How to Use the McCully & Associates - Income and Expense Mailer Program

This program is designed to allow a quick and consistent method to select, print and inventory properties that should receive income and expense mailers as required by maintenance specs.  Unless specific arrangements have been made and training provided, the data from ORION should be downloaded by M& A staff. This guide assumes that data has been properly uploaded.

Each section with a yellow header serves a different function within the program. We will cover each in a basic order of use.

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SET PRINT STATUS

Apts, mini-storage facilities, motels and residential type properties such as duplexes require a different to collect different information.
​The select options are based upon LBCS function codes.  (the select all non-apt option is for a general mailer that can be used for retail/office/warehouse, etc.

​Each option brings data up in a datasheet view with a checkbox to select if you choose to print it

Click the appropriate checkbox to select a parcel to produce an income/expense questionnaire.

• There are also options to do a full file search, find by a specific LBCS code and to review the file by LBCS code and QREF.

mIf you prefer to see the data in a for view - right -click on the form name  (after opening) and select "Form View"

PRINT MAILERS

Once the print status for parcels are set in the "Set Print Status" section, Mailers can be produced - using the options provided here. (parcels with a checkmark in the appropriate print status field will be produced with Orion Data and mailing addresses. Addresses are positioned to be visible in a standard window envelope. ** Use caution and be sure to select the correct print option to get the right form for each parcel**  If you make an error - simply return to the set print status section and make any corrections.

As printers and printer requirements are different - some adjustment to the print layout may be necessary.

FULL PRINT OPTION

In many cases, counties may choose to send mailers to all properties of a certain type, ex. apts, motels, etc.  Rather than spend time checking  the print option for all properties individually, this section allows you to select all of each defined category - apts, motels, mini and duplex/res.

Use caution as there is no warning message - once the option is clicked- all properties in that category are selected. ​. You may choose to return to the "Set Print Status" and uncheck properties if needed

AFFORDABLE HOUSING

This is an option that you may choose to use. The "select affordable housing" button finds only properties with a lbcs function code of 1171. Select and print options work exactly the same but are all under the "Affordable Housing Section". The form produced is based upon the form provided in the Affordable Housing worksheet.  ( It is a two page form)

HOUSEKEEPING

Once mailers are set and printed, the following optio0ns are useful:

• LIST OF MAILED PROPERTIES - printed list of all properties selected to mail - This provides a list and a count as proof to PVD of the number and type of mailers sent by the county.
• Print Full List of All Properties - produces a printed list of all data in the data base regardless of mailing status.
• print blank forms - sometimes there is a need for a blank IE form  ( in hearings, multi-parcels, etc) these options print forms w/o any data

LABELS

Although rarely used - these options allow the printing of mailing labels by type of form- should the county choose not to use window envelopes.. Again as printers and print setup vary - some margin and layout adjustments must be necessary.