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1991-09-26
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Memo Options: Activity File
Each Client record has one Client memo associated with it. Each activity ì
record now has one Activity memo also.
Why two sets of memos? Prior to version 2.645, this program had only ì
Client memos, not any activity memos. All activity records shared one ì
common Client memo and could access that one memo from any activity record ì
created in the future. Let's say, for example, you established a Client ì
record for "XYZ Corporation" and then imported a 10,000 character proposal ì
into the Client memo for "XYZ Corporation". Later on, as you created many ì
activity records for "XYZ Corporation", you could view the large proposal ì
that you had originally imported into the Client memo from ANY activity ì
that you had created for "XYZ Corporation".
Conceptually, it made sense for ALL activities to share the SAME memo in ì
the Client file. However, the emergence of a new feature, Quick Memo [TM], ì
mandated that each activity record have its own memo also. See below for ì
an explanation of Quick Memo [TM].
Memo options accessible from the Activity File:
Froφá thσá Activit∙á Filσ yo⌡ caε acces≤ tw∩ memo≤ fo≥ an∙á onσá activit∙ ì
record║á thσá ON┼ Clien⌠ mem∩ tha⌠ al∞ activitie≤ fo≥ onσ compan∙á sharσ ì
together╗á anΣá thσá UNIQU┼ activit∙ mem∩ tha⌠ eacΦá activit∙á recorΣá has¼ ì
regardles≤ oµ ho≈ man∙ activitie≤ an∙ onσ compan∙ has.
----- Activity File: Add option -----
Every time you add a record in the Add option, you will see these options ì
available to you on the bottom of the screen:
-----------------------------------------------------------------------
Enter "1" to ignore this entry; enter F2 for Activity Memo |
F3 for Quick Label [TM] |
F4 for Client Memo, F7 for proposal\invoice, any other key to continue |
-------------------------------------------------------------------------
If you enter 'F2', you will branch to the unique memo for this activity. ì
If you enter 'F4', you will branch to the Client Memo that ALL activities ì
for this company share in common. The Memo Options Menu looks that same ì
for both. If you look close, after you enter 'F2', you will see this on ì
the bottom of the Memo Options Menu:
R) Return to Activity record
If you enter 'F4', you will see this Return statement on the bottom of the ì
Memo Options Menu:
è R) Return to Client record
If you are not sure whether you are in the Client or Activity memo, the ì
Return statement on the bottom of the Memo Options Menu will tell you.
----- Activity File: Get option -----
Your access to memos at the Add option is similar to the Get screen. Once ì
you enter the Get option from the Activity File, you will see these commnds ì
on the bottom of your screen:
------------------------------------------------------------------------
ENTER N FOR NEXT, P FOR PREVIOUS F2 Activity Memo |
RETURN Exit S FOR SEARCH, M FOR MORE COMMANDS F4 Client Memo |
F3 Quick Label [TM] F7 Proposal/Inv F8 DIAL PHONE F9 HANG UP PHONE |
------------------------------------------------------------------------
Again, as in the activity Add option, entering 'F2' will take you to the ì
memo unique to this activity, while selecting 'F4' will bring up the one ì
Client memo common to all activities for this company.
Quick Memo [TM]
Automatic generation of memo 'Templates'
Quick Memo [TM] will create a customized 'template', a letter that has 80% ì
of the text already filled in for you!
Quick Memo [TM] is a powerful word processor type feature that will save ì
you time if you need to send out short messages, say 1 to 4 sentences per ì
person, but don't have the time to enter all of the other data that this ì
type of correspondence requires.
Quick Memo [TM] can be used in the Client file, but its real application is ì
in creating multiple activity memos.
Referring again to the Memo Option Menu below:
===Custom Memo for Accounting & Tax Service==
Memo Options Menu
===============
==========================================================
| Tuesday, September 22, 1987 |
----------------------------------------------------------
| 1) Edit the existing memo or create a new one |
| 2) Output the memo to a text file |
| 3) Input a text file into this memo |
| [overwrite existing memo] |
| 4) Input an external text file into this memo |è | [append to existing memo] |
| 5) Set Left and Right Margins: |
| 5 75 |
| 6) Toggle Edit Screen Code Help [Now On ] |
| 7) Print options [Printit v3.5 [TM]] |
| 8) Create Quick Memo [TM] |
| 9) Create Quick Label [TM] |
| R) Return to Activity record |
==========================================================
[Current character length of this memo = 0]
Once you select option 8, Quick Memo [TM] will check first to see if you ì
have given some general definitions about you and your company. If not, ì
then Quick Memo [TM] will ask you for your company name, address, and so ì
on«á Thesσá samσá item≤á arσ useΣ iε thσá Proposal/Invoicσá generato≥á anΣ ì
Statement≤ section¼ anΣ caε bσ defineΣ o≥ redefineΣ there.
In any case, after you have selected option 8, Quick Memo [TM] will create ì
a 'Template' for you as though you had gone to option 1 and typed it in.
The 'Template' contains these four sections:
Information about your company, centered
The date of the 'template', expanded
The addressee data, leftmost justified
Filing instructions, on the bottom line of the 'template'
Once Quick Memo [TM] has created the 'template' you can add your specific ì
lines of text by entering option 1,
1) Edit the existing memo or create a new one
As you scroll through the memo, you will observe that Quick Memo [TM] has ì
typed in most of the information that you need, except for the body of the ì
letter or memo. Once you have typed that in yourself, you would save it ì
with CONTROL-W, and then print it out with option 7:
7) Print options [Printit v3.5 [TM]]
An example of one 'template' appears on the next page:
----- example of 'Template' memo -----
[your company is on the top, centered]
Steve's Television Repair Service
21211 Elm Streetè Suite 322
Los Angeles, CA 95322
(214)855-6778
Tuesday, April 26, 1988
ACCOUNTING & TAX SERVICE
Mr. John Cauble, Jr.
11056 Shady Trail
Suite 101
Dallas, TX 75229
Dear John:
cc: Computer file
[04/26/1988, 7:21:30 PM]