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Text File | 1992-01-20 | 156KB | 3,199 lines

============================= Note: ============================ This remarkable shareware program is creating a lot of excitement because it saves business people time and money. You will love this program! It combines unprecedented speed, power, and ease of use into one highly focused system. Try it before you buy! If you like the program, you can elect to become a registered user for $99. If you don't like it, throw it away or erase it from your hard drive. There is no 'demo' version of the program. You have the full-blown system, into which you can begin inputting your data. After this note is the Table of Contents for the documentation for Architect's Helper [TM], then the documentation itself. As you browse through it, you'll observe the scope and power of this breakthrough program. Feel free to call me. I am the author and will be happy to answer your questions. Paul Sax ACS P.O. Box 850427 Richardson, TX 75085 Product queries and support: Phone: (214) 690-6017 Credit Card Registration: (800) 473-6017 ==== A Statement on 'Registration' from the Author: ==== Paul Sax This registration procedure is a $99 credit card purchase of my software. For credit card purchases only: (800) 473-6017 For product queries or technical support: (214) 690-6017 [9AM to 5 PM, CST] Once you register this program, you will receive unlimited telephone support at (214) 690-6017 and professionally printed documentation. When version 5.0 of this program is completed, you will receive this upgrade free. My ten years of experience as a database designer will help make this program functional for you much quicker if you become registered and avail yourself over the telephone of my free insights into your particular application. 4,000 hours of my time have gone into development of this magnificent program. I've been at this phone for three years providing free support. For those of you who become registered, my program is a highly focused solution to some longstanding administrative or informational problem. Architect's Helper [TM] is not free or public domain software. The author owns the intellectual property, though the distributor or bulletin board where you acquired this program has had the physical possession of it. Dedication: Version 4.0 Richardson, Texas, May 1991 Welcome to Version 4.0 of Architect's Helper [TM], reflecting four years of requests for updates from Registered users in the U.S.A., Canada, England, New Zealand, Australia, and South Africa. This program has established its reputation among power users and has always appealed to them. Now, with simplified menus and shortened tutorials, Architect's Helper [TM] will appeal to you, the first time user, as well. Each selection on any menu is highlighted with a light bar. As you scroll up or down the light bar, explanatory text appears on the bottom line of the screen, explaining the highlighted option. Each light bar selection has different explanatory text. The documentation is simplified as well. Before the program would ask you to print 200 pages of documentation. Now the tutorial consists of just 60 printed pages. Because of the simplified menus and reduced documentation, Architect's Helper [TM] has a more intuitive feel and a shorter learning curve. === Dedication: Version 3.0 === Architect's Helper [TM] January, 1990 This release of the program is dedicated to you customers, to the pushers and dreamers who have created it in the national shareware market. To the pushers like Brad Baer, Alan Weber, and Jesse Wolff is dedicated the substance of this program, customers whose insistence that IN- CONTROL [TM] live up to an evolving set of informational and administrative requirements. To the dreamers like Tim Pyle is dedicated the scope and vision of this program. Dispirited and mired in details of development of which it is useless to speak, this lone shareware author often found solace in the encouragement of the dreamers and supporters like Tim. Freed of any preconception as to what constitutes the limits of software, Tim could look beyond the outlines of an evolving program and see into the future. Can it be three years since I first began this program? At times I shake my head in disbelief that for over a year, you customers have been supporting me full time. For those wonderful bouquets you have given me over the phone, I thank you all. Finally, this shareware author has, at times, felt an identification with the spirit of Dr. Samuel Johnson. Under difficult personal and professional circumstances, he successfully authored a major dictionary at a time when collective academic attempts to do so had failed. He delivered his work to the marketplace, and his customers, the newly literate middle class citizens of London, compensated him with recognition and full-time employment. In 1755, his observations on 'negative recompense' hold equally true for the shareware author of today: "Every other author may aspire to praise; the lexicographer can only hope to escape reproach, and even this negative recompense has been yet granted to very few." === The Paul Sax 30 day performance guarantee: === This program has always had a 30 day performance guarantee. Beyond the point of your registering this program, you have 30 days to evaluate the product. You are the best judge of whether or not this program works for you. If, in your eyes, the program has failed to deliver $99 worth of performance during that 30 day period, then call or fax me within that 30 days and I'll refund your money that day. Under this plan, out of the first 1,000 customers who registered this program, six have asked for refunds. Architect's Helper [TM], Version 4.0 overview: Superb Five Star rating, California Freeware Catalogue, 7th Edition Everything is on line! 230 pages of documentation, 60 context-sensitive on line Help screens Fast Search Capability Rolodex [TM] features Appointment Schedules and Graphics "Layer-in" ability: 99,999,999 layers of data All Reports fit into a Standard Briefcase! Be in control of your Clients: store up to one BILLION names, phone numbers, or appointments This program includes: Appointments, Commitments, Callbacks, Statements Revenues\Expenses, Collections, Graphics, Free-form data search, Rolodex [TM] features, Labels management, and Reports! Labels management menu provides 13 options for you, will recognize 10 different size labels, handles U.S., Canadian, Australian, and British labels, and performs U.S. Postal Service 3rd Class Bulk Mail sorting. With a built in intelligent Telephone\Speakerphone Dialing System, that dials all of your phone calls for you and tells you if they are local, local toll, long distance, long distance toll, or international and can output up to 20 follow on codes after dialing long distance. Stores and dials up to one BILLION phone numbers for you. Links into SBT [TM] and SourceMate [TM] customer files, as well as Junior and Senior Loose-Leaf Day-Timers [TM]. Contains a built-in proposal and invoice generator. and can time and cost your activities as well as automatically create summary or detail statements to reflect amount owed for activities or consultations. This program standardizes your contact with Clients and converts forgotten verbal commitments into a focused, daily appointments and callback list that nets you extra business! Retrieve activities by word or phrase, and has built in word processor for every record in the Rolodex [TM] file. Outputs to dBASE III [TM] and to Merge feature in Wordstar [TM], Word [TM], or WordPerfect [TM] To become a registered user for this software, bring up the program, PROGRAM.EXE, with GO.BAT go to the Main Program Menu, Other Options Menu. Select option 6, Register Software The registration fee for this fantastic program is only $99! Beyond basic client scheduling, Architect's Helper [TM] contains powerful financial extensions, such as the creation of summary or detail statements, for any historical or current period. In addition to aggregating all billable items for an architect, this program will also calculate any add-on charges. If selected, this feature will calculate add-on interest and will then place those charges into newly created activity records, then upgrade the summarized value during the posting process to reflect these additional charges. The period selected by you, the architect, for this automatic calculation could be either yearly, monthly, weekly, or daily. To see these financial features, please note selection 4 on the Main Program Menu: Revenue/Expense. Once you select '4', you will then see the Revenue/Expense Summary Menu and its Help screen. ===== Speed, Power, Ease of Use ===== Speed, Power, Ease of Use is more than just a phrase that appears within the program in the exploding graphics Install procedure. It is my commitment to you to deliver the best, most stable, high performance business software available today. One concrete example of this theme of Speed, Power, Ease of Use is the new implementation of Alternate Phone Numbers. To see it, go into the Main Program Menu, Option 1) Client File. Once you have selected option 1, observe the 'G' selection for G)et Client. Upon your entering the 'G' key, you will see the first client record in the test data for Architect's Helper [TM]. On the bottom right of the screen is this definition of the function keys for each Client record: F1 = Background F7 = Flash Report F2 = Tag/Untag F8 = Dial Phone F3 = Quick Label F9 = Hang up Phone F4 = Memo F10 = Detail File F6 = Act Now ALT F1 = More Phones Once you select ALT F1, the program presents the "Alternate Phone Number Options" Menu. This feature gives you an additional 20 alternate phone numbers PER Client. For each of the 20 phone numbers, you can enter an area code and a descriptive phrase. Each description can be up to 40 characters. In addition to the Client Get screen, this option is also available in the Activity Add, Activity Get, and Activity Callback screens. As robust as this new feature is, it requires only 10 characters per client record, using a Paul Sax- designed variable field PHONE_2 in the main file. Brewster Ward, Architect, PA 115 North Haywood Street Suite #1 Waynesville, NC 28786 January 9, 1992 Paul Sax, ACS PO Box 850427 Richardson, TX 75085 Dear Paul: Your software program, Architect's Helper [TM], has been most helpful to our office. It is very well thought out, creatively designed and an efficient program that we have used for some time now. Of specific interest to us were the several workshop seminars we conducted on the Americans with Disabilities Act. Each seminar included invitations to approximately three hundred prospective clients. By using Architect's Helper [TM], we were able to quickly generate mailing labels and then use your program to follow up with attendees and then to generate letters to those who expressed interest in our providing further professional services for their facilities. In addition, we have switched over our new business development prospects to Architect's Helper [TM]. Although we are just in the process of organizing that information, there is little doubt in my mind that it will be extremely effective and reduce the amount of time we have to spend with this important aspect of our overall office. One of the unique benefits of working with ACS has been the excellent phone support service that you personally have provided whenever a situation came up where we needed some help. To me this is as important as a well done software package. Both excellent support and program are combined in Architect's Helper [TM]. Thanks again for your responsiveness and we hope that you have continued success in your program development. Yours very truly, Brewster Ward, AIA, IFRAA Architect's Helper [TM], Version 4.0 Table of contents [Note that the six tutorials and this Table of contents are contained in 'PROGRAM.DOC'. All appendices are contained in 'PROGRAM.REF', the reference guide accessible from within the Other Options Menu] User License Agreement................................................. Installation and Help Screens.......................................... Preface to the Tutorials............................................... Tutorial 1: Creating 1 new record in the Client File..................1 Tutorial 2: Adding 2 records into the Activity File...................8 Tutorial 3: Creating expense reports from those 2 activities.........19 Tutorial 4: Creating appointment schedules...........................25 Tutorial 5: Search through data......................................33 Tutorial 6: 'Layer-in' concept.......................................43 Service Agreement............................................Appendix A [unlimited FREE support to Registered Users!] Other new features: Generating Proposals/Invoices...........Appendix B Importing Foreign Data.......................................Appendix C [structure of Client file] Modifying the Labels.........................................Appendix D Procedures for Foreign records and labels....................Appendix E with special programming for addresses in: Canada, Australia, Israel and Great Britain! Time and Billing Stopwatch subsystem.........................Appendix F [time and bill every activity, with up to 9 labor rates] Notes on multiple contacts within one company................Appendix G [program must have one unique record for every client] Base Station/Remote Site Consolidation feature...............Appendix I Import or Output Data........................................Appendix J ASCII Import WordStar[TM]/MailMerge[TM]/WordPerfect[TM]/Microsoft [TM] Word 4.0 dBASE III [TM]/SBT [TM]/SourceMate [TM] Output/Dun's [TM] Architect's Helper [TM], Version 4.0 Table of contents [continued] Contents Pages Overview of Memo Options: Every client and activity record has its own word processor! Client Memo.............................................Appendix K-I Activity Memos........................................Appendix K-II Quick Memo [TM].......................................Appendix K-III Establish system-wide values for Quick Memo [TM].......Appendix K-IV Labels Menu: 13 options that give you control over your data............Appendix L Select from ten different label sizes! Automatic Statements [used for billings or collections]......Appendix M Printit v3.5, Print functions offered in memos and VIEW.TXT..Appendix N Create your own industry-specific Help/Data Screen...........Appendix O Automatic Data Back-up upon exiting the program..............Appendix P Using the CALLBACK feature in the Activity file..............Appendix Q ['Stack' and 'Point and Shoot' processing options] Consolidating Multiple Categories in your reports............Appendix R History of the program and Statement of Principles from its author....................Appendix S Assigning priorities to Clients..............................Appendix T Installation Procedures Menu.................................Appendix U Economic Value of the Portfolio of Clients...................Appendix V Quick Label [TM]: Accessing the power of the Labels Management Menu..........Appendix W Automatic Telephone Dialing System:..........................Appendix X Output/Translate to 1-2-3 Lotus (C)..........................Appendix Y [structure of the Client and activity files] Create your own fields.......................................Appendix Z [track and retrieve data using your unique industry-specific codes!] Act Now! [TM]..............................................Appendix A-1 [create 'Activity Now' from Client File automatically] Logic behind Comments/name/city selection..................Appendix A-2 [select out records in 8 different places in program] Architect's Helper [TM], Version 4.0 Table of contents [continued] Contents Pages Foreign resellers and distributors.........................Appendix A-3 Foreign Credit Card Registration...........................Appendix A-4 [how to register this program if you are outside of U.S.A. or Canada] Automatically Create Future Activities.....................Appendix A-5 User Beware !..............................................Appendix A-6 [Tips for database survival] Selection Criteria Menu....................................Appendix A-7 [Select out records by characters, values, or 'tag'] An Alternate Strategy for creating Invoices or Proposals from memos in the Activity files:.....................Appendix A-8 3rd Class Bulk Mail sorting................................Appendix A-9 [reduce your mailing charges] The Flash Report [TM] .....................................Appendix A-10 Quick Stats [TM]...........................................Appendix A-11 'Background' Options.......................................Appendix A-12 Fast Runner [TM] Options...................................Appendix A-13 Open or Pending Activities.................................Appendix A-14 [unfinished or unresolved activities go into 'bucket'] General reports available to you...........................Appendix A-15 [16 selections in the Client File; 9 in the Activity File] Potential problems with DOS 'Environment' space............Appendix A-16 Outgoing FAXES.............................................Appendix A-17 [Generating & Transmitting FAXES from this program] 'View' or search options available in Client file..........Appendix A-18 [six 'views' in Get screen; includes phonetical searches] If the program asks you to re-register.....................Appendix A-19 Day-Timers [TM]............................................Appendix A-20 [Output to Senior or Junior Loose-Leaf continuous forms] Architect's Helper [TM], Version 4.0 Table of contents [continued] Contents Pages Inserting Memos into reports...............................Appendix A-21 Logic and treatment of 'Salutation' field..................Appendix A-22 Client Detail File.........................................Appendix A-23 [A miniature 12 field database within the program] Zip Code & Area Code look up features......................Appendix A-24 -- Reduce data entry time, while increasing accuracy -- Time zone look up feature..................................Appendix A-25 Add-on interest............................................Appendix A-26 Alternate Phone Number Options.............................Appendix A-27 [20 additional phone numbers per Client] Registered trademarks used in this program: Lotus 1-2-3 (C) is a registered trademark of Lotus Development Corp. Rolodex [TM] is a registered trademark of Rolodex Corporation WordPerfect [TM] is a registered trademark of WordPerfect Corporation Microsoft [TM] and Word 4.0 are registered trademarks of Microsoft Corporation dBASE III [TM] is a registered trademark of Ashton-Tate. SBT [TM] is a registered trademark of SBT Corporation SourceMate [TM] and AccountMate are registered trademarks of SourceMate Information Systems, Inc. CompuServe [TM] is a registered trademark of CompuServe Incorporated. Avery [TM] is a registered trademark of Avery Corporation Day-Timer [TM] is a registered trademark of Day-Timers, Inc. Trademarks used in Architect's Helper [TM]: WordStar [TM] is a trademark of MicroPro International dBXL [TM] is a trademark of WordTech Systems, Inc. The Norton Utilities, UnErase, Format Recover, and Speed Disk are trademarks of Peter Norton Computing Incorporated. Architect's Helper [TM] is a trademark of Paul Sax and ACS PROSPECT! [TM] is a trademark of Paul Sax and ACS Quick Label [TM] is a trademark of Paul Sax and ACS Quick Memo [TM] is a trademark of Paul Sax and ACS Act Now! [TM] is a trademark of Paul Sax and ACS The Flash Report [TM] is a trademark of Paul Sax and ACS Quick Stats [TM] is a trademark of Paul Sax and ACS Fast Runner [TM] is a trademark of Paul Sax and ACS PRINTIT v3.5, Corp. 1987 by Jack A. Orman, Armada Sound Lab Automenu [TM] and Magee Enterprises logo are trademarks of Magee Enterprises ARCA 1.29, Copyright (c) 1986,1987, Wayne Chin and Vernon D. Buerg. ALL RIGHTS RESERVED. ARCE 4.0c, Copyright (c) 1986-89, Wayne Chin and Vernon D. Buerg. ALL RIGHTS RESERVED. PKUNZIP Copyright PKWARE, Inc. Trademarks used in Architect's Helper [TM]: [continued] This program includes zip code data developed by Action Plus Software, (801) 572-3303 This program includes area code data developed by Left Coast Software, (408) 996-3130 ==== Note: ==== Maryland will have implemented area code 410 in November, 1991. California will have implemented area code 510 on September 2, 1991. These revisions in area codes are already comprehended by the Zip Code & Area Code lookup feature referenced in Appendix A-24. LHA version 2.12, Copyright (c) Haruyasu Yoshizaki, 1988-91 Within this program, LHA.EXE is renamed LHARC.EXE Rediform [TM] is a trademark of Rediform Office Products. Dun's [TM] and Dun's Direct Access [TM] are trademarks of The Dun & Bradstreet Corporation. All sample data contained in 'SAMPLDUN.TXT' is property of The Dun & Bradstreet Corporation. ACS User License Agreement: ACS, P.O. Box 850427 Richardson, TX 75085 You may: March 1, 1987 a. Use the program on a single microcomputer on which the package was designed to operate. b. Copy the documentation or object code in whole and distribute it to any other user who wishes to evaluate this software prior to their becoming a Registered User. c. Become a Registered User by paying for this with a credit card for the current asking price, as shown on the program screen, to ACS. Warranty Disclaimer: Limitation of Liability Limit of Liability: ACS shall have no liability or responsibility to you, the customer, or any other person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by the ACS Architect's Helper [TM] tracking system provided by ACS, including, but not limited to interruption of service, loss of business or anticipatory profits or consequential damages resulting from the use or operation of ACS Architect's Helper [TM]. ACS makes no warranty, express or implied, with respect to the enclosed documentation, including, without limitation, any user's manual, reference manual, software program, or software disks, or their performance, merchantability, or fitness for any particular purpose. "The Paul Sax/ACS 30 day performance guarantee" applies to the purchase price of the software and does not have any effect on this limitation of Liability. Proprietary Notice: This document and the software described herein are the proprietary and trade secret information of ACS. They have been provided pursuant to this agreement containing restrictions on its use. The program documentation, program design, and design of program screens are also protected by federal copyright and trademark law. None of these items may be incorporated into any other program or programs, in part or whole, without the express prior written permission of ACS. Trademarks: Architect's Helper [TM], Quick Label [TM], Quick Memo [TM], Act Now! [TM], The Flash Report [TM], Fast Runner [TM] and Quick Stats [TM] are trademarks of ACS. Service: All service and user support are provided as per the ACS Service Agreement. Acknowledgment by user and acceptance of liability: You acknowledge that you have read this agreement and understand it and agree to be bound by its terms and conditions. You further agree that it is the complete and exclusive statement of the agreement between us which supersedes any proposal or prior written agreement, oral or written, and any other communications between us relating to the subject matter of this agreement. INSTALLATION: Instructions for Installing Architect's Helper [TM] All Installation procedures are now defined externally by: GO.BAT and GO2.BAT [If you purchased this program from a shareware distributor] The installation procedures are now supplemented by: Appendix U: Installation Procedures Menu -----------------Help Screen------------------- HELP SCREENS Many of the menus have a HELP option. To access these, just push the "H" key (no quotes, no [RETURN] key). By using your arrows and [Pg Up], [Pg Dn] keys, you can move around the HELP file. When you are finished looking at the HELP screen, enter [ESC] to return to the main program menu. Almost every menu has a HELP screen. One menu may branch down to a number of other menus. Think of these as branches on a tree. Regardless of how far down the tree you go, you can always return to the next higher level by typing an "R". By typing an "R" repeatedly, you can always return back to the beginning, the Main Program Menu. Installation Preface to the Tutorials At the heart of this program is an automatic tickler file that relates activities to clients. Architect's Helper [TM] will summarize dollars spent for any activity or group of activities, for any client, for any period of time. Thus it is ideal for tracking revenue or expense data on a client, but it can also be used to summarize collections, subscriptions, or any monies received for any one person or group of persons. Before entering an activity record, you must first create one main record in the Client file. From this record will be related all activities about that client. Stated another way, you cannot enter an activity into the Activity file unless you first have an entry in the Client file. There is one exception, though. If someone is using the program in your absence, such as a secretary, the program will allow him or her to enter an unlimited number of activities for a client called 'NEW'. This exception is intended to be used intermittently in your absence and allows you to identify those activities that were recorded while you were gone. Definition of 'Company Name': In the Client file you will observe these three fields: First Name : Last Name : Full Company name of Client : Let's say that you are making an entry for 'John Doe' and he has no company name. Make these two entries: First Name :John <====enter this Last Name :Doe <=====enter this Full Company name of Client : <====leave this line blank. If you enter a first and last name for someone who has no company name, the program will create a company name on the screen for you of: first name + last name. Observing how the program shows appointments: Bring up the program (PROGRAM.EXE) the first time with this command: GO This will take you through the system installation process and will then present you with the Main Program Menu. Once you see this, exit the program with an 'X'. After you have left the program , set the system date to January 2, 1986, with the following command: C>DATE <====== enter this command Current date is Mon 12-01-1986 Enter new date: 1-02-1986 <==== enter this date A number of appointment records are in the Test Data that reflect appointments made during the 2 weeks following January 2, 1986. Now invoke the Client Tracking System by entering: GO. The program will then give you an analysis of the appointments for that day, as well a graphics presentation of all appointments for the next two weeks. (It does this if you have at least one appointment for today.) Preface to the Tutorials Continued A Preview of the options that customize this system: Accessing the Custom Options: Let's say that you don't want the program to show you the appointments every time you bring up the program. Once you arrive at the Main Program Menu, you will observe Option 5, Other Options. Enter a '5' (without quotes), and you will then be at the Other Options Menu. At this menu, you have a number of options. Later you can come back to this part and explore the meaning of the various options by reading through the 'Help' file. For now, enter 'C' to access: C) Customize this system to your needs You will then see the Custom Options Menu. For now, we are only interested in option 4, 4) Toggle initial graphics image for Appointments Before selecting option 4, let's go to the Help file to understand exactly what this option does. Do this by entering an 'H' for Help. Once you have done this, you will be in the Help file for the Custom Options Menu. Using the Up and Down arrows on your keyboard, scroll through the Help file until you come to the explanation for Option 4. After you have understood what Option 4 will do for you, select the 'ESCAPE' key to exit from the Help file. You will then be back at the Custom Options Menu. For now, enter '4' once and watch the screen. The message to the right of Option 4 will change from [now on] to [now off]. After you have observed this change, select '4' once more so that [now off] becomes [now on], thereby restoring the original setting. Later on, when you become more proficient with the program, come back to the Custom Options Menu and experiment with the various options available to you. (You can, for example, change the name used throughout the program for Expenses to Collections or Revenues. Many of the names and titles used throughout this program can be modified through the Custom Options menu.) For the time being, return to the Main Program Menu by entering 'R' twice. Then exit the Main Program Menu by entering an 'X'. Once you have returned to your default drive, change the DATE back to the true current date with the DATE command. "Light bars" Each selection on any menu is highlighted with a light bar. As you scroll up or down the light bar, explanatory text appears on the bottom line of the screen, explaining the highlighted option. Each light bar selection has different explanatory text. Simplified Logic of accessing records in the Activity file: The tutorials describe the process of adding records into the activity file from the Activity file menu, Add screen, and will help you in understanding the flow of logic in the program. Over time, however, some new functions have been added into the program that make access into the activity file much more streamlined. From the Client file, Get option, you will observe these 3 functions: S for search F6 for Act Now F7 for Flash Report The 'S' option gives you the ability to look at the Client file in any one of six 'views' or search criteria: "1) Search by Company Name" "2) Search by First Name" "3) Search by Last Name" "4) Search by Phone Number" "5) View or search by Zip Code" "6) View or search by Category" Once you select your 'view,' then all records are stacked or ordered in that sequence. If, for example, you select the last name 'view', then after you search and locate one record, all records before and after that one will be ordered alphabetically by last name. After you have identified and isolated your single record in the Client file using this 'S' option, then enter the 'F7' function key. In a few seconds Flash Report will appear and will display to you all associated activity records for the person. The most recent activity will appear first. If, for example, you have entered 50 activities for that person over the last three years, then you will be looking at all of those activities, and can scroll up or down to see the entire listing of comments that you had entered at the time you originally created the activity. At that point, you enter function key 'F6' for Act Now, or Activity Now. This single function key sets up a blank record in the activity file, partly filled out with that person's information but waiting on you for any comment specific to that activity as well as any future commitment date. If you enter a commitment or callback date, then in a few seconds a window appears and displays to you all associated activities on that date. In this way, you can level your work load without leaving the record or while still on the phone. TUTORIAL ONE: Creating one new record in the Client File Please note that in the tutorials the screens use an 'expanded' format to show the meaning of the selections. Inside the program, however, the program uses light-bars in the menus, with reduced text for each selection but with expanded explanatory text on each light bar option. tutorial 1 - page 1 The first menu you see when you invoke Architect's Helper [TM] is: ============================================================================= ---------------------- Client and Activity Tracking System -------------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | Category Selected : ALL | | ============================================================================= With Architect's Helper [TM] you can relate activities to the Client File, such as phone calls to clients or inquiries from customers. From the activities are generated future appointments, reports for clients and activities, and revenue/expense reports. PURPOSE OF TUTORIALS: The purpose of these tutorials will be to show you how the Client file integrates with the Activities file and how reports and revenue/expense summaries are generated from them within Architect's Helper [TM]. tutorial 1 - page 2 ============================================== | Adding a Record to the Client File | =============================================== Let's say that you acquired the business card, below, from someone at a recent trade show. BUSINESS CARD: ----------------------------------------------------------- | Paul Sax | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card is scribbled the note: "Sells to OEMs only." To bring this into Architect's Helper [TM], go to the Main Program Menu, then invoke '1' for the Client File. You will then see: ============================================================================= | Client and Activity Tracking System | | CLIENT FILE ---------------------------------------------------------- | | ---------------------------------------------------------- | | | A to ADD data | | G to GET/EDIT data | | | | | | L to print mailing LABELS | | | | H for Help on Client File | | | | R to RETURN to main menu | | | ---------------------------------------------------------- | | PLEASE ENTER YOUR CHOICE : | ============================================================================ tutorial 1 - page 3 Enter an 'A'. You will see the blank screen as below. ============================================================================= -------------------- Client and Activity Tracking System ---------------- | | Date / / | Name of Contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name : Last Name : Full Company name of Client : ****Address of Client **** Address1 : Address2 : City : State TX Zip Code 0 Phone Number :( )000-0000 Comment one : Comment two : Referred Priority, if any: 0 Category Selected 1 MAKE AS MANY ENTRIES AS YOU WANT. | WHEN DONE ENTER BLANKS FOR COMPANY NAME | | ============================================================================= You can add data into this screen just by moving your cursor around. After you have finished entering data, hit the 'ENTER' or 'RETURN' key enough times so that you go to the end of the screen. You will then automatically move to the next screen. In this manner, you can enter one screen (or record) after the other. If you want to stop entering data, leave this field blank that says: Full Company name of Client : This field is important because the computer keeps track of each record by the name that you enter here. Later on, when you want to search for an existing record, you have to enter the name that you had originally entered. Anyway, enter the data from the business card that you saw earlier. Make sure that you enter 'ACS' (all caps) for 'Full Company name of Client'. The program uses this item to search for other data. When you come to the field named 'COMMENT1', enter the handwritten comment written on the back of the card: "Sells to OEMs only". Later on, you can search for any of the keywords, such as "OEM" or "Sells". You would do this from the Main Program Menu, Search Through Data, option 6. For now, just enter the text as shown, then push the [RETURN] key enough to go to the bottom of the screen. When you are finished, you will see this on the bottom of the screen. MAKE AS MANY ENTRIES AS YOU WANT. WHEN DONE ENTER BLANKS FOR COMPANY NAME Press Any Key When Ready tutorial 1 - page 4 When you push the [RETURN] or [ENTER] key again, you will see another blank screen. The program assumes you are finished entering records when you leave this field blank: Full Company name of Client : Since you are now looking at a blank record, push the [RETURN] key enough times to go to the bottom of the screen, or, as a short cut, hold down these two keys at the same time: [CONTROL] [C], or enter 'PgDn' on the numeric keypad. This has the effect of 'flipping' to the bottom of the screen during data entry or edit. This is true wherever you are in the program. ============================================== | Returning to the Client File Menu | =============================================== Now go to the "G" option. You should see (with slightly different data): ============================================================================= | Date 04/15/86 | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. | First Name :John D. Last Name :Cauble, Jr. Full Company name of Client : Accounting & Tax Service ****Address of Client **** Address1 :11056 Shady Trail Address2 :Suite 101 City :Dallas State TX Zip Code 75229 Phone Number :(214)357-5454 Comment one :He is the accountant who does some work for Lolir Lectronics Comment two :(also call (214) 357-5461) Referred by : Priority, if any: 0 Category Selected 1 ENTER N FOR NEXT, P FOR PREVIOUS | S FOR SEARCH, M FOR MORE COMMANDS | RETURN EXIT | ============================================================================= This is the screen that you saw a second ago, but with some other commands at the bottom: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT This means that if you enter an "S", you can search for a record. If you enter an "N", you will go to the next record in the file. If you re-enter a "P", you will go back one record, to the prior one. We'll come to "M" in just a minute. tutorial 1 - page 5 For now, enter "S". You should hear a beep, and the screen will then go blank. Note that the cursor has now moved to the this line (or field): Full Company name of Client : Enter the letters 'ACS', followed by a [RETURN]. The program should show you the record for the company whose information you entered earlier from the business card. When you search for records, you use the company name to retrieve any record. The company name is important because, with this piece of information, the computer can locate any record in the file. The company name does not have to have the same capitalization as you had originally entered it. If you wish, you can make a partial entry. For example, let's say that you had originally entered "General Motors". If, in searching for this record, you entered "Ge", you would find it, or a record close enough to it that you could use the "P" and "N" option to find it. Why would you have a close match, but not a perfect one? Let's say that you had originally made two entries: "General Motors" and "General Foods". If you searched for "Ge", the first record satisfying this requirement would not be "General Motors", but "General Foods". But right behind it would be the record for "General Motors", just like in a 3 by 5 card box. Anyway, with the "S" option, you can search anywhere you want, but you must always put some value there, not just a blank. If the computer can't find any match at all, it will say: NOT FOUND TRY AGAIN(Y/N)? If you want to try again to search for another record, enter "Y"; otherwise, enter an "N" for no. After entering the "N", you will be back to the prior menu, on the bottom of which is: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT Enter an "M" for more commands. You will then hear a beep and some new commands will appear: ENTER E TO EDIT, D TO DELETE, PRESS RETURN WHEN DONE If you wish to edit this record, enter the "E". After doing this, you will hear a beep, the screen will blink, and you should see this message on the bottom: ENTER ALL CHANGES tutorial 1 - page 6 When you see this, it means that you can move around the screen as much as you wish using the arrows or hitting "ENTER". Make any changes you wish. When you come to the end of the screen, you will then see: ANY MORE CHANGES (Y/N)? N If you say "Y", then you can continue making changes to this record. Otherwise, by entering an "N" , or just by hitting "ENTER", you will then see this again: ENTER E TO EDIT, D TO DELETE PRESS RETURN WHEN DONE If you wish to delete this or any record, enter the "D" option. You should see: ENTER E TO EDIT, D TO DELETE, ARE YOU SURE(Y/N)?N This system automatically inserts an "N" to this answer unless you override it by entering a "Y". If you do enter a "Y", you will then see: ENTER E TO EDIT, D TO DELETE, PRESS RETURN WHEN DONE Press "ENTER". After you go back one or two screens, you will then be back to the main menu for the Client File. Note that you enter the "R" option to get back to the last menu. This is true from any menu. "R" will get you back to the last menu. After entering an "R", you should have returned to the Main Program Menu. tutorial 1 - page 7 TUTORIAL TWO: Adding two records into the Activity file for the one record just entered into the Client file tutorial 2 - page 8 ADDING RECORDS TO THE ACTIVITY FILE: TUTORIAL FOR ACTIVITIES FILE OVERVIEW The Activities file serves 3 purposes: 1) As you contact people over the phone, the screen will identify to you detail information on that client as soon as you input the company name into the Activity screen, or the first few letters of the company name. 2) In your absence, your secretary may be receiving inquiries for you. In those cases where the caller already has a record entered into the Client file, your secretary will see all of the detail information about that client in 2 seconds. If, on the other hand, that inquiry is from a person not known to you, your secretary will then be able to enter a message plus some more detail information, such as name, address, and zip code. This achieves two objectives: a) You or your secretary can input data into the Activity file on any client, regardless of whether or not they are already in the Client file. b) Messages taken in your absence into the 'NEW' category will not be lost but will be grouped together in the activity reports, with their comments and phone numbers. In this way, you can follow up on all inquiries made in your absence, even if your secretary recorded partial messages. 3) All of the activities--both incoming inquiries and outgoing client calls--will generate reports, sorted by name, dates, company name, comments, that will help you track and then follow up on those calls. Observe that if the person is already in the Client file, a lot of information is displayed either to you or to your secretary, but you input only 3 new items per activity: "COMMENTS", "DATE OF NEXT APPOINTMENT OR COMMITMENT", and "REVENUE/EXPENSES FROM THIS ACTIVITY". tutorial 2 - page 9 From the Main Program Menu, you should see this screen: ============================================================================= | ---------------------- Client and Activity Tracking System -------------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | Category Selected : ALL | ============================================================================= Select option 2, Activities File. You should then see this menu: ============================================================================= Client and Activity Tracking System | | Activity File | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 1 for four week/99 year universal calendar | | | | H for Help on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================ tutorial 2 - page 10 ====================================================================== | ADDING A 1ST RECORD: | | CALLER OR PERSON ALREADY IN CLIENT FILE | | | | | | (inquiry made to you or your secretary from an existing client, | | or client call that you make to your client) | | This example uses the TEST DATA that comes with the demo. | ====================================================================== (A to ADD data) When you invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= ------------------ Client and Activity Tracking System ----------------- | Activity File | | Full Company Name for Client :NEW (defaults to NEW. If you are finished entering records, | touch the space bar once to remove the NEW) | | ============================================================================= Let's say that you have a client named "ACS" in the Client file that you are about to call, but that you have forgotten how it is spelled. In this case, enter just the first letter, or "A" (without the quotes), and the program will search for all companies that begin with that first letter. Full Company Name for Client :A Whatever letter appears first will dictate the search for similarly named companies. [NOTE: Here are the three alternate events that could occur as you enter a name or letter into the blank spaces on the above screen. 1) The program looks to see if the word "NEW" is there. If so, it sets up a 'NEW" record. (or) 2) You type in a name that is in the Client file. The program then retrieves all detail information and displays it to you. This set step is described in a few lines. (or) 3) You enter a company name that the system doesn't recognize. It then takes the first letter that you entered, in this case "A", and searches the Client file for all companies beginning with that name. The program then presents that list to you, along with first and last name of the contact, and his or her phone number.] tutorial 2 - page 11 After you have typed in an "A", you will see the following screen: ============================================================================= The system could not find your entry. | | These are the records in the Client File that begin with the first | letter of the name you just inputted. They appear with the name of the Client, followed by the first and last name of the contact. [To change search width of 1 character(s), go to the Other Options Menu, option 5] ACS : Paul Sax, (214)690-6017 Accounting & Tax Service : John D. Cauble, Jr., (214)357-5454 Addmaster/Marchant : Hugh Clary, (818)358-2395 | Press any key to continue... | | ============================================================================= The first record is the one you just inputted. The second and third records are from the Test Data that comes with this demo. Remember the correct spelling of the Company name. After you press any key, you will then see the following screen: ============================================================================= --------------- Client and Activity Tracking System -------------------- | Activity File | Full Company Name for Client :NEW | | ============================================================================= Now enter the name "ACS" into the space occupied by the word "NEW", as in (ignore upper and lower case conventions): enter this Full Company Name for Client :ACS <===================== tutorial 2 - page 12 You will then see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Sax, (214)690-6017 | Comments from the Client file about ACS : Sells to OEMs only. | | | ============================================================================= The purpose of this screen is to show you the original comments from the Client file about this client. After you then enter any key, you will see the following screen: ============================================================================= --------------- Client and Activity Tracking System -------------------- | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Sax Full Company name of Client : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : | Date of next Appointment 01/01/01 | How much Revenue/Expense did you incur on this activity : 0.00 | ============================================================================ tutorial 2 - page 13 This screen serves to collect 3 items from you: COMMENTS : (200 characters) DATE OF NEXT APPOINTMENT: <=====leave the default date alone unless you have an appointment. REVENUE/EXPENSES FROM THIS ACTIVITY: On this activity, lets enter the following: COMMENTS: "Show demo at 9am for modem 212A." DATE OF NEXT APPOINTMENT:"12/10/1988" <=====do not use any quotes EXPENSE:"50" Later on, you can search through all of your comments for any word that you entered or any partial word by going to the Main Program Menu and invoking Option 6, Search Through Data. Once that search has identified the activity record in which that word or group of characters has occurred, it will display the full comment and client name to you for each occurrence. Observe also that if you enter an appointment into this screen, a whole set of appointment schedules is available to you from the Main program Menu, Option 8, Appointment Schedules. Also, any Revenue/Expense item you enter for this client can be summarized later for any client, for any period of time, using Option 4, main program menu, EXPENSE\REVENUE REPORTS. In any case, after you have entered the information about that client, you will see the following line appear on the bottom of your screen: IF YOU WISH TO IGNORE THIS ENTRY, ENTER A "1" Press any key to continue... If you enter a "1" (without the quotes), then this entire record is forgotten. Otherwise, this activity record is appended to the Activity file. The reason for this is to give you the option of ignoring client calls that were not completed while you waited on the phone. Note that if you enter nothing in the 4 fields indicated above, the record is still saved under that name of that client, unless you issue the "1" to ignore it. tutorial 2 - page 14 ====================================================================== | ADDING A 2ND RECORD | | CALLER OR PERSON ALREADY IN CLIENT FILE | | | ====================================================================== You should now be back to this menu for the Activity file: ============================================================================= --------------- Client and Activity Tracking System -------------------- | Activity File | | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 1 for four week/2899 year universal calendar | | | | H for Help/Tutorial on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================= Let's repeat the last process and add another activity record for ACS. As you again invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= --------------- Client and Activity Tracking System -------------------- | Activity File | | Full Company Name for Client :NEW (defaults to NEW. If you are finished entering records, | touch the space bar once to remove the NEW) | | ============================================================================= Type the letters "ACS" over the word "NEW", followed by [RETURN]. enter this Full Company Name for Client :ACS <================= tutorial 2 - page 15 You will again see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Sax, (214)690-6017 | Comments from the Client File about ACS : Sells to OEMs only. | Press any key to continue... | | ============================================================================ The purpose of this screen is to show you the original comments from the Client file about this client. After you then enter any key, you will see the following screen: ============================================================================= --------------- Client and Activity Tracking System -------------------- | | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Sax Full Company name of Client : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : Date of next Appointments 01/01/01 How much Revenue/Expense did you incur on this activity : 0.00 | | | ============================================================================ tutorial 2 - page 16 On this activity, lets enter the following: COMMENTS: "Mail product literature and check back with client on Monday." DATE OF NEXT APPOINTMENT:"12/15/1988" <=====do not use any quotes EXPENSE:"35" When you are finished entering these values, enter [RETURN] enough times so that you return back to the menu for the Activity file. ============== | SUMMARY : | ============== You have created two activities records for 'ACS', each with following comments, Revenue/Expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/1988 #2 "Mail product literature and 35 12/15/1988 check back with client on Monday." Observe that you did very little data entry for each activity, even though a lot of detail information was presented to you about each client--information that you input only once into the Client file! tutorial 2 - page 17 ================================ | OTHER ITEMS ON THE MENU | | FOR THE ACTIVITIES FILE | ================================= ================================ | OPTION "G" | | RETRIEVING AN EXISTING RECORD | ================================= (G to GET/EDIT data) This option operates the same way as the Client file. Once you understand how to retrieve a record using the "G" option in the Client file, then you can do the same in about any other part of the program. Observe that when you search for a record in the Activity file, you are looking for a company name, using the "S" option within the "G" screen. You can test this by entering an "S", then adding "ACS" to the company name to search for. Once you find the first "ACS" record, you can then look at the records "behind" that first one, using the "N" and "P" options (Next and Previous) to flip back and forth to see each record. All activity records for any one client are grouped together by date, then time of message. tutorial 2 - page 18 TUTORIAL THREE: Creating Revenue/Expense reports from the two records entered into the Activity file in Tutorial 2: tutorial 3 - page 19 ============================================== | Generating Financial | | reports from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== From the Main Program Menu, you should see this screen: ============================================================================= | --------------- Client and Activity Tracking System -------------------- | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 3 - page 20 Select option 4, Revenue/Expense Report. You should then see this menu: ============================================================================= | --------------- Client and Activity Tracking System -------------------- | | Start Date Revenue/Expense Summary Menu End Date |-------------| |-------------------| |--------------| | 01/01/1901 | | Please Choose One | | 12/12/2999 | |-------------| |-------------------| |--------------| 1) Change Start/Stop Date of Summary 2) Select Client Being Summarized : 3) Summarize and Post all Expenses from the Activity File 4) Generate Summary Report to Printer 5) Menu for Statements H) Help Screen R) Return to Prior Menu Date of most recent posting: 07/13/86 Person to be summarized: ALL | Category Selected (defaults to ALL): ALL | | ============================================================================= Now select option 3. You should then see the following items on the screen: (Some of them are from Test Data.) ============================================================================= UPDATING ALL OF THE RECORDS IN THE CLIENT FILE | | ACS, Category is : 1 $ 50.00, occurred on 07/13/86 <======These 2 dates are when you first $ 35.00, occurred on 07/13/86 entered the records Total Revenue/Expense= $ 85.00 into the Activity File Fourcolor Data Systems, Category is : 1 $ 33.50, occurred on 03/17/86 Total Revenue/Expense= $ 33.50 Lolir Lectronics, Category is : 1 $ 40.00, occurred on 04/18/86 $ 22.50, occurred on 04/22/86 $ 18.50, occurred on 05/03/86 Total Revenue/Expense= $ 81.00 Texas Commerce Plumbing, Category is : 1 $ 21.50, occurred on 03/17/86 $ 27.50, occurred on 03/17/86 $ 40.00, occurred on 04/22/86 | Total Revenue/Expense= $ 89.00 | Grand Total....$288.50 Press any key to continue... | ============================================================================= tutorial 3 - page 21 The first entries you see under 'ACS' are from the two activity records you entered earlier in Tutorial Two. The records that follow those two are from the test data that comes with the demo disks. For now, ignore that phrase: 'Category is : 1'. Observe that the date following 'occurred on' is the date the activity was originally entered. After entering [RETURN], you should be back to the Revenue/Expense Summary Menu. If so, enter option 4: 4) Generate Summary Report to printer You will then see: ============================================================================= | | | If you wish to send this report to a text file for later viewing, enter a "1" now. Enter any other key to print out your report now, including [RETURN]. | | | ============================================================================= Enter a '1' (no parentheses). You will then see the following screen: ============================================================================= If you elect to view this file now, enter "V". Otherwise, enter | any other key, including [RETURN] | | ============================================================================= Enter a 'V' (no parentheses) to view the report that you have created. After you have entered a 'V', you should see the report that is on the top of the next page. tutorial 3 - page 22 ============================================================================= | | Page No. 1 Client and Activity Tracking System Revenue/Expense Report, Category = ALL START DATE =01/01/1901, END DATE =12/12/2999 Grand Total = $ 288.50 ** Client : ACS TOTAL $ = 85.00, 2116 E. Arapaho, Suite 226,Richardson, TX, 75081, (214)690-6017, Paul Sax, Sells to OEMs only. ** Client : Fourcolor Data Systems TOTAL $ = 33.50, 7011 Malabar Street, ,Dayton, OH, 45459, (513)433-3780, Steve Takiff, also, call 800-3-4-color, they produce FASTBASE III ** Client : Lolir Lectronics TOTAL $ = 81.00, 13933 N. Central Expressway, Suite 212,Dallas, TX, 75243, (214)234-8032, Alan Lolir, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system ** Client : Texas Commerce Plumbing TOTAL $ = 89.00, 11056 Shady Trail, Suite,Dallas, TX, 75229, (214)357-5454, David Beard, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing | ACS HELP Keys: PgUp PgDn Arrows ESC=exit | | ============================================================================= Observe in this report that each company is followed by the information that you entered once into the Client file, including the comment. After you are finished browsing though this report, push the [ESCAPE] key once to return back to the Revenue/Expense Summary Menu. Also, the program will default to summarizing all activities for clients who are in the Client file. If you wish, you can select just one name on which to summarize expenses. To verify this, select option 2: 2) Select client being summarized : tutorial 3 - page 23 If you had selected one company name, such as 'ACS', then the Revenue/Expense report would be summarized on that one name only. In this way, you can focus the report on one company or on all companies that have activities with revenue/expense items entered into the Activity File. In addition to selecting by company name, you can select the time period on which you wish to summarize your revenue/expenses. This defaults to 1,098 years, but you can change this by selecting option 1: 1) Change Start/Stop Date of Summary With this option, you can select any period you wish, from a 2 week period that occurred 5 years ago to last months' expenses. Whatever dates you select will appear on the top of the report that you then create. If you are unsure of options 1 through 4 mean, you can call up the Help file, option H), which will explain option by option what each one does. Try this now. (When you are finished with the Help screen, push the [ESCAPE] key one to come back to the Expense Summary Menu. ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Revenue/Expense Summary Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the main program menu, below: ============================================================================= --------------- Client and Activity Tracking System -------------------- | | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | Category Selected : ALL | ============================================================================= tutorial 3 - page 24 TUTORIAL FOUR: Creating Appointment reports from the two records entered into the Activity file: tutorial 4 - page 25 ============================================== | Generating Appointment | | schedules from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== =================================================================================== From the Main Program Menu, you should see this screen: ============================================================================= | --------------- Client and Activity Tracking System -------------------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | Category Selected : ALL | | ============================================================================= Select option 7, Appointments. You should then see: tutorial 4 - page 26 ============================================================================ --------------- Client and Activity Tracking System -------------------- | Appointments Menu | *****Make sure your printer is on line before choosing***** --------------------- | Please Choose One | --------------------- 1) List out all prior Appointments (Occurring prior to today) 2) Produce today's Appointments 3) Print all future Appointments, excluding today's 4) Print all future Appointments, including today's 5) Display a graphics image of any 14 day prior of Appointments 6) Select your start/stop date for Appointments, then print out H) Help Screen for Appointments Menu S) Sample schedules R) Return to prior menu | | | ============================================================================= Select option 4. (Print all future Appointments, including today's). After you have selected this print option, or any print option for that matter, the program will first ask you if you want to send this report to a text file for later viewing. Answer 'yes' to this question by entering a '1'. A few seconds later, the program will then ask you if you wish to view the report now. Answering 'yes' to this question by entering a 'V'. You will then see the following report: ============================================================================= | Page No. 1 ALL FUTURE APPOINTMENTS, INCLUDING TODAY'S | 07/27/86 | ** DATE : 12/10/88 December 10, ACS, Paul Sax,(214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Show demo at 9am for modem 212A. ** DATE : 12/15/88 December 15, ACS, Paul Sax, (214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Mail product literature and check back with client on Monday. | | ============================================================================= tutorial 4 - page 27 You will observe, first of all, that each appointment date has its own unique comment, which is the comment that you entered each time you created an activity record. Secondly, you will observe that even though a lot of information appears for each appointment, such as name, address, zip code, and phone number, you did not have to enter hardly any of it yourself. In other words, the data that you entered once in the Client file is drawn over to each activity record that you create, without you having to re-enter it every time. In any case, to leave the report that you are viewing, push the [ESCAPE] key once and you should return to the Appointments Menu. If you wish clarification of what each of the first 4 options means, push the 'H' key for help and then browse around the Help screen, reading the definitions of options 1 through 4. When you are finished, push the [ESCAPE] key again to return to the Appointments Menu. From the Appointments Menu, select option 5: 5) Display a graphics image of any 14 day period of Appointments When you see the following menu, enter '12/10/88' as the starting date for your graphics display of Appointments: ============================================================================= | | --------------- Client and Activity Tracking System -------------------- | Enter the starting date for your Appointments To use as the starting point for this Graphics chart. Date 12/10/88 <=============enter '12/10/88', the date of your first appointment. Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments Scale: 1.00 | | | ============================================================================= tutorial 4 - page 28 After pushing [RETURN] once or twice, you will see a graphics image on your screen similar to the one below. The numbers on the leftmost axis represent the number of appointments that you had scheduled in the past for the days represented on the bottom axis. ============================================================================= | |17 | |16 | |15 |14 |13 |12 |11 |10 | 9 | 8 | 7 | 6 | 5 | 4 | 3 | 2 ___ ____ | 1 / \ / \ | --- --- --- --- --- --- --- --- --- --- --- --- --- --- Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Appointments for 14 days Starting from 12/10/88, Saturday, December 10 | [Press any key to continue] | -----Client and Activity Tracking System ----- | ============================================================================= Push any key to return to the Appointments Menu. In addition to the 2 activities that you have created for 'ACS', you can also, examine the 10 activities that came with your Test Data. To do this, select option 1: 1) List out all prior Appointments (Occurring prior to today) The program will again give you some options on creating a text file or printing it out now. Indicate that you want to send the report to a text file and that you want to view it now. You should then see the report on the next page: tutorial 4 - page 29 ============================================================================= | Page No. 1 PRIOR APPOINTMENTS | 07/30/86 | ** DATE : 01/02/86 January 2, Fourcolor Data Systems, Steve Takiff, (513)433-3780, 7011 Malabar Street, , Dayton, OH, See Steve at 9am for a presentation January 2, Sabet Electronics, Doug Quach, (214)783-49n0, 13650 Floyd, Suite 104, Dallas, TX, Meet him at his store tomorrow for a demo. ** DATE : 01/03/86 January 3, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, John would like have a conference call with his customer to see if my service will help him (at 6PM) January 3, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, Will meet with Hugh by conference call on Friday at 3PM January 3, Micro Distribution Center, Tom Lin, (214)437-6775, 1701 N. Greenville, Suite 905, Richardson, TX, Meet Tom at 11:00 AM to discuss pricing for his new line. January 3, Texas Commerce Plumbing, David Beard, (214)357-5454, 11056 Shady Trail, Suite, Dallas, TX, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM ** DATE : 01/06/86 January 6, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, We recently sent him some literature. Meet with John to clarify how it pertains to his tax service (10AM) ** DATE : 01/07/86 January 7, Rex Evilsizor, Rex Evilsizor, (817)282-6977, , , Forth Worth, TX, Meet with Rex on Tuesday at 11AM to clarify his subscription system requirements. ** DATE : 01/09/86 January 9, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, I committed to Hugh to deliver a prototype of the custom register system to him by Thursday at 4PM ** DATE : 01/10/86 January 10, North American Investment Corp., Ben Scotkin, (800)537-2580, 1951 N.W. 19th Street, Suite 200, Boca Raton, FL, On trip to Florida, meet with Ben on Friday at 10am | | ============================================================================= tutorial 4 - page 30 After you have examined this report, push the [ESCAPE] key once to return to the Appointments Menu. You will notice that these appointments were set up in the past during the period 01/02/86 through 01/10/86. To see this graphically, push option 5: 5) Display a graphics image of any 14 day period of Appointments When you come to the screen below, enter '01/02/86' into starting date box. ============================================================================= --------------- Client and Activity Tracking System -------------------- | Enter the starting date for your Appointments | To use as the starting point for this Graphics chart. | Date 01/02/86 <==============enter '01/02/86' Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments | Scale: 1.00 | | ============================================================================= The resultant graphics image will be similar to the one you did earlier in this tutorial, but with the 10 appointments displayed for the 14 day period that you requested. Do not worry that you did not set these up. The activity records and their corresponding master records in the Client file were already created for you in the Test Data as a means to give you some existing data to manipulate. In any case the bottom of the graphics image for this period of appointments will look like this: ============================================================================= Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed | Appointments for 14 days | Starting from 01/02/86, Thursday, January 2 | [Press any key to continue] | --------------- Client and Activity Tracking System -------------------- | ============================================================================= After looking over the graphics image, push [RETURN] once to return to the Appointments Menu. tutorial 4 - page 31 ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Appointments Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | --------------- Client and Activity Tracking System -------------------- | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 4 - page 32 TUTORIAL FIVE: Using the Search option to locate information tutorial 5 - page 33 ============================================== | Searching for Data | | and information | | in the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== In Tutorial 1, you added a record to the Client file based on this business card: BUSINESS CARD: ----------------------------------------------------------- | Paul Sax | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card was scribbled the note: "Sells to OEMs only." In Tutorial 2 you added these two Activity records for 'ACS', each with the following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with client on Monday." In this tutorial you can search for any first, last, or company name that you wish. Also, you can select records based on any comment that you entered, such as '212A' or 'literature' tutorial 5 - page 34 From the Main Program Menu, you should see this screen: ============================================================================= --------------- Client and Activity Tracking System -------------------- | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | | Category Selected : ALL | ============================================================================= Select option 6, Search Through Data. You should see the following 'Fast Search Through Data Menu': ============================================================================= --------------- Client and Activity Tracking System -------------------- | | Fast Search Through Data Menu | --------------------- | Please Choose One | --------------------- 1) Lightning fast search through Client file (First or last name, Company name.) [Simpson's Algorithm -- blast through your data!] 2) Select out activity record by date of original entry. 3) Search Activity File, exact caps or position within text not required Go through comments, first & last name, city, Client 4) Search Client File, similar to option 3. Go through comments, first & last name, city, Client 5) Select MEMOS from the Client or Activity file 6) Status of ALL Memos: character length and date into system. 7) Display data only or display and VIEW.TXT [Display only] H) Help | R) Return to prior menu | ============================================================================= tutorial 5 - page 35 If you want to know in detail what options 1 through 5 are for, then go to the Help file by selecting 'H'. [option 5 is also covered extensively in Appendix K] For now select option 1 by typing a '1': 1) Lightning fast search through Client file You should then see this screen. It gives you a choice in searching for either the first, last, or company name. With this option, you could search for all 'Bill's or 'Smith's in your file. ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name Zip Code To indicate which of the four you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, 3 for COMPANY NAME, or | 4 for Zip Code [if U.S.A]. | ============================================================================= Enter a '1' for First Name. You should then see: ============================================================================= | | | Fast Search through Client File (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Client name you wish to search for. -If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the client file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================= tutorial 5 - page 36 Enter the first name 'Paul', followed by a [RETURN]. ============================================================================= | | | enter this | Enter your letter, letters, or word followed by RETURN: Paul <========== | | ============================================================================= You should then see the following list of records in the Client file that has a first name of 'Paul': ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: Paul | ACS : Mr. Paul Sax, (214)690-6017 <==============program will display | Press any key to continue... this. | ============================================================================= Enter [RETURN] 2 or 3 times, so that you get back to the 'Fast Search Through Data Menu'. Then select option 1 again by entering a '1': 1) Lightning fast search through Client file You should then see this screen: ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name To indicate which of the three you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, or 3 for COMPANY NAME. | | ============================================================================= This time select '3'. This will allow you to search for any company name. tutorial 5 - page 37 You should then see: ============================================================================= | | Fast Search through Client File | (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Client name you wish to search for. -If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the client file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================ This time enter a 'A', as below, followed by the [RETURN] key: ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: A <============== | | ============================================================================= You will then see this list of companies that start with the letter 'A'. Observe that 'ACS' is the record that you entered into the Client File earlier in Tutorial 1, while the other 2 records are the Test Data that came with this tutorial. If you had entered 'ACS' instead of 'A' in your search, then the program would have listed out the one record that met your request, 'ACS'. ============================================================================= | | Once you are finished with your searches, enter 'RETURN' without | any values. Enter your letter, letters, or word followed by RETURN: A ACS : Mr. Paul Sax, (214)690-6017 Accounting & Tax Service : Mr. John D. Cauble, Jr., (214)357-5454 | Addmaster/Marchant : Mr. Hugh Clary, (818)358-2395 | Press any key to continue... | ============================================================================= tutorial 5 - page 38 Go back to the 'Fast Search Through Data Menu' by pushing the [RETURN] once or twice. Once there, select option 3 by entering a '3': 3) Search Activity File You should then see this screen: ============================================================================= | | Search through comments, first & last name, Company name, city | (Activity File) Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as other names or identifiers, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Earlier, in Tutorial 2 , you had added these two Activity records for 'ACS', each with following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with client on Monday." Now you are going to search for these activities by key words, such as a comment, or a city. For now, enter '212a', followed by the [RETURN] key. ============================================================================= | | When you are finished, enter 'RETURN' without any data. | enter this Enter the letters or word you wish to search for: 212a <============== ACS, 07/27/86, Paul Sax, Richardson, Show demo at 9am for modem 212A. | | Press any key to continue... | ============================================================================= tutorial 5 - page 39 After you see the prior screen, push [RETURN] once. When the program prompts you again, enter the word 'demo', followed by [RETURN]. You should then see a listing of all the activity records that contain 'demo', one of which is the activity record that you entered. The remainder are Test Data that came with this tutorial. In this way, you can isolate activities by keywords. ============================================================================= | | | Enter the letters or word you wish to search for: demo ACS, 07/27/86, Paul Sax, Richardson, Show demo at 9am for modem 212A. Lolir Lectronics, 04/18/86, Alan Lolir, Dallas, purchased SBT demo disk set for Alan. Sabet Electronics, 01/01/86, Doug Quach, Dallas, Meet him at his store tomorrow for a demo. Texas Commerce Plumbing, 01/01/86, David Beard, Dallas, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM Texas Commerce Plumbing, 04/22/86, David Beard, Dallas, Purchased SBT accounting software demo for him. | | Press any key to continue... | ============================================================================= Now push [RETURN] a couple of times so that you return to the 'Fast Search Through Data Menu'. In Tutorial 1, you entered this comment for ACS: "Sells to OEMs only." Now you are going to search for the keyword 'OEM' in the Client File. To do that, select option 4: 4) Search Client File, similar to option 3. You will then see the following menu (next page): tutorial 5 - page 40 ============================================================================= | Search through comments, first & last name, Company name, city | (Client File) | Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as ID or names fields, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Enter 'OEM', followed by a [RETURN]. You should then see the activity record that has 'OEM' in the comment. ============================================================================= enter this | Enter the letters or word you wish to search for: OEM <================== | ACS, Paul Sax, Richardson, Sells to OEMs only ,(214)690-6017 | | Press any key to continue... | ============================================================================= You can also search for a city, or a first or last name. In options 3 and 4, you do not have to select which of those you want to find. These two search options will automatically search through first, last, and company name, as well as city and comments. To test this while you are still in option 3, enter 'DALL' to pull out all of those records in the Client File that are in Dallas. ============================================================================= enter this | Enter the letters or word you wish to search for: DALL <============== | Accounting & Tax Service, John D. Cauble, Jr., Dallas, He is the accountant who does some work for Lolir Lectronics (also call (214) 357-5461),(214)357- 5454 Lolir Lectronics, Alan Lolir, Dallas, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system,(214)234-8032 Sabet Electronics, Doug Quach, Dallas, He is owner (or co-owner with Twan), has some programming skills, and tried to bring up a Dbase III POS system himself,(214)783-4950 Texas Commerce Plumbing, David Beard, Dallas, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing,(214)357- 5454 | | Press any key to continue... | ============================================================================= tutorial 5 - page 41 Observe that these are all of the records in Dallas. To pull out those in Richardson, enter 'RICH', followed by a [RETURN]. ============================================================================= enter this | Enter the letters or word you wish to search for: RICH <=============== | ACS, Paul Sax, Richardson, Sells to OEMs only ,(214)690-6017 | Micro Distribution Center, Tom Lin, Richardson, is this the same as the Taiwanese Mfg (Larry at 644-9396)? ,(214)437-6775 P.O. BOX, Alyce Fisher, Richardson, they currently have an 8bit system, written in compiled basic,and would like to upgrade.,(214)783-8581 | | Press any key to continue... | ============================================================================= Push the [RETURN] key twice. You should now be at the 'Fast Search Through Data Menu'. ============================================== | Returning to the | | Main Program Menu | | | =============================================== Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | --------------- Client and Activity Tracking System -------------------- | | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | | Category Selected :ALL | ============================================================================= tutorial 5 - page 42 TUTORIAL SIX: An overview of the 'Layer-in' concept: tutorial 6 - page 43 "LAYER-IN" ABILITY This feature allows you to "layer-in" lists of names from other sources, and still keep all reports and labels separate! This means that if you have 1,000 names in the Client File and you purchase a list of clients from someone that has 10,000 names, you can enter them into the Client File and yet keep them separate from the original 1,000 when generating labels or reports. All told, you can "layer-in" 99,999,999 different layers or groups of clients, without one layer overlapping the other when you produce labels or reports! In this way, the program is flexible enough so that it will have multiple uses for you. The Main Program Menu has option 8: 8) Select, Move, Delete, and Undelete Category ============================================================================= --------------- Client and Activity Tracking System -------------------- | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Client File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Clients and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Clients X) Exit System | Category Selected : ALL | | ============================================================================= tutorial 6 - page 44 With option 8, you can assign a unique category number to each grouping of clients in the Client File. Let's say that your Client File contains names of clients. Once you identify a new group of clients, such as a newly-purchased mailing list, you can separate them by assigning a unique CATEGORY number to the group while you are entering their information into the Client File. From that point on, anytime you wish to segregate that block of records from either the Client File or Activity file, just go to the main program menu and enter the CATEGORY option, screen 8. In summary, you can select any one group of clients in the Client File by going to option 8 and entering the category number of that specific group. At that point, the program appears to be dedicated to just that group of records and everything else appears to have disappeared. Later, if you wish to combine all records in the Client File together, you would go to option 8 and enter a '0' for Category Number. tutorial 6 - page 45