How do I use the Alternate Billing Address on letters and labels?

  • Updated

Applies to: Version 5.0
For Version 4.0, please click here to download PDF instructions.

Please note that Alternate Billing Address is only available for contacts that have memberships. Once you’ve entered Alternate Billing Address information for a contact, you’ll need to modify your letters and labels to use that information.

To set a letter to use the Alternate Billing Address:**

  1. From the Main Menu, go to Setup | Contacts | Mail Merge Letters.
  2. Select the letter you would like to edit.
  3. Click "Compose Selected Letter."
  4. If the address and Dear fields already appear on this letter, delete them.
  5. Insert the field.
    1. Position your cursor where you want the address block to be.
    2. Select "Addr_Box_MemBilling" from the list in the sidebar.
    3. Click "Insert Selected Field."
  6. Insert the field.
    1. Position your cursor where you want the Dear name to be.
    2. Select "Dear_MemBilling" from the list in the sidebar.
    3. Click "Insert Selected Field."
  7. You can make changes to the positioning and font as usual but please do not edit the text of the mail merge field, including the brackets on either side.
  8. Click "Close" at the top of the screen.
  9. Click "Yes" to save the changes.

**These steps apply to already existing letters in PastPerfect. We recommend adding this information to your default letters as well so all new letters automatically have the "alternate address" and "dear" fields inserted.

To set labels to use the Alternate Billing Address:

  1. From the Main Menu, go to Reports.
  2. Click "Contacts" under Report Types.
  3. Select the Contact Labels Style you would like to edit.
    • Note: Contacts Labels Styles #4, #5 and #6 will automatically use a contact’s Alternate Billing Address if available.
  4. Choose Custom Layout 1 or Custom Layout 2.
  5. Click "Modify Selected Report."
  6. Remove any address or name fields that appear on the label.
  7. Click "Field" (ab|) in the Report Controls Toolbar.
  8. Click where you want the field to appear.
  9. In the window that appears, type GetAddress(2) into the Expression field.
  10. Click "OK."
  11. You can make changes to the positioning and font as usual.
    1. To change the font, go to Format | Font.
    2. To increase the size of the box, click and drag the black dot in the bottom center of the box when the box is selected.
    3. To move the box, use the arrow keys on your keyboard.
  12. Click File | Save.
  13. Click File | Close

 

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