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1990-12-26
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============================= 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 IN-CONTROL [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 anytime. I am the author and will be happy to
answer your questions.
Paul Sax
ACS
P.O. Box 850427
Richardson, TX 75085
Phone: (214) 690-6017
FAX: (214) 690-4782
P .S. If you downloaded this program from a bulletin board, make sure
that you have these four ZIP files on your hard drive in '\PROSPECT':
SALE-A31.ZIP
SALE-B31.ZIP
SALE-C31.ZIP
SALE-D31.ZIP
===================================================================
A Statement on 'Demoware' from the Author:
IN-CONTROL [TM] requires registration after you have placed 50 records
in the Prospect or Client file. If not registered, this program will
lock you out from access to the program, though the data files are
always intact.
The registration process consists of you receiving a validation number
over the phone from me, Paul Sax, at (214) 690-6017. You already have
the complete program and documentation.
4,000 hours of development have gone into this magnificent program; and
I've been at this phone for two years providing free support.
My typical customer spends 40 to 100 hours evaluating this program and
calling me before becoming registered. For those of you who become
registered, my program is a highly focused solution to a long-standing
administrative or informational problem and the record lock up is
irrelevant.
Dedication:
Version 3.1
Dallas, Texas, January, 1991
Welcome to Version 3.1 of IN-CONTROL [TM], reflecting three 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, IN-CONTROL [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, IN-CONTROL
[TM] has a more intuitive feel and a shorter learning curve.
If you are outside of the U.S.A., feel free to contact the
Administrative Coordinators of the IN-CONTROL [TM] User Groups in these
respective countries:
== Administrative Coordinator ==
IN-CONTROL [TM] User Group of Great Britain:
Mr. Michael Greenland voice=44-0760-721 707
M.P.G Hydraulics LTD fax =44-0760-237 08
Lynn Street
Swaffham Norfolk PE37 7AT
England
== Administrative Coordinator ==
IN-CONTROL [TM] User Group of Australia:
Mr. Peter Bloom voice= 61-03-872 5144
Bloom's Industrial Wear Ltd fax = 61-03-872 5147
P.O. Box 312
Mitcham 3132 Australia
== Administrative Coordinator ==
IN-CONTROL [TM] User Group of New Zealand:
Mr. Rory Shaun Bell voice=64-071-436986 [before Aug 91]
Bell Transport Developments voice=64-07-8436986 [after Aug 91]
Houchens Rd. R.D.2
P.O. Box 1324
Hamilton 2000 New Zealand
=== Dedication: Version 3.0 ===
IN-CONTROL [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.
IN-CONTROL [TM], Version 3.1 overview:
Superb Five Star rating, California Freeware Catalogue, 7th Edition
Everything is on line!
200 pages of documentation, 50 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 Prospects\Customers\Patients or 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
Prospects\Customers\Patients or 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, PROSPECT.EXE,
go to the Main Program Menu, Other Options Menu.
Select option 6, Register Software
The registration fee for this fantastic program is only $99!
IN-CONTROL 12 PACK [TM], Version 3.1
Table of contents
[Note that the six tutorials and this Table of contents are contained
in 'SALESDOC'. All appendices are contained in 'SALESREF', 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 Prospect 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 Prospect 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 prospect]
Two Unsolicited Reviews in National Magazines................Appendix H
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
IN-CONTROL 12 PACK [TM], Version 3.1
Table of contents
[continued]
Contents Pages
Overview of Memo Options:
Every prospect and activity record has its own word processor!
Prospect 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:
11 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 Prospects............................Appendix T
Installation Procedures Menu.................................Appendix U
Economic Value of the Portfolio of Prospects.................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 Prospect 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 Prospect File automatically]
Logic behind Comments/name/city selection..................Appendix A-2
[select out records in 6 different places in program]
IN-CONTROL 12 PACK [TM], Version 3.1
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
[15 selections in the Prospect File; 7 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 Prospect 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]
IN-CONTROL 12 PACK [TM], Version 3.1
Table of contents
[continued]
Contents Pages
Inserting Memos into reports...............................Appendix A-21
Logic and treatment of 'Salutation' field..................Appendix A-22
Prospect Detail File.......................................Appendix A-23
[A miniature 12 field database within the program]
An unsolicited letter from a Registered user:
Wednesday, August 29, 1990
Mr. Michael Greenland
M.P.G Hydraulics LTD
Lynn Street
Swaffham Norfolk PE37 7AT
England
Dear Mr. Sax
I would first like to congratulate you for providing the business world
with arguably the best sales and prospecting system currently available.
I have used your IN-CONTROL [TM] program for nearly two years now, and
quite frankly it has completely transformed my company procedures....
...I would therefore like to register two more users $99.00 each....
I now have nearly four thousand prospect records and nearly fourteen
thousand activity records....
In closing, thank you again for a fantastic program. I look forward to the
next update.
Yours sincerely,
M.P.G Hydraulics LTD
Michael Greenland
Managing Director
Another unsolicited letter from a Registered user:
Wednesday, November 14, 1990
Ms. Deborah Libby
Speakers Bureau Unlimited
P.O. Box 3116
Qail Valley, CA 92380
Dear Paul:
Your IN-CONTROL [TM] program has tripled my business.
Using your software, I have been able to provide my clients with
exceptional service. Today, that is what business is about. IN-CONTROL
[TM] has done all of my scheduling, letter writing, proposals, follow-
up and has added the benefit of job costing to my bookkeeping.
Moreover, it is so easy to operate, new staff members require only
"minutes" of instruction on how it works and how to use it to get
maximum performance.
My mind is not longer cluttered with "things to do". IN-CONTROL [TM]
takes care of that. I am free to give more time to my clients, extra
care and time to proposals and have a good handle on my profit margins.
The way things are going this year, Speakers Bureau Unlimited will
double again by mid-1991. Thank you for IN-CONTROL [TM].
Sincerely,
Deborah Lilly
Speakers Bureau Unlimited
An unsolicited review:
Barry Kolp
'Cultivating Contacts'
Sep-Oct. 1989, 'Shareware Magazine'
pages 34 - 35
[excerpts from his 28 paragraph review, used with permission]
"...IN-CONTROL [TM] has just about every feature imaginable for
managing a huge database of contacts. With this program, you can also
manage your time, expense/revenue accounts, mailing list, and billing
and collections. Although I can't imagine anyone with this many
contacts, IN-CONTROL [TM] can handle up to one billion names and phone
numbers, and you can add up to 99,999,999 layers of data from other
sources.
Although IN-CONTROL [TM]'s primary purpose is managing prospects, its
wide range of features make it attractive for anyone who deals with the
public. Lawyers, architects, bankers, ministers, and others will all
benefit from it. In fact, IN-CONTROL [TM] can be configured in any one
of 23 different "flavors" to fit different professions.
This is a complete sales tool. You can use it not only to manage your
prospect list, but also your mailing list, revenues and expenses,
billable hours, and proposals and invoices. With IN-CONTROL [TM], you
can consolidate the work of several salespeople into one master
database.
...This program has a wealth of features, and those I describe here are
but a portion. The features vary from the expected to the unusual.
So, if I haven't described a feature you need, most likely it is in the
program. This is the most complete prospect management system I've
ever seen.
IN-CONTROL [TM] helps focus your work by providing a daily appointments
and call-back list. Potential clients will no longer fall between the
cracks, unintentionally neglected.
This program has too many features to describe fully, so I'll focus
only on the most interesting one. IN-CONTROL [TM] probably has the
features you're look for, even if they are unusual ones...
The heart of a sales management program is its database and IN-CONTROL
[TM]'s is remarkable. After some simple data entry, you can track
virtually any activity related to a client. The program generates and
maintains a large volume of data to help you manage your
prospect/customer list.
Using the "layer-in" feature, you can treat leads from separate sources
a distinct categories. No longer will 'cold' names from a purchased
mailing list be intermingled with prospect you have carefully
developed.
An unsolicited review:
[continued]
You can plan appropriate sales strategies for any or all categories.
It's like having a multitude of separate databases, seamlessly
integrated together. You can "layer in" leads from literally millions
of sources -- and never overlook any of them.
You can attach a memo to each prospect record and each activity record.
This memo is actually a second data screen, up to 15,000 characters
long. It's like a wordprocessor attached to each record. The data you
enter is freeform...You can set up templates with boilerplate
information to cut down on repetitive typing.
You can import documents like a proposal or contract into a memo -- and
you can export its contents to an external text file. Thus, months
later, you can quickly check on the details of a proposal you made to a
particular prospect -- at the touch of a few keys. This lets you tie
all your activities related to a prospect together.
...This program even auto-dials phone numbers, marking them as local,
local toll or long-distance.
IN-CONTROL [TM] has an advanced mailing list management module, as
well. It's as powerful as most stand-alone label programs, with 10
different options for printing labels. By using Quick-Label, you can
print labels from anywhere in the program. ...Labels can be sorted by
comment fields, a range of zip codes, a custom field, or even a range
of letters in company names. You can include 'zip+4' codes.
IN-CONTROL [TM] deals with financial data in four different areas: the
proposal/invoice generator, the expense/revenue report, the automatic
statements menu, and the economic value of the portfolio of prospect
menu.
...The appointments scheduler lets you print prior, current, or future
appointments. You can also look at a graphic display of your
appointments for any two-week period...
...The call-back feature helps you keep track of...commitments...This
feature is great for people who do continuous daily telemarketing.
IN-CONTROL [TM] has many features...and can help you become a more
effective salesperson...Since it's shareware, why not try it for
yourself? Programs like this aren't an added expense or an unneeded
frill -- it is an investment in your business. I recommend it highly."
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 IN-CONTROL 12 Pack [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.
IN-CONTROL 12 PACK [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.
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 IN-CONTROL 12 PACK [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 IN-CONTROL 12 PACK [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:
IN-CONTROL 12 PACK [TM], PROSPECT! [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
IN-CONTROL 12 PACK [TM]
All Installation procedures are now defined externally by:
GO.BAT and GO2.BAT
[If you purchased this program from a shareware distributor]
If you downloaded this program from a bulletin board, make sure that
you have these four ZIP files on your hard drive in '\PROSPECT':
SALE-A31.ZIP
SALE-B31.ZIP
SALE-C31.ZIP
SALE-D31.ZIP
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 prospects or clients. IN-CONTROL [TM] will summarize
dollars spent for any activity or group of activities, for any
prospect, for any period of time. Thus it is ideal for tracking
revenue or expense data on a prospect or 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 Prospect file. From this record will be related all
activities about that prospect or client. Stated another way, you
cannot enter an activity into the Activity file unless you first have
an entry in the Prospect 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 prospect or 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 Prospect file you will observe these three fields:
First Name : Last Name :
Full Company name of Prospect :
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 Prospect : <====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 (PROSPECT.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 Prospect 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 Prospect 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 Prospect 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
Prospect 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 Prospect 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 IN-CONTROL 12 PACK [TM] is:
=============================================================================
---------------------- Prospect and Activity Tracking System ------------ |
|
ACS |
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System
|
Category Selected : ALL |
|
=============================================================================
With IN-CONTROL 12 PACK [TM] you can relate activities to the Prospect
File, such as phone calls to prospects or inquiries from customers.
From the activities are generated future appointments, reports for
prospects and activities, and revenue/expense reports.
PURPOSE OF TUTORIALS:
The purpose of these tutorials will be to show you how the Prospect
file integrates with the Activities file and how reports and
revenue/expense summaries are generated from them within IN-CONTROL 12
PACK [TM].
tutorial 1 - page 2
==============================================
| Adding a Record to the Prospect 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 IN-CONTROL 12 PACK [TM], go to the Main Program
Menu, then invoke '1' for the Prospect File. You will then see:
=============================================================================
|
Prospect and Activity Tracking System |
|
PROSPECT FILE
----------------------------------------------------------
| |
----------------------------------------------------------
| |
| A to ADD data |
| G to GET/EDIT data |
| |
| |
| L to print mailing LABELS |
| |
| H for Help on Prospect 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.
=============================================================================
-------------------- Prospect and Activity Tracking System -------------- |
|
Date / / |
Name of Contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr.
First Name : Last Name :
Full Company name of Prospect :
****Address of Prospect ****
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 Prospect :
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
Prospect'. 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 Prospect :
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 Prospect 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 Prospect : Accounting & Tax Service
****Address of Prospect ****
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 Prospect :
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 Prospect 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 Prospect 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 prospect 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
Prospect file, your secretary will see all of the detail information
about that prospect 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 prospect, regardless of whether or not
they are already in the Prospect 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
prospecting 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 Prospect 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:
=============================================================================
|
---------------------- Prospect and Activity Tracking System ------------ |
|
ACS
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System
|
Category Selected : ALL |
=============================================================================
Select option 2, Activities File. You should then see this menu:
=============================================================================
Prospect 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 PROSPECT FILE |
| |
| |
| (inquiry made to you or your secretary from an existing prospect, |
| or prospecting call that you make to your prospect) |
| 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:
=============================================================================
------------------ Prospect and Activity Tracking System --------------- |
Activity File |
|
Full Company Name for Prospect :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 prospect named "ACS" in the Prospect 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 Prospect :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 Prospect
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
Prospect 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 Prospect File that begin with the first |
letter of the name you just inputted. They appear with the name of
the Prospect, 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:
=============================================================================
--------------- Prospect and Activity Tracking System ------------------ |
Activity File |
Full Company Name for Prospect :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 Prospect :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 Prospect file about ACS :
Sells to OEMs only.
|
|
|
=============================================================================
The purpose of this screen is to show you the original comments from
the Prospect file about this prospect. After you then enter any key,
you will see the following screen:
=============================================================================
------------------ Prospect 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 Prospect : 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 prospect
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 prospect can be
summarized later for any prospect, 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
prospect, 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 prospecting
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 prospect, unless you issue the "1"
to ignore it.
tutorial 2 - page 14
======================================================================
| ADDING A 2ND RECORD |
| CALLER OR PERSON ALREADY IN PROSPECT FILE |
| |
======================================================================
You should now be back to this menu for the Activity file:
=============================================================================
--------------------- Prospect 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:
=============================================================================
--------------------- Prospect and Activity Tracking System ------------ |
Activity File |
|
Full Company Name for Prospect :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 Prospect :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 Prospect 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 Prospect file about this prospect. After you then enter any key,
you will see the following screen:
=============================================================================
--------------------- Prospect 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 Prospect : 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 prospect 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 prospect 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
prospect--information that you input only once into the Prospect 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 Prospect file. Once you
understand how to retrieve a record using the "G" option in the
Prospect 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 prospect 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:
=============================================================================
|
-----------------------Prospect and Activity Tracking System ----------- |
|
ACS
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System |
|
Category Selected : ALL |
=============================================================================
tutorial 3 - page 20
Select option 4, Revenue/Expense Report. You should then see this menu:
=============================================================================
|
-----------------------Prospect 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 Prospect 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 PROSPECT 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 Prospect and Activity Tracking System
Revenue/Expense Report, Category = ALL
START DATE =01/01/1901, END DATE =12/12/2999
Grand Total = $ 288.50
** Prospect : ACS
TOTAL $ = 85.00, 2116 E. Arapaho, Suite 226,Richardson, TX,
75081, (214)690-6017, Paul Sax, Sells to OEMs only.
** Prospect : 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
** Prospect : 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
** Prospect : 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 Prospect 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
prospects who are in the Prospect file. If you wish, you can select
just one name on which to summarize expenses. To verify this, select
option 2:
2) Select prospect 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:
=============================================================================
-----------------------Prospect and Activity Tracking System ----------- |
|
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
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:
=============================================================================
|
-----------------------Prospect and Activity Tracking System ----------- |
|
ACS
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System
|
Category Selected : ALL |
|
=============================================================================
Select option 7, Appointments. You should then see:
tutorial 4 - page 26
============================================================================
-----------------------Prospect 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 prospect 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 Prospect 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:
=============================================================================
|
|
-----------------------Prospect 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] |
-----Prospect 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.
=============================================================================
-----------------------Prospect 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
Prospect 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] |
-----Prospect 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:
=============================================================================
|
-----------------------Prospect and Activity Tracking System ----------- |
|
ACS
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
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 Prospect 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 prospect 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:
=============================================================================
-----------------------Prospect and Activity Tracking System ---------- |
|
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System |
|
Category Selected : ALL |
=============================================================================
Select option 6, Search Through Data. You should see the following
'Fast Search Through Data Menu':
=============================================================================
-----------------------Prospect and Activity Tracking System ---------- |
|
Fast Search Through Data Menu |
---------------------
| Please Choose One |
---------------------
1) Lightning fast search through Prospect 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, Prospect
4) Search Prospect File, similar to option 3.
Go through comments, first & last name, city, Prospect
5) Select MEMOS from the Prospect 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 Prospect 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 Prospect File
(First or last name, or Company name.)
----Exact Capitalization Not Required----
Enter the Prospect 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 prospect 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 Prospect 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 Prospect 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 Prospect File |
(First or last name, or Company name.)
----Exact Capitalization Not Required----
Enter the Prospect 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 prospect 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
Prospect 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 prospect 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 Prospect File.
To do that, select option 4:
4) Search Prospect 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 |
(Prospect 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 Prospect 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:
=============================================================================
|
----------------------Prospect and Activity Tracking System ---------- |
|
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
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 Prospect File and you purchase a
list of prospects from someone that has 10,000 names, you can enter
them into the Prospect 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 prospects,
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
=============================================================================
----------------------Prospect and Activity Tracking System ---------- |
|
ACS |
Main Program Menu
--------------- --------------------- ----------------
| 07/26/86 | | Please Choose One | | 09:26:09 |
--------------- --------------------- ----------------
1) Prospect File and Mailing Labels
2) Activities File and Proposals/Invoices
3) Reports for Prospects 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 Prospects
X) Exit System
|
Category Selected : ALL |
|
=============================================================================
tutorial 6 - page 44
With option 8, you can assign a unique category number to each grouping
of prospects in the Prospect File.
Let's say that your Prospect File contains names of prospects. Once you
identify a new group of prospects, 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 Prospect
File. From that point on, anytime you wish to segregate that block of
records from either the Prospect 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 prospects in the Prospect
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 Prospect
File together, you would go to option 8 and enter a '0' for Category
Number.
tutorial 6 - page 45