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Contents
List of Figures
Title and Copyright Information
Preface
Audience
Documentation Accessibility
Related Documents
Conventions
1
Overview to Address Book and Electronic Mail
1.1
Address Book Integration
1.1.1
Financials Systems
1.1.2
AEC Systems
1.1.3
Distribution Systems
1.1.4
Manufacturing Systems
1.1.5
Payroll and Human Resources Systems
1.2
Address Book Features
1.2.1
Address Book Management
1.2.2
Reporting
1.2.3
Multi-National Functionality
1.3
Files Used by Address Book
1.3.1
Files and Information Flow
1.3.2
Files and Descriptions
1.4
Electronic Mail System Integration
1.4.1
Financial Systems
1.4.2
AEC System
1.4.3
Distribution Systems
1.4.4
Manufacturing System
1.5
Electronic Mail Features
1.5.1
Electronic Mail Management
1.5.2
Workflow Management
1.6
Files Used by Electronic Mail
1.6.1
Files and Information Flow
1.6.2
Files and Descriptions
1.7
Menu Overview
Part I Address Book Maintenance
2
Overview to Address Book Maintenance
2.1
Objectives
2.2
About Address Book Maintenance
3
Enter Address Book Records
3.1
Understanding Address Book Entry
3.1.1
Understanding Processing Options
3.1.2
Understanding Addresses by Effective Date
3.1.3
Understanding Double-Byte Environments
3.1.4
Understanding Postal Code, City, State, County and Country Fields
3.1.5
Understanding 1099 Processing Considerations
3.2
Entering Address Book Records
3.2.1
Before You Begin
3.2.2
Entering Basic Address Book Information (P01051)
3.2.3
Processing Options
3.2.4
Assigning Category Codes (P010512)
3.2.5
Entering Address Book Control Information (P010513)
3.2.6
Processing Options
3.2.7
Entering Who's Who Information (P0111)
3.2.8
Entering Additional Notes and Additional Query Search Criteria (P0016)
3.2.9
Entering Additional Phone Numbers (P01075)
3.3
What You Should Know About
4
Locate Address Book Records
4.1
Understanding Name Search (P01200)
4.2
Searching Records
4.2.1
Using an Alpha Search
4.2.2
Using the Query Search Feature
4.2.3
Examples of Searches
4.3
Displaying Fields
4.4
Reviewing Customer and Supplier Information
4.5
Locating Address Book Records
5
Audit the Address Book System
5.1
Understanding Address Book Auditing
5.2
Updating the Audit Log
5.2.1
Before You Begin
5.3
Printing the Audit Log
5.4
Purging the Audit Log
5.4.1
Before You Begin
Part II Auxiliary Address Book Information
6
Overview to Auxiliary Address Book Information
6.1
Objectives
6.2
About Auxiliary Address Book Information
7
Enter and Maintain Multiple Addresses
7.1
Understanding Address Revisions
7.1.1
Before You Begin
7.2
Adding Multiple Addresses using Address Revisions (P0116)
7.2.1
Processing Options
7.3
Running Effective Address Update (P01840)
7.3.1
Setting DREAM Writer Data Selection
8
Enter Socio-Economic Information
8.1
Overview
8.2
Set Up
8.3
Entering Socio-Economic Data
9
Enter Related Addresses
9.1
Setup
9.2
Technical Considerations - Related Address Retrieval
9.2.1
Before You Begin
9.3
Entering Related Addresses
10
Enter User Reserved Information
10.1
Overview Of User Reserved Information
10.1.1
Vocabulary Overrides for User Reserved Information
10.1.2
UDCs for User Reserved Information
10.2
Entering User Reserved Information
10.2.1
Processing Options
11
Working with Address Book Email and URL Addresses
11.1
Using Address Book Email/URL Selection
11.2
Entering Address Book Email/URL Revisions
11.2.1
Before You Begin
Part III Address Book Reports and Mailing Labels
12
Overview to Address Book Reports and Mailing Labels
12.1
Objectives
12.2
About Address Book Reports and Mailing Labels
12.2.1
Which Report Should You Print?
12.2.2
What Are the Types of Mailing Labels?
13
Print Reports by Address and Who's Who
13.1
Printing Reports by Address
13.1.1
Report by Address - Full Address with Codes and Notes
13.1.2
Report by Address - Full Address without Codes and Notes
13.1.3
Processing Options
13.2
Printing Reports by Person (Who's Who)
13.2.1
Report by Who's Who - One Line per Address
13.2.2
Report by Who's Who - Full Address with Codes and Notes
13.2.3
Report by Who's Who - without Codes and Notes
13.2.4
Processing Options
14
Print Mailing Labels
14.1
Printing Mailing Labels
14.1.1
Before You Begin
14.1.2
What You Should Know About
14.2
Printing Address and Who's Who Labels
14.2.1
Mailing Labels by Address
14.2.2
Mailing Labels by Who's Who
14.3
Printing Cheshire Labels
14.3.1
Processing Options
14.4
Printing Dun & Bradstreet Labels
14.4.1
Processing Options
15
Print the Check for Duplicates Report
15.1
Printing the Check for Duplicates Report
15.1.1
Before You Begin
15.1.2
What You Should Know About
15.1.3
Check for Duplicates Report
15.1.4
Processing Options
16
Print the Socio-Economic Report
16.1
Printing the Socio-Economic Report
16.1.1
Socio-Economics Report
16.1.2
Processing Options
17
Create the Address Book Reporting File
17.1
Creating the Address Book Reporting File
17.1.1
Processing Options
17.1.2
Data Selection for Build Address Book Reporting File
Part IV System Setup
18
Overview to System Setup
18.1
Objectives
18.2
About Address Book System Setup
19
Set Up Constants for Address Book
19.1
Setting Up Constants for Address Book
19.1.1
Before You Begin
20
Set Up Country Constants for Address Book
20.1
Setting Up Country Constants for Address Book
20.1.1
What Are the Predefined Mailing Formats?
20.1.2
Before You Begin
21
Set Up Postal Codes for Address Book
21.1
Setting Up Postal Codes for Address Book
21.1.1
Before You Begin
21.1.2
What You Should Know About
22
Set Up User-Defined Codes for Address Book
22.1
Understanding User-Defined Codes
22.2
Setting Up User Defined Codes for Address Book
23
Set Up Next Numbers
23.1
Setting Up Next Numbers
23.1.1
What You Should Know About
24
Set Up State-Province Country Codes for Address Book
24.1
Setting Up State-Province Country Codes
25
Set Up Consolidation Codes
25.1
Setting Up Consolidation Codes
26
Work with Parent/Child Relationships
26.1
Objectives
26.2
About Parent/Child Relationships
26.2.1
Before You Begin
26.3
Creating Parent/Child Relationships
26.3.1
What You Should Know About
26.4
Viewing Parent/Child Relationships
26.4.1
Before You Begin
26.5
Printing Parent/Child Relationships
26.5.1
Processing Options
Part V Address Book Supplemental Data
27
Overview to Address Book Supplemental Data
27.1
Objectives
27.2
About Address Book Supplemental Data
27.2.1
When Do You Use Supplemental Data?
27.2.2
What Are the Major Files in the Supplemental Database?
28
Define Supplemental Data
28.1
Defining Data Types
28.1.1
What You Should Know About
28.2
Defining CIF Sequences
28.2.1
What You Should Know About
28.3
Defining Supplemental Data Security
28.3.1
What You Should Know About
29
Enter and Copy Supplemental Data
29.1
Entering Detailed Supplemental Information
29.2
Copying Detailed Supplemental Information
29.3
Entering Narrative Text
29.4
Copying Narrative Text
30
Change Data Types
30.1
Changing Code and Narrative Data Types
30.1.1
What You Should Know About
30.2
Changing Program Data Types
30.2.1
Processing Options
31
View Supplemental Data
31.1
Viewing Data by Address
31.2
Viewing Data by Data Type
31.2.1
What You Should Know About
32
Work with Supplemental Data Reports
32.1
Creating a Workfile
32.1.1
Processing Options
32.2
Printing Supplemental Data Reports
32.2.1
Printing Data by Data Type Report
32.2.2
Processing Options
32.2.3
Data Sequence for Data by Data Type Report
32.2.4
Printing the Data by Address Book Report
32.2.5
Processing Options
32.2.6
Data Sequence for Data by Address Book Report
Part VI Address Batch Processing
33
Overview to Address Batch Processing
33.1
Objectives
33.2
About Address Batch Processing
34
Review Address Batches
34.1
Reviewing Addresses
34.2
Reviewing Transaction Detail
34.2.1
Processing Options
35
Work with Address Batches
35.1
Adding Address Records to Batches
35.1.1
What You Should Know About
35.2
Revising Batch Address Records
35.2.1
What You Should Know About
36
Process Address Batches
36.1
Processing Address Batches
36.1.1
Before You Begin
36.1.2
What You Should Know About
36.1.3
Processing Options
36.1.4
Data Sequence for Batch Address Processing
37
Purge Address Batches
37.1
Purging Address Batches
37.1.1
Before You Begin
37.1.2
What You Should Know About
37.1.3
Processing Options
Part VII Updates and Purges
38
Overview to Updates and Purges
38.1
Objectives
38.2
About Updates and Purges
39
Update Category Codes
39.1
Updating Category Codes
39.1.1
What You Should Know About
39.1.2
Before You Begin
39.1.3
Processing Options
40
Create and Update the Search Word File
40.1
Understanding the Search Word File
40.2
Creating the Search Word File
40.2.1
Before You Begin
40.3
Updating the Search Word File
40.3.1
Before You Begin
41
Identify Inactive Addresses
41.1
Identifying Inactive Addresses
41.1.1
Identify Inactive Addresses Report
41.1.2
Processing Options
42
Purge Records
42.1
Purging Address Book Information and Related Files
42.1.1
What You Should Know About
42.1.2
Processing Options
42.2
Purging the Audit Log
42.3
Purging the Message Log
42.4
Purging the Time Log
Part VIII Electronic Mail
43
Overview to Electronic Mail
43.1
Objectives
43.2
About Electronic Mail
44
Work with Employee Mailboxes
44.1
Working with Employee Mailboxes
44.1.1
Accessing a Mail Box
44.1.2
Entering Remarks
44.1.3
Viewing the Calendar
44.1.4
Revising the Calender
44.1.5
Viewing Time Logs
44.1.6
Processing Options
45
Work with Messages
45.1
Working with Messages
45.1.1
Sending a Message
45.1.2
Revising a Sent Message
45.1.3
Creating a Temporary Distribution List
45.1.4
Sending a Message to a Permanent Distribution List
45.1.5
Viewing a Message
45.1.6
Forwarding a Message
45.1.7
Returning a Message
45.1.8
Routing Future Mail by Setting the Mail Filter
45.1.9
Deactivating Mail Re-routing
45.1.10
Printing a Message Log
45.1.11
Processing Options
46
Work with Message Features
46.1
Working with Message Features
46.1.1
What You Should Know About
47
Work with Bulletin Boards
47.1
Working with Bulletin Boards
47.1.1
What You Should Know About
47.1.2
What You Should Know About
48
Assign E-Mail User Defined Codes
48.1
Assigning E-Mail User Defined Codes
48.1.1
What You Should Know About
Part IX Processing Options
49
Address Book Maintenance Processing Options
49.1
Address Book Revisions (P01051)
49.2
Address Book Control Revisions (P010513)
50
Address Book Reports and Mailing Labels Processing Options
50.1
Reports by Address (P01301)
50.2
Reports by Person (Who's Who) (P01302)
50.3
Print Cheshire Labels (P01401C)
50.4
Print Dun/Bradstreet (P01401C1)
50.5
Check For Duplicates (P014052)
50.6
Print Audit Log (P01430)
50.7
Socio-Economic Report (P01435)
51
System Setup Processing Options
51.1
General User-Defined Codes (P0005A)
52
Auxiliary Address Book Information Processing Options
52.1
Address Revisions (P0116)
52.2
Address Book User Reserved (P0155)
53
Parent/Child Relationships Processing Options
53.1
Address Book Organization Structure Revisions (P0150)
53.2
Structure Print (P01425)
54
Address Book Supplemental Data Processing Options
54.1
Define Your Own Data Types - CORE (P01090)
54.2
Work File Build (P01460)
54.3
Data by Data Type (P01440)
54.4
Data by Address Type (P01450)
54.5
Address Book - User Reserved (P0155)
55
Address Batch Processing - Processing Options
55.1
Batch Address Review / Batch Address Revisions (P0101Z1)
55.2
Batch Address Processing (P01110Z)
55.3
Processed Batch Address Purge (P00PURGE)
56
Updates and Purges Processing Options
56.1
Global Update Category Codes (P01490)
56.2
Purge Address Book (P01800)
56.3
Consolidation Purge (P018001)
56.4
Run Consolidation in Batch (P01855)
56.5
File and Field Files Merge (P01859)
56.6
Build Address Book Reporting File (P01901)
56.7
Identify Inactive Addresses (P01951)
57
Electronic Mail Processing Options
57.1
Employee Mail Boxes (P012501)
57.2
Print Message Log (P013151)
58
Z File Processing Options
58.1
Address Book Related Addresses - Z File (P01017Z)
58.2
Address Book Email/URL - Z File (P01018Z)
58.3
Action Code/Search Type Security Z-File (P0103Z)
58.4
Address Book Category Codes - Z File (P010512Z)
58.5
Address Book Controls Z File (P010513Z)
58.6
Address Book SocioEconomics Info - Z File (P010514Z)
58.7
Address Book Z File Processing (P01051Z)
58.8
Customer Master Z File (P01053Z)
58.9
Supplier Master Z-File (P01054Z)
58.10
Address Book Phone Numbers - Z File (P01075Z)
58.11
Who's Who - Z File (P0111Z1)
58.12
Who's Who Additional Info - Z File (P0111WZ)
58.13
Address Book A/R Co/Bus Unit - Z File (P01153Z)
58.14
Address Book A/P Co/Bus. Unit - Z File (P01154Z)
58.15
Address Book Addresses - Z File (P0116Z)
A
Batch Input Setup
A.1
Batch Control Information
A.2
Transaction Information
A.3
Technical Considerations
A.3.1
Preassigned Address Numbers
A.3.2
Override Address Book Functional Server Version
A.4
DREAM Writer Considerations
A.4.1
Processing Options
A.4.2
Data Selection
A.4.3
Data Sequence
A.5
Address Book Field Instructions
A.6
Table 1 - Required or Conditionally Required Fields
A.7
Table 2 - Optional Control Fields
A.8
Table 3 - Additional Fields
A.9
Table 4 - Ignored Fields
B
Address Book Consolidation
B.1
Merging Files to Process
B.1.1
Processing Options
B.2
Setting Up Address Book Files for Consolidation
B.3
Setting Up Custom Files for Commingled Stock
B.4
Setting Up Address Book Numbers for Consolidation
B.5
Consolidating Address Book Numbers
B.5.1
Monitoring Progress
B.5.2
Accessing Data
B.5.2.1
Data Selection
B.5.2.2
Processing Options
B.6
Purging Address Book Records
B.6.1
Processing Options
B.6.2
Data Selection
B.6.3
Data Sequence
B.7
Purging Consolidation Files
B.7.1
Processing Options
C
Import Mass Data into Address Book
C.1
Technical Considerations for Address Book Z File Programs
C.1.1
Matching Values in Header and Detail Z File Fields
C.1.2
Values in Numeric Fields
C.1.3
Fields with a Value from the Constants Symbol to Identify Field
C.1.4
Hidden Fields
C.1.5
Action Code/Search Type Security Z File Program (P0103Z)
C.2
Processing Options
C.3
Data Selection
C.4
Data Sequence
Index
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