Mailing... Premium Shipments... Output Options... Mail Merge Field List

 

Each record output in one of the "(mail-merge)" formats listed above consists of a standard set of mail-merge fields.  Field order is always the same.  The set of fields is always the same.  Fields names listed below are as output by the "MS Word" format.   

 

Note: Mail-merge fields containing dollar amounts do not include dollar signs.  If one is needed, please the dollar sign directly in the main document, to the left of mail-merge field.

 

Order

Field Name

Description of field

1

ACCOUNT Unique number identifying each donor (donor.account)

2

ADDRESSEE Formal or informal addressee - line 1 of mailing label or envelope. (donor.adr_formal if "Formal names" is checked; or donor.adr_informal if it is unchecked).

3

STREET1 Address - line 2 on label or envelope (see footnote a.)

4

STREET2 Address - line 3 on label or envelope (see footnote a.)

5

CITY City name - line 4 on label or envelope (donor.city)

6

STATE State code - line 4 of label or envelope (donor.state)

7

ZIP ZIP code - line 4 of label or envelope (donor.zipcode)

8

SALUTATION Letter salutation, as in "Dear [SALUTATION]," at the top of a letter.  (donor.sal_formal if "Formal names" option is checked; or donor.sal_informal if it is unchecked).

9

PLGNUM Pledge number of gift paying for premiums

10

PHONE1 Donor daytime telephone number

11

PHONE2 Donor evening telephone number

12

PLG_SOURCE Source code of pledge paying for premiums

13

REQ_DATE Date of pledge paying for premiums

14

GIFTACCT Account number of gift recipient, if any

15

INVTNUM Premium inventory code, first requested gift.  If you choose Output Order "Inventory code", all qualified premium codes will be written to this field.)

16

QUANTITY Quantity requested, first premium

17

DESCRIPTION Description, first premium

18

AMT_TOTAL Total amount pledged

19

AMT_FAIR Total fair market value, all premiums

20

AMT_DEDUCT Net deductible pledge amount

21

CODE1 User-defined code #1, inventory record

22

CODE2 User defined code #2, inventory record

23

PL_ADDR Pledge addressee, if field #2 is gift recipient

24

PL_STR1 Pledge delivery address, if field #3 gift rec.

25

PL_STR2 Pledge secondary address, if field #4 gift rec.

26

PL_CITY Pledge city, if field #5 gift recipient

27

PL_STATE Pledge state, if field #6 gift recipient

28

PL_ZIP Pledge zip code, if field #7 gift recipient

29

PL_PHON1 Pledge day phone, if field #10 gift recipient

30

PL_PHON2 Pledge evening phone, if field #11 gift rec.

31

DRZIP Delivery point ZIP code (donor.delptzip_wcd).  This is the donor's U.S. ZIP code, format: zzzzzeeeeddc, where zzzzz is the five digit zip code, eeee is the Plus4 extension, dd is the first two digits of the delivery address, and c is a calculated check-digit.  This is a field one can print on a label or envelope using a PostNET barcode font.

32

INVTNUM2 Premium inventory code, second requested gift.  If you choose an Output Order other than "Inventory code", the donor's second qualified premium code (if any) will be written to this field.)

33

QUAN2 Quantity requested, second premium

34

DESC2 Description, second premium

35

INVTNUM3 Premium inventory code, third requested gift.  If you choose an Output Order other than "Inventory code", the donor's third qualified premium code (if any) will be written to this field.)

36

QUAN3 Quantity requested, third premium

37

DESC3 Description, third premium

38

INVTNUM4 Premium inventory code, fourth requested gift.  If you choose an Output Order other than "Inventory code", the donor's fourth qualified premium code (if any) will be written to this field.)

39

QUAN4 Quantity requested, fourth premium

40

DESC4 Description, fourth premium

41

INVTNUM5   Premium inventory code, fifth requested gift.  If you choose an Output Order other than "Inventory code", the donor's fifth qualified premium code (if any) will be written to this field.)

42

QUAN5 Quantity requested, fifth premium

43

DESC5 Description, fifth premium

44

CODE3 User-defined code #3, inventory record

45

RENEWAL Donor renewal date

46

INVTNUM6 Premium inventory code, sixth requested gift.  If you choose an Output Order other than "Inventory code", the donor's sixth qualified premium code (if any) will be written to this field.)

47

QUAN6 Quantity requested, sixth premium

48

DESC6 Description, sixth premium

49

INVTNUM7 Premium inventory code, seventh requested gift.  If you choose an Output Order other than "Inventory code", the donor's seventh qualified premium code (if any) will be written to this field.)

50

QUAN7 Quantity requested, seventh premium

51

DESC7 Description, seventh premium

52

INVTNUM8 Premium inventory code, eighth requested gift.  If you choose an Output Order other than "Inventory code", the donor's eighth qualified premium code (if any) will be written to this field.)

53

QUAN8 Quantity requested, eighth premium

54

DESC8 Description, eighth premium

55

INVTNUM9 Premium inventory code, ninth requested gift.  If you choose an Output Order other than "Inventory code", the donor's ninth qualified premium code (if any) will be written to this field.)

56

QUAN9 Quantity requested, ninth premium

57

DESC9 Description, ninth premium

58

INVTNUM10 Premium inventory code, tenth requested gift.  If you choose an Output Order other than "Inventory code", the donor's tenth qualified premium code (if any) will be written to this field.).  This is the limit, if there is an 11th qualified premium code, it will be ignored, leaving it untouched for a subsequent mailing.

59

QUAN10 Quantity requested, tenth premium

60

DESC10 Description, tenth premium

61

EMAIL_ADDR Donor's primary email address (donor.email_addr1).  This is the email address field seen below the donor screen's mailing address (above the tab page).  Another email field is provided on the donor screen's "Personal" tab page.  You may enter the spouse's email address there or a second email for the primary donor name.  That other field (donor.email_addr2) is not output by this program, but you could export it using Query.

62

EMAIL_CODE Email opt-in code associated with the primary email address (donor.email_code1).  If you export records to a file to be sent to an Email broadcast service, be sure to exclude all do-not-mail codes.  

63

NAME2 This is the complete version of name #2 as entered on the donor screen.  Although ADDRESSEE may include all or part of name #2, it would rarely be set only to name #2.  NAME2 is the full secondary (spouse) donor name as (Prefix2 + First2 + Mid2 + Last2 + Suffix2) (see footnote b.).

64

COMPANY Company name exactly as entered on the donor screen (donor.company) (see footnote b.).

65

DELIV_ADDR Delivery address, as entered on the donor screen (donor.deliv_addr); (see footnote b.).

66

SEC_ADDR Secondary address, as entered on the donor screen (donor.sec_addr); (see footnote b.).

67

LASTNAME Dedicated last name #1 field (see footnote c.).

68

FIRSTNAME Dedicated first name #1 field(see footnote c.).

 

(a.) Fields #3-4 are exported in an opportunistic mode: One purpose of this is to place delivery address in merge field #4 as consistently as possible to make it easier to run CASS/PAVE sorting on the merge file after export. Records with one name and data in only one of the two address fields will usually export field #3 as empty, again to export delivery address in field #4. Merge field #3 will contain one of the following, depending on data in record: delivery address if both address fields contain data, name #2 if it is not in Addressee field, or else Company. Merge field #4 will contain delivery address unless both address fields contain data, in which case field #4 will contain the secondary address. The idea behind such opportunistic export of fields #3-4 is to always be able to print name and address on four lines of a mailing label or letter, for consistent formatting.

 

(b.) Fields #63-66 are a set of dedicated fields which track the same information one may find in fields #3-4. The extra fields: Name2, Company, Deliv_Addr and Sec_Addr are not intended to take the place of Street! and Street2, since the latter fields are useful when addresses must fit in a limited vertical space, such as a mailing label. Fields #63-66 were added to the merge record to make it easier to update delivery addresses. You should find that the donor's delivery address always appears in the new Deliv_Addr field. Doing so makes it easier for a direct mail firm to standardize addresses and then run a PAVE sort or CASS certification.

 

The reason that Street1 and Street2 are not ideal fields for CASS certification and standardization is that the delivery address may be in Street1 or Street2, depending on the donor’s data. Mailing programs load Street1 and Street2 with the most useful information for a mailing label. As such, you cannot count on Street1 always containing the delivery address; it may instead contain a spouse name or company name, with the delivery address in Street2. That’s acceptable for in-house printing, but not if you plan to use the mail merge file to standardize addresses.

 

(c.) Fields #67 and 68 provide last name and first name, so that you may sort the mail merge file downstream of MemSys, e.g. using Excel or as sorted by an outside mailing firm.