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Targetting mail-shots

The 80/20 rule (20% of your clients account for 80% of your turnover) holds as much for veterinary practice as for any business, but even in a 2-vet practice it is not practical to send newsletters to 20% of your clients.

The top 250 clients generate 36% of turnover in one SA practice. The Premvet system may be used to identify these clients, and print the data to labels.

NOTE: This report is concerned only with value of work done, it would include dead animals, and bad debts!

Steps involved:

  1. Prepare report
  2. Create Word Document
  3. Print it.

    • Preparing report, top 250 clients:

      <R>eports, <F>inancial Reports, <C>lient totals

      Amend option 9 - to use Pareto, and option 10 to select Number and enter number of records you want e.g. 250.

      Select client types, species, surgery as required.

      Run the report.

    • Check the Details

      Look at the printout and check it includes the details you are interested in.

    • Create Word Document

      Start up Microsoft Word.

      1. Tools -> Mail Merge
      2. Step 1 of Mailmerge Helper Main Document -> Create -> Mailing Labels -> Active Window
      3. Step 2 of Mailmerge Helper Data Source -> Get Data -> Open Data Source -> Filename -> P:\pareto.csv
        Setup Main Document -> Select Label Stationary being used -> OK
        Click Insert Merge Fields and add Client, Address1, Address2, Address3 and Postcode.
      4. Step 3 of Mailmerge Helper Click Merge then Merge again

    • Print the document.

    I don't have Word - How do I use Premvet Merge

    The procedure is smilar to above.

    • Run the report as above

    • Create a definition file

      1. Use one of the text editor, create new document e.g. label.def
      2. Add the reserved words (see later) e.g.
        
&client
&address-1
&address-2
&address-3
&postcode
        The length of the document MUST be the same as your labels, if you have the labels set to print 9 skip 6 then the document length is 15.

    • Use Reports -> Mail merge

      Data File pareto.csv
      Letter File label.def
      Report Will Be Printed
      Data File type Generic CSV

    • Run the merge to the printer

    What are the reserved Words

    To get a list of the reserved words for the CSV file you are wanting to merge with follow this procedure:

    • Use Reports -> MailMerge
    • Specify the Data file (the CSV file with all the records in it)
    • Enter CSV as the letter file
    • Run the report
    • The field names will be sent to the printer