10.9. Utility Menu
This menu leads to options that allow you to create a mail merge file, maintain the users of the TCM, select the postcode sequence, maintain Equity's path information, clear old appointments and update the TCM's information from Equity's debtors and creditors files.
10.9.1. Mail merge Output
This option allows you to create a mail merge file that can be used with any word processor that supports comma delimited ASCII.
For example "Name1","Address1","Phone1" "Name2","Address2","Phone2"
When this option is selected you can select the merge sequence from the pop-up list. The fields available for inclusion in the mail merge file are then displayed.
Note that some of the fields are marked `Yes' and some are marked `No'. The fields marked Yes are those to be included in the mail merge file. If you are happy with the default settings just press [Enter]. If you wish to change any press [N] and use the arrow keys to move through the list, changing the defaults as required.
Once the settings are accepted a screen will be displayed that allows you to enter the mail merge file's name. Accept the default or change it if necessary. The mail merge file will now be created.
10.9.2. User Maintenance
This option, when selected, displays the user list. You can add or change users' records by pressing [Ins] or [Enter] respectively. When one of these keys is pressed the user's record is displayed.
The Login code, name and password are displayed, as well as the access level. The access level can be either high or normal.
High access has no restrictions on what information is accessible. Normal access users may only change their user ID, Name and Password. They cannot view or change other users details or their access level.
When you have finished adding or editing the record you will be returned to the User List. Press [Esc] to return to the Utility Menu.
10.9.3. Postcode Sequence
As in the rest of Equity, a postcode pop-up is available whenever a postcode is required.
This option allows you can select in what order towns with the same name appear in the postcode list.
When this option is selected the postcode sequence screen will be displayed.
Use the grey plus and minus keys to move the states around until the desired order is achieved. Press [Enter] to save the sequence.
10.9.4. Configuration
This option allows you to set Equity's path. The default path is displayed and you can overwrite this if necessary.
Note : Before changing the default settings for Equity we advise you to consult your Equity dealer or computer consultant.
10.9.5. Purge Appointments
This option allows you to remove old appointments from your files. You can enter a date to which old appointments will be removed. Once appointments have been purged you can no longer print them out or view them. They cannot be un-deleted!
10.9.6. Refresh Contacts
This option updates the TCM if any new debtors or creditors have been added to Equity's files. Only name, address, phone numbers and the contact name are added to the TCM's files - it's then up to you to enter all the other fields.
When this option is selected and you have confirmed your intent to refresh your contacts, the TCM will search through the debtors and creditors files looking for records that aren't listed as contacts or may have had details changed. Any that are found will be automatically entered into the contacts list and will be available when you are working in the TCM.
The information exchange is only a one-way process. The debtors and creditors files will not be updated.