Savings Records to Another File (2000/sp1a)

Topic

New Reply

I am responsible for maintaining a fairly large membership database. Each month I need to produce mailing labels. Some memberships expire each month and I delete them from the database before running the labels. Of course later that month a number of those folks finally get around to renewing their memberships and I have to re-enter all data again. Is there a way to just move, cut, etc each months expirations into another database/file and when I might need them just move, cut, etc them back to my main membership database? Thanks for any help. Ken

Reply | Quote

Replies

Don’t delete those records.
Add a yes/no field to your table and use this to mark the member active or non-active.
In the the mailing label report or in the underlaying query set a filter to print only the active member.
Additionaly, you could add a field with the date that the member becomes non-active, and delete them if the are not renewing membership after some weeks or months.

Reply | Quote

Ken – you must have something in the database to indicate the expiration of memberships already – otherwise you wouldn’t know when to delete those non-renewals (and send out the reminders in advance, etc). Just include a criterion in your label-printing routine that “LapseDate >= Date().” If you only know that someone’s membership is expiring because you have a start date and a term then the expression has to change a bit, but not the underlying idea. Then when they renew, you just have to update your expiry date (or start date + term data)

Reply | Quote

Have had a similar problem. However I had a number of fields such as:
Active?
e-mail?
SnailMail?
SpecialMailOut?

All of which were Yes/No fields.

This enabled me to use filters/queries to create Labels and/or Mail Merge documents using a combination of the fields.

Only difference is my queries are make table or append type and I create letters and labels from MS Word (more flexability), and use Access database as data source.

HTH

Addendum
By the way, don’t forget that Active = No, can be useful to send out reminders of lapsed membership

Reply | Quote