SAMCA Frequently Asked Questions
Contents:
Download the most recent SAMCA User Guide with Version 7.x description [ZIP file]
Pointing to the correct folder to process your monthly Hq data
When you unzip the monthly data from the Email distribution, make sure that you place the data in the hard disk location (or the A: drive diskette) that is pointed to in your SAMCA system. This can be changed by you, and need only be set once, unless you choose to change the folder location where you wish to store the monthly data.
To change this folder location, from the Main Switchboard, choose Other Functions/Modify Chapter Control Info. On the Chapter control Info window, find the field "Location of Monthly Update Data", and enter the desired folder name. This must be a complete MS Windows path specification, including the disk designation, followed by a backward slash ("\") and the folder name. Here are two examples: (1) C:\SAMCADATA, indicating a folder on the C-drive, and (2) A:\, indicating a diskette in the A: drive. The system will automatically place a backward-slash after your path specification, if you don't include one.
Make sure that you don't confuse the monthly file names with the path/folder designation that you enter in that field. The files "reside" in that folder, and the system automatically specifies the complete path + file name.
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Compacting the SAMCA Backend Database
The backend file grows in size over the months. As old records are updated, and as new records are added, the old records are not physically replaced, and they are not physically deleted. Instead they are merely "marked for delete". In order to physically remove these "dead" records, you must COMPACT the backend file. There are two ways to accomplish this. The normal, (and preferred), way is, from the Windows desktop, choose Start, click on Programs, click SAMCA, and choose from the list of SAMCA items the one that says "SAMCA Backend Database Compaction". This will produce a backend file that will fit on diskette. For most chapters, this ends up being about 400 Kbytes.
The second way to compact the backend applies if you have your own version of MS Access. After bringing up MS Access, and before activating SAMCA (or any other database), choose Tools from the top menu options, then choose Database utilities. You will see an option to reorganize, or compact, a database. Follow the usual Windows protocol to choose the SAMCA_BE.MDB file, and the resulting file name (it can be the same name), and the compaction will be accomplished. If neither of these technics apply, there is another way to set up an icon to perform the same function. See your local network administrator for instructions on how to create an icon on your desktop.
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Create a Word document merging fields from SAMCA.
The example below links the main info table of SAMCA and the LocalInfo table, which contains the E-mail address.
- Bring up MS Word, and choose File/New- a blank document.
- Choose Tools/Mail Merge.
- Choose Create/Catalog
- Choose "Active Window"
- Choose Get Date/Open Data Source.
- At bottom of window use pull down list and check MSAccess Database.
- In "File Name:" enter C:\SAMCA\SAMCA.MDB.
- It will now link to Micro Soft Access and Samca. Choose the "queries" tab for your data source.
- Choose the Query "qryACMAS" . This links LocalInfo to the ACMAS (main data) table; click OK.
- It will now tell you it found no merge fields in your document. Choose "Edit Main Document".
- Now compose your document by using the "Insert Merge field" button to choose which fields to include in document. The LocalInfo fields are at the very bottom. Use page down to find them in the list of fields.
- When editing is completed, choose Tools/Mail Merge, and from the "Mail Merge helper" window, choose "Merge". As an option you can first set Query Options to exclude records, for example: field EMAIL IS NOT BLANK.
- You should now choose to merge into a new document. You will save the old one to use in the future.
The new document can be saved or printer. You should save the first document that you inserted your fields into. This can be used in the future, after you have updated SAMCA with the monthly diskette for new/changed members.
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Email confusion due to two different Email addresses
If you use the SAMCA function "Import from Excel" you may get unexpected results concerning the Local Info Email field.
The function you are using (Import to SAMCA from Excel) cannot update your local info table. The output that is created from SAMCA includes Local Info data, but the reverse function does not do the job that you expect.
Each field in the Excel table will update the corresponding field in the SAMCA Hq member table (its table name is ACMAS). There is an email field in this Hq member table- it was automatically created when you installed version 6.0.9. Itis spelled Email, to differentiate it from the Local Info field named E_Mail (note the underline in the field name). However, I have not made any way to use this email field yet. That will come in the next release.
You can set this new field (the one that you can't use at present), by bringing up the Excel file you exported, and deleting the field column named EMail, and changing the field row #1 name E_mail to EMail. That will match up with the Hq field name (which has no underline in it). Note that row #1 has all of the SAMCA field names. These are used be the "Import from Excel function" to tell SAMCA where to place the field values in each column.
I have made a convenient way to list all of the Local Info e_mail addresses in the latest SAMCA. Go to "Other Functions", and click on "Export Your Local E_mail to Excel". You can then change the field name in Row #1 to "EMail" (note absence of the underline). You can then send the list into APICS Hq for updating the master membership file, and you can "Import from Excel", which will update the APICS member table (ACMAS), with the EMail address from Local Info.
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Procedure for discovering member records in SAMCA who have suspended, but whose inactive status has not been picked up by monthly update.
From the Main Switchboard menu, choose "Reports and Mail Labels", and choose the "Chapter list- Short Version".
Choose the top Sort choice, (Sorted by Last Name), then proceed to the Record Selection Criteria screen. On this screen, change the item at the top of the screen titled "Include Inactive Mbrs?" To "No". Now, at the bottom right of the same screen, find the two fields under the label "Include mbrs whose Expire dates lie between and including these dates". Set these two fields to dates that will include the suspect period. Use a very early date for the "From" date, such as 01/31/1990. Set the "To" date to the date of the month preceding the last month you suspect you may have missed updating. For example, if you missed the monthly update for data we mailed in March, 2002, that update would have included members expiring at the end of January, 2002. So, for that suspect date, enter 01/31/2002 in the "To" date field.
Now proceed to print the report, or preview it. The list should include only those for whom there is an incompatibility between the Expiration Data and the Status field. If a member's Expiration Date is three months ago, or earlier, the Status field should be "I" for inactive. Each of the members shown on the report should be changed to "Inactive" by setting the Status field on the Members screen to "I".
This procedure will bring you up-to-date on all members if you have missed monthly updates, with one exception; members who have transferred out of you chapter during the months you have missed will still be in your database.
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Instructions for Using the ISAM Fixup
This procedure cures the MS Windows problem described in the MS Windows Knowledge Base article Q155666. The symptom that indicates a need for this fix is a comment concerning "ISAM" during monthly update of SAMCA.
This process installs the correct version of the Microsoft module MSTEXT35.DLL and MSEXCL35.DLL, in order for SAMCA to work correctly. Before using the setup, you must bring up Windows Explorer, locate any current version of these two files, and rename them to something else, such as MSTEXT35.OLD and MSEXCL35.OLD. If you don't rename them, the Microsoft setup procedure will see that they already exist and will not replace them.
After renaming these files, use the standard Windows installation procedure- Start/Run, and enter A:\SETUP. The new ISAM file will then be installed. If you saved the ISAM fixup program in a folder other than on the A: drive, change A: to the correct path, to correspond to the location of the fixup.
If you receive the ISAM program via e-mail, unzip it to a blank diskette in A:\, then do a normal Windows install, (Start/Run, then enter a:\setup).
For a detailed explanation of this Microsoft Windows bug, please read the article at http://support.microsoft.com/support/kb/articles/Q155/6/66.asp.
You can also access the Microsoft site Knowledge Base for any problems you may have with windows: (1) go to www.msdn.com and choose "Support" in the upper right hand corner of the window. (2) Click on "Knowledge Base" on the popup list. (3) Select the product you wish to investigate, and enter key words for searching the Knowledge Base.
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"Inconsistent Data" found in Member Summary Count report
If you skip any monthly updates, you may end up with member records for which expire dates have passed, but whose membership status field is still set to a blank field, instead of to "I", meaning "inactive". The suspension notice is sent to you only once in the monthly update process, so skipping a month will result in an incorrect database.
This condition will result in records being counted in the "Member Summary Count" report as "inconsistent data".
The records with this contradictory condition can be found quite easily by printing the "Chapter List- Short Version". In the Record Selection Criteria screen, set the field titled "Include Inactive Mbers" = No, and set the dates in the field in the lower right of screen titled "Include Mbrs Whose Expire Dates Lie between……etc." From: 01/01/1999….To: 02/28/2002 (or about two months previous to current month), and click Ok. Print the report to view the individual members for whom STATUS and EXPIRE DATE fields are inconsistent.
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How to produce MS Word labels
If you are having problems aligning the printed labels from SAMCA to the label stock in you printer, you may customize the label layout by using Microsoft Word Mail Merge. The Mail Merge function is compatible with MSAccess database format. Data can be merged into Word directly without intermediate exporting from SAMCA.
The following procedures have been found to be useful in accomplishing this task.
The distributed prototype mail merge document is set up to merge addresses from the SAMCA backend (SAMCA_BE.MDB), and print labels on any inkjet or HP Laserjet printers. It has been tested on the HP 5 model printer, and works very well. To use the prototype, follow the directions in A, below. To create your own prototype "from scratch", follow the directions in B, below.
Use the distributed mail merge prototype
Bring up MS Word, click File/Open and choose the distributed Mail merge prototype ("PrototypeMailMerge.doc").
Choose Tools/Mail Merge.
At this point you can select the Query Options button to enter selection criteria if you do not wish the entire database of chapter members, or you can choose to sort on a particular field. For example, choose the LNAM field if you wish to sort on last name of chapter member. For details on using this option, read C, below.
At bottom of this window, choose Merge, followed by "Merge into New Document". If your SAMCAdatabase is in the default location, (C:\SAMCA\), addresses will now be merged. You will see the record count progress at the bottom of the window. If you installed SAMCA elsewhere, you will be prompted to locate the backend database.
When the merge is complete, choose File/Print to produce labels. The prototype is set up to select label stock from the manual feed tray.
If your label layout needs adjustment to line up properly, try File/Print Setup before printing. The setup screen allows you to change the various parameters that specify the spacing on the label page.
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Create an MS Word mail merge prototype
- Bring up MS Word and choose New Document.
- Choose Tools/Mail Merge.
- Under Mail Merge Helper: Choose Create/Mailing Labels, then choose "Active Window"
- For Data Source, click "Get data" and choose "Open data source"
- In the "Files of type" field at bottom of window select "MS Access Database"
- Enter the location of your SAMCA backend database, usually C:\SAMCA\SAMCA_BE.MDB, then click the Open button.
- Choose the ACMAS table as your data source.
- Choose "Setup Main Document"
- Choose "Avery Std" and 5160 stock, or, for special needs, such as dot matrix printers using one-up labels, see note 1, below.
- Create Labels: Insert following merge fields: FNAM, (space) LNAM (space) CERT (space) CERTCIRM (hit ENTER for new line) ADDR1 (ENTER) ADDR2 (ENTER) ADDR3 (ENTER) CITY (space) STATE (space) ZIP and then click OK.
- If you wish to select some of the member records rather than include all, or to sort the records, select "Query Options", and follow the directions in C, below.
- Choose "Merge" followed by merge all records, and the addresses will now be merged into a new document using the layout you prescribed.
- Print the merged document by choosing File/Print. The layout produced from your selection may need further adjustment. To modify the layout, use the File/Print Setup option. The setup screen allows you to change the various parameters that specify the spacing on the label page.
The prototype you create may be saved for future use. If you wish to save this prototype, make sure you save the framework document, not the replica that contains the merged data.
Note 1: For one-up continuous form using a dot matrix printer follow these steps
In "Label Options" window, choose "dot matrix" in the top box.
In the label products window, scroll through the list of product numbers, and view the size/layout info to the right of the list. Choose the label information that best fits your available label stock.
After choosing the product and clicking OK, you will be presented with the "Create Labels" window; click "Insert Merge Fields" and continue with #6, above. You may have to modify the vertical spacing of the final layout provided by the system. This can be done just before printing, in the "File/Print Setup" option. Its best to experiment with plain paper first, to check label alignment, before wasting more expensive label stock.
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Selecting and Sorting Records in an MS Word labels prototype
When the Mail Merge Helper screen appears, select Query Options at the bottom of the screen. Two tabs will appear at the top of the Query Options screen- Filter records and Sort records.
To select records, use the Filter records window. To establish a filter, you must choose a field from the SAMCA table, a comparison operator, and, in most cases, a "compare to" value. You may use several sets of field comparisons, connected by And/Or operators. For example, if you wish to select active members and recently expired members and exclude CB (corporate billing) records, enter the following:
| |
Field |
Comparison |
Compare to |
| |
EXDATE |
Greater than |
05/01/00 |
|
And |
MEMTP |
Not equal to |
CB |
To select active members only, enter the following:
| |
Field |
Comparison |
Compare to |
| |
STATUS |
Is Blank |
|
|
Or |
STATUS |
Not equal to |
I |
Note 1: Problems occur in filters that attempt to compare empty fields with values, other than "is blank" and "is not blank". The second example gets around this restriction by checking for "is blank" first. If the field is blank, the second test will not be performed.
Note 2: Refer to Appendix A of the SAMCA User
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Monthly Update Options
On the Main Samca Switchboard menu are two buttons for monthly update. You should use one or the other (not both).
The button "Update Total Mbr Record" does a complete replacement of all active members, and uses the .TOT file as the data source. This option also uses the .CHG file, but for one purpose only; to determine which members have transferred out of the chapter, in order to delete them from your database.
The other button titled "Update Hq Field Changes" uses the .ALL file and the .CHG file as the data source. The .ALL file contains only new members and Re-instated members, and adds these to your database. In addition, this update option uses the CHG file to perform a field-by-field change of each affected member record. If you have made changes to a member record in your database, the "Update Hq Field Changes" option does not affect your changes, while the first option (the TOT option) overwrites your changes with whatever the record shows at APICS Hq.
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Instructions for loading region data into SAMCA
Region officers may receive a special extract of members in the region by requesting such extract from APICS Chapter Relations. This data is sent in the standard SAMCA format for input to SAMCA. Follow the procedure described here to process the region data into SAMCA.
- Bring up SAMCA and at Main Switchboard menu, choose Other Function, then choose Modify Chapter Control Info.
- Change the four-character chapter abbreviation to RGxx, where xx is your region number. For example, for region 11, enter RG11.
- Exit back to the Main Switchboard menu, and choose Update Total Mbr Record.
- Follow screen directions. Data will be imported from the distributed region file.
This will conclude your data load. To see how many members have been loaded, choose "Members" from the Main Switchboard menu. The total number of records will appear at the bottom of the Members window.
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Location of Monthly Update Data
To link the monthly data from Hq with SAMCA choose OtherFunctions from the Main Switchboard menu, then choose ModifyChapterControlInfo. Change the contents of the field "Path to Monthly Update Data" to the correct value, reflecting the path that you have chosen in the download process. Then use the UpdateTotalMbrRecord to process you monthly data. SAMCA will tell you the path where it expects to find the data before processing.
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Download Section
The following Version 7.4 downloads were updated on 9th February, 2004, at 11:30 AM
1. Version 7 Read Me First (TXT)
2. Vers7.4 for Access 97 (No longer supported)
3. Vers7.4 for Access 2000 (The complete system, including the "backend database", with fix for E-mail gr th 30 chars, and Monthly update Options #1 bug fix.)
3.1. Vers7.4 for Access 2003 (The complete system, including the "backend database".)
The following are SAMCA upgrades to the above entire systems. These include only the "front end" (SAMCA.MDB), andwill only work if you have already upgraded to Version 7.0, or later from the above or a distributed SAMCA CD.
The following two upgrades expand the field size required for E-mail fields exceeding 30 characters, and fix the bug which prevented selective updates of monthly data using option #1 on the Selective Update windows.
4. Vers7.4 Upgrade – Updated 15 April 2009. This is just the front-end Samca.mdb for MS Access 2003- it does not include the backend which you, presumably, already have. This new version reflects the changed member types and new member types that APICS has introduced to its membership products line. If you have any questions concerning the download or usage of this file, please contact Membership Services.
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