Customer Notice Maintenance

Maintain Menu > Advertising Information > Customer Notices

General Information

This function enables you to create and maintain standard "form letter" notices for use throughout the M.O.M. system. Notices can be "sent" to individual customers during Order Entry and Contact Entry. These notices are generated and printed in Order Processing. A notice can also be sent to and generated for an entire list of customers in the List Management Module. In addition, using the e-mail and/or fax send options throughout M.O.M., notices can be e-mailed and/or faxed using Microsoft's MS Mail program.

Every time a notice is sent to a customer by M.O.M., the date and notice code is recorded in the Customer Contact History for that customer.

And, if you have MS Word 97or higher installed on your workstation/network, you can optionally create the M.O.M. notice in "enriched text" format using Word for special fonts, bold type, italics, etc.

Note: The FTC Back Ordered Item Notice, Credit Card Denial Notice, and Credit Card Missing Information Notice are pre-written for you, but you can edit these if required.

See Also

Customize a Letter

Order Processing

List Management Module

How to Use the Screen

Creating a Notice Without using the MS Word option

1. On the Customer Notices Maintenance screen, enter a two-character CODE for the notice.

2. Optionally, enter a SUBJECT HEADER if this notice will be sent as an e-mail or fax.

3. Enter a DESCRIPTION of the notice.

4. Do not check the MICROSOFT Word RTF DOCUMENT check box.

5. Optionally, choose a notice restriction from the Restriction dropdown menu.

6. Optionally, if sending an e-mail or fax, enter a Subject Header.

7. Write the notice in the large open area on the screen. Use keywords as required from the Keyword List dropdown menu.

8. When you complete the notice, press SAVE. To exit without saving, press CANCEL.

Note: You may use the Edit Menu Cut, Copy, and Paste options when typing in the notice area.

Editing a Regular Notice

1. On the Customer Notices Maintenance screen, make the changes as required in the large notice area of the screen.

2. Press SAVE when the changes are complete. To save the current notice as a new notice, press SAVE AS and define the new notice code. To exit without saving, press CANCEL.

Note: You may use the Edit Menu Cut, Copy, and Paste options when typing in the notice area.

Attachment Option for Email Notices

Click the SELECT... button to browse for a file that can be attached to this notice. The file will automatically be emailed to your customers along with this notice.

Note: This function only works for emailed notices. Always keep in mind that email service providers usually limit attachment sizes (typically 5MB)  for senders as well as recipients.

Creating a Notice Using MS Word

If you have MS Word   installed on your workstation/network, you can create the customer notice in MS Word and take advantage of Word options like bolding, special fonts, font sizes, etc.

1. On the M.O.M. Customer Notice Maintenance screen, enter a two-character CODE for the notice.

2. Optionally, enter a SUBJECT HEADER if this notice will be sent as an e-mail or fax.

3. Enter a DESCRIPTION of the notice.

4. Optionally, choose a notice restriction from the Restriction dropdown menu.

5. Optionally, if sending an e-mail or fax, enter a Subject Header.

6. Check the MICROSOFT Word RTF DOCUMENT check box to tell M.O.M. that it is going to be a Word document customer notice.

7. Press the SELECT... button to display the "Open" screen. On the "Open" screen, select a path and type in a file name for the notice in the RTF FILE. Press ENTER to return to the Customer Notices Maintenance screen.

8. Press the EDIT button to open Word. (If Word does not display on your screen, press the ALT and TAB keys to open Word.) Create the notice in Word. Use key words as required.

9. When you are complete, save and exit in Word to return to the Customer Notices Maintenance screen.

10. On the Customer Notices Maintenance screen, press the OK button on the pop-up screen and then press SAVE. To exit without saving, press CANCEL.

Note: If you are creating a customer notice that is to be sent exclusively as an e-mail using the MS E-Mail send option in Customer Contact, Order Entry, or the optional List Management Module, it IS NOT RECOMMENDED to create the notice using MS Word. A customer notice created as an MS Word RTF file is presented in an e-mail as a file attachment that needs to be opened by the e-mail recipient. A regular (non-RTF) M.O.M. notice, which is e-mailed as text, is recommended for e-mails.

Editing a MS Word Document Notice

1. On the Customer Notices Maintenance screen, press the EDIT button. Word starts and displays the notice on your screen. (If Word does not display, press the ALT and TAB keys to open Word.) Make the changes to the notice as required.

2. When you are complete, save and exit in Word to return to the Customer Notices Maintenance screen.

3. On the Customer Notices Maintenance screen, press the OKAY button on the pop-up screen and then press SAVE. To save the current notice as a new notice, press SAVE AS and define the new notice code. To exit without saving, press CANCEL.

Note: You can also edit a Word document notice using Word outside of M.O.M.

Key Words

Key Words enable you to mail-merge pertinent information about the customer and/or customer's order. A key word is a naming convention for a specific piece of information in one of M.O.M.'s data files. When used in a form letter. a key word automatically substitutes the corresponding piece of information for that customer when the letter is generated and printed in Order Processing or in the List Management Module.

Creating a Notice Using HTML

1. On the M.O.M. Customer Notice Maintenance screen, enter a two-character CODE for the notice.

2. Optionally, enter a SUBJECT HEADER for the e-mail notice.

3. Enter a DESCRIPTION of the notice.

4. Optionally, choose a notice restriction from the Restriction dropdown menu.

5. Check the HTML check box to tell M.O.M. that it is going to be an HTML customer notice.

6. Write the notice in the large open area on the screen using HTML code.

7. When you complete the notice, press SAVE. To exit without saving, press CANCEL.

Note 1: When including images as part of an HTML customer notice, it is advisable to enter the link to the image in HTML format.

Note 2: HTML customer notices are specially designed for sending emails, not printing.

See Also

Customer Notice Key Word List

Customer Notice Key Word Examples