Andrea L. Beaudin
When accepting credit card information over the phone, please make sure to obtain the following:
Please verify amount that will be charged.
All information pertaining to a transaction (such as the signup form completed by a meeting attendee) MUST BE KEPT ON FILE FOR EIGHTEEN MONTHS AFTER PROCESSING THE TRANSACTION (per terms with Visa/Master Card/American Express).
Please place information (along with consumer transaction receipt or duplicate) in an envelope with date, description, and “DESTROY AFTER” with the appropriate date 18 months ahead.
Open Q &A;
File > Utilities > Export Data > 4 dBase IV
Q&A File Name: membfirm.dtf (though there may be occasions in which you’d export from members.dtf, which is the contact name listing file)
IF YOU ARE UPDATING THE FAX DATABASE, see “Fax Export.”
If you are not exporting in order to update the fax database, save as membfirm.dbf (this is the file that most mail merge documents in Windows are linked to; you can, in truth, call it whatever you’d like to).
You will be asked if you want to overwrite the current dbf file; click Yes
Retrieve spec: Alt-F8 provides a list of retrieve specs, but for billing and labels, you’ll want to retrieve all.
Sort spec: if you want to sort the files, click F8 and select how you want the export sorted. Typing F1 will show you the syntax for the sorting.
F10 to continue.
Merge Spec: You can choose what fields to export. For labels and the like, you don’t need to worry. For other exports, you will want to limit the fields exported (for instance, if you were to provide member info as a database file to a member company, you would not want to provide billing information as part of the export).
Hit F10 again.
The merge is complete. You may now use the updated dbf file for windows applications.
FAX EXPORT
This is a two-parter, as we have members who wish to be faxed during the day only(dayfax: FM code D) or at any time (nightfax: FM code Y). Those who do not wish to receive faxes from us have the FM field coded N).
Dayfax: export to dayfax.dbf > Yes to overwrite > Retrieve Spec: Alt-F8 to list > Dayfax export > F10 > F8 to sort (I usually set FID as 1as) > F10 > At Merge Spec, Alt-F8 > Fax List Export > F10 > F10 to complete merge.
Nightfax: export to nightfax.dbf > Yes to overwrite > Retrieve Spec: Alt-F8 to list > Nightfax export > F10 > F8 to sort (I usually set FID sort to 1as) > F10 > At Merge Spec, Alt-F8 > Fax List Export > F10 > F10 to complete merge.
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