JCSM Shareware Collection 1993 November

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Text File | 1991-05-07 | 28KB | 358 lines

006 Page 6 Prospects/Clients ╔══════════════════════════════════════════════════════════════════════════╗ ║ THE MASTER CLIENT DATABASE ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ USING-INSTALLING CLIENT RECORDS ║ ║ ║ ║ AT THE MAIN MENU ║ ║ ║ ║ ║ ║ ║ ║ Highlight Client database or Press <C> ║ ║ ║ ║ You will get a formatted Client Db. The first record. ║ ║ ║ ║ To get acquainted with your possibilities ║ ║ ║ ║ Press <F10> ║ ║ ║ ║ ║ ║ This is the dialog box that is seen on the menu. ║ ║ ║ ║ ╔═════ database ════╗ ║ ║ ║ Add new record ║ < When you put a new Client in the Db ║ ║ ║ Modiify record ║ < When you want to change or add to data ║ ║ ║ Delete record ║ < When you want to remove the record ║ ║ ║ Change order ║ < When you want to print out the record ║ ║ ║ Search-browse ║ < When you want to see or find a record ║ ║ ║ Report ║ < When you want to start the report function ║ ║ ║ Join-file ║ < When you want to join data files into one ║ ║ ║ Browse ║ < When you want to look at a record or all ║ ║ ║ eXit ║ < When you want to return to the Main menu ║ ║ ╚════════════════════╝ ║ ║ ║ ║ Many of these selections are available to you with a 'Speed Key' ║ ║ from the selection line (bottom line) of the menu. ║ ║ ║ ║ Special: F:Follow H:History ║ ║ F10 > as per the above menu ║ ║ A: > Add (new client) ║ ║ M: > change the record (Modify) ║ ║ D: > Remove the record (Delete) ║ ║ G: GoTo: > Last or First Record or specified record ║ ║ S: Search: > Search the record (find a client) ║ ║ O: Order > Set the order of things (print out) ║ ║ F: Follow > Sets a Next Contact date ║ ║ H: History > Opens up the Client History record ║ ║ ║ ║ Note that a single command key puts you where you want to ║ ║ be quickly. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ THE SOFTPRO GROUP ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ USING THE CLIENT DB ║ ║ AND HISTORY FILE ║ ║ ║ ║ Your first look at a screen using sample data (The SoftPro Group). ║ ║ ║ ║ Examine the line identifiers. These are called FIELDS ║ ║ ║ ║ These names cover most of what many businessess want to know about a ║ ║ client. They may be perfect for your use. If not, later you will ║ ║ be shown how to change the names so that they match your enterprise. ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ USING <F> Follow through ║ ║ <H> The Client History ║ ║ <A> Add a new record ║ ║ ║ ║ These single letter commands are at the bottom of your screen. ║ ║ ║ ║ Your first screen uses The SoftPro Group as a typical client ║ ║ complete with a Client History sample file. Look at the filled ║ ║ spaces. If you needed to recall previous conversations or business ║ ║ activity, you would Press <H> ║ ║ ║ ║ If this were a new addition and you wanted to make an entry you would ║ ║ get a new screen. ║ ║ ║ ║ You would insert all the related data including special offers, ║ ║ quotations, promises, etc. Press <enter> to save the record, or F2. ║ ║ ║ ║ Note: There are three ways that you can fill in the 1st contact date.║ ║ One is to Press <Alt>, <L> Adjust the calendar to the day ║ ║ you want to install. Press <enter> ║ ║ The second is to Press <spacebar> that action places the ║ ║ computer date at the field. ║ ║ The third is from the keyboard manually. ║ ║ ║ ║ Press <H> to look at a History note. ║ ║ ║ ║ Since you are looking at a sample there are already many references ║ ║ as to what you can do with History Record. ║ ║ ║ ║══════════════════════════════════════════════════════════════════════════║ ║ THE NEXT CONTACT ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ NEXT (Client) CONTACT ║ ║ ║ ║ To schedule a callback: ║ ║ ║ ║ Press <F> ║ ║ A calendar appears which is tied to the computer day and month. ║ ║ ║ ║ If your call back is in the current month scroll to the day you ║ ║ want to schedule. If it is for some other month, or year, use ║ ║ the Page Down key to change the month. You can advance the month ║ ║ and the year with this key. Press <enter> ║ ║ ║ ║ When you activate the 'Next contact' ║ ║ you will have several reminders about your scheduled call: ║ ║ ║ ║ 1. In Time Manager where you can set a time slice ║ ║ 2. In Week-at-a glance where you get a short reminder ║ ║ 3. In Summary where time appointments for the ║ ║ month are displayed ║ ║ 4. In 'Browse month' In 'Follow Up' ║ ║ ║ ║ ║ ║ With so many reminders you can't hardly miss your follow through. ║ ║ ║ ║ Be sure to read FOLLOW.UHF ║ ║ for a complete explanation of 'BROWSE MONTH' ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ CLIENT DATABASE RESOURCES ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ ║ ║ WHAT YOU CAN DO WITH THE CLIENT Db ║ ║ ║ ║ The Client Db (a DBMS system) is the place to install client/ ║ ║ customer/prospect records. Menu field names are alterable to ║ ║ match special interests. ║ ║ ║ ║ Once you install data in the master menu, you also have the option ║ ║ of adding more information in the Customer Activity Record ║ ║ (referred to as History) by pressing one key <H> at the client menu ║ ║ You can address a letter from a Template module, even time and ║ ║ date stamp your contacts. ║ ║ ║ ║ You will be able to change the record, add to the record, print the ║ ║ record, export the record, look for certain conditions, search ║ ║ by query (place cursor at one or more fields, enter criteria, press ║ ║ one key), that client pops up. ║ ║ ║ ║ If you have a large record base you will be able to categorize them ║ ║ in more than one directory. But if you want one master database, ║ ║ you will be able to combine all directory records with a JOIN ║ ║ utillity. ║ ║ ║ ║ For safety, you will be able to Back up all data files from within ║ ║ the program. For security you can use a Password and Encrypt any ║ ║ file name or data record. ║ ║ ║ ║ Plan and set Next Contact Dates, then review the schedules in the ║ ║ Follow Through module by 'Browsing' the months summary. You can ║ ║ link a Next Contact Day with a specific Time Slot appointment. ║ ║ ║ ║ Export calculations from the calculator to a field in the record. ║ ║ Create and use Macro keys (20) to speed data input. Move about ║ ║ faster from field to field. Fill in City, State with one key. ║ ║ ║ ║ You will be able to insert critical memorandums in the History file ║ ║ then extract part of the record for reports or hard copy for paper ║ ║ trail files. Import formatted records or files, include them in a ║ ║ report with just a few keystrokes. ║ ║ ║ ║ You will be able to select and Mailmerge Client records into ║ ║ thank you letters, quotations, all business correspondence, to a ║ ║ select clientle, print addresses on envelopes or labels without ║ ║ retyping. Use and imbed menu variables in letters, quotations. ║ ║ ║ ║ For Telemarketing you can prepare Scripts, use with a Client record. ║ ║ Dial phone numbers if the system is modem equipped. A 'Timer' track ║ ║ the duration of all calls for auditing telephone bills or it can be ║ ║ used as a duration timer for professional charges. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ CUSTOMER DATABASES TO USE ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ CUSTSALE ║ ║ CUSTTYPE ║ ║ ║ ║ These two databases have been prepared for you to use with your ║ ║ sales activity. ║ ║ ║ ║ CUSTSALE ║ ║ ║ ║ This Db works with a Client Db which you can pull up quite easily ║ ║ and quickly using a Macro setup. Here's how: ║ ║ ║ ║ Procedure: ║ ║ At your Client Db, Press <F7>, select a function key like Alt F1 ║ ║ Press <Alt> <F1> ║ ║ Press <Esc> ║ ║ Press <A> ║ ║ Press <D> ║ ║ Press <enter> make sure that 'USE' is showing ║ ║ At the window enter CUSTSALE ║ ║ Press <F7> (closes the macro) ║ ║ ║ ║ To use: ║ ║ At the Client D.b. Press <Alt> <F7> ║ ║ You will be placed at CUSTSALE ║ ║ Press <S> To locate the record ║ ║ Enter the I.D. (see CUTPASTE.UHF for shortcut) ║ ║ Press <F2> ║ ║ This procedure assumes you have a record in CUSTSALES ║ ║ Press <M> to modify the record. ║ ║ ║ ║ The .DSC Db can be any kind of a record you create. You could ║ ║ have one named LASTCALL meaning when was the last phone call made ║ ║ to this Client. Using the macro procedure puts you into the ║ ║ Database module fast. From there using Search you can pull up ║ ║ any database you care to use with your primary record. ║ ║ ║ ║ Install the data as it occurs. The calculator can be used for ║ ║ totals, then exported to the field with F8. ║ ║ ║ ║ You can use the Search mode and CUT/PASTE Client fast. ║ ║ ║ ║ CUSTTYPE ║ ║ This handy Db in concert with TODAY (below), will provide ║ ║ you with a way of recording the number of calls you make each day. ║ ║ ║ ║ Classify the call and transfer to CUSTTYPE, enter the values. ║ ║ Review and study the data to maximize your sales volume by ║ ║ category. Create your own Db for daily calls if you prefer. ║ ║ ║ ║ Note: These two Dbs are .DSC records. You access them from <A> ║ ║ (Additional) ║ ║ Create a Macro, select a function key to get you there fast. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ Who did you call on TODAY? ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ ║ ║ TODAY ║ ║ ║ ║ This module was designed to help you track your Daily Mileage use ║ ║ for IRS Tax Deductions, if you use mileage deductions. ║ ║ ║ ║ However, there can be another use for this module: ║ ║ ║ ║ There are nine lines which have fields for time and distance. ║ ║ ║ ║ Using your territory map: ║ ║ ║ ║ Locate your customers, and prospects. ║ ║ ║ ║ Pull up your Next Contact calls, segment the days, ║ ║ ║ ║ Go to TODAY, use the Calendar to select your day. ║ ║ ║ ║ Now, route your calls by distance and estimated time allowance ║ ║ per customer. ║ ║ ║ ║ Not only will you have paced yourself for the day, but you have ║ ║ a ready TODAY report, ready to add actual miles, actual time ║ ║ used at the end of the day. ║ ║ ║ ║ You will be able to study past records to determine actual time ║ ║ used point to point and how much time you spent with an account. ║ ║ ║ ║ Using this infoprmation you will be able to find additional ║ ║ selling time to mine for new accounts. ║ ║ ║ ║ This plan suggests that you will know in advance how many calls you ║ ║ will be making for the week, which accounts to service first. ║ ║ ║ ║ This note on TODAY is repeated elsewhere. ║ ║ ║ ║ If you use TODAY to record every call and you want to comment a ║ ║ review of the call, at the Comment line insert the Diary Date if ║ ║ you used Diary to make extensive notes. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ <L> ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ At the Client record ║ ║ ║ ║ Press <L> ║ ║ A window pops up ║ ║ From a library of form letters you have designed select the one ║ ║ you want to Mailmerge with the client record. (see MMFORMA.UHF) ║ ║ ║ ║ Press <enter> ║ ║ notice your letter is addressed perfectly except for date. ║ ║ ║ ║ Press <F4> ║ ║ you will get a page preview of your letter. ║ ║ ║ ║ Press <esc> ║ ║ You will get a question - print yes or no ║ ║ act accordingly ║ ║ If you do print remember your margins. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ REPORTS/PRINT ║ ╚══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ FORM/LINE ║ ║ ║ ║ There are two ways you can print a client record. To use: ║ ║ ║ ║ In the Client db Press <F10> ║ ║ Go to Options ║ ║ ║ ║ Select FORM (pressing enter changes the selection) ║ ║ ║ ║ Now you report screen will be an exact duplicate of the menu/screen. ║ ║ ║ ║ To condense the report use LINE ║ ║ ║ ║ Then Press <F> (Fields) and use the arrow key to delete the ║ ║ field you do not want to print. ║ ║ ║ ║ Press <F4> to print F4 also previews the report on screen ║ ║ before printing. ║ ║ ║ ║ ║ ╚══════════════════════════════════════════════════════════════════════════╝