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Group Members

 
 

 


The main purpose of grouping is to collect customers and/or suppliers together for the purpose of mailings. Any customer or supplier can belong to a group. Members may be added to and removed from the group at any time, by using this window.

Adding Members
Click the Add Member button to add one or more members to the group. After clicking the button, the selection window appears from where you can search for and select various customers or suppliers.

Removing Members
To remove a member from the group, click on the member's line in the list, and then click the Remove Member button.

Deleting A Group
Groups may be deleted at any time. Once you have displayed the group in this window, click the Delete Group button.

Sorting The List
You will notice that the top of each column has two arrowheads beside the column name. These are sort arrows, and allow you to alphanumerically re-order the list based on that column. The upward arrowhead orders the column from a to z. The downward arrowhead orders the column from z to a. When you click on an arrowhead, the other arrowheads disappear to indicate that you are sorting the list based on the order in that column. To un-sort the list, click on the arrowhead again, and all the arrowheads will reappear.

Creating A Mailing

The Write Letters button allows you to create a mailing to the currently displayed group. The mailing links a group in TorSoft CashBook 200 to a normal document in Microsoft Word 2001 on the Macintosh and Microsoft Word 2000 on Windows. These Word documents must be stored in the Letters folder, which is inside the CashBook 200 folder. To see how this process works, look at the fragment of one of the sample letters which comes with the program - "Group Mailing.doc".

As you can see in the picture above, there are two special pieces of text - <<Subject>> and <<Address>>. When the mailing process starts, these two pieces of text will be replaced by the customer or supplier name, and the customer or supplier address respectively. You may use <<Subject>> and <<Address>> as many times as you wish in the letter, or you may leave out either one - in the example above, <<Subject>> is used twice.

To create your own letters with which to produce a mailing, write a normal Word document, and then save it in the Letters folder (It is important that you save the document with ".doc" at the end of the filename - even on a Macintosh). The letter should be written in the same way as any other Microsoft Word document, the only difference being the use of <<Subject>> and <<Address>>.