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Managing a wine club can be extremely profitable to a winery. To run your wine club efficiently one needs to have access to updated customer information, credit card information being pertinent. AMS has a search option to find all expired or soon to be expiring credit cards so the customers can be notified. The email can be sent through AMS if you are set up to use the AMS email templates or a spreadsheet can be built and the email sent from a third party emailer.
Using AMS email template for customer with expiring credit cards:
Start in PSFMM.MOC (Maintain Order Controls), Email Templates.
Set up or review expiring card email template.
In Customer Management (CRM) pull your list of wine club members with expiring cards by using the 1st drop down "expiring credit card before MMYY", when you select this, add the month and year of your choice in the box below. In the second drop down select either "wine club members" or wine club members(active only)" and the clubs in the box below.
If you choose wine club members (active only) you will be excluding any wine club members that have an inactive status on their wine club page in the customer master record on the day that you are running your search.
Hit the refresh button to see your search results.
If you want to send an email to the entire search result then click the worked with checked box. Otherwise uncheck the ones you do not want to send an email to or manage your checks by using the manage checks button. Once you have all the customers selected that you intend to send an email to select the worked with check.
The next screen will give you the statistics of the customers you selected and it will also give you several options of what you can do with the customers. In this case, select the send expiring cards email button on bottom left.
Before you send the email you will have an option to create contact entries for the customers that will receive this email. If you are tracking all customer contacts, select create contact entries and the appropriate fields for the contact. This saves you a lot of time from having to manually add contact codes to each customer that received an email.
By adding a contact code specific to sending out an expired cc email you can later go back to measure the amount of club members who responded to the email and updated their card.
Email has been sent!
Using mail merge or outsourcing emails
Start at step 3 in Customer Management (CRM) and continue with the same process above. Once you have selected the customers that will be sent an email, instead of selecting send expiring credit card email (which will not show up if the template is not set up in the MOC, Email Templates), select build email spreadsheet. build spreadsheet, or build CSV. To understand the differences between these see Build Spreadsheet vs Build Email Spreadsheet.
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