Creating mail merge file

Summary

This article explains how to extract customer and supplier names, and load them into one particular spreadsheet.

More Information

It is possible for Platinum to export Customer and Supplier names and addresses for use with any good database, spreadsheet or word processor.

Creating the File

Customers

Go to " Sales Ledger Customer File Maintenance".

• Click [Create Mailmerge File].
• This will create a file called 'SXMERGE.DAT' stored in '<Platinum Installation Drive>sx\Sxco??'. It will overwrite any existing file.

Suppliers

Go to " Purchase Ledger Supplier File Maintenance".

• Click [Create Mailmerge File].
• This will create the same file as above, and overwrite any existing file.

From here on in the document, where you see Sales Ledger, this should be read as Purchase Ledger for suppliers. Where you see "Customer File Maintenance", this should be read as "Supplier File Maintenance" for suppliers.

Filtering the output

If you want to restrict the people in the output file, this is done using the range screen within "Customer File Maintenance". Go to " Sales Ledger Customer File Maintenance Alter Range of Reports".

Here you will see all the things you can filter your output by. The list is as follows:

• Account Code - (From and To)
• Balance Range - (From and To)
• Period Turnover Range - (From and To)
• Credit Limit Range - (From and To)
• Discount Type - (From and To)
• Discount Type Range - (From and To)
• Account Group - (From and To)
• Reference - (From and To)
• Account Analysis Codes - (First Three Positions)

• Choose your filters, then <Esc> from this screen and then choose [Create Mailmerge File].

Opening the File in Excel

• Open Excel.
• Go to " File Open".
• Browse to '<Platinum Installation Drive>sx\Sxco??'.
• Change "Files of Type" to "All Files".
• Left Click "SXMERGE.DAT".
  • This will open the "Text Import Wizard Step 1 of 3" box.
• Select "Delimited" and click "Next".

At this point you will see the the data split into the appropriate columns in the preview section in the lower part of the window.

• Untick "Tab" and tick "Comma" by left clicking and click "Next".
• Highlight each field in turn by clicking each column in the preview section in the lower part of the window and make sure each field is marked as "Text" in the "Column Data Format" section.
• Click "Finish".

This will show the data within Excel split into the appropriate columns, now go to " File Save As" and save with an appropriate name and change the "Save As File Type" to "Microsoft Office Excel Workbook (.XLS) and save to a location of your choice. You can then use this file with a word processor to merge this data onto a form letter.

Creating a CSV file

The alternative to the mail merge file is to create a csv file.

Go to " Sales Ledger/Purchase Ledger Sales/Purchase Reports Accounts Report Generator".

• At "Filter on" enter 'Export'
• Click [Start].
• Select either 'Export Customers' or 'Export Suppliers'.
• Click [Start].

The file will open automatically for you.

See also

• Getting started - Retention Centre
• How do I edit Sales Prospecting mailshot letters?

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Keywords AND Misspellings

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