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- CALL MASTER
- Version 2.09
-
- SERVICE CALL SCHEDULING
-
- and
-
- ACCOUNTS RECEIVABLE SYSTEM
-
- for
-
- PEST CONTROL,
- LAWN CARE,
- AIR CONDITIONING,
- and other service business.
-
-
-
-
-
- Copyright (C) 1988,89,90,91 by:
-
-
- MICRO DATA ASSIST
- 2701-C, West 15th, Suite #149
- Plano, Texas 75069
- (214) 736-3668
-
-
-
- Reproduction by any means strictly prohibited.
- All rights reserved worldwide.
-
- TABLE OF CONTENTS
-
-
- INTRODUCTORY SECTION
-
- Introduction...................... 1
- Manual organization............... 2
- Manual conventions................ 3
- System overview................... 6
- Operational flow.................. 8
-
-
- SYSTEM INSTALLATION
-
- System Requirements............... 13
- Installation...................... 13
- System initialization............. 15
-
-
- SYSTEM FUNCTIONS...................... 17
-
- MASTER MENU....................... 18
-
-
- MAINTENANCE
- Overview........................ 19
- Last name search................ 20
- First name search............... 21
- Client master................... 22
- Service/location................ 25
- Display client................ 25
- Location maintenance.......... 27
- Service schedule maintenance.. 28
- Call scheduling............... 39
- Invoicing..................... 30
- Payments/Adjustments.......... 34
- Display payments/adjustments.... 36
- Work history display............ 36
-
-
- LABELS, Etc. ..................... 37
- Labels.......................... 37
- Rolodex cards................... 37
- Envelopes....................... 38
- Special labels/envelopes........ 38
- Service maintenance records..... 38
- Service call (routing) cards.... 38
-
-
- CLIENT PHONE LISTINGS............. 40
-
-
- SERVICE SCHEDULES................. 41
- Schedule by date................ 41
- Schedule by client.............. 41
- Schedule by service............. 41
- Schedule by technician.......... 41
- Expired contracts............... 41
-
-
- FINANCIALS........................ 42
- Overview........................ 42
- Account maintenance............. 42
- Inventory maintenance........... 43
- Tax table maintenance........... 43
- Print aged receivables.......... 44
- Print statements................ 44
- Print journal listings.......... 45
- Print revenue projections....... 45
- Recap client work done.......... 45
-
-
- SYSTEM UTILITIES.................. 47
- Reindex data files.............. 47
- Purge expired service schedules. 48
- Purge old invoicing............. 48
- Purge old invoice detail........ 49
- Modify system parameters........ 49
- Post finance charges to A/R..... 50
-
-
- SPECIAL FORM REQUIREMENTS
- Invoices/statements............. 51
- Routing (service call) cards.... 51
- Rolodex cards................... 51
- Other........................... 51
-
- INTRODUCTION
-
-
- The 'CALL MASTER' call scheduling and accounts receivable
- system for service business consists of a series of programs
- designed to assit you in the porfitable operation of your
- business. These programs will maintain your service call
- scheduling, invoicing, statements, accounts receivable, and
- provide you with journal reports for ease of posting to the
- general ledger system you are currently using. This system was
- designed to adapt your current operational flow with little
- change in the way you do business. With this system you will be
- able to concentrate on those functions that will increase your
- cash flow. The tedious functions of call scheduling will be
- performed by the computer.
-
-
- Although this system has been designed to be easy to learn
- and operate, any complex accounting system requires some study
- and operator training. Once you feel that your operator(s) are
- familiar with 'CALL MASTER' you should allow an initial period
- for entry of your data, before placing the system into normal
- daily operation.
-
-
- Initial transfer of your current client service call
- scheduling data should first be those accounts that have an
- outstanding accounts receivable balance. Setup these accounts
- and their service schedules first and post those charges
- necessary to establish their outstanding A/R balance. Following
- the setup of these accounts next setup those accounts requiring
- servicing in the immediate furture. Finally add all remaining
- clients and their service schedules. Bringing up the system in
- this manner will allow it to be of value to you in your day to
- day operations in the shortest time possible.
-
-
- To achieve maximum benefit of the various features of this
- system study the operational flow vary carefully and also the
- functions provided. The better your understanding of these
- functions the more flexable will be use of the system. Making it
- work for you is easier than you think.
-
- MANUAL ORGANIZATION
-
-
- Your manual is divided into several operational sections.
- It is suggested that you read the entire introduction section
- before operating the system. Refer to the reference sections as
- required during system operation.
-
-
- INTRODUCTION
-
- This is the section you are currently reading. This section
- contains general information on the system, manual organization,
- conventions used, system overview, and general operational flow.
-
-
- SYSTEM INSTALLATION
-
- This section instructs you in the proper steps to take for
- system installation and data file initialization. Please read
- this section before installing your system.
-
-
- SYSTEM FUNCTIONS
-
- This section contains detail operator information on each of
- the system functions. Each sub-section of your system is
- described in detail in this section. Become familiar with this
- section but use it primarily as a reference guide.
-
-
- DATA FILE STRUCTURES
-
- This section contains description of your data file
- structures and fields used. Each file is described in detail.
- Each field is documentated in its use. If you plan to write your
- own routines to access these files study this section first. In
- no way should you modify, update, change, or delete information
- in these files. Make a copy of the data files you wish to work
- with and use the copy for all of your processing.
-
-
- SPECIAL FORM REQUIREMENTS
-
- This section identifies the various special forms needed for
- the day to day operation of this system.
-
- MANUAL CONVENTIONS
-
-
- DATA ENTRY & EDIT
- _________________________________________________________________
-
- All Micro Data Assist software uses a method of data entry
- and edit known as 'full screen data entry'. Whenever data is to
- be entered, or edited, the operator is presented with a screen
- display which resembles a common paper form. During initial data
- entry the operator then 'fills in the blanks' (called fields) of
- the form, during edit the operator can change the data in the
- fields or 'blanks'. This method of data entry/edit is very fast
- because the operator can scan ahead to see what information is
- required.
-
- Just as you would not necessarily fill in all of the blanks
- on a paper form, you do not need to fill in all of the fields on
- the screen. If you don't have the information to fill in the
- field, or don't care to store the information, just don't enter
- anything. The position within the field where the next typed
- character will be placed is indicated by the cursor, generally a
- blinking underscore.
-
-
- EDITING KEYS
- _________________________________________________________________
-
-
- The <ENTER> key
- _________________________________________________________________
-
- The <ENTER> key is used to tell the computer that you are done
- with a field and wish to go to the next. This key will always
- take you to the next field, or exit from the screen if you are in
- the last field. This key is also used to select highlighted
- keywords at a menu.
-
-
- The DOWN ARROW key
- _________________________________________________________________
-
- The DOWN ARROW key (located on the numeric keypay) is used to
- move to the next menu selection on the screen. If the last menu
- selection of the screen is highlighted when the DOWN ARROW is
- pressed you will be placed on the first menu selection.
-
-
- The UP ARROW key
- ________________________________________________________________
-
- The UP ARROW key (located on the numeric keypad) is used to move
- back to the preceding menu selection on the screen. If the first
- menu selection of the screen is highlighted when the UP ARROW key
- is pressed you will be placed on the last menu selection.
-
-
- The LEFT ARROW key
- _________________________________________________________________
-
- The LEFT ARROW key (located on the numeric keypad) is used to
- move left (or up) to the preceding menu selection on the screen.
- If the first menu selection of the screen is highlighted when the
- LEFT ARROW key is pressed you will be placed on the last menu
- selection.
-
- The RIGHT ARROW key
- _________________________________________________________________
-
- The RIGHT ARROW key (located on the numeric keypad) is used to
- move right (or down) to the next menu selection on the screen.
- If the last menu selection of the screen is highlighted when the
- RIGHT ARROW key is pressed you will be placed on the first menu
- selection.
-
- The BACKSPACE key
- ________________________________________________________________
-
- The BACKSPACE key (located on the top row of keys above the
- <ENTER> key) is used to delete the character just to the left of
- the cursor in the field and move the cursor one space to the
- left.
-
- The DEL key
- ________________________________________________________________
-
- The DEL key (located on the numeric keypad) is used to delete the
- character directly over the cursor. All characters to the right
- of the deleted character are moved one space to the left and a
- blank space is added at the extreme right end of the field.
-
- The INS key
- ________________________________________________________________
-
- The INS key (located on the numeric keypad) is used to allow
- insertion of new characters into the field directly above the
- cursor. All characters to the right of the cursor are moved one
- character to the right for each inserted character. If a
- character previously existed in the last space of the field, it
- will be discarded.
-
- The CTRL 'T' key combination
- ________________________________________________________________
-
- Holding down the CTRL key and pressing the 'T' key will delete
- that portion of the word directly above, and to the right, of the
- cursor. All characters to the right of the characters deleted
- will be moved to the left to fill the space the deleted
- characters occupied.
-
- The CTRL 'Y' key combination
- ________________________________________________________________
-
- Holding down the CTRL key and pressing the 'Y' key will delete
- all characters above, and to the right, of the cursor to the end
- of the field. If the cursor is in the first position of the
- field the entire field contents will be deleted.
-
- SYSTEM OVERVIEW
-
-
- The 'CALL MASTER' system is comprised of three integrated
- systems - Scheduling, Accounts Receivable, and an interface to a
- General Ledger system. This system has been designed to be easy
- to learn and use. Program operations are selected from
- highlighted bar menus. Operations are grouped as logical units
- to place commonly used functions together on a single menu.
-
- As with every software product there is certain terminology
- used to describe the different data items and concepts. In order
- to become familiar with the software, we will present the
- terminology and conceptual design of the software in the next few
- paragraphs. Later section of this chapter will present the
- operational details of the software.
-
-
- CLIENTS
- ______________________
-
- The entire accounting system is built around clients. Each
- client is treated as a single entity for the purpose of billing
- and balance maintenance. This entity will receive all statements
- and is assumed to be responsible for all payments.
-
-
- LOCATIONS
- _____________________
-
- Each client can have from 1 to 999 unique locations to
- receive services. Each location can have a different address and
- service schedule. A space is provided to hold a map reference
- for ease of location and routing purposes. For a residence this
- location will most likely be the client. For a business each
- location could be a seperate building (example - rent houses).
- Tax codes are assigned to the location in order that taxes can be
- accounted for by taxing authority for a given locallity. A
- location must have at least one service.
-
-
- SERVICE
- _____________________
-
- Each location can have one of every service you provide.
- Each service can have a different schedule. Contained within the
- service record for a given client/location you will have the
- following information: client P.O. number, date service is to be
- performed, number of calls remaining to be made for this service,
- number of days between calls, a flag to identify if the service
- is taxable or non-taxable, the rate to charge, the technician to
- perform the service, and any comments necessary to better inform
- the technician as to what to do.
-
-
- ACCOUNT
- ________________________
-
- Each service that you provide is identified one time in a
- master ACCOUNT table. This is similiar to a chart of accounts
- for a general ledger system and works in about the same manner.
- Before you can setup a service schedule for a client/location it
- must first exist in this table. Information contained in this
- master record for the service can be changed to those values
- needed by the client at the time it is scheduled for the client.
-
-
- INVENTORY
- _______________________
-
- In addition to the service other items can be charged to the
- client at time of invoicing. If these items must be purchased
- before hand you can identify them in this table. When you
- invoice you only need to enter the item number that identifies
- the item of purchase and it description, unit of measure, if it
- is tabable, and pricing per unit are displayed to you. This
- simplifies the building of an invoice and also allows you to
- create item price lists that your technician can take with them
- into the field. Items not identified in the inventory table file
- can be entered on the invoice by typing in its description and
- other information.
-
-
- TAX TABLE
- ______________________
-
- This table allows you to setup up to 99 tax codes to be used
- to identify up to 99 different taxing localities. Each entry can
- have a different rate. When you setup a location you identify
- the tax rate to be used by assigning it an entry from this table.
- All taxable charges against the location will be taxed at the
- given rate for this code. When journal entries are listed each
- code will be reported seperately. In this manner you can account
- for taxes to the proper taxing authority without time consuming
- analysis of your sales records.
-
- OPERATIONAL FLOW
-
- Operational flow of this system is defined to work within the
- current cycle of events required to properly execute a manual
- 'SERVICE CALL MANAGEMENT' system.
-
-
- SETTING UP YOUR DATA FILES
-
-
- 1. Install the distribution 'CALL MASTER' software on your hard
- disk by following the procedure outlined in the System
- Installation & Initialization.
-
- 2. Review your current manual system and structure a chart of
- accounts for the services that you provide to your clients. Keep
- in mind that you may wish to set up separate accounts for the
- same service if you offer that service under contracts of various
- lengths. These accounts will provide you with the ability to
- track your sells in as detailed manner as possible with no
- additional work on your part.
-
- Information needed consists of the following:
-
- Account Number - A four digit code field that can contain any
- value you wish to enter. This code must be unique for each
- account that you setup.
-
- Description - A brief description to better describe the
- account code.
-
- Calls (standard for this service) - The number of calls that
- this particular account provides service for. If you offer
- contracts of various length of time, for the same service, at
- rates prorated for the length of service, then you would want
- to setup a separate account for each contract showing the
- specific number of calls provided by each.
-
- Taxable (Y/N) - Identify if this service is taxable with
- either a 'Y' or 'N'.
-
- Frequency (days between calls) - The number of days between
- scheduled calls. If only one call then this value would be 0.
- If service is provided on a monthly basis then the value
- would be 30.
-
- Rate (1st call) - Rate to charge for the initial call made
- for this service.
-
- Rate #2 (repeat calls) - Rate to charge for all secondary
- calls for this service.
- 1) If there is only one call provided this value would be
- 0.
-
- 2) If there are multiple calls but only the first one is
- charged for then this value would be 0.
- 3) If all calls have the same rate then this value is the
- same as for the 1st call.
- 4) If there are multiple calls but all secondary calls
- are at a reduced rate then this value is the reduced
- rate.
-
- (Note - When you post your invoicing information the value of
- rate #1 is used as a default rate for that invoice. After
- the invoice has been entered then the value of rate #2
- replaces rate #1. In this way the value of rate #2 is then
- used as the default rate for the next invoicing entry for this
- account. These rates can be changed at time of service
- setup.)
-
- 3) Create a listing of all items to be listed on invoicing and
- made chargeable to the client. Assign a 4 character code to each
- item along with its unit of measure and unit price.
-
- 4) Create a tax table of the various tax rates, and localities to
- report for, to be setup in your system. If you only have a
- single tax rate rate to use you will only need to setup one
- entry. If you must keep track of taxes collected by city/area
- you perform the work in you will need to setup an entry for each
- city/area to account for. When you setup a service location for
- a client you are requested to identify the tax code to utilize
- for all services to that location.
-
- After you have setup all your service master accounts, inventory
- item table, and tax code table, and proofed them for correctness
- you may start to load your client base.
-
- 5. Bring up 'CALL MASTER' by entering:
-
- C>CMMENU (return)
-
- 6. Select the 'FINANCIAL' function from the 'MASTER MENU'.
-
- 7. Select the 'ACCOUNT MAINTENANCE' function from the 'FINANCIAL
- - SUB MENU'. Enter the tables you setup in step #2 and #3.
-
- 8. Return to the 'MASTER MENU' and select the 'MAINTENANCE'
- function. Advance the light bar to the 'NAME MAINTENANCE' option
- and press return.
-
- 9. Enter your client, name and address, information (for those
- individuals and business that are responsible for payments) by
- selecting the 'ADD NEW' option. The only required information at
- this time is the entry of 'I' for individual, or 'B' for
- business, and the clients name. If you are converting from a
- system where your clients have been assigned a ID number you can
- enter that number, otherwise just press return for this
- information and the system will assign an ID number to your
- clients. (Entering full address information will save you time
- later when you start to enter location/service information.)
- Enter all names exactly as they would normally be written.
- Separate references such as 'Jr., Sr., etc' with a comma only
- from the last name. Prefix's such as 'Mr./Mrs.' for individuals,
- and 'The' for businesses should go in the field called 'PREFIX'
- and not in the same field as the name.
-
- 10. After you have entered all your clients name and addresses,
- exit back to the 'MASTER MENU' and select the 'PHONE LISTINGS'
- function. Print a list of all clients you have just entered and
- proof this list for accuracy. Return to the 'MAINTENANCE'
- function to enter all corrections. Repeat this list/maintenance
- cycle until all clients are properly entered.
-
- 11. Now that all clients are setup you are ready to setup your
- clients service schedule. From the 'MAINTENANCE' function select
- the 'SCHEDULE option. With this function you setup a separate
- record for each client/location/service that you are currently
- contracted to provide.
-
- (Note - a client can have from 1 to 999 locations that receive
- service. Each location must have at least one service, but can
- have one of each of the services that you provide.
-
- 12. Taking one client at a time, setup a record for each location
- receiving service and the type of service received. You will be
- required to enter the reference to at least one service upon
- setting up a new client location. Remember that this is the
- location that receives the requested service. Example - If this
- is rental property then you would setup a separate record for
- each property (location). You would then setup each service
- provided at that location. The name and address on this record
- would identify the residents of the rental property - not the
- party responsible for paying for the service.
-
- 13. After you have loaded all of your clients, and their service
- location records, print out your service schedule listings in the
- sequence most valuable to you. Proof these listings and set
- confirmed service call dates where necessary.
-
- 14. After you have set confirmed call dates you are ready to
- print your (ROUTING) call cards.
-
- 15. You are now ready for normal operation of your system.
-
- NORMAL OPERATIONAL FLOW
-
-
- DAILY FUNCTIONS
-
- 1. Perform Client Master maintenance (add, change, delete).
-
- 2. Perform Client Service Master maintenance (add, change,
- delete).
-
- 3. List pending service calls.
-
- 4. Confirm pending calls (manual phone call).
-
- 5. Post confirmed call date to Client Service Master's.
-
- 6. List confirmed service calls.
-
- 7. Print (ROUTING) service call cards (3" x 5" cards).
-
- 8. Perform service, and create invoicing document (manual).
-
- 9. Post service invoicing document to client location service
- master. (Notes on invoicing - Line items of charge require
- either a item code from your item table or a description. If
- both fields are blank then the line item will be deleted if
- it previously existed, or it will not be part of the invoice.
- You can blank out either of these fields by pressing CTR 'Y'
- when the cursor is in the beginning of the field.)
-
-
- 10. Post invoicing payments and adjustments.
-
-
-
- MONTHLY or AS NEEDED
-
- 1. List journal entries.
-
- 2. Print Accounts Receivable listing (8 1/2" x 11" paper).
-
- 3. Print Accounts Receivable Statements (8 1/2" x 11" paper).
-
- 4. Print service history records (3" x 5" rolodex cards).
-
- 5. Print recap of client work done (8 1/2" x 11" paper).
-
-
- OTHER
-
- 1. Print mailing labels.
-
- 2. Print rolodex cards.
-
- 3. Print envelopes - (uses your current stock of office
- envelopes).
-
- 4. Print labels/envelopes for A/R - 30/60, 60/90, and over 90.
-
- 5. Print labels/envelopes for Statements.
-
- 6. Print labels/envelopes for service locations for a specific
- service.
-
- 7. Print labels/envelopes for services soon to expire.
-
- 8. Print labels/envelopes for services that have expired.
-
- 9. Print labels/envelopes for services performed by a specific
- technician (route).
-
- 10. Reprint service history records.
-
- 11. Reprint service call records for a given day.
-
- 12. Reprint service call records for a given day and technician.
-
- 13. Print selective phone listings.
-
- 14. Print service schedules by date, client, service, or
- technician.
-
- 15. Print listing of expired service contracts.
-
- 16. Print revenue projections of existing service contracts.
-
- 17. Print master service account listing.
-
- 18. Print recap listings of journal entries for a period of time.
-
-
- ** END **
-
-
- SYSTEM REQUIREMENTS
-
-
-
- To use 'CALL MASTER' service call scheduling software your
- computer system must meet all of the following requirements.
-
-
-
- . IBM PC/XT/AT/PS2 or 100% compatible computer
-
- . 512k of internal memory
-
- . 10 megabyte, or larger, hard disk drive
-
- . Monochrome, Color, EGA, of VGA monitor and card
-
- . A printer which operates from your computer attached to
- either LPT1,LPT2,COMM1, or COMM2. (Tractor feed
- recommended.)
-
- . MS-DOS 2.0 (or greater) operating system
-
-
-
- The 'CALL MASTER' service call scheduling software may be
- run on some computers that are not 100% compatible with the IBM
- machines. Micro Data Assist does not guarantee that the software
- will operate correctly on all, or any such, computers.
-
-
-
- SYSTEM INSTALLATION
-
-
- The 'CALL MASTER' application program may require more intensive
- disk utilization than other programs you are currently using.
- Your DOS operating system permits you to alter the environment to
- handle this intensive disk utilization through the use of
- parameters contained within a 'CONFIG.SYS' file. At the time you
- boot your system this file is read and the parameters within it
- are used to modify your system.
-
- If you do not have this file already on your disk please check
- your DOS manual on how to create one containing the following
- values. If you already have this file please check that it
- contains the minimum following values.
-
- FILES=20
- BUFFERS=8
-
- (* NOTE - 'CALL MASTER' will not properly function unless these
- minimum values are set!)
-
-
- The diskettes that your copy of 'CALL MASTER' was distributed to
- you on should not be used for running of 'CALL MASTER'. You
- should first make a back-up copies of these diskettes and place
- the originals in a safe place.
-
- It is recommended that you create a sub-directory, on your hard
- disk, that will contain the 'CALL MASTER' program and overlay
- files. The following DOS command will create a sub-directory
- called 'SMMENU':
-
- C>MKDIR CMMENU (return)
-
- Once you have created the sub-directory, execute the following
- command to make it the directory you currently are working out
- of:
-
- C>CD\CMMENU (return)
-
- Insert the 'CALL MASTER' backup distribution diskette #1 into
- your 'A' drive. Copy the contents of this diskett into the
- SMMENU directory by use of the following command:
-
- C>COPY A:*.* (return)
-
- Upon completion of copying the contents of the #1 distribution
- diskett remove it and repeate the process with diskett #2.
-
- Upon completion of copying both disketts into this sub-directory
- verify that you have the following files in it:
-
- CMMENU.EXE
- CM1.OVL
- CM2.OVL
- CM3.OVL
- CM4.OVL
- CM5.OVL
- CM6.OVL
-
- You are now ready to 'INITIALIZE' your copy of 'CALL MASTER'.
-
- SYSTEM INITIALIZATION
-
-
- During the system initialization routine you will be provided the
- opportunity to place you work files on to one of the disk drives
- 'C,D,E,F'. (Normally this will be 'C'to identify your hard disk.
- Floppy disk drives should not be used due to limited capacity.)
-
-
- Initialization performs the following functions:
-
- 1) Allows you to identify the disk drive your work files are
- to reside on.
-
- 2) Builds/rebuilds your working data files on the designated
- disk drive.
-
- 3) Allows you to load your company/business name to be
- displayed on all screens and printed at the top of all
- reports and listings.
-
- 4) Writes a file 'CMMENU.MEM' to your program disk that
- saves these values and also indicates that the
- initialization procedure has been performed. (* NOTE - If
- you ever need to repeat the initialization procedure,
- delete the file 'CMMENU.MEM' from your hard disk.)
-
-
- To perform your system initialization:
-
- 1) Reboot your system (in order to allow the parameters
- contained within your 'CONFIG.SYS' file to be activated).
-
- 2) Make the directory that you placed the 'CALL MASTER'
- program and overlay files in your active directory. The
- following command will do this if you followed the
- instructions for 'SYSTEM INSTALLATION':
-
- C>CD\CMMENU (return)
-
- 3) Load the 'CALL MASTER' program by entering the following:
-
- C:CMMENU (return)
-
- 4) Answer the questions presented to you. (* NOTE- If you are
- performing this routine for the second time you will be
- given an opportunity to delete and rebuild your working
- data files. Respond with a 'Y' to these questions only if
- you wish to delete and rebuild. You will not be able to
- recover any data from files that you delete and rebuild by
- mistake, and even data contained in related files may be
- lost to you.)
-
- 5) Once you have performed this routine from start to finish
- your system is ready use. This routine will not be executed
- again unless the file 'CMMENU.MEM' is deleted.
-
-
-
- SYSTEM INITIALIZATION IS NOW COMPLETED
-
-
- To load your system for normal use just re-enter the following
- command from the directory your 'CALL MASTER' program resides in:
-
-
- C>CMMENU (return)
-
-
- SYSTEM FUNCTIONS
-
-
- All of 'CALL MASTER' functions are accessed through the use of
- menus. You request the desired function by highlighting the
- desired menu item and pressing the <ENTER> key. There are
- several types of menus presented to you: Master menu, Sub-menu,
- and function menus.
-
- In Master menu and selected Sub-menus you can request the desired
- function by:
-
- 1) entering the number to the left of the desired function,
-
- 2) or by highlighting the desired function by moving the
- lightbar through the use of the up, down, left, and right
- arrow keys then pressing the <ENTER> key.
-
- In function menus the function is selected by highlighting the
- desired function through the use of the up, down, left, and right
- arrow keys then pressing the <ENTER> key.
-
- As you move around in the menus you will be displayed a different
- highlighted prompt below the menu. This prompt will better
- describe the menu option that is highlighted. Upon pressing the
- <ENTER> key the menu selection highlighted will be execuited.
- Upon completion of the selected menu selection you will be
- returned to the menu from which it was selected. If you
- requested a maintenance function the information displayed in
- that function may remain displayed until you select another
- function. Also key information selected in one maintenance
- function will be carried into the next requested maintenance
- function. In this manner it is possible to perform full
- maintenance on all of a clients records without having to reenter
- the clients ID for each maintenance function desired.
-
- MASTER MENU
-
-
- The 'Master Menu' will be displayed imediately after your
- confirmation of the system date displayed on the 'SIGN ON MENU'.
- From this 'Master Menu' you are provided access to all of the
- features of 'CALL MASTER' service call scheduling software.
-
-
-
- 1. MAINTENANCE - This is your primary set of functions. Through
- this set of functions you can locate a specific client, perform
- maintenance on that client, perform maintenance on that clients
- service schedules, post invoicing, and post payments and
- adjustments.
-
- 2. LABELS, etc. - This requests passes you onto a sub-menu that
- allows you to select various pieces of information from your data
- files in order to print mailing labels, rolodex cards, envelope
- addressing, (routing) call cards, and client service history
- rolodex cards.
-
- 3. PHONE LISTINGS - This request allows you to print various
- formats of listings of your client master, and service locations,
- showing the address and phone numbers.
-
- 4. SERVICE SCHEDULES - This request allows you to select various
- format listings of your pending/confirmed/expired service call
- schedules. You will find this series of reports one of your
- primary tools for day to day operations.
-
- 5. FINANCIALS - This request passes you onto a sub-menu of
- functions that allow you to maintain your financial code tables
- and print all provided financial reports.
-
-
- 6. UTILITIES - This request passes you onto a sub-menu of
- functions that will help you maintain and configure your system.
-
- MAINTENANCE
-
-
- Upon selection of this set of functions you will be displayed a
- new screen with a set of sub-menu options which provide the
- following function:
-
- . Last name search - Search for and display client masters
- by last name.
-
- . First name search - Search for and display client masters
- by first name.
-
- . Client master - Perform the maintenance functions of add
- new, change, and delete of client master information.
-
- . Service/location - A set of functions for client file
- maintenance. These functions consist of:
-
- . Display client - Display listing of all services
- scheduled for this client by location and service
- code order.
-
- . Location - Performs the maintenance functions of add
- new, change, and delete of service location masters.
-
- . Service - Performs the maintenance function of add
- new, change, and delete of specific service schedules
- for a give location.
-
- . Call schedule - Allows you the ability to change the
- status of a specific service call schedule.
-
- . Invoice - Invoice routines of posting, change, and
- delete.
-
- . Payments - Routines for posting/deleting payments and
- adjustments. Displays summary of client status.
-
- . Display payments - Display all payments and adjustments
- made to client account.
-
- . Work history - Display of all service history on file for
- client.
-
- . * Quit * - Close all data files, clear screen and return
- to DOS.
-
- .
- * Exit * - Close all data files and return to 'Master
- Menu'.
-
-
- Select the desired function by highlighting the desired menu
- seletion and then pressing the <ENTER> key.
-
- LAST NAME SEARCH
-
-
- With this function you can search for, and display, client
- masters by last name order. Upon selecting this function you
- will be displayed a fresh screen and a prompt for you to enter
- that portion of the last name you wish to search on. If you wish
- to start with the first record on file just press the <ENTER>
- key without entering any information. If there is no match for
- the search you requested you will be displayed an error message
- stating so. A successful search will result in the display of as
- many names as necessary to either fill the screen or unitl end of
- file is reached. The system will pause after each full screen in
- order for you to either continue or terminate the display. (Note
- - You can modify the amount of information to be displayed by use
- of the 'Modify system parameters' function under 'System
- Utilities'.)
-
- FIRST NAME SEARCH
-
-
- With this function you can search for, and display, client
- masters by first name order. Upon selecting this function you
- will be displayed a fresh screen and a prompt for you to enter
- that portion of the first name you wish to search on. If you
- wish to start with the first record on file just press the
- <ENTER> key without entering any information. If there is no
- match for the search you requested you will be displayed an error
- message stating so. A successful search will result in the
- display of as many names as necessary to either fill the screen
- or unitl end of file is reached. The system will pause after
- each full screen in order for you to either continue or terminate
- the display. (Note - You can modify the amount of information to
- be displayed by use of the 'Modify system parameters' function
- under 'System Utilities'.)
-
- CLIENT MASTER
-
- With this function you are provided the client master
- maintenance functions of add new, change, and delete, along with
- the ability to display existing client masters. There are two
- basic formats for maintaining client information:
-
- Format #1 - Individual - Used for setting up client masters
- for individuals (not a business). This format will allow you
- to locate the client by either first, or last, name.
-
- Format #2 - Business - Used for setting up client masters
- for your commerical accounts. The search by either first,
- or last, name will work in identical ways because there is
- no last name sequence for business accounts.
-
-
- There is a slight difference in the information requirements for
- these two client formats. When you identify the client as either
- an individual, or a business, client you will be displayed one of
- the two following screen formats.
-
-
- The menu maintenance functions provided are:
-
- 1) INQUIRE - Allows you to enter the ID of a specific client
- and display that client master on the screen.
-
- 2) ADD NEW - Use this function for adding new client masters
- to your file. Upon selection of this function you will be
- presented with a fresh screen and positioned to enter the
- clients ID number. If you wish to let the system assign the
- next available ID number just press the <ENTER> key for this
- entry. If you enter an ID the system will check to insure
- that this new ID is not already on file before you are
- allowed to continue. If the client master already exists
- you will be displayed that client master and the request to
- add a new client will be cancelled. You next are requested
- to identify the client as either an 'Individual' or a
- 'Business'. This is a required entry and if you fail to make
- it the request for adding a new client will be cancelled.
-
- 3) CHANGE - Use this function to modify the information in a
- specific client master.
-
- 4) DELETE - Use this function to delete a specific client
- master and all related location and service records.
-
- 5) SKIP(+) - Upon the selection of this function the system
- will advance forward (in ID sequence) to the next client
- master and display that client on the screen. If End-of-file
- is reached an error message stating such will be displayed
- to you.
-
- 6) SKIP(-) - Upon the selection of this function the system
- will advance backward (in ID sequence) to the previous
- client master and display that client on the screen. If
- Beginning-of-file is reached an error message stating such
- will be displayed to you.
-
- 7) FIRST - Upon the selection of this function the system
- will advance to the first record (in ID sequence) on file
- and display that client master on the screen.
-
- 8) LAST - Upon the selection of this function the system
- will advance to the last record (in ID sequence) on file and
- display that client master on the screen.
-
- 9) * QUIT * - Upon the selection of this function all data
- files will be closed, the screen cleared, and you will be
- returned to the DOS prompt.
-
- 10) * EXIT * - Upon the selection of this function you will
- be returned to the maintenance sub-menu for selection of
- another function. The last client master displayed on the
- screen will be remembered and passed on to any function
- requiring a client master to exist.
-
-
- Field editing requirements
-
- CODE - (optional use) This field is provided to allow you to
- identify the client master to some unique selection, or
- grouping, that is valuable to your business. Selection of
- clients based upon this code are possible in most of the
- reports and listings.
-
- PREFIX - (optional use) This field is to modify the clients
- name and not affect the first/last name sequencing of the
- client master. Suggested use would be - Mr., Mrs., The, etc.
-
- NAME - (required) This is the only required information you
- need to enter in order to setup a new client. Enter the
- clients individual or business name in the same format as
- you would normally see it. The system will create another
- field in last name/first name format from the information
- you enter here. (Note - Seperate sufix's of Jr., Sr., etc
- from the last name with a comma ',' and not a space. Failure
- to do so will result in the last name sequencing on Jr.,
- etc. Business names will remain in the same format for both
- last and first name sequencing.)
-
- SPOUSE - (optional - individuals only) Use this field to
- enter the spouses name for an individual client master. You
- will be provided with the option to print, or not print,
- this information on most listings.
-
- ADDRESS LINE 1 - (optional) Use this field to enter the
- first line of address for the displayed client master.
-
- ADDRESS LINE 2 - (optional) Use this field to enter the
- second line of address for the displayed client master.
-
- ADDRESS LINE 3 - (optional - business only) Use this field
- to enter the third line of address for the displayed client
- master.
-
- CITY/STATE/ZIP - (optional) Use these three seperate fields
- for entry of city, state, and zip codes for the displayed
- client master.
-
- CONTACT NAME - (optional - business only) Use this field to
- contain the name of the individual to contact for this
- business client.
-
- SALUTATION - (optional - individual only) Use this field to
- contain the name to use in all correspondance with this
- individual client master.
-
- PHONES (HOME/WORK) - (optional) Use these three fields to
- contain the home phone number, work phone number, and the
- work phone extension for the displayed client.
-
- COMMENTS - (optional) Use this space to enter any comments
- you need to be aware of concerning this client master.
- These comments relate to the client master and not the
- locations being serviced - they have their own comment
- fields.
-
- SERVICE/LOCATION
-
- Upon selection of this set of functions you will be
- displayed a fresh screen. If you had previously located a
- specific client before entering this set of functions that client
- and all service locations and service schedules will be displayed
- in summary form.
-
- This sub-menu provides you access to those functions
- necessary to properly maintain service schedules and accounts
- receivable. These functions are accessed by highlighting the
- desired function at the bottom of the screen and pressing the
- <ENTER> key.
-
- Display Client - With this function you can redisplay, or
- select another client, service schedule for maintenance. Upon
- requesting this function the screen will be refreshed and you
- will be prompted for a client ID. Press the <ENTER> key if you
- do not wish to display another client, or enter the ID of the
- client you wish to display and press the <ENTER> key. The system
- will then display all service schedules on file for client in
- location/service code sequence. At the end of the display you
- will be provided the opportunity to select a specific service for
- further processing. If you decide to select a service schedule
- for processing a lighted flag will be presented at the top of the
- displayed list of client services. Position this flag next to
- the desired service by use of the UP and DOWN arrow keys and then
- press the <ENTER> key. You will then be returned to the sub-menu
- selection display from which you can request the next function
- you wish to perform. The location/service selected will be
- imediately displayed upon entering the selected function.
-
- Location - With this function you can preform the location
- maintenance functions of - add new, change, and delete. Upon
- selecting this function you will be displayed a fresh screen. If
- you had preselected the location to be displayed then it and all
- services scheduled for that location will be displayed. If you
- did not preselect a location for display you will need to do so
- before proceeding further. (Note - If you are adding a new
- location to receive services you will be required to enter a
- service for that location.)
-
- Service - With this function you can preform service related
- maintenance functions of - add new, change, and delete. If you
- had preselected the service/location to be displayed then it will
- be displayed to you showing its current status. If you did not
- preselect a service for display you will need to do so before
- preceeding further. (Note - If you delete the only remaining
- service for a location then that location master will be
- deleted.)
-
- Call Schedule - With this function you can change the
- schedule status of a specific service schedule without having to
- completely resetup that service.
-
- Invoice - With this function you access the invoicing
- functions of post new, change, and delete. This function is
- performed against a specific location for a client. When a new
- invoice is posted for the location all service call schedules are
- advanced to the next pending due date. This pending due date is
- determined by adding the call frequence in days to the invoice
- (service) date if the remaining calls is greater than 0. When
- posting/changing the invoice you will be provided the oppertunity
- to record items of sale from both your inventory item list and
- for items not carried in inventory.
-
- Payments - With this function you access the
- payment/adjustment functions of add new and delete. You will
- also be displayed the clients current account status and date of
- last payment.
-
- LOCATION MAINTENANCE
-
- If you have preselected a service/location for processing
- you will be displayed that location and all scheduled services
- upon requesting this function. If not you will be required to
- identify a location to process.
-
-
- With this function you are provided the ability to add new,
- change, and delete service locations. With a location you can
- identify multiple service addresses. Each address can be
- identified with the name and address of the person to contact,
- the address, map code, phone numbers, and tax code. (Note - The
- use of a tax code to identify the tax rate for a location allows
- for sales, and taxes collected, to be accounted for by taxing
- authority.
-
- ADD NEW - If you are adding a new location you will also be
- required to setup at least one service schedule.
-
- CHANGE - Location master can be common to multiple services.
- Any change made to the location master will hold for all
- service schedules for that location.
-
- DELETE - When you delete a location you delete all service
- schedules for that location.
-
- FORWARD - With this option you advance to the next location
- of file for the selected client and are displayed all
- scheduled services for that location. If there are no more
- locations on file for this client a message will be
- displayed stating such.
-
- BACKWARD - With this option you advance back to the previous
- location on file for the selected client and are displayed
- all scheduled services for that location. If you have
- reached the beginning of the clients location file a message
- will be displayed stating such.
-
- EXIT - With this option you are returned to the
- location/service sub-menu option bar.
-
-
- SERVICE SCHEDULE MAINTENANCE
-
- If you have preselected a service/location for processing
- you will be displayed that location and scheduled service upon
- requesting this function. If not you will be required to
- identify a location and scheduled service to process.
-
-
- With this function you are provided the ability to add new,
- change, and delete scheduled services for a given location. Each
- scheduled service can be identified to a different client P.O.
- number and have its only schedule, rate, technician, and
- instructions.
-
- ADD NEW - Allows you to add a new service to the service
- schedule for this location. Intially upon setting up a new
- service for a location its schedule is classified as
- pending. Not until the schedule is flaged as confirmed will
- a routing call card be printed.
-
- CHANGE - Allows you to change any of the displayed fields
- for the displayed service. Unlike the call schedule
- confirmation screen you will be able to change such
- information as service description, P.O. no., terms, etc.
-
- DELETE - This will delete a specific service for a location.
- If this is the only service for the location the location
- master will also be deleted.
-
- FORWARD - Will advance forward to the next service on file
- for this location. If there are no more services on file
- for this location you will be displayed a message stating
- such.
-
- BACKWARD - Will advance backward to the previous service on
- file for this location. If there are no more services on
- file for this location you will be displayed a message
- stating such.
-
- EXIT - With this option you are returned to the
- location/service sub-menu option bar.
-
- CALL SCHEDULING
-
- If you have preselected a service/location for processing
- you will be displayed that location and scheduled service upon
- requesting this function. If no you will be required to identify
- a location and scheduled service to process.
-
-
- This function is similiar to 'Service Schedule Maintenance'
- with the exception that only the status of a scheduled service
- can be modified. Information that does not affect the status of
- a scheduled service is only displayed to you.
-
- SCHEDULE CALL - With this option you can change any of the
- displayed information that is related to the service call
- itself. This information consists of - comments, calls
- remaining, scheduled date, confirmation flag, rate, and
- technician (routing) to perform the service. Routing call
- cards will not be printed for a scheduled service until the
- 'Confirmed' flag is set to 'Y'.
-
- FORWARD - Will advance forward to the next service on file
- for this location. If there are no more services on file
- for this location you will be displayed a message stating
- such.
-
- BACKWARD - Will advance backward to the previous service on
- file for this location. If ther are no more services on
- file for this location you will be displayed a message
- stating such.
-
- EXIT - With this option you are returned to the
- location/service sub-menu option bar.
-