Statements
A statement is a list of transactions that have taken place between a given date range, showing points awarded/redeemed, transaction value, type of transactions and balance. This can be taken at any time and as many times as required. Instant loyalty will allow you to produce statements in a number of ways. You can also create user-defined statements using Microsoft word.
Generating a Statement for a single member
To view a member’s statement, click the Customers Database button from the main menu. Locate and highlight the member who you want to generate a statement for. Right-click the mouse button over the highlighted member. A sub-menu will then be displayed. Select View Statement from the sub-menu. The statement screen will then be displayed, the example below:-
Enter a date range for the statement (top left), then click on Produce Statement. This will produce a statement (on-screen) that shows all transactions between the dates specified for the current member. If you wish to print the information displayed click Print Statement.
NB: Printing a statement from this screen will use statement.doc as its template.
Generating a Statement for a multiple members
To produce multiple statements first go into the customer database and filter your range of customers to the required selection. Then click output list, the screen below will then be displayed.
Use….
To produce a statement for each customer currently listed make sure this is set to All customers listed in the current view. You also have the option to produce a single statement for the currently highlighted member.
Type
Under type select statement.
Under type select statement.
Statement Options
You can choose to show values as points, or as money, when the statement is printed the Awarded, Redeemed, columns will be shown as either money or points. Enter a Start and End Date the statement/s will show all transactions between the dates specified.
Mailmerge Settings
Letter to Merge Customers with: If you have created a user-defined statement then you may wish to change the default Statement File, click the browse button. This will allow you to locate your user-defined statement template.
Record this event against each of the customers: If this option is ticked then a note will be created for each member when the statement is produced. The note will be dated stamped with the current date and will show that a statement was produced for the specified date range.
Send as Email: This will allow you to send the statement via email to the selected customers providing that an email address has been entered against them.
Skip Members with no Transactions: This option will look at the date range specified if a customer selected has no transactions between the dates then a statement will not be produced for that member.
Save as Consolidated File: If this option is ticked, upon producing the statements a word document will be created containing a copy of all the statements.
Email Subject Line: If you have chosen to send the statement via email then you can enter a default subject line, this will be entered on to your emails automatically. You can also choose whether to send the email as an attachment or as the main body of your email. If you select to send it as the main body of your email you can select whether to use HTML or Plain Text format.
Advanced will allow you to check for any duplicate statements. This is to prevent the same statement being sent out twice. The Go button will produce and output the statement/s to the specified criteria. Cancel will return you to the main customer database without producing any statements.
Creating a user-defined Statement Template
Instant loyalty has a predefined statement template which can be mail-merged with your member’s details. However you may wish to create additional statement templates that are relevant to your business, this can be done via Microsoft word. When you create a statement you will need to include field references so that customer details will appear on your statement when mail merged.
Note: You must have Microsoft Word 97+ for this to work
- Click the windows start button
- Then select programs
- Under programs select Instant Loyalty
- Under Instant Loyalty select the appropriate Word Letter Creator. (example below)
Microsoft Word will then load. You will now have Instant loyalty functions on the toolbar at the top of the word document.
Use the Insert Instant Loyalty Field button to insert fields such as name, address, current points, etc. in the correct position within your document. (In Microsoft Word the inserted field will look like «Member_Reference_Code»).
In order for the software to know where you would like the statement to start within the document you are creating, you must insert the word <<STATEMENT>>, it must be in capitals and have arrows at either side. Wherever you place it, it will be replaced by the statement list for the member. The default format of a statement list is Date, Transaction Value, Awarded, Redeemed, Type, Balance.
You can use the (Tab Stop) to specify where each field starts.
When you have finished creating your statement template click Save Instant Loyalty Letter, you will then be prompted to enter a filename, enter something meaningful here then click ok. Your template will now be saved and you will be able to use this template when creating statements via Instant Loyalty.
If at any time you wish to change your template load the word letter creator via the windows start menu and select Load Instant Loyalty Letter. You will then be prompted to locate your template via windows explorer, highlight the relevant file then click OK. Your Template will then be loaded and you will be able to make the relevant changes.
Preview Letter will allow you to see what your statement is going to look like when merged with customer details.
Mail merge and Print
Mail merge and print will merge all the customers in the current view with the Microsoft Word document specified and will print the mail-merged document to a local printer.
Statement Options
You can choose to show values as points, or as money, when the statement is printed the Awarded, Redeemed, columns will be shown as either money or points. Enter a Start and End Date the statement/s will show all transactions between the dates specified.
Mailmerge Settings
Letter to Merge Customers with: If you have created a user-defined statement then you may wish to change the default Statement File, click the browse button. This will allow you to locate your user-defined statement template.
Record this event against each of the customers: If this option is ticked then a note will be created for each member when the statement is produced. The note will be dated stamped with the current date and will show that a statement was produced for the specified date range.
Send as Email: This will allow you to send the statement via email to the selected customers providing that an email address has been entered against them.
Skip Members with no Transactions: This option will look at the date range specified if a customer selected has no transactions between the dates then a statement will not be produced for that member.
Save as Consolidated File: If this option is ticked, upon producing the statements a word document will be created containing a copy of all the statements.
Email Subject Line: If you have chosen to send the statement via email then you can enter a default subject line, this will be entered on to your emails automatically. You can also choose whether to send the email as an attachment or as the main body of your email. If you select to send it as the main body of your email you can select whether to use HTML or Plain Text format.
Advanced will allow you to check for any duplicate statements. This is to prevent the same statement being sent out twice. The Go button will produce and output the statement/s to the specified criteria. Cancel will return you to the main customer database without producing any statements.
You can select whether you want to merge documents for each member-only or members that are not permanently disabled.
In the Customer database screen, click on Output current List which will display the screen above, select Mailmerge and PRINT and then click on (Three dots icon) to display the list of available documents.
Select the document you wish to print from the screen on the left, click Open. The previous screen will be displayed. Click Go to print the document.
Mailmerge and Email
You can send your members e-mails. You may want to do this to wish a customer happy birthday or to send a promotional letter.
In the Customer Database menu, click on Output current list which will display the Select destination screen.
SELECT Mailmerge and E-MAIL from the Type… list. To display the list of available documents, click on and select the document you want to e-mail by clicking on it and then clicking on Open.
You can specify a subject line, this is the text that appears in the inbox before you open the e-mail, it also appears at the top of your e-mailed document.
You can e-mail the document as an attachment by clicking on this box.
Mailmerge and Save
You can arrange to mailmerge and save a document to Microsoft Word. You may want to do this so you can use the document at a later date.
Go to the Customer database screen and select Output current List.
Under the Type…. List, select Mailmerge and SAVE.
Click on (Three Dots Icon) to display the list of available documents. Select the document you require and click Open. Select Go and the document will be opened in Microsoft Word. You will be prompted to enter a name for the document so you can identify it when you need to use it again.
Once you’ve typed in the name for the document, click Save to save the document.
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