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   To send a collateral package:

1. Select the Collateral tab.

If you were previously on a contact, the contact's information will be defaulted; otherwise, you will need to select it.

2. Select a letter code or letter name.

The Enter Reduction Criteria for Lon... window appears.

All collateral packages must be sent with a cover letter. Place the cursor in either the Letter Code or Letter Name field, and use the list of values to select an appropriate letter.

Suggestion: If you have a standard letter that you include with all (or most) of your collateral packages, you can have Oracle Sales and Marketing automatically fill the Letter Name and Letter Code fields by entering this information in the Personal Profile window.

Suggestion: If you want to print a letter locally, choose the Print Letter button to automatically create a merge file for the selected contact. Then, you can use the merge file function in your word processor.

3. Select a mailing address for the collateral package.

Select either the Work Address or Private Address sub tab.

Note: The fields in these sub tabs are identical.

If you enter or change a private mailing address, the change is reflected when you next query the contact information.

4. Verify shipment and fax information.

If an external fulfillment house or an internal shipping department handles collateral shipments for your company, select the Shipment sub tab to enter shipping instructions.

Scheduled Date: The date the collateral and letter are scheduled to be sent. Your system administrator may set up a default value.

Completion Date: The date the collateral and letter were sent.

Freight Carrier: The name of the company who ships the package. Your system administrator may set up a default value.

Instructions: This field lets you record any extraordinary instructions you may have for the fulfillment house or shipping department.

Merge File: When you choose the Print Letter button to print a letter locally, the merge file is automatically created and its name is recorded in the Merge File field. You need to know the name of this file when you perform the mail merge in your word processor.

Order Number: This number is automatically assigned once your order is received by the fulfillment house or shipping department.

Fax: This field lets you fax a contact any portion of the collateral package. Select a fax number from list of values, or enter a different number in this field, as appropriate.

5. Choose Save on the toolbar to add the work address, private address, or shipment information to the database.

   To request collateral items you are familiar with:

1. Enter items directly into the Requested Items tab.

Use this method if you know the code, inventory item, or name of the item you want:

Code: A unique number assigned to each collateral item when it is entered in the system.

Inventory Item: Use only if the collateral piece is registered as an inventory item in Oracle Inventory. It is the inventoried part number of a collateral item.

Name: The title of the collateral item. For example: Oracle7 Server Administrators Guide or Introduction to Oracle Materials Resource Planning.

Quantity: The number of collateral items.

Attention: If the list of values is short, you can easily select items from the list. Your list can include both collateral kits and single collateral items.

2. Specify the quantity to order in the Quantity field. The following fields display additional information about the item:

Status: Indicates the availability of a collateral item. Possible values are: Back Ordered, Collateral Kit, In Stock, Obsolete, or Unknown. A collateral kit is a set of collateral items that are frequently sent together. The Status field is manually maintained. If your site does not want to update this field, your system administrator may choose to set Status to Unknown.

Chargeback: Records the internal cost of a collateral item.

Description: This field shows an abbreviated description of the collateral item.

   To select collateral that you do not know the name of:

1. Choose the Select Items button to open the Select Items window.

2. Select a category and choose the Collateral button to display a list of Collateral Items

Note: Collateral items can be organized into logical groupings called categories. The Category Name column displays available categories.

The Collateral Items region displays the Collateral Code, Collateral Name, Status, Chargeback and Description fields.

3. Check the check box next to each collateral item you want to request.

You can select items from more than one category by choosing the Category button to return to the Category Name list, selecting a new category, or choosing the Collateral button.

Note: To select an item, you must hold down the Ctrl key and the left mouse button at the same time. This method is also used to deselect an item.

4. Once all collateral items are selected, choose OK to return to the Send Collateral Package window.

The collateral you requested is displayed in the Requested Items region.

   To submit the collateral request:

• Choose Save from the toolbar to submit your request to the fulfillment house or internal shipping department.

   To leave the collateral request pending:

1. Choose Save from the toolbar.

The question Is the request is ready to be submitted to keep the status pending appears.

2. Select Yes or No.

3. If you defer a collateral shipment, choose Query Enter, enter search string, then choose Query Run, to search for the pending request when you are ready to submit a collateral request.

Suggestion: If your request is complete but you don't want the collateral items mailed today, you can still submit your request. Enter the date you want the collateral mailed in the Scheduled Date field of the Shipment sub tab. You can then submit your request but it will not be processed until the specified date.