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How do I? Index
Main Contents:
Welcome
Introducing hontreasurer.com
Online Manual
How Do I?
HELP! I'm Stuck!
TUTORIAL
The
Forum
TO DO List
How Do I? Contents:
Choose Activity Names
Print Labels or Form
Letters
I can't edit a
Transaction Field
Import existing records
Does the order of letters in
Label
Fields matter?
Print Labels or email People
who have paid for an Activity?
Produce Management Accounts
on a Spreadsheet with numbers from hontreasurer.com?
Post Contra Entries?
Set up and email only user?
Submit
Your Comments/Ideas
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It is often a
requirement to print labels for (or email) people who have paid for an
activity. This is done in three steps - choose a Label Field and a
letter to represent those people, use Label Listed to give everyone who
has paid the chosen letter and use the Contact list to select the
people and print the labels or email them.
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First
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No action required on the
system, but you need to choose one of the Label Fields (1, 2 or 3) and
a letter to represent the list. So, for example, you want to email all
those who have paid for a Summer School. Choose, say, letter S in Label
Field 2 to represent these people. Make sure that letter S in Label
Field 2 is not presently used for something else. If it is, and it is
no longer required, use Label Maintenance on the Contact tab to, for
example, Remove S from Label Field 2.
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Second
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Call up the Transaction
List Tab and select the Activity (for the right year) on the Activities
list. This should show everyone who has paid but you might want to
restrict the Payment Types to Cheque Received to get a more accurate
list. It depends your activities are broken down into Receipts,
Payments etc. When you are happy with the list, press "Label Listed"
and, for example, S to Label Field 2 and press OK. Now all the contacts
in the transaction list will be labelled.
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Third
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Lastly, call up the
Contacts tab and put S in Label Field 2 (for our example above). Check
that the list looks correct. Choose Export Addresses (for labels) or
email All Listed ( for emails).
It is sometimes a requirement to keep a separate list of all who have
been emailed or circulated. The problem is that when you call up the
transactions for the Activity, all the people who have alreadybeen
circulated will be labelled again. To deal with this, when the batch is
complete, use Label Maintenance to change the S (in our case) to, for
example, T and use a different Label
Field, for example Label Field 3. Now T in Label Field 3 means
"these have been circulated" and S in Label Field 2 means "to circulate
this time". When doing step two, for the second circulation, use NOT T
in Label Field 3 to exclude the people who have already been done.
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