Executive Assistant 4.5
User Guide
DMS@NET
66805-00
*246569*
Executive Assistant 4.5 User Guide
Table of Contents
INTRODUCTION .............................................................................. 1
Open ShowCase® Query ................................................................ 2
SINGLE TABLE QUERY.................................................................. 3
SINGLE TABLE QUERY REPORT FORMATTING....................... 13
Print the Year as a 4 Digit Number ............................................... 13
Sort Criteria................................................................................... 18
Rename Headings ........................................................................ 19
Edit Masks .................................................................................... 21
Adjust Column Width .................................................................... 21
MULTIPLE TABLE QUERY ........................................................... 22
MULTIPLE TABLE QUERY REPORT FORMATTING .................. 42
Value Substitution......................................................................... 42
WORKING WITH EXCEL............................................................... 46
Link a Query to Excel.................................................................... 46
Link a Column to a Cell................................................................. 49
Refresh Data................................................................................. 54
ShowCase Excel Add-Ins ............................................................. 55
COMMON FUNCTIONS ................................................................. 57
Value Substitution......................................................................... 57
If Then Else and Value Substitution.............................................. 58
General Expressions – Date Concatenation................................. 59
Edit Masks .................................................................................... 60
Break Groups................................................................................ 61
MASS MAILER............................................................................... 62
Generate the File for the Letters................................................... 62
Pull Data From the AS/400 and Place into a PC File ................... 64
Create a Form Letter using Mail Merge ........................................ 74
Create Envelopes using Mail Merge............................................. 81
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CREATING A MAIL MERGE FROM EXCEL USING
WORD 2002 ................................................................................... 88
SCREEN DEFINITIONS AND DESCRIPTIONS ............................ 94
Tables Window ............................................................................. 94
Add Join Table Conditions............................................................ 97
Columns Window.......................................................................... 98
Conditions Window ..................................................................... 100
Prompt Attributes Window .......................................................... 104
Sort tab from the Query Properties window................................ 105
New Column window (If Then Else Assistant) ............................ 105
Value Substitution Assistant ....................................................... 106
Break Groups window................................................................. 106
AS/400 FILE NAMES ................................................................... 108
EA Report Request Form.............................................................102
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Executive Assistant 4.5 User Guide
Introduction
Introduction
This guide demonstrates how to build and format several Sales query reports. Copies of the
finished tutorial reports can be found on the website at http://www.dealersuite.com (all letters
must be lowercase) and clicking the link for the Executive Assistant library.
Building a query report involves using one or more table (files) and extracting one or more
pieces of information (columns) from each file. You specify what the system will retrieve
(conditions) and display the information through various formatting options.
Depending on your needs, you can customize a query to retrieve, format and print various
combinations or types of information. You are limited only by the amount and type of
information currently stored on your system.
A finished query is a set of instructions that tell the system where and how to extract information
from files (tables) currently on your system. After a query is saved, it can be copied and
modified to create another type of report.
The finished report may be a single query report or it could be several queries linked to an Excel
spreadsheet.
Additionally, a Common Functions section is also included that explains how to do some of the
more common and not so common functions in Executive Assistant, along with the discussed
tables & joins for Sales, Accounting, Service, and Parts (Payroll requires a phone call to the
support center do to the sensitivity of the information).
This manual was written for Executive Assistant 4.5 on a Windows XP Home Edition
machine running Office XP. This is not the only configuration that Executive Assistant 4.5
will run on, but your screens may vary from those displayed.
If you have questions, please call the ARG Customer Support Center at 1-800-7SATURN or 1800-633-6323, weekdays 7 a.m. to 6 p.m. (Eastern Time).
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Executive Assistant 4.5 User Guide
Introduction
Open ShowCase® Query
This launches the applications and allows for the creation, modification, and running of query.
1. Click
,
,
Note: If the Needs Assistance? window displays, click
2.
, and
.
.
The Query window displays:
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Executive Assistant 4.5 User Guide
Single Table Query
Single Table Query
This chapter will introduce the following topics: Report fundamentals, and adding a prompt to
the query.
In the following example, a simple car inventory report named Current Vehicle Inventory will
be created. The report will be created so it will prompt you for the following information: New,
Used, Demo, On Order (NUDO) or All vehicles for a specific company.
This report lists the NUDO, Year, Make, Model, Stock #, VIN, Color, Odometer, List Price, and
MSRP.
1. Click the New
•
icon (upper left corner on the toolbar) or [Control+N]
If the Query application has not been logged into the AS/400 since it was open, the
ShowCase ODBC Log on window displays:
Type your AS/400 User ID (sometimes called DMS@NET ID) and Password and click
OK. Continue to step 2.
Note: If query has not been logged in to the AS/400 and the ShowCase ODBC Log On window
or the Tables window does not display, see your System Administrator or call the ARG
Customer Support Center to set up the default data source in query.
• If the Query application has already been logged into the AS/400; the ShowCase ODBC
Log on window will not display. Continue to step 2.
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Single Table Query
2. The Tables window displays. This window is used to add or delete tables (files) containing
information desired on the report.
3.
Use the following information to make your entries at the Tables window.
Note: In this example, the Vehicle Inventory table will be added to the query.
a.
Click in the Collection field and type *CURLIB
Collection is theAS/400 library that the tables (also called database files) reside. For the
majority of the reports, type *CURLIB.
b.
Click in the Table field and type VMVEHMPF.
VMVEHMPF table is the Vehicle Inventory File. This file contains most of the vehicle’s
inventory information that resides in the Sales system. Note: For a list of all tables in the
Collection, click on the down in the Table field. Retrieving all Tables from the
collection will probably take several minutes.
c.
Leave the Member field blank and click
or [ALT+D]. The VMVEHMPF
table will now be added under the Added tables/views: box.
To remove a table from the Added tables/views: box, click on the table to highlight it and
then click to remove it from the query.
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Executive Assistant 4.5 User Guide
d.
Click
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Single Table Query
or [ALT+N].
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Executive Assistant 4.5 User Guide
4.
Single Table Query
The Columns window displays. Use this window to select the columns (fields in a file) to
include on the report (for example, the VIN, Make, Model, Year).
Use the following information to make your entries at the Columns window.
Note: In this example, the following columns will be added to the query/report:
NUDO Code, Year, Make Description, Model Description, Stock #, VIN, Top Color,
Odometer, List Price, and MSRP
a.
Under Columns, click the scroll bars to the right
displays. Click to highlight NUDO Code.
until NUDO Code
Note: To select multiple Columns, hold the Ctrl key (on the keyboard) and click to
highlight another Column name.
b.
Click
to add the NUDO Code column to the report. NUDO Code should
now display in the Added Columns box.
Note: To remove a column from the Added Columns box, click to highlight column name,
then click
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c.
Single Table Query
Repeat steps 4a and 4b to add the following Columns:
Click the scroll bars to the right of the Column
to highlight the Column name, then click
to locate Column names. Click
.
Year
Make Description
Model Description
Stock Number
Vehicle Identification Number
Top Color Description
Odometer
List Price
MSRP
d.
Under the Added Columns box, review the order of the Column names.
If the order of the columns does not match the order in the example (step 3c), you can
change the order: Click to highlight the column under Added Columns, then click
to move the column up or down in list.
e.
Click
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or [ALT+N].
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Executive Assistant 4.5 User Guide
5.
Single Table Query
The Conditions Window displays. Use this window to add prompts (conditions) that will
allow you to specify the type of information to display (for example, display only On Order
or Demo vehicles).
Use the following information to make your entries at the Conditions window.
In this example, a prompt will be added for the NUDO code. This prompt will allow
you to select the type of vehicle to include on the report: New, Used, On Order, or
Demo vehicles. A company number condition will also be added allowing you to
include only those vehicles from a specific company number.
a.
Under the Description/Name box, verify NUDO Code is highlighted. If NUDO Code
is not highlighted, left click on it.
b.
Under Condition, verify an = (equal sign) displays. If an equal sign does not display,
click the
and select = (displays first in the list of Conditions).
c.
Click
d.
Delete the default text under Prompt Text and type the following sentence:
. The prompt attributes for New, Used, On Order, and Demo display.
Enter N for New, U for Used, D for Demo, O for On Order, or blank for all.
e.
Verify No List of Possible Answers displays at the Source of Prompt Answers. If
necessary, click the
and select No List of Possible Answers.
f.
Leave No Default Answer as the default entry at the Value To Use As Default Prompt
Answer field.
g.
Click
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Single Table Query
Complete one of the following depending on the number of companies on your system:
• Single Company facility: skip the rest of this step and continue to step h.
• Multiple Company facilities: complete the following to add the company
number:
-
Click the
to the right of the Columns box.
-
Click to select VMVEHMPF All available columns in the VMVEHMPF
table display; any of these can be selected to setup a condition on.
-
Click to highlight the Company Number column.
-
Verify = (equal sign) displays under Condition. If necessary,
right of the Condition box and click to select =
-
Place the cursor in the Value box and type your two-digit company number
(for example 01).
to the
Click the
under the Value box to display the list of values in the file. This may
take several minutes depending on the AS/400 and the amount of data in the file.
-
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Click
.
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Executive Assistant 4.5 User Guide
g.
Single Table Query
Click
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Executive Assistant 4.5 User Guide
Single Table Query
6. The Sort window displays. Use this window to set the order in which the columns print on
the report. Only columns that print on the report can be added as a sort sequence.
Sorts a numeric Column 0-9, and an alphabetic Column A-Z
Sorts a numeric Column 9-0, and an alphabetic Column Z-A
Use the following information to make your entries at the Sort window.
In this example, the following Columns will be sorted: NUDO Code, Year, Make, and
then Model.
a. Click to highlight NUDO Code then click
b. Click to highlight Year then click
.
.
c. Click to highlight Make Description then click
d. Click to highlight Model Description then click
e. Click
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.
.
to confirm the initial settings of the report. Continue to step 7.
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Single Table Query
7. Save the Query File/Definition.
One of the most important steps is saving the report you just created; you can use this report
again to list current data from the AS/400.
A report can encompass multiply queries and excel spreadsheets. The query file can also be called
the query definition.
a.
At the Query main menu task bar, click File then Save.
b.
The Save As window displays.
c.
Click the
at the Save in field to select the location to save the report.
In this example, the report is saved in My Documents.
d.
Click the cursor at the File name field and type the name of the report.
In this example, the name of the report is Current Vehicle Inventory.
e.
. The report is now saved.
Click
8. Run the Report:
a.
Click
b.
The following prompt displays:
.
Enter N for New, U for Used, D for Demo, O for On Order, or blank for all
.
c.
Leave the field blank to include all vehicles. Click
d.
After a few minutes, the current vehicle data displays. After the system has completed
retrieving the data, Done displays at the bottom right corner.
See the next section, Single Table Query Report Formatting for instructions on changing the
appearance of your report.
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
Single Table Query Report Formatting
This chapter focuses on report appearance, for example making the number 1000 display as
1,000. Any section in this chapter can be completed as necessary.
In the following example, the Year will be formatted to print as a 4-digit number, rename
the report headings, and insert commas into numbers or dollar figures (edit masks).
Print the Year as a 4 Digit Number
The year is stored as a 2-digit number in the VMVEHMPF table. A 2-digit year does not sort
correctly, because 01 (2001) is smaller than 99 (1999). To correct this, replace the current year
column with a new column that tests the year to see if it less than 50, if so, add 2000 to the year,
if not, add 1900 to the year.
1.
Click Query in the menu bar, then Columns or click the
icon.
The Columns window displays.
2.
Under Added Columns, click to highlight Year.
3.
Click
The New Column Assistants window displays.
If you have EA version 2.5 installed on the AS/400, this wizard will not
display. Skip this entire section and go to sorting.
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Executive Assistant 4.5 User Guide
4
Single Table Query Report Formatting
Click to highlight If-then-else Assistant and click
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
5. The New Column window displays.
6. Below the Columns field, click the up/down arrows
until Year displays.
7. Click to highlight Year .
8. Click
to move the year into the If box.
9. Type < 50 then press TAB.
10. Click on the Year column to highlight it, then click
.
11. At the Then box, type + 2000 then press TAB.
12. Click on the Year column to highlight it, then click
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Executive Assistant 4.5 User Guide
13.
Single Table Query Report Formatting
Type + 1900 then press TAB.
14. Click
15. The Query Properties window with the Columns tab, displays.
The new column should be highlighted and located just after the old 2 digit year. If this is
not highlighted, click on it to highlight it. If it is in the wrong location, click
to move
the column to the correct position.
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Executive Assistant 4.5 User Guide
16.
Click
Single Table Query Report Formatting
to display COLUMNxxxx Properties window displays.
(xxxx is a sequential number query assigned a new column).
a.
COLUMNxxxx Name field should be highlighted, press the Delete key to delete the
name.
b.
Type Vehicle Year and press TAB to continue to description.
c.
Type Year, it should replace the old text with the new.
17.
Click
18.
Delete the 2 Digit Year Column: Click on the old two digit year column to highlight it.
to delete the old column.
Click
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to update the Column Name.
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
Sort Criteria
19. Change the Sort Criteria:
a. Click the Sort tab.
b. Under Added sort columns, click to highlight [NUDO Code].
Note: When adding a sort to the Added sort columns, the query application will place the new
sort at the end of the sort list. If you first highlight one of the items being sorted, then
add a new sort, the new sort is placed AFTER the item highlighted.
c. At the Column box, click to highlight Year.
d. Click
.
e. Click
20. After making these format changes, click
the report.
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to save the query, then click
to run
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
Rename Headings
1. To rename the DNOU heading to New/Used/On Order/Demo, right click the DNOU
heading and left click on Headings.
2. In the Heading text box DNOU will be highlighted. Press the Delete key (on the keyboard)
to remove the text.
3. Type New/Used/On Order/Demo and click
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to move to the next Heading.
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
4. Repeat Steps 2 & 3 until M.S.R.P displays.
o Year = Year (Year should not require any changes; click
o MAKE DESCRIPTION = Make
o MODEL DESCRIPTION = Model
o STOCK NUMBER = Stock
o ID NUMBER = VIN
o TOP COLOR = Color
o VEHICLE ODOMETER = Odometer
o LIST PRICE = List Price
5. Click
to apply your changes.
If you click
time you clicked
or press ESCAPE, it will not save any changes you have made since the last
.
6. After making these format changes, click
the report.
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to save the query, then click
to run
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Executive Assistant 4.5 User Guide
Single Table Query Report Formatting
Edit Masks
1. Format the Odometer to include commas:
a. Right click the Odometer heading then left click Edit Masks.
b. Click #,##0 in the Edit Mask list box.
c. Click
2.
to apply the change.
Format the List Price and M.S.R.P. to include commas with two significant digits:
a.
Left click List Price to highlight the column.
b.
Press and hold the Shift key and right click M.S.R.P. This will highlight both
columns and display the shortcuts menu.
c.
Release the Shift key.
d.
Left click Edit Masks.
e.
Click to highlight #,##0.00 in the Edit Mask list box.
f.
Click
to apply the formatting to box columns.
Adjust Column Width
1.
To adjust the column width, click and drag (left or right) the vertical line between two
columns. In this example, double-click on the line in between the New/Used/On Order/Demo
and Year to automatically format the column to the largest field.
Before:
After:
Click and drag the vertical line between other columns to make any adjustments.
2.
After making these column width changes, click
to run the report.
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to save the query, then click
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Executive Assistant 4.5 User Guide
Multiple Table Query
Multiple Table Query
This chapter contains the instructions to join together information from more than one table to
create a multiple-table query . Information is brought together from each table (file) to create a
multiple-table query report.
In the following example, a multiple table (multi-table) report named Sold Customers Report
will be created. This report will include the following column headings: Deal Status Date,
Deal Number, Customer Name, Home Phone, Work Phone, Year, Make, Model and Payment
Plan.
The following files will be used to extract the column heading information and create the report:
SLDEALHPF, SLDEALPF, VMSOLDPF, and DLCUSMPF.
1. Open ShowCase® Query. This launches the applications and allows you to create, modify,
and process a query.
a. Click on the
,
,
Note: If the Needs Assistance? window displays click
, and
.
.
b. The Query main window displays.
2. Click the New
•
icon (upper left corner on the toolbar) or [Control+N]
If the Query application has not been logged into the AS/400 since it was open, the
ShowCase ODBC Log on window displays:
Type your AS/400 User ID (sometimes called DMS@NET ID) and Password and click
OK. Continue to step 3.
Note: If query has not been logged in to the AS/400 and the ShowCase ODBC Log On window
or the Tables window does not display, see your System Administrator or call the ARG
Customer Support Center to set up the default data source in query.
• If the Query application has already been logged into the AS/400; the ShowCase ODBC
Log on window does not display. Continue to step 3.
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Executive Assistant 4.5 User Guide
3.
Multiple Table Query
The Tables window displays. This window is used to add or delete tables/files that contain
the information you want on the report.
In this example, four tables (files) will be added to the query:
SLDELHPF
SLDEALPF
VMSOLDPF
DLCUSMPF
Sales Deal Header table
Contains the information found in Sales Work With Deals screen
Sales Deal Detail table
Contains the majority of information found on a deal (in Sales)
Sold Vehicle table
Contains vehicle information about the capped deal (info from the VMVEHMPF
table is moved to the Sold Vehicle table after the deal is capped)
Customer Name and Address table
Contains the information found on the system for an employee, customer, or
vendor, finance source, etc
4. Ensure *CURLIB displays under Collection. If *CURLIB does not display, click to place
your cursor at the Collection field and type *CURLIB.
Note:
If you have signed on before, *CURLIB may already display under Collection.
*CURLIB refers to theAS/400 library that the tables (also called database files) reside for
your facility. For the majority of the reports, *CURLIB is the Collection that will be used.
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Executive Assistant 4.5 User Guide
Multiple Table Query
5. Click to place your cursor under Table and complete the following:
a. Type SLDELHPF then click
. SLDELHPF displays under the Added
tables/views box. (This is the Sales Deal Header table.)
b. At the Table field, type SLDEALPF then click
The following message displays:
Click
.
. SLDELHPF displays under the Added tables/views box. (This is the
Sales Deal Detail table.)
c. Click in the Table field, type VMSOLDPF then click
The following message displays:
Click
.
. VMSOLDPF displays under the Added tables/views box. (This is the
Sold Vehicle table.)
d. Click in the Table field, type DLCUSMPF then click
The following message displays:
Click
.
. DLCUSMPF displays under the Added tables/views box. . (This is the
Common Name and Address table.)
Note: For a list of all the tables in the collection, click the down arrow
Retrieving all tables from the AS/400 may take several minutes.
in the Table field.
To remove a table from the Added tables/views: box, click on the table to highlight it, then click
to remove it from the query.
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Executive Assistant 4.5 User Guide
6.
Multiple Table Query
All four files are added and display under Added tables/views (if necessary, click the up
arrow
to display the first file).
The last three files added display with an Inner Join Type symbol
.
The Inner Join Types must be changed to Left Outer Join for the last three files. (The
first file listed, SLDELHPF is the primary table and does not have a Join Type.)
Note: See the Add Join Table Conditions section in the Screen Definitions and Descriptions
chapter for a description of all Join Types.
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Executive Assistant 4.5 User Guide
To change the default Join Type for each file from Inner Join
Left Outer Join
:
Multiple Table Query
to
a. In the Added Tables/views box, click to highlight SLDEALPF then left click in between
the Join Type symbol and the Name. A down arrow displays
Click the down arrow
to display the pull-down menu. Click to select
Left Outer Join. The Join Type symbol changes to
Left Outer Join.
b. In the Added Tables/views box, click to highlight VMSOLDPF then left click in
between the Join Type symbol and the Name. A down arrow displays
Click the down arrow
to display the pull-down menu. Click to select
Left Outer Join . The Join Type symbol changes to
Left Outer Join.
c. In the Added Tables/views box, click to highlight DLCUSMPF then left click in
between the Join Type symbol and the Name. A down arrow displays
Click the down arrow
to display the pull-down menu. Click to select
Left Outer Join Join Type. The symbol changes to
Left Outer Join.
The Join Types for the three tables/files should now display the Left Outer Join symbol
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Executive Assistant 4.5 User Guide
Multiple Table Query
7. In the Added Tables/views, click to highlight SLDEALPF and click
.
The Add Join Table Conditions window displays.
Note: To expand the Description’s viewing area, place your cursor at the vertical line between
Description and Name. Click and drag it to the right.
a. Click the down arrow at the Join table box.
b. Click to select SLDELHPF.
c. On the left side of the screen, click to highlight Company number.
On the right side of the screen (under the To Table: box) click to highlight Company
Number.
d. With both highlighted, click
.
The Tables window displays with your selection listed in the Join Conditions box.
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Executive Assistant 4.5 User Guide
Multiple Table Query
8. At the Tables window, with the SLDEALHPF still selected in the Join table box, click
.
The Add Join Table Conditions window displays.
a. On the left side of the screen, click to highlight Deal Number.
On the right side of the screen click to highlight Deal Number.
b. With both highlighted, click
c. The Tables window displays with your selection listed in the Join Conditions box.
9. At the Tables window, click
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Executive Assistant 4.5 User Guide
Multiple Table Query
The Add Join Table Conditions window displays.
a. On the left side of the screen, click the down arrow button to locate the following
Description: Subdeal # T/O Over to F&I. Click to select it.
On the right side of the screen click to select Sub Deal Number.
b. With both highlighted, click
.
c. The Tables window displays with your selection listed in the Join Conditions box.
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Multiple Table Query
10. At the Tables window, under the Added tables/views, click to highlight VMSOLDPF and
click
The Add Join Table Conditions window displays
a. On the left side of the screen, click to highlight Company Number.
On the right side of the screen, click to highlight Signed Numeric -2.
b. With both highlighted, click
c. The Tables window displays with your selection listed in the Join Conditions box.
11. At the Tables window click
The Add Join Table Conditions window displays.
a. On the left side of the screen, click to highlight Stock Number.
On the right side of the screen, click to highlight Stock Number.
b. With both highlighted, click
.
c. The Tables window displays with the selection of Company Number and Stock number
displayed in the Join Conditions box.
12. At the Tables window, click
The Add Join Table Conditions window displays.
a. On the left side of the screen, scroll down to locate, then click to highlight Vehicle
Identification Number.
On the right side of the screen, click to highlight Vehicle Identification Number.
b. With both highlighted, click
.
c. The Tables window displays your selection added to the Join Conditions box.
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Multiple Table Query
13. At the Tables window under the Added tables/views, click to highlight DLCUSMPF and
click
The Add Join Table Conditions window displays:
14. Click the down arrow (under the Join table box). Click to select SLDELHPF.
a. On the left side of the screen, scroll down to locate, then left click to select Buyer one
Name Key. On the right side of the screen, left click Common Key.
b. Click
c. The Tables window displays with your selection at the Join Conditions box.
Note: To expand the Name viewing area, click the cursor at the vertical line between the
Description and Name. Hold the mouse button and drag to the left.
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Multiple Table Query
15. The following report columns will now be added: Deal Status Date (as one column), Deal
Number, Customer Name, Home Phone, Work Phone, Year, Make, Model, and Payment
Plan.
a From the Table window, click
.
The Columns window displays.
Select the information (columns) from each file to include on the report. First select each
file, then locate and select the columns:
b. Under Columns, click Deal Number then click
under Added columns.
. The Deal Number is added
c. Click the down arrow on the Tables/View box and click to select DLCUSMPF.
d. Under Columns, click to highlight Customer Name and click
Name is added to the list under Added columns.
e
. The Customer
Click the down arrow; scroll down to locate, then click Home Phone Number and click
. The Home Phone Number is added and displays under Added columns.
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Executive Assistant 4.5 User Guide
f. Click to select Work Phone Number and click
added under the list of Added columns.
Multiple Table Query
The Work Phone Number is
g. Under the Tables/Views box, click the down arrow and click to select VMSOLDPF.
h. Under Columns, scroll down, click to select Year and click
.
i. Scroll down to locate, then select Make Description and click
j. Locate, then click to select Model Description and click
.
.
k. Under the Tables/Views box, click the down arrow and select SLDEALPF.
l. Under Columns, scroll down to Payment Plan. Click to select Payment Plan and click
.
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Executive Assistant 4.5 User Guide
16.
Multiple Table Query
To add and format the date:
a.
By the Add Columns box click
.
b. The New Column Assistant window displays with General Expression highlighted.
Note: If your AS400 is running EA 2.5 this window will not display,
continue to the next step.
c. Click
.
The New Column window displays:
d. Click inside of the New Column box. The cursor flashes. Type
e. Click the down arrow
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DATE((
at the Columns box. Select SLDELHPF.
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Executive Assistant 4.5 User Guide
Multiple Table Query
f. In the Columns field, click the down arrow button; scroll down and locate Deal Status
Year.
g. Click to highlight Deal Status Year and click
h. Ensure the cursor is located after SLDELHPF.DHDELY in the New columns box and
type
* 10000) + (
Space
i. Under Columns, click to highlight Deal Status Month and click
.
j. Ensure the cursor is located after SLDELHPF.DHDELM in the New columns box and
type:
* 100) +
k. Under columns, click to highlight Deal Status Day and click
.
l. Ensure the cursor is located after SLDELHPF.DHDELD in the New columns box and
type:
, YYYYMMDD)
m. Verify the values in the Added columns box looks like:
DATE((SLDELHPF.DHDELY * 10000 ) + (SLDELHPF.DHDELM * 100) +
DHDELD, YYYYMMDD)
n. Click
.
The Columns window displays.
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Executive Assistant 4.5 User Guide
17. At the Columns window, click
Multiple Table Query
.
a. The COLUMNxxxx Properties window displays.
Note: xxxx is a sequential number query automatically assigns to a new report column.
Before:
After:
b. Under Name, type Status Date (remove any default entry at this field).
c. Under the Description, type Status Date (remove all other entries at this field).
d. Click
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Multiple Table Query
18. At the Columns window, move the Status Date so it prints at the top of the report:
a.
With the Status Date still highlighted, click the up arrow button
(Alt + up arrow).
7 times
This moves the Status Date to the first entry .
b.
Click
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(regardless of whether you are changing the column order).
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Multiple Table Query
19. The Conditions window displays. To set the report to pull Capped deals only and prompt
for a Date Range and Company Number:
a. Click to highlight the Status Date in the Conditions box
b. Click the down arrow
c. Click
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at the Conditions box and click to select Is Between.
.
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Executive Assistant 4.5 User Guide
Multiple Table Query
The Prompt Attributes window displays.
d. At the Prompt Text field, delete the field entry that displays and type:
Enter Status Date (mm/dd/yyyy)
e. At the Source of Prompt Answers field, verify No List of Possible Answers displays.
f. Click
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Executive Assistant 4.5 User Guide
Multiple Table Query
The Conditions window displays with the Added date Conditions.
g. Click the down arrow
at the Columns field and select SLDELHPF.
h. Click to select Company number.
i. Click the down arrow
Click the up arrow
Click to select
j. Click
under the Conditions box.
to scroll the list of Conditions until
=
(equal sign) displays.
=
.
Under Prompt text, type Enter Company Number and click
.
k. At the Conditions window, click to highlight Deal Status.
Verify an = (equal sign) sign displays at the Condition field.
l. At the Value(s) box, type C (must be capital C).
Click
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then click
.
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Multiple Table Query
20. The Sort window displays. For this example, the report results will be sorted by Status
Date, then Customer Name:
a. Under the Columns box:
Click Status Date, then click
.
Click Customer Name, then click
b. Click
.
.
21. Save query with the file name Sold Customers Report.
Click
Or:
a. At the Query main menu task bar, click on File and then Save.
b. At the Save As window, select the location to save the report. In this example, the
report is saved in My Documents.
c. Click in File name box and type the name of the report. (In this example, the name of
the report is Sold Customers Report.)
. The report is now saved.
d. Click
22. Click
to run the report.
a. A Prompt window displays. Under Prompt, type the company number and date range
(format mm/dd/yyyy) for the report.
b. Click
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. The query will process.
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Executive Assistant 4.5 User Guide
Multiple Table Query Report Formatting
Multiple Table Query Report Formatting
Value Substitution
Note: This function is not available if running EA 2.5 on the AS400.
Value Substitution changes (replaces) current report information to a more meaningful value or
text that you specify. You could spell out abbreviations or change a one-character code to text.
For example, you could change a report column or field to read DESCRIPTION, rather than
DESC.
Value substitution is a global change. This means each time a query processes an ‘old value’ it
will replace it with the substitution text or value you specify.
In the following example, the Payment Plan (in SLDEALPF file/table) will be changed
from a single-character code:
C to print as Cash
F to print as Finance
L to print as Lease
1. From the Query toolbar, click to select Query.
2. From the Query pull-down menu, select Columns.
3. From the Query Properties window, click
.
4. The New Column Assistants window displays. At the How can we assist you box, click to
select Value Substitution Assistant, then click
.
5. The Value Substitution Assistant window displays:
6. Click
in the Columns box. Click to select SLDEALPF.
SLDEALPF should display in the Columns box.
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Multiple Table Query Report Formatting
7. Below the Columns box (under Description/Name/Type) click the
until Payment Plan
displays under the Description. Click to select Payment Plan and click
.
SLDEALPF.DLDMTP displays in the New column box, near the bottom of the window.
8. Click
.
9. Click
.
The system may take several minutes to retrieve the values (depending on the amount of
information).
10. The Value Substitution window displays:
The Value boxes display the field name (in 'quotes') currently in the file.
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Multiple Table Query Report Formatting
11. Use the Substitution boxes to specify a replacement value or text.
-
At the Substitute box, next to 'C' type Cash
At the Substitute field next to 'F' type Finance
At the Substitute field next to 'L' type Lease
12. Click to place the cursor at the Otherwise field and type DLDMTP.
13. Click
.
14. The Query Properties window displays. Select the Columns tab (if it is not already
selected).
15. Click Properties
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Multiple Table Query Report Formatting
16. The COLUMNxxxx Properties window displays.
Note: xxxx is a sequential number query automatically assigns to a new report column.
a. At the Name field, type Payment
b. At the Description field, type Payment
c. Click
.
17. Delete the ‘old’ Payment Plan values C, F, and L:
a. Under the Added Column box, click Payment Plan to select it and click
b. Click
to delete.
.
18. Save the Query File/Definition.
Click
Or:
At the Query main menu task bar, click File then Save.
19. Run the Report:
a. To run the report, click
b. Respond to any Company Number/Date prompts and click
c.
.
After a few minutes, Done displays in the bottom right corner of query.
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Executive Assistant 4.5 User Guide
Working With Excel
Working With Excel
This chapter contains the following sections:
Link a Query to Excel
Link a Column to a Cell
Refresh Data
ShowCase Excel Add-Ins
Link a Query to Excel
In this example, the Query created in the first chapter, Single Table Query will be used. (The
name of this query is Current Vehicle Inventory.)
1.
Open the Microsoft Excel program (Start, Programs, Microsoft, Excel).
2.
If a New Workbook is not already open, open a new workbook (File, New).
3.
Click on ShowCase on the toolbar.
Note: If the ShowCase menu does not display, contact your System Administrator or call the
ARG Customer Support Center.
4.
Click Queries.
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Executive Assistant 4.5 User Guide
5.
The Queries window displays.
6.
Click
Working With Excel
Locate the Query previously created (in this example, the name of the query is Current
Vehicle Inventory).
7.
Click to select Current Vehicle Inventory (the query name). Click
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Working With Excel
The ShowCase ODBC Log On window displays.
8.
9.
Type your AS/400 User ID and Password and click
.
The Prompt window displays:
Type N (must be a capital letter) and click
.
10. After the report has completed processing, it is added and displays under Added Queries.
Click
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. Continue to the next section Link a Column to a Cell.
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Working With Excel
Link a Column to a Cell
In this section, the columns will be linked to the Excel spreadsheet.
1.
For the headings, click to highlight the first row of cells (columns). The number of cells
you highlight must equal the number of columns you want linked to the Excel spreadsheet.
In the example above, left click and hold the mouse button on cell A1; drag the mouse to
the right until cell J1 is highlighted. Release the mouse button. Cells A1 through J1 are
now highlighted.
2.
Click ShowCase in the toolbar, then click to select Query References.
The Data References window displays.
3.
Click
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Working With Excel
4.
Click the down arrow button at the Data Category field.
5.
Locate, then click to select Column Headings.
6.
Under the Data field, left click NUDO Code – hold the mouse button and drag it down to
highlight all entries.
7.
Click
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Working With Excel
The Data References window displays with all added column headings.
8.
Click
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Working With Excel
The Excel spreadsheet cells A1 through J1 now display the column headings.
9.
Click to highlight cells A2 through J3 (this selection includes the row below).
Note: When adding data, a minimum of 2 rows must be highlighted.
Click ShowCase in the toolbar, then click to select Query References.
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Working With Excel
10. The Data References window displays.
11. Click
.
Click the down arrow button at the Data Category field.
12. Ensure Detail Data displays at the Data Category field.
a.
Click to highlight all rows/entries under Detail Data.
b.
Click
c.
Click
again.
13. The Excel spreadsheet displays with data.
Note: You can now format and the sheet and the cells.
14. Save the spreadsheet: Click File, then Save.
Save the spreadsheet in My Documents, and name it Current Vehicle Inventory.
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Working With Excel
Refresh Data
1.
Close the Excel program (click File, then Exit).
2.
Re-open Excel.
Note: If a message displays prompting you to either Disable Macros or Enable
Macros, click Enable Macros.
Note: If the following messages displays, see your System Administrator or call the ARG
Customer Support Center.
Click
3.
.
The following window displays:
•
Click Refresh to refresh the data from the AS/400 and repopulate the Excel
spreadsheet.
Or
•
Click Keep to retain data in the Excel spreadsheet (since the last time you saved.)
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Working With Excel
ShowCase Excel Add-Ins
This section contains an overview of the functions available for ShowCase Add-Ins. For more
information, see the Excel online help text (F1 key or the Help button).
User Events
Use User Events to launch macros in relation to certain query events.
1.
Click ShowCase on the Excel tool bar, then click to select User Events.
2.
The User Events window displays. Click
.
This window allows you to run a macro for the following senarios:
o
o
o
o
o
o
Before Updating the Workbook Data
After Updating the Workbook Data
Before Running any Queries
After Running All Queries
Before Running a Specific Query
After Running a Specific Query
Note:
For syntax, see the Query and/or Excel online help text.
For Macro information, see the Query and Excel online help text, or contact Microsoft.
Set Query Variables
Use Set Query Variables to map a cell to a prompt value.
1.
Select the cell to be the prompt value. Click Showcase from the Excel toolbar, then click
to select Set Query Variables.
This window allows you to assign a prompt (variable) to an Excel cell.
2.
Click
. When you perform a Refresh of the data in Excel, it will use the value in
the cell to respond to the prompt.
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Working With Excel
Note: Before the prompt can work, the Properties Attributes, in Query, must have the Skip
Prompt If Variable Has Value field checked (selected):
Note: For more information see the Excel/Query online help text.
Refresh all Queries
This function runs all attached queries to Excel and repopulates the spreadsheet. This is the
same as clicking the Refresh button when opening Excel.
Refresh Query
This function allows you to refresh only those queries you select. These queries must be
attached to the Excel spreadsheet. Use the Search Path field to specify a directory for Excel to
locate the query; if the query cannot be found in the original path/directory set in ShowCase
Query.
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Common Functions
Common Functions
Value Substitution
Value Substitution is changing what information is listed, based on the condition you test for.
In the following example, we will change the NUDO field to read New/Used/Demo/On
Order. The VMVEHMPF (Current Vehicle File) will be used.
1.
From the Column window/tab, click
.
. Select Value Substitution and click
2.
The Value Substitution Assistant window displays. Ensure VMVEHMPF displays under
Columns.
3.
Under the Columns field, click the down arrow until NUDO Code displays. Click to
highlight NUDO Code and click
.
4.
Click
5.
To have the system retrieve the values currently in the file for this column, click
to continue to the next Value Substitution screen.
.
In our example, we will assume not all vehicles are in stock; therefore we will
manually type the values and substitution:
6.
Click to place the cursor at the Value field and type 'D'
Press the Tab key or click to place your cursor at the Substitute field, and type 'DEMO'
7.
Click the Insert button [Alt+I]
8.
Click to place your cursor at the next Value field and type 'N'
Press the Tab key or click to place your cursor at the Substitute field, and type 'NEW'
9.
Click to place your cursor at the next Value field and type 'O'
Press the Tab key or click to place your cursor at the Substitute field, and type
'ON ORDER'
10. Click to place your cursor at the next Value field and type 'U'
Press the Tab key or click to place your cursor at the Substitute field, and type 'USED'
Leave the Otherwise field blank.
11. Click
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Common Functions
If Then Else and Value Substitution
If then Else is a conditional statement you create. A simple explanation of an If-Then-Else
statement is: – if value A is in a field, then print A on the report, else print B.
Value Substitution is changing what information is listed, based on the condition you test for.
For example, if value A is in a field, then print All on the report (substitute A with All).
In the following example, the 2-digit year will be changed to a 4-digit year. AN if-then-else
will be setup: if the vehicle year in the table is 50 or less, we will assume it is a 2000
vehicle, and 2000 will added. If the vehicle year in the table is 51 or greater, we will
assume it is a 1900 vehicle and 1900 will be added. The VMVEHMPF table (Current
Vehicle) will be used.
1.
From the Query main menu, select the Query tab, then click New.
The New Column Assistants window displays.
2.
Click to select If-then-else-Assistant.
The If Then Else Assistant window displays. Ensure the table VMVEHMPF displays
under Columns.
3.
Click to place the cursor at the If field.
Under Columns, click the down arrow and locate Year. Click to highlight Year and click
.
4.
The cursor is now located after YEAR (lower part of the screen). Type > 50
Click to place your cursor at the Then field. Click to highlight Year again and click
. Type + 1900
5.
Click to place the cursor at the Otherwise field. Click to highlight Year and click
. Type + 2000
6.
Click
.
As your skill level increases, you can setup Nested If-Then-Else conditions. This combines
more than one condition, in a sequence that you specify. To setup Nested If-Then-Else
statements, click the Insert button [Alt+I].
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Common Functions
General Expressions – Date Concatenation
Use the General Expression function to create your own columns for the report that do not
currently exist in the table. General Expressions are most commonly used for concatenating the
date.
In the following example, the In Stock Date will be combined, so it will display and print as one
field. Currently, the In Stock Date is in the following format in the VMVEHMPF (Current
Vehicles) file:
In Stock Year (YY)
In Stock Century (CC)
The In Stock Century (CC) needs to be listed first, as the first 2 digits, then In Stock Year (YY)
needs to be last 2 digits
1.
From the Columns window/tab, click New.
The New Column Assistant window displays.
2.
Click to select General Expressions and click
The New Column window displays.
3.
Click to place the cursor in the New Columns box and type
DATE((
Ensure VMVEHMPF displays in the Columns field.
4. Under Columns, click the down arrow to locate In Stock Century (CC).
Click to highlight In Stock Century and click
.
* 1000000) + (
5.
The cursor is at the end of the word CENTURY. Type
6.
Under Columns, click to highlight In Stock Year (YY) and click
Type * 10000) + (
7.
Under Columns, click to highlight In Stock Month and click
Type * 100) +
8.
Under Columns, click to highlight In Stock Day and click
Type ,yyyymmdd)
9.
Click
.
.
.
Note: Edit Masks determine how the date is formatted (for example slashes). See the next section
for information about Edit Masks.
Note: The syntax for a two-digit year:
DATE((year * 10000) + (month * 100) + day,yymmdd)
Note: The syntax for a four-digit year in one field, instead of a century and year field):
DATE((year * 10000) + (month * 100) + day,yyyymmdd)
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Common Functions
Edit Masks
Edit Masks allow you to change the appearance of a numeric column (date or number) by
inserting formatting such as slash (/), comma (,), or dollar sign ($).
To apply an edit mask:
1.
With the query open (the query must also contain data), right-click on a numeric column
heading
2.
Click to select Edit Mask
The Edit Mask window displays. Use this window to select from a list of pre-defined edit
masks, or type your own.
For example, if you selected the following edit mask format: #,##0.0
• 1055 would display as 1,055.0
• 0 (zero) would display as 0.0
Use the following characters when specifying an edit mask for a numeric column:
• 0 (zero) – always show a number in this position
• # (pound sign) - leave this position blank if the value is zero.
• ; (semi-colon) – apply a format for negative numbers and a different format for
positive numbers. The two different formats (edit masks) are separated with a semicolon. Edit masks to the right of the semi-colon will have negative formatting
applied; edit masks to the left of the semi-colon will have positive formatting. For
example 1055 would display as 1.055.0 and –1055 would display as -1,055.0.
See the Excel/Query online Help text for information about editing symbols and predefined edit
masks.
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Common Functions
Break Groups
Use break groups to separate and list certain pieces of information. Totals and averages can
also be listed within groups of information.
In the following example, we will use the VMVEHMPF (Current Vehicle) file to organize and
list the following information and totals:
•
•
•
The number of New, Used, Demo, and On Order vehicles in inventory.
The total Selling Price of all vehicles within a group.
The average number of days the vehicle has been on the lot.
1.
Create a query using VMVEHMPF and add the following columns:
2.
Stock Number
NUDO Code
Year
Make
Model
Days In
List Price
Select Format in the tool bar, then Break Groups.
3.
Under Columns, click to select NUDO Code and click Group.
4.
Click the Summaries tab.
5.
Under Columns, click to select Year, then click Count.
Note: Under Column Summaries, 2 totals display – one for the entire report and one for
the NUDO Code Group
6.
Under Columns, click to select Days In and click Average. Under Columns, click List
Price to select it, then click Total.
7.
Click the Group Options tab. Click the down arrow at the Break Group and click NUDO
Code.
At the Break Group Name field, type NUDO
8.
Click the check mark, to remove it, at the Supress Duplicate Values in Break Group
Columns field.
9.
Click
.
10. Click the Run tab, then select Run Query.
The new report displays with the group totals.
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MASS MAILER
MASS MAILER
How to Merge the Mailer Data to a Word Document
The following is an example of a Sales Mailer follow-up with customers who have purchased
cars in the last week, excluding companies.
To use this documentation for Prospecting or Service,
1.
Generate the File for the corresponding application (see previous documentation).
2.
Skip to the next section, Pull Data From the AS/400 and Place into a PC File and
make the following substitutions:
• For Prospecting, use SVMMPRPF (instead of SVMMFIPF) and appropriate fields
• For Service, use the service mailer file SVMMSVPF and appropriate fields.
Generate the File for the Letters
1. From the Sales Main Menu, click to select Query/Word Processing/Mass Mailer.
Note: If Query displays as an option on the Sales Main Menu instead of Query/Word
Processing/Mass Mailer, contact the Customer Support Center.
2. Click to select Work with Mass Mailers.
The Work With Mass Mailers screen displays with three Mass Mailer selections: Finance,
Prospecting, and Service:
3. Right-click on Finance, then left click to select Generate Letters.
Note: If FINANCE, PROSPECT, and SERVICE do not display under Description, or if any old
letters display, your Work With Mass Mailer screen needs to be updated; contact the
Customer Support center.
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4.
MASS MAILER
The F&I Selection Criteria screen displays.
5. At the Deal Status Date, select last weeks From and To dates. For this example, complete
the remaining fields as shown on the screen example above.
6. Click Submit
.
7. When the following message displays:
Executive Assistant must be run manually to create Mailers
a. Click Ok
.
b. Click Exit
two times.
8. Complete one of the following:
•
Sign off the AS/400 and DMS@NET.
Or
•
Click
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to minimize your DMS@NET session.
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MASS MAILER
Extract Data From the AS/400 and Place into a PC File
For detailed instructions on how to build a query, see the previous sections in this guide or the
Executive Assistant Training - Computer Based Instruction (CBT) CD.
1. Launch Executive Assistant:
Click Start
, Programs
, and finally Query
, ShowCase STRATEGY
.
Note: If a Need Assistance? box displays, click No.
2. Click the New Query
button.
3. When prompted, type your AS/400 User Name and Password then click OK
.
4. The Tables window displays.
a. Click in the Collection field and type *CURLIB.
b. Press the TAB key to move the cursor to the Table field (or click in the Table field). At
the Table field, type SVMMFIPF and click Add
c. Click the Next >
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.
to move to the Columns box.
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MASS MAILER
5. For this sample letter, the following columns will be added:
Date
Dealership Name
Customer First and Last Name
Customer Address
Model
a. Click on Current Date to highlight it, then click Add
(or you can just
double click it) to move it to the Added Columns box (at the bottom of the screen).
b. Click the
and
buttons to find the following fields and then repeat step a to Add
them to the report:
Dealership Name
Buyer 1 First Name
Buyer 1 Last Name
Buyer 1 First Name
Buyer 1 Address 1
Buyer 1 City
Buyer 1 State
Buyer 1 Zip
Model Description
6. Click Next
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MASS MAILER
The Columns window displays:
7. In this example, a Condition will now be added that removes anyone that does not have a
complete address.
a. Click on Buyer 1 Last Name to highlight it.
b. Click the
next to the Condition field and select the <>.
c. In the Values field type ‘ ‘ (apostrophe space apostrophe) and click
.
d. Repeat steps a through c for the Buyer 1 Address, Buyer 1 City, Buyer 1 State, and
Buyer 1 Zip.
8. Click Next
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MASS MAILER
The Conditions window displays:
9. To sort the data by Zip Code, City, and Last Name:
a. Double click on Buyer 1 Zip Code.
b. Double click on Buyer 1 City.
c. Double click on Buyer 1 Last Name.
d
Click Next The Sort window displays:
e. Click Finish
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10.
MASS MAILER
Specify the Excel File to contain the data:
a. Begin at the Query screen.
b. Click Run (in the menu bar), then Result Options.
The Results Options window displays.
c. Click in the box
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to select Write results to a file, then click the Options button.
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MASS MAILER
The Write Result Options window displays.
d. Click the arrow
e. Click the arrow
next to the Output File field, and then click Browse.
next to Look in field.
f. Select the C: drive (it may have some text in front of it like Win2k, Windows, or
Local Drive.)
g. Double click on EA Reports folder.
If EA Reports does not exist, leave the Browse window open and
do the following:
1. Click on the Start button and then click Run.
•
For Windows 2000 and Windows XP machines type cmd in Open field and
press Enter.
•
For Windows 95 and Windows 98 type command in Open field and press
Enter.
2. The command line window opens; type the following commands in this window:
Type mkdir “C:\EA Reports” and press Enter.
Type mkdir "C:\EA Reports\Results" and press Enter.
Type mkdir "C:\EA Reports\Mailers" and press Enter.
Type EXIT and press Enter. The command line window closes.
3. Click on the Browse window and press F5.
4. The EA Reports folder should now be listed. Retry step g.
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MASS MAILER
h. Double click the Results
folder.
If Results does not exist, leave the Browse window open and do
the following:
1. Click on the Start button and then Run.
•
For Windows 2000 and Windows XP machines type cmd in Open field
and press Enter.
•
For Windows 95 and Windows 98 type command in Open field and press
Enter.
2. The command line window opens; type the following commands in this
window:
Type mkdir "C:\EA Reports\Results" and press Enter.
Type EXIT and press Enter . The command line window closes.
3 Click on the Browse window and press F5.
4. The Results folder should now be listed. Retry step h.
i. In the File name field, delete any entry currently there and type:
Sales Follow-up Letters
next to the Files of type field and select Excel 4.0 (Biff4). (You
j. Click the arrow
may have to click the up
to see the Excel 4.0 (Biff4) choice.)
k. Click Open
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MASS MAILER
The Write Result Option window displays:
l.
Click Ok
.
The Result Option window displays:
m. Click Ok
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11.
MASS MAILER
Save the Query Definition:
a. Click the Save
button.
b. Click the arrow
next to Look in field.
c. Select the C: drive (it may have some text in front of it like Win2k, Windows, or
Local Drive.)
d. Double click on EA Reports folder.
e. Double click on the Mailers
folder.
If Mailers does not exist, leave the Browse window open and do
the following:
1. Click on the Start button and then Run.
•
For Windows 2000 and Windows XP machines type cmd in Open field and
press Enter.
•
For Windows 95 and Windows 98 type command in Open field and press
Enter.
2. The command line window opens; type the following commands in this window:
Type mkdir "C:\EA Reports\Mailers" and press Enter.
Type EXIT and press Enter. The command line window closes.
3. Click on the Browse window and press F5.
4. The Mailers folder should now be listed. Retry step e.
f. In the File name field, delete any text at the field and type:
Sales Follow-up Letters
g. Click Save
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h. Run the report by clicking the Run
button.
i. Wait until Done displays in the bottom right corner:
j. After Done displays, close Query:
Click File in the menu bar and then Exit.
Note: If the system prompts to “Save changes to Sales Follow-up Letters.dbq?” click the
Yes
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Create a Form Letter using Mail Merge in Word 97 or Word 2000
1. Launch Microsoft® Word:
Click the Start
Word
button, Programs
, and then Microsoft
.
Note: If Microsoft Word is not installed or it is not located in the above path, see you
System Administrator for assistance.
2. Microsoft Word should open a blank document (if not, click on New Blank Document
button).
3. Click on Tools in the menu bar,
then Mail Merge:
Note: If Mailer Merge does not display, click double-down
arrow , then click Mail Merge:
O
R
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4. Click on the Create
MASS MAILER
button, then Form Letters.
The following window displays:
5. Click the Active Window button.
The Mail Merge Helper window displays:
6. Click Get Data
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, then Open Data Source.
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7. Click the arrow
MASS MAILER
next to Look in field.
8. Select the C: drive (it may have some text in front of it like Win2k, Windows, or Local
Drive).
9. Double click the EA Reports folder.
10. Double click the Results
folder.
11. Next to the Files of type field, click the down arrow
and select MS Excel Worksheets.
12. Double click Sales Follow-up Letters.
The following window displays:
13.
Make sure Database is highlighted, if not, click to highlight it, then click Ok
The following window displays:
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14. Click Edit Main Document
A blank Microsoft Word document displays with the addition of the Mail Merge tool bar:
15. Complete the following steps to add the Return Address to the letter:
a. From the Mail Merge tool bar, click Insert Merge Field, then click on
Buyer_1_Last_Name, and press Enter.
b. Click on Insert Merge Field, then click Buyer_1_Address, and press Enter.
c. Click on Insert Merge Field, then click Buyer_1_City, then type
press the Space bar one time
,
(a comma) and
d. Click on Insert Merge Field, then click Buyer_1_State, and press the Space bar two
times.
e. Click on Insert Merge Field, then click Buyer_1_Zip, and press Enter two times.
16.
Type the salutation:
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a. Type the word Dear
MASS MAILER
and press the Space bar.
b. Click on Insert Merge Field, then click Buyer_1_First_Name, then type
comma) and press Enter.
17.
,
(a
Type the body of the letter:
a. Press the Tab key, then type the following:
I wish to take this opportunity to thank you for the purchase of your
b. Press the Space bar. Click on Insert Merge Field, then click Model_Description
c. Press the Space bar. Type the following:
from
d. Press the Space bar. Click on Insert Merge Field and then click Dealership_Name.
e. Type the following: .
I sincerely hope that you become another member on our list of satisfied
customers.
f. Press Enter twice. Press the Tab key.
g. Type the following:
It is the policy of
h. Press the Space bar. Click on Insert Merge Field and then click on
Dealership_Name.
i. Press the Space bar. Type the following:
to provide the very best service available and maintain the highest customer
relationship that can be attained. In order to obtain the best efficiency, our
service department's hours are from 8am to 5pm Monday through Friday.
However, for your convenience, you may wish to make an appointment.
(Substitute the dealerships hours from the example.)
j. Press Enter twice. Press the Tab key.
k. Type the following:
Satisfaction with your new car and the service you receive is our first and
primary concern.
l. Press Enter twice.
m. Type the closing. Type the following:
Sincerely,
Press Enter three times.
n. Type the following: Service Advisor (or substitute the Service Advisor’s name at the
dealership).
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18.
Review the letter. Make any corrections.
19.
Click on Tools in the menu bar, then Mail Merge.
Note: If Mailer Merge does not display, click double-down arrow .
The Mail Merge Helper window displays:
20.
Click the Merge
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The Merge window displays:
21.
Click the Merge
22.
Print/Review the completed letters.
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Create Envelopes using Mail Merge
1. Launch Microsoft® Word:
Click the Start
Word
button, Programs
, and then Microsoft
.
Note: If Microsoft Word is not installed or it is not located in the above path, see you
System Administrator for assistance.
2. Microsoft Word should open a blank document (if not, click on New Blank Document
button).
3. Click on Tools in the menu bar,
then Mail Merge:
Note: If Mailer Merge does not display, click double-down
arrow , then click Mail Merge:
O
R
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4. Click the Create
MASS MAILER
button, then Mailing Labels.
The following window displays:
5. Click on Active Window.
The Mail Merge Helper window displays:
6. Click the Get Data
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7. Click to select Open Data Source.
8. Click the arrow
next to Look in field.
9. Select the C: drive (it may have some text in front of it like Win2k, Windows, or Local
Drive.)
10. Double-click the EA Reports folder.
11. Double-click the Results
folder.
12. Next to the Files of type field click the down arrow
and select MS Excel Worksheets.
13. Double-click Sales Follow-up Letters.
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The following window displays:
14 Make sure Database is highlighted (if it is not, click to highlight it),then click Ok
The following window displays:
15. Click the Edit Main Document
button.
The Label Options window displays:
16. Select the type of label, in this example, 2160 Mini-Address and click OK
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The Create Labels window displays:
17. Complete the following to specify the fields to include on the label:
a.
Click Insert Merge Field
, then click Buyer_1_First_Name.
b.
Press the Space bar, then click Insert Merge Field
Buyer_1_Last_Name and press Enter.
c.
Click Insert Merge Field
press Enter.
, then click Buyer_1_Address, and
d.
Click Insert Merge Field
, then click Buyer_1_City.
e.
Type (a comma) and then click Insert Merge Field
Buyer_1_State.
f.
Press the Space bar then click Insert Merge Field
Buyer_1_Zip.
,
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. Click
Click
. Click
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Your entries should look similar to the following:
g.
Click Ok
.
The Mail Merge Helper window displays:
18. Click the Merge
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19. Click the Merge
MASS MAILER
button.
20. Review, then print the completed labels.
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Creating a Mail Merge from Excel using Word 2002
Creating a Mail Merge from Excel using Word 2002
These instructions were written in Windows© XP, with Microsoft© Excel and Microsoft©
Word 2002 (XP). These directions will not work for any previous version of Microsoft©
Word.
1. Open Microsoft© Word 2002 (XP).
Microsoft Word.
Click Start, Programs,
2. After Microsoft© Word 2002 (XP) is open, select File, then New.
The following window opens on the right side of the screen:
3.
Click General Templates.
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Creating a Mail Merge from Excel using Word 2002
4. The Templates window displays. Click the Mail Merge tab:
From the Mail Merge window, click Plain Merge Letter (scroll down if necessary) and
click OK.
5. The smaller window to the right is now named Mail Merge: .
6.
Ensure the radio button for Use an existing list is selected, then click Browse.
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7.
Creating a Mail Merge from Excel using Word 2002
Select the Excel file that contains the names and addresses for the mailer, then click Open.
Note:
If the Confirm the Data Source window displays, select OLE DB Database
Files and click OK, then continue to step 8.
8. The Select Table window opens:
Select the name that matches the name of the worksheet tab inside the Excel
spreadsheet, and click OK. (Usually, the table named Database is not the correct
choice.)
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9. The Mail Merge Recipients window displays:.
If there are any people on the list that you do not want to print a letter for, click the
checkbox on the far left next to that person’s name to deselect them for a letter. Click OK
when complete.
10.
After reading the instructions in the Mail Merge window on the right,
click Next: Write your letter and type your letter in the window that displays to the left
of the screen.
To insert information from the Excel report, position the cursor where the data should
be inserted in the letter, click More Items in the Mail Merge window, select the field,
then click Insert.
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10. The following is an example of a birthday letter:
November 28, 2005
«FIRST» «LAST»
«ADDRESS»
«CITY», «ST» «ZIP»
Dear «FIRST»,
There’s no better feeling than that one day of the year set aside just for you on
your birthday. Except, just perhaps, that day when you bought your vehicle from
ABC Motors. We think both days were pretty special and should be celebrated.
Please find enclosed a birthday present from us, a certificate redeemable for a free
oil change on your «YR» «MAKE_» «MODEL».
But just as birthdays come to an end, make a note that your certificate will expire
on the date shown. So hurry on in and get your present. We’ll even throw in a free
oil filter.
Many happy returns,
Jane Smith, Service Manager
12.
When the letter is complete, click Next: Preview your letters in the Mail Merge
window on the lower right side.
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13.
Creating a Mail Merge from Excel using Word 2002
The window will preview the first letter with the merged information. For example:
September 4, 2003
SABRINA BERNETT
111555 SUNSHINE STREET
ANN ARBOR, MI 48257
Dear SABRINA,
There’s no better feeling than that one day of the year set aside just for you on your
birthday. Except, just perhaps, that day when you bought your vehicle from ABC
Motors. We think both days were pretty special and should be celebrated.
Please find enclosed a birthday present from us, a certificate redeemable for a free
oil change for your 2003 JEEP LIBERTY.
But just as birthdays come to an end, make a note that your certificate will expire on
the date shown. So hurry on in and get your present. We’ll even throw in a free oil
filter.
Many happy returns,
Jane Smith, Service Manager
14. More letters can be previewed by clicking the
button in the Mail Merge window.
15. When you are satisfied with the results, click Next: Complete the Merge and print the
letters by clicking Print in the Mail Merge window and selecting all letters.
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SCREEN DEFINITIONS AND DESCRIPTIONS
SCREEN DEFINITIONS AND DESCRIPTIONS
Tables Window
The Tables window is where tables with information desired on the report are added or deleted.
This window basically has four sections:
Collection:
The AS/400 library
Table:
A set of similar information located in a single database file broken down into rows. A table is called a
file on the AS/400.
Column:
Smallest unit of data in a table. Example: The Model Code would be a column in the current inventory
table. Columns are sometimes referred to as fields on the AS/400.
Row:
A set of related columns in a table, called a record on the AS/400. Example: Each vehicle in inventory is
one row in the table.
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The Tables section of the Tables window:
Tables contain information relevant to the report. The Tables window is where the tables are
added to the report.
o The entry at the Database field is determined by Data Source (setup during the installation
of the Executive Assistant).
o The entry at the Collection field is usually *CURLIB.
o The entry at the Table field is the name of the table that contains the data you want to add
to the report.
o The Member field is usually left blank (an exception would be financial statements and certain
accounting files).
o
is what completes the process by adding the table to the Added tables/views.
Added tables/views section of the Tables window
The Added tables/views section of the Tables window displays all the tables that are added to
the report.
o
is used to delete, move the table up in the list, or move table down in the list.
is usually used on Financials to change the Member in the table.
o
o
Join Types/symbols:
: Left Outer Join: returns data if it exists in the Join Table even if there is no
corresponding record in the To Table. This symbol is used the most (99% of the
time).
Inner Join: returns data if there is a corresponding record in both tables being
joined.
Exception Join: returns data from the Join Table if there is no corresponding
record in the To Table.
Cross Join: links every record in the join table to a record in the to table. It is
recommended this symbol not be used.
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Join Conditions
This section of the window is used when multiple tables are added. Join Conditions tell query
what fields can be used to uniquely match records between two tables.
o
is used to delete, move the join up, or move the join down in the list.
o
adds a new join condition via Add Join Table Condition window.
o
edits an existing join condition via Add Join Table Condition window.
Buttons
The bottom section of the window is movement buttons for moving between windows.
These buttons display when building a new report:
o
opens the Data Source window.
o
opens the Columns window.
o
cancels the report and returns to the Query window.
These buttons display when you modify an existing report:
o
accepts the changes and runs the report.
o
accepts the changes and returns to the Query window.
o
cancels the changes and returns to the Query window.
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Add Join Table Conditions
Join Conditions window is used to match a column from the Join table to a column on the To
table.
Join table: also called the primary table.
To table: also called the secondary/linked table
=, <>, <, >, <=, or >=: Indicates how the two columns are similar; usually, equal sign (=)
is used
approves the Join.
cancels the Join.
is used for custom joins (for example, modify the VIN to 6 digits to link it to a
control number).
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Columns Window
The Columns window is where columns, from the added tables, are added or removed from the
report. This window is basically three sections:
Tables/Views/Columns
The first section of the Columns window is used to select the columns to be added to the report.
o
o
o
Tables/Views: click on the to select between the added tables.
Columns: displays the columns available to add to the report from the table in
Tables/Views.
adds a selected column to the report, after it is highlighted.
Added Columns
The second section of the Columns window is for manipulating columns added to the report or
creating columns that are a combination of columns.
o
Use this button by first highlighting a numeric column, then click
.
This will group identical rows together, sum (add) the column and display the
summary row for each group.
o
Use this button by first highlighting a numeric column, then click
.
This will group identical rows together, average the column and display the
summary row for each group.
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o
Use this button by first highlighting a numeric column, then click
.
This will group identical rows together and return from each group the row with
the lowest number.
o
Use this button by first highlighting a numeric column, then click
.
This will group identical rows together and return from each group the row with
the highest number.
o
Use this button by first highlighting a numeric column and click
.
This will group identical rows together and return the number of rows for each
group.
Removes duplicate records. Note: Checking this box also
significantly increases query run time.
o
Buttons on the Columns window
The bottom section of the window contains movement buttons for moving between windows.
The following buttons display when you build a new report:
o
opens the Tables window.
o
opens the Conditions window.
o
cancels the report and returns to the Query window.
The following buttons display when you modify an existing report.
o
accepts the changes and runs the report.
o
accepts the changes and returns to the Query window.
o
cancels the changes and returns to the Query window.
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Conditions Window
The Conditions window is what determines what displays on the report. A ‘condition’ is a set of
criteria that narrows down the results (rows) displayed on the report. The Conditions window
contains three sections:
Columns/Conditions/Values
The first section of the Conditions window is used to select Columns to apply Conditions to.
o Columns: Click
to select either individual tables or <All selected columns>. The
corresponding columns to the table display. <All selected columns> will show just the
columns added to the report.
o Conditions: Click on the
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Conditions Definitions:
=
Column equals the Value.
<
Column is less than the Value.
>
Column is greater than the Value.
<=
Column is less than or equal to the Value.
>=
Column is greater than or equal to the Value.
<>
Column is not equal to the Value.
Is between
Column is between Value1 and Value2
Is not between
Column is not between Value1 and Value2
Is in
Column equals one of the Values in the list.
Is not in
Column is not equal to any of the Values in the list
Is like
Column is equal to the pattern in the Value.
_ is a single character wildcard.
% is a multi-character wildcard.
Is not like
Has any values
Has no value
Has a value
Is
Is < all of
Is > all of
Is not > any of
Is not < any of
Is <> all of
Is one of
Is < all of
Is > all of
Is not > any of
Is not < any of
Is <> all of
Column is not equal to the pattern in the Value.
Returns true if the sub-query returns a record.
Column has no data.
Column has data in it.
Column equals all of the values returned from a sub-query.
Column is less than all of the values returned from a sub-query.
Column is greater than all of the values returned from a sub-query.
Column is not less than or equal to all of the values returned from a
sub-query.
Column is not greater than or equal to all of the values returned
from a sub-query.
Column is not equal to all of the values returned in the sub-query.
Column equals one of the values returned from a sub-query.
Column is less than one of the values returned from a sub-query.
Column is greater than one of the values returned from a sub-query.
Column is not less than or equal to one of the values returned from
a sub-query.
Column is not greater than or equal to one of the values returned
from a sub-query.
Column is not equal to one of the values returned in the sub-query.
Note: Sub-query is a query at the SQL level; it if for advanced users and not included in
this guide.
o
Value(s): The value to test for.
o
this is used for custom conditions in SQL.
o
this is used in place of a value, displays a window to build a prompt.
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Added Conditions
This section of the Conditions window displays all the conditions applied to this report.
Note: &DHCONO is an example of a prompt variable.
o
o
o
is used to delete, move the condition up or down in the list.
open a condition window to change the added condition. The function this button
performs is the same as the first section of the Conditions window:
/
: Toggles the Select condition between AND or OR. Or returns a row
if it equals the condition before itself or the current condition.
o
Toggles the inverse of the condition.
o
Groups two or more conditions together so that it acts as one condition.
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Buttons
The bottom section of the conditions window contains movement buttons for moving between
windows.
The following buttons display when you build a new report.
o
opens the Columns window.
o
opens the Sort window.
o
cancels the report and returns to the Query window.
The following buttons display when you modify an existing report.
o
accepts the changes and runs the report.
o
accepts the changes and returns to the Query window.
o
cancels the changes and returns to the Query window.
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Prompt Attributes Window
The Prompt Attributes window is used to build a Prompt, which prompts the user for
information (for example, Company Number) during query run:
o
Prompt Text is the exact wording of the Prompt that will display when the user runs the
query. The example shows the default for Company Number from the SLDELHPF table.
o
Skip the prompt if it already has a value. This is normally
used with Global Variables or pulling the value from an excel spreadsheet or file.
o
Source of Prompt Answers: Sets what choices the user is given for possible values, if any.
No List of Possible Answers: No list of possible answers.
User-Defined List of Values: Prompts for a user defined list of choices.
List Of Values From A PC File: This options prompts for a PC file with the list of values
to be used.
List of Actual Values From Data Source: This option builds the prompts from the data
in the table.
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Sort tab from the Query Properties window
Columns
Shows all columns that are not sorted and are not a break group (break
groups automatically sort).
Set the sort order for the selected Column.
Added Sort Columns Shows the selected sort Columns and the order they will be sorted
(excluding break groups).
New Column window (If Then Else Assistant)
Functions & Variables Provides access to several different ways to modify Column data (click
Columns
or press the F1 key to view the online help text for more
information).
Allows you to select the table/columns for this expression.
Adds the selected Column.
Shows the SQL statement for the Column.
Buttons
The available buttons: undo, cut, copy, paste, insert, delete, scroll
up/down.
If/Then/Otherwise
If: The test condition.
Then: What to display if the test (If) condition is met.
Otherwise: What to display if the test (If) condition is not met.
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Value Substitution Assistant
Retrieves the list of all values in the file
Shows the SQL statement for the Column
Functions & Variables Provides access to several different ways to modify Column data (click
or press the F1 key to view the online help text for more
information).
Columns
Allows you to select the table/columns for this expression.
New Columns
The Column that has the value you want to replace.
Click
to continue (display the next screen).
Value
The value to be tested for. If the Column = Value, then the entry at
Substitute displays.
Otherwise
If none of the Values = Column, then the entry at Otherwise displays.
Buttons
The available buttons: undo, cut, copy, paste, insert, delete, scroll
up/down.
Break Groups window
Groups tab
Columns
Break Groups
Shows all columns on the report.
Shows all break groups being sorted on, and the order in which they are
breaking.
Note: All Columns in break groups are automatically sorted by the system.
Moves the Column from the column side to the break group side
Moves from the Break Group side back to the Column side.
Summaries tab
Break Groups
Select the group you want to apply counts and averages to. All break
groups in the entire report are listed under Break Group.
Group Options tab
Use this tab to select the break group name, whether or not to suppress it within the same group,
and set the sort order for the break group.
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Summary Options tab
Break Groups
Allows you to select from different break groups.
Column Summaries Allows you to select from various summary options.
Summary Text
Allows you to place a description (on the report) before the field.
This screen also allows you specify whether or not to count nulls as values.
Pagination tab
Use this tab to select from different print options for the break groups.
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AS/400 FILE NAMES
AS/400 FILE NAMES
For a current list and description of the most commonly queried AS/400 files, contact the ARG
Customer Support Center at 1-800-633-6323, weekdays 7 a.m. to 6 p.m. (EST).
This list of files is in MS Excel workbook format.
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