Level 4 and Higher

There are several methods to create shipping labels and envelopes.  The primary method is to use the features available in the "Print Labels" (or "Print Envelope") dialog box.  Print Labels is reached by selecting FILE >> PRINT SHIPPING LABEL from the menu.  Print Envelope is reached by selecting FILE >> PRINT ENVELOPE.  Before getting into the specifics of the "Print Labels/Envelope" dialog boxes, it is helpful to look at alternative methods.

Alternative Methods

In addition to the "Print Labels" or "Print Envelope" dialog boxes, AnyOrder has several other labeling methods.  One method that AnyOrder employs is to print the billing address on the bottom of all invoices.  This allows the invoice to slipped in a windowed business envelope, saving the time of printing an envelope or a label.

AnyOrder also prints the shipping address at the bottom of packing slips.  This enables the packing slip to be placed into a windowed business envelope and fixed to the package.

Additionally, you have another choice for packages.  You can select an option on the Print Invoice dialog box which moves the shipping address to the right slightly and includes your return address.  This allows you to cut off the bottom of the packing slip and adhere it to a package as a shipping label.  Or it may be folded and placed in a clear plastic "invoice enclosed" envelope attached to the package.  If you'd like to use this system, an additional option is available which will shrink the size of the return and customer's address so that it fits in the smallest clear plastic "invoice enclosed" envelope.  That's found under "More Options" on the Print dialog box.

And, finally, another method is to copy the shipping or business address to the Windows Clipboard and move it to a label program.  To place the address in the clipboard, select EDIT from the Menu Bar and choose ADDRESS COPY & PASTE >> COPY BILLING ADDRESS TO CLIPBOARD or COPY SHIPPING ADDRESS TO CLIPBOARD.

"Print Labels/Envelope" Dialog Boxes

As mentioned above, the primary way to print labels (or envelopes) is to use the "Print Labels" dialog box reached by selecting FILE >> PRINT SHIPPING LABEL or FILE >> PRINT ENVELOPE.

In order to use this portion of the program, you need to have a labeling program installed on your computer which allows you to create and print labels and envelopes.  A word processing program (such as Microsoft Word) is recommended as your labeling program since you can use macros to automate the process.

Note: The sample labels that come with the program were designed to be used with Microsoft Word.

The Labels and Envelope Dialog Boxes are the Same.

The "Print Labels" and "Print Envelope" dialog boxes are the same.  The only difference between the two is that the word "envelope" is substituted for "label" when the "Print Envelope" dialog box is active.  The information below is written for the "Print Labels" dialog box, but it applies equally to the "Print Envelope" dialog box.

A General Review of the Process

Before getting into details, let's run through how the process works.  To begin the process, bring up the "Print Labels" dialog box (FILE >> PRINT SHIPPING LABEL).  Select a "Label Format" (in the upper left hand corner of the dialog box).  Then click on "Current Invoice" if you wish to print one label (of the customer that appears on the Main Invoice Screen).  Or you can click on "Select Two or More from a List."  That allows you to select several customers for which you can print labels.

At this point, AnyOrder creates an export file with the customer's name and address.  (It uses the Advanced Export routine to do this, but you never see the dialog box.  Everything occurs out of sight in the background.)  Once the export file is created, AnyOrder then opens your word processing program.

When AnyOrder opens your word processing program, it will automatically load in a label document.  AnyOrder comes with a couple of sample label documents which you can alter to your needs or you can make your own.

The label document is designed with mail merge capabilities, so that when it is opened, the customer's name and address will be in place and ready to go.  (The customer's name and address comes from the export file that AnyOrder has created.  The export file is often referred to as the "data source file.")

At this point, select FILE and PRINT in your word processing program, and the label is printed.  (You can also add a macro which will automate the entire process.  With a macro, all you'll need to do is to click on "Current Invoice" and your word processing program will be activated, print the label and then shut down without any additional input on your part.  With most computers this happens so quickly that you barely see the word processor open and close.)

Advantages

The advantage of this printing method is that you have complete freedom over the choice of labels and their design and lay-out.  Many business programs limit you to specific types of labels.  Word processing programs, however, like Microsoft Word provide hundreds of different label paper choices and unlimited design capabilities.

Once you've designed a label document in a word processing program -- and you've indicated where AnyOrder can find the label document -- you no longer have to worry about it.  AnyOrder will remember your choices and print the label on demand.

One caution.  You should make a back-up of your label document(s).  When AnyOrder does a back-up, it doesn't back-up documents.  Once you have finished designing a label document in your word processor, be sure to copy it to AnyOrder back-up disk for safe keeping.

Trying Out the Sample Labels

Note: If you accidentally delete a sample label document and want to recover the original, you'll find an extra set of back-ups in the AnyOrder\Labels subdirectory.  They are named with a *.bak extension.

Two sample labels and one sample envelope come with the program.  The samples are designed to be used in combination with Microsoft Word.  If you have Microsoft Word on your computer, it's worthwhile to run through the process described below.

The samples assume that you've installed AnyOrder to the default directory:  C:\AnyOrder.  If you've install it to a different directory, you'll need to do two things.  First check to see if AnyOrder has the correct directory paths in the "Label Properties" dialog box (reached by clicking on "View or Modify" on the upper right of the screen.)  See Label Properties for more information.  And, secondly, you'll need to start Microsoft Word and load in the following documents: S_Label.doc, B_Label.doc, S_Label2.doc, B_Label2.doc, S_Envelope and B_Envelope. (Each of these documents are found in AnyOrder's "Labels\" sub-directory.)  For each document, you'll need to use the Mail Merge Wizard and change the path of the data source (S_Label.txt, B_Label.txt, S_Envelope.txt and B_Envelope.txt) to the "Labels" sub-directory under the name of the installation directory you've used (see Label Properties).  Once again, this is only necessary if you've installed the program some place other than C:\AnyOrder.

To begin, make sure "Sample # 1" is selected, and click on "Current Invoice."  A dialog box will appear asking you for the path to Microsoft Word.  Once you've enter the path, AnyOrder will remember it for future sessions.

Microsoft Word will start up.

(Note: newer versions of Microsoft Word will trigger the following message:  "Opening this document will run the following SQL command …"  Just click on "Yes."  You can remove this message by following these directions: MS Word Hints.)

The label document will be automatically loaded.  On the Microsoft Word screen, you should see the name and address of the current customer.  If instead of the customer's name, you see <<SHIP_NAME>>, you'll need to click on the "View Merged Data" button to change the view so you can see the name and address.  (Microsoft is always changing things and using different terminology.  More information on the "View Merged Data" button (or whatever they call in the newest program) and other mail merge features are found in Word's help documentation.)

Important Note:  Microsoft Word's merge functions are notoriously finicky and you may not see your current data when the program first opens.  In fact, you may see the data from your last export.  Because of this, it's always a good idea to do a quick check.  In newer Word programs make sure the "Mailings" ribbon is showing. In older Word programs: select Tools >> Letters and Mailings >> Show Mail Merge Tool Bar.  Then for newer Word program, click the "Preview Results" button off and on.  Or for older Word program, click the "View Merge Data" icon off and on.  That refreshes the screen so that you'll see your new data.

Sample #1 is a simple half page label.  This works well as an example since you don't need special label paper to print it, and you can run a test print using regular paper.  To print it, select FILE >> PRINT.

You can use the sample as a starting point to design your own label.  Use MS Word's Mail Merge Wizard to select the type of label paper you want and format the address to your liking.  (Depending up the version of Word, the wizard is commonly found at:  TOOLS >> LETTERS & MAILINGS >> MAIL MERGE WIZARD)

Sample #2 uses a label paper on which you can print 10 labels.  To try it out, first select "Sample #2" in the upper left hand corner of the dialog box.  Then click on "Select Two or More from a List."  A list of invoices will appear.  Select four or five names and then click on OK.

A dialog box will appear asking you for the path to Microsoft Word.  Once you've enter the path, AnyOrder will remember it for future sessions.

Microsoft Word will start up.  The Sample #2 label document will be loaded.  On the Microsoft Word screen, you'll see the names of the selected customers lined up on each of the labels.  If you see <<SHIP_NAME>>, you'll need to click on "View Merged Data" button (as mentioned above).

As with the previous sample, you can use Sample #2 as a basis from which to develop your own labels.  You can alter the lay-out and use MS Word's Mail Merge Wizard to select the desired label paper.

Parts of the Print Label/Envelope Dialog Box

The "Print Labels" dialog box is shown below:

More details on the Print Label/Envelope dialog box are found below:

Select Label/Envelope Format. AnyOrder allows you to create any number of labels.  For example, when you have just one package to send, you might use a single self-adhesive label about the size of a post card.  If you have several packages to send, you might print ten or more addresses on one sheet of label paper.  The various labels that you've created are listed under the "Select Label Format" heading found on the upper left of the dialog box.

Each label format that appears on the list has a series of properties.  You can access the properties of a particular label format by clicking on the View/Modify button (See Label Properties).  You can create a new label format by clicking on the "Create New Format" button.

Options: Use billing address instead of shipping.  In the great majority of cases, if you are printing a shipping label, you'll want to use the customer's shipping address.  Occasionally, however, if a customer has both a billing and shipping address, you may want to send a package to the customer's billing address.  For example, you might want to send a promotional product to their business office, rather than to the warehouse.  To do so, place a checkmark here.  Note:  if a customer doesn't have a shipping address, AnyOrder will automatically use the billing address for shipment purposes.  No adjustment is necessary.

(Special note for printing envelopes: For envelope printing, "Use Billing Address" is the only "Option" checkbox that appears.  Since in most cases envelopes will be addressed to the billing address, this box will be automatically checked.  If you want the envelope addressed to the shipping address, remove the checkmark.)

Options: Include Customer's PO on Label.  If desired, you can include the Customer's PO number on the shipping label.  Some customers ask that you do this.  When this option is checked, the PO number will appear on the label.  Note: in the Customer Database you can indicate whether you want the PO number to appear on the shipping label.  If you've checked it in the Customer Database, this option will automatically be checked when the Print Shipping Label dialog box appears.  This feature, however, works only when you are printing a single shipping label (by clicking on the "Current Invoice" button.).  If you are clicking on the "Two or More" button, then all names listed will have the PO number if the option is checked.  Conversely, all names listed will be without the PO number if the option is not checked.  This option does not appear on the "Print Envelopes" dialog box.

Options:  Include Shipping Method on Label. You can also include the shipping method on the shipping label.  This is handy since you don't need to refer to the packing slip to determine how the package is to be sent.  It's right on the label.  If you clicking on the "Two or More" button, then all names listed will include the shipping method if this option is checked.  Conversely, all names listed will be without the shipping method if this option is not checked.  This option does not appear on the "Print Envelope" dialog box.

Label Formats:  View or Modify Button. This allows you to view the properties of a label format.  To do so, first select the desired label format from the list on the upper left hand corner of the dialog box.  Then click on this button.  The Label Properties dialog box will open and you'll be able to view or make changes.  For more information, see Label Properties.

Label Formats: Create New Label Format. If you wish to create a new label format, click here.  The label properties dialog box will be opened.  To help you, a number of properties will be pre-filled.  You can change these if desired, but usually its best to leave them as is.  For more information, see Label Properties.

Label Formats: Delete. This allows you to delete a label format.  To do so, first select the label format to delete on the upper left hand corner of the dialog box.  Then click on this button.

Current Invoice / Select Two or More from a List.  To start the label printing process, click either one of these buttons.  The "Current Invoice" button will use the name and address of the customer currently showing on the Main Invoice Screen and move it to your labeling program.  The "Select Two or More" button will activate a invoice list from which you can select the appropriate customers.  Customers are selected by clicking the "Y" (YES) column.  To remove selection, click in the "Y" column again.

Close this dialog Box. Generally you'll want to keep this dialog box checked.  What this does is to close the "Print Labels" dialog box as soon as the word processing program starts up.  This makes things much more efficient.  Once you return from your word processing program, you'll be ready to move on to other tasks.  If, however, you'd like to keep the dialog box open, leave the box unchecked.  AnyOrder will remember this setting from session to session.

Back-up Instructions for Single User Systems. When AnyOrder backs-up your data files, it does not back-up word processor documents.  Note that if you have a single-user system, it will back-up label properties.  (Networked systems are different, see below.)  Label properties are contained in the label database named Labeling.dbf, and AnyOrder will back-up this file along with all other data files.  But since it doesn't back up word processor documents, you'll want to either use Local Back-up & Restore.  Or do it manually.  Thus, if you make changes to the samples or create your own label or envelope documents, be sure copy the documents (*.doc) from the \Labels subdirectory to AnyOrder's back-up disk.

If, heaven forbid, you ever have a hard drive failure, you can get AnyOrder up and running again fairly quickly.  Start by re-installing AnyOrder.  Then restore the data files from your back-up disk.  Finally, end it up either by using Local Restore - or by manually copying the label documents from the back-up disk to C:\AnyOrder\Labels.  You'll be all set to go.

Taking time to make a back-up of label documents is extremely important.  If faced with a hard drive problem, you'll have plenty of other worries on your mind than to be bothered with re-creating each of your labeling documents.

Special Back-up Instructions for Network Systems. On a networked system, label properties are specific to each computer on the network.  Thus, each computer has its own Labeling.dbf (the data file that holds label properties).  And each computer has its own set of label documents (found in the \Labels subdirectory).  When AnyOrder does a normal back-up (FILE >> BACK-UP FILES), it back-ups all data files on the "server" or main computer.  It does not, however, back-up files on each computer on the network.

If you make changes to the samples or create your own label or envelope documents on any of the computers on the network (other than the server computer), you'll want to create a back-up disk specifically for that computer.  The easiest way of doing this is to use Local Back-up & Restore.  Or you can do it manually by copying each of your label documents (found in the \Labels subdirectory) to this special back-up disk.  Also, copy the file Labeling.dbf to the disk.  On the disk, write down "AnyOrder Label Files Back-up" and the name of the computer.  (Remember you are copying files to a disk separate from the main AnyOrder back-up disk.)

Should you ever have a hard drive failure on one of these computers, you can easily recover your label files.  First, install a new copy of AnyOrder to the computer.  Next copy Labeling.dbf from the special "Label Files" back-up disk to AnyOrder's main directory:  C:\AnyOrder.  Finally, end it up either by using Local Restore - or by manually copying the label documents from the back-up disk to C:\AnyOrder\Labels.