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• Print the letter locally and manually select on-hand collateral

• Send the letter and collateral request to your external fulfillment house or internal shipping department

   To select letter, address, and shipment information:

1. Select the Collateral tab in the Telemarketing Workbench.

2. Select the contact you want to send the collateral to.

3. Select a letter code or letter name.

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

Attention: 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 the name of the letter as your default letter in the Personal Profile window.

4. Select a mailing address for the collateral package

Select either Work Address or Private Mailing Address.

If you enter or change a private mailing address here, the change is reflected in the Contact Detail window when you next query the contact information.

5. Verify shipment, merge file, and/or fax information.

If an external fulfillment house or an internal shipping department handles collateral shipments for your company, select the Shipment, Merge File tab to enter shipping instructions for them. Your system administrator can set up default values for the Scheduled Date and Freight Carrier fields. Description of the fields in the Shipment, Merge File tab are as follows:

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

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

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

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

Fax: This field is used for reference purposes in case you want to fax any portion of the collateral package to the contact. Choose a fax number from the list of values or enter a different number in this field, as appropriate.

   To print a letter without collateral at your local printer:

• Choose the Print Letter button to automatically create a merge file for the selected contact. You can use this merge file in your word processor.

   To request familiar collateral items:

1. Enter items directly into the Requested Items tab window.

Use this method if you know the code, item, or name of the item you want, or if the list of values is short so that you can easily select items from the list.

Your list can include both collateral kits and single collateral items:

Code: A unique number assigned to each collateral item or collateral kit when it is entered in the system. You can select from the list of values.

Inventory Item: Use this field only if the collateral piece is registered as an inventory item in Oracle Inventory. Item is the inventoried part number of a collateral item. You may select from the list of values.

Name: The title, for example Oracle8 Server Administrators Guide or Introduction to Oracle Materials Resource Planning.

2. Specify the quantity to order in the Quantity field.

3. Confirm the details of the order:

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

Chargeback: Records the internal cost of a collateral item.

Warehouse: Lets you specify ship-from location of collateral. This is usually a single default value. However, if your company has multiple warehouses, you may be able to use the list of values to select a different warehouse.

   To view a list of collateral categories and items:

1. Choose the Select Items button.

Within the Select Items window, Collateral Categories are displayed on the left, and Collateral Items are displayed to the right.

2. Drill down on a category to view the related items. To select an item, press Ctrl+click or Ctrl+Shift. Selected items are highlighted. The total of your selected items is displayed in the upper right.

The total quantity of a collateral order is designed not exceed 5 pieces, unless your system administrator has adjusted the default setting. A maximum order of 5 pieces in intended to limit specious ordering of collateral.

3. Choose OK to add collateral items to your request.

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

   To submit the collateral request:

• Choose Save from the Toolbar to complete your request.

The system confirms that your order is changed from Pending to Ready.

   To leave the collateral request pending:

1. Choose Save from the Toolbar.

A window opens asking if the request is ready to be submitted. Choose No to keep the status pending.

2. Choose Enter from the Query menu to search for the pending request and change the status to Ready when you are ready to submit the collateral request.

Attention: 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 tab window. You can then submit your request but it will not be processed until the specified date.