CD - Customer Details Report

Overview

The Commercial Debtors ‘Customer Details Report’ is a multi-purpose listing allowing you to generate detailed customer reports.

This report/export has extensive options that can be selected at run-time. These selections can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.

Click here for more information on Saving Configurations.

To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.

The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.

To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.

Enter your runtime options for the program.

To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.

You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.

You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.

General, Account Info and User Defined Tabs

Us the fields available in these tabs to filter the information displayed in the report.

These tabs are similar to those described in the on-line help for program Finance > Commercial Debtors > Customer Information > Customers.

Selected fields in the 'General' and 'Contacts' tabs allow multiple selections.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

You can include an alternative Company Logo on a report. To do this you will need to tick the 'Use Alternate Logo' checkbox on a customer's account. For more information, refer to Finance > Commercial Debtors > Customer Information > Customers on the 'Address Info' tab.

Print Tab

Sort By

The default is for the report to sort by 'Customer Code'.

Alternatively, you can elect to sort by 'Customer Name'.

Formatting Options

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or a screen with hyperlinks.

The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.

Use the checkboxes in the centre of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.

An extra checkbox option to 'Show Totals For Money Fields' is also available.

Use the checkbox option 'Use Email where possible' with the 'Word Merge File' and 'Email' buttons (see section below) as follows:

• When ticked:
  1. Using the 'Word Merge File' button will exclude any customer records from the report that have an email address on their record.
  2. Using the 'Email' button will create an email list for customer records that have an email address on their record.

• When not ticked:
  1. The 'Word Merge File' button will include any customer records from the report that have an email address on their record.
  2. The 'Email' button will not be active.

Additional Fields

Select 'Additional Fields' to include in the listing by highlighting them with a mouse click. The 'Code' and 'Customer Name' are automatically included and are not available for selection.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key allows individual selection of additional fields.

Word Merge File and Email

Create a Word Merge by selecting the 'Word Merge File' button.

Click here for more information on Word Merge Files.

Word Merge

Word Merge export files are produced from various TASS.web or Staff Kiosk programs to extract a set of merge field codes and students/parents/employees details in a format required to insert into a Word Merge document.
Word Merge documents can be used for two purposes:

1. To produce a personalised document for each recipient containing the recipient's own details in place of the merge fields.
   Example: School enrolment letters are printed for all incoming families. Each letter includes data extracted from TASS.web and is personalised for each recipient, such as the student and parent names and addresses, entry year group etc.

2. To attach to an Email Template A PDF is attached as each email is sent containing the recipient's own details in place of the merge fields.
   Example: Attendance emails to parents regarding their child's attendance. A PDF attachment is generated and attached at the time of sending the emails, personalised for each recipient.

• The PDF Conversion API is required to attach Word Merge Files to Email Templates.

• Word Merge documents can be attached to the following Email Template categories:  Attendance, Enrolment, Immunisation Register, Parent Accounts, Parent Lounge Licences, Pastoral Care, Student Immunisations, Student Records, and Transfer Notes (WA).

Create a Word Merge document:

1. Generate the Word Merge export file.
   Use the selection criteria from the appropriate program to produce a file that includes the desired merge fields headings and recipient details.
   Select the 'Word Merge file' export button, usually found on the Print tab. If no word merge button exists, use the Excel export option and save as a csv file.

A PDF report entitled 'Students with no Communication Rules' will display if there are issues with your selection. These must be fixed before the export can be processed.

2. Create your Word Merge document.
   Follow the steps in Word using the Mailings > Step-by-Step Mail Merge Wizard. Select the word merge export file generated above, and insert merge fields into the document wherever the personalised data will be populated. Preview the document but do not select 'Complete the merge'.
   Save the document. Print if desired.

3. To attach the Word Merge file to an Email Template:
   Create an email template and attach the Word Merge document created above.
   TASS.web System Admin > Utilities > Email Settings.

You can create an email by selecting the 'Email' button. This will copy the customers' email addresses that fall within the search criteria to the 'Clipboard'. You would usually paste this into the 'BCC' field of an email for global correspondence. Use the option 'Use email where possible' to exclude those customers with an email address from the 'Word Merge File' (which you would also create for those customers without an email address).