters Address 1 <== up to 30 characters, first line of address Address 2 <== up to 30 characters, 2nd line, if any, such as 'Suite 214' City <== up to 30 characters State <== two character state, if U.S.A.; else leave blank Zip <== U.S.A. Zip code, 5 characters Zip4 <== U.S.A. Supplemental Zip code, 4 characters Phone <== 13 character, if .U.S.A. or Canada. Must be in this form: (214)690-6017 Observe character 1 is '(', 5 is ')', and 9 is '-' Comment1 <== any comment, up to 60 characters Sex ID <== if used, such as 'Dr.', 'Captain', or 'Reverend' Detail 1 <== up to 20 characters, placed into Client Detail File, field one. Detail 2 <== up to 20 characters Detail 3 <== up to 20 characters Detail 4 <== up to 20 characters Detail 5 <== up to 20 characters Detail 6 <== up to 20 characters Detail 7 <== up to 20 characters Detail 8 <== up to 20 characters Detail 9 <== up to 20 characters Detail 10 <== up to 20 characters Detail 11 <== up to 20 characters Detail 12 <== up to 20 characters Option C will import from an ASCII file named: 'AIMPORT.TXT'. Make ì sure that your file has that name. Observe below one record in the ASCII "comma delimited" format: "Alyce","Fisher","P.O. BOX","2116 E. Arapaho","P.O. Box 3823","Richardson", "TX","75081","0433","(214)783-8581", "they currently have an 8bit system, written in compiled", è"Mr.","DET1","DET2","DET3","DET4","DET5","DET6","DET7","DET8", "DET9","DET10","DET11","DET12" Observe that this record would normally be on one continuous line, but is ì here broken into five lines only for purposes of showing you how it looks. ============== | OPTION D: | ============== D) Output records to WordPerfect[TM] [outputs into a 19 field, CONTROL-R delimited file] fields outputted: SEX,FNAME,GREETING,LNAME,PROSPECT,ADDRESS1,ADDRESS2,CITY,STATE ZIP,ZIP4,PHONE-1,COMMENT1,COMMENT2,CATEGORY,PRIORITY,REFERBY DATE,AMOUNT The .SF file is the 'Secondary File' that WordPerfect uses for merge ì letters, where each field is delimited with CONTROL-R, and each record is ì delimited with CONTROL-E.] Be sure to retrieve the 'Secondary File' into WordPerfect, at which time ì WordPerfect will insert its printer codes. Then, while inside WordPerfect, ì save the file under that same name. At this point, the 'Secondary File' ì will be usable for purposes of mail merging. 'DATE' is the date of original entry into the program. 'AMOUNT' is the ì revenue/expense item. [Similar to option 3] ============== | OPTION E: | ============== "E) Dun's [TM] ASCII import" Dun's Marketing Services [TM] offers an outstanding database inquiry ì service for sales and marketing professionals called Dun's Direct Access ì [TM]. For more information on their offerings, please call: Dun's Marketing Services Three Sylvan Way Parsippany, NJ 07054 -3896 (800)624-5669 (201)605-6424 Within their system, Dun's [TM] offers an 'ASCII Fixed Field' output ìèoption. For every record you request, Dun's [TM] will output 203 ì characters or columns into a 'TXT' file. Once option E identifies the presence of 'DUNS.TXT', then this program will ì import all of its fields correctly. Dun's [TM] outputs its fields in this form: Field Field Name Type Width Columns 1 FNAME Character 13 1 - 13 2 LNAME Character 15 14 - 28 3 PROSPECT Character 30 29 - 58 4 ADDRESS1 Character 25 59 - 83 5 ADDRESS2 Character 25 84 - 108 6 CITY Character 20 109 - 128 7 STATE Character 2 129 - 130 8 ZIP Character 5 131 - 135 9 ZIP 4 Character 4 136 - 139 10 MISC Character 4 140 - 143 11 PHONE Character 10 144 - 153 12 BUSINESS Character 19 154 - 172 13 MISC1 Character 1 173 - 173 14 TITLE Character 30 174 - 203 Note that ADDRESS2, if used, is their representation of a mailing address. ì This information is moved into the incoming comment field since it is ì incomplete as outputted in their 'TXT' file. The zip code that accompanies ì their ADDRESS2 is retained internally in the Dun's Direct Access [TM] ì system and displayed during their queries, but is not outputted in their ì ASCII format. 'MISC' and 'MISC1' are ignored when option E imports the data. To see an actual example of their data, observe 'SAMPLDUN.TXT' in this ì subdirectory. As you exit this program, please invoke: LIST SAMPLDUN.TXT <============= You enter this ===== Logic of "ATTN:" ===== When option E senses a value in the TITLE field, it attempts to place a ì value into Address 2 of the incoming record, applying this logic: 1) If between 1 and 24 characters, the entire TITLE is placed ì into Address 2 in this form: ATTN:President 2) If between 25 and 28 characters, it places this text into ì Address 2: è [Directory of Student Svcs] 3) If greater than 28 characters, this phrase appears in Comment ì 1: Title=Directory of Corporate Planning Dun's [TM] and Dun's Direct Access [TM] are trademarks of The Dun & ì Bradstreet Corporation. All sample data contained in 'SAMPLDUN.TXT' is ì property of The Dun & Bradstreet Corporation.