Welcome to the CUSTOMERS file from DownToBusiness™ 1.1
The small business management system by Packer Software, Inc.
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LEGAL STUFF…
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This customer file is being supplied as is. All external lookups to other files within the DTB system have been deleted, therefore its functionality has been reduced somewhat. The DTB™ CUSTOMERS file Demo is freeware, but it is NOT public domain. This means you are free to make use of it in your own business but you may not sell it or include it in any commercial product. You may freely give it to friends as long as this notice is included.
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What Is DTB
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The emphasis of the DownToBusiness templates is sales, and customer service. It is a management tool. Many familiar accounting functions are included without forcing the formal structure of a pure accounting system.
Most small businesses have the same basic requirements. These include buying and selling a product or service, managing inventory, schedualing customer and vendor data as well as keeping track of payables and receivables.
DownToBusiness + FileMaker Pro™ = a generic management tool that addresses these basic needs. With it, you can keep track of your customers, sales leads, sales figures, print statements, invoices, purchase orders and do other vital management and bookkeeping type tasks.
Think of DTB as a foundation upon which you build your own business management system using FileMaker Pro. Once you become comfortable with what we have created and how the FileMaker Pro program works, you are encouraged to create new fields, delete those you do not need, rearrange calculations, layouts, print formats, etc. in ways that work best for your business. You’ll get the reports and data analysis figures that you want without ever having to settle for someone elses’ format again.
The most significant benefit of DTB is that it is a set FileMaker Pro templates making for a very flexible system, one that you can personalize to suit the unique requirements of your business.
Down To Business is comprised of six interlinked files.
•Employees
Holds your employee related information.
•Customers
Contains your customer’s billing and shipping data and much more.
•Vendors
Holds information relating to people or companies who’s products and services you buy or contract for.
•Inventory
Is where you record the products and services you provide,sell and buy.
•Invoicer
Records the sale and keeps track of outstanding receivables, while printing statements and invoices.
•Purchaser
Creates your purchase orders and keeps track of your payables.
Together these six files make up the Down To Business business system.
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EMPLOYEES
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The Employees file helps you to manage your personnel resources. The file contains such items as general employee data (e.g. address, phone and emergency data) vacation management, sick day and personal day management, payroll reference data and evaluation records storage.
The initial startup layout is titled Employee Data. On the upper part of the layout you will find a row of navigation buttons. The Vacation Data, Sick/Personal and Payroll Data buttons are used to display further information about the selected employee.
The Vacation Data layout is shown below. It has the ability to record up to four vacation periods. The layout displays the length of the Employees service, the number of vacation days the employee has earned, used and has remaining.
The Sick/Personal layout can record up to seven sick days and seven personal days. It too displays the number of sick days and personal days the employee has earned, used and has remaining.
The Payroll Data layout makes a convenient record of such things as W-4 information, weekly wage rate, and weekly deductions.
The Notes layout keeps track of nondefined information on an employee.
The Evaluations layout, can record up to twelve evaluation periods. Employee performance is measured on a 4.0 grade scale. The layout also displays a running average of the employee’s evaluations. This layout is accessible only via a script there is no button access though return to other layouts via a button has been provided.
Because it supplies necessary employee data to other DTB files it is important that you enter data for each employee. Some employee data should be confidential and certain fields and layouts should have restricted access.
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CUSTOMERS
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The Customers file is the file where data associated with the people you sell to or whom contract for your services is recorded. When a new customer makes a purchase they should be entered into the Customers file for future mailings, etc. The file is used as a lookup file by other DTB modules so it is important that all information be entered carefully and fully. It is however, as you will see in the next chapter,not necessary to enter each customer into the Customers file to create an invoice.
The use of separate Sold To: and Ship To: layouts allow you to specify two different addresses for a customer. In some cases the person you are selling to is not where the bill is sent or where the order is shipped. Many times these are different. This becomes more common when selling to larger companies or when a customer is buying a gift for someone and wishes the item sent to a different address.
If you check the See Notes “Yes” button,“See Notes” will appear accross the screen of the Order Entry layout in the INVOICER file directing your salesperson to refer back to this customer’s record and refer to the notes layout for important information.
The address and contact information in the Ship To: Data layout is the address that your customer wants to appear on all statements and invoices as the Sold To: in the Invoicer file. This layout also contains provisions for the lookup of payment and shipping preferences along with open PO, terms and tax status.
The Ship To: layout is where this customer has designated their purchases be shipped and is used in the Invoicer file as the Ship To: address.
Results of all calls, phone, personal visits or mailings can be recorded in the Contact Log for future reference. Using the Call Again and When? fields you can print daily and weekly sales call lists.
The Notes layout like that in the employee file is where you can keep various items of interest and information on a customer. If it is of vital imortance that your employees read the notes you can select the See Notes! yes button on the Sold To: Data layout.
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VENDORS
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The Vendors file is the place you enter and store the data on all vendors of purchased goods and or services. When you place an order with a new vendor, their vendor number is used to identify them in future purchase orders.
The data you enter in this file is automatically looked up by the Purchaser file when you place an order, so it is important to fill out the Order Data and the Payables Data section completely. Listed are Credit terms, who your sales person or contact is, who is the billing person to speak to, tax information and more.
The Order Data layout deals with the obvious details that you need to record on each entity you buy from. Who is sales person you contact for buying? Where can you reach them? When do you need to remind yourself to call them about a future shipment or commitment that needs confirmation?
Payables Data, allows you to keep the vendors sales people separate from their billing people. With larger firms, the selling office address is sometimes different from where they want the payments sent to. This information is used later in the Purchaser file.
Using the Order Log layout, you can track all order activity and communications with this Vendor. You can note if the order was complete or if it was damaged.
The Order List, displays all records that have the “Yes” button selected. This report will show all calls/orders that you have committed to make sorted by the earliest date on top of a list of all outstanding calls.
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INVENTORY
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The Inventory file stores data on the goods and services that your business buys and sells. These can include raw materials, products purchased for resale, labor, billable time, truck leases, rent, even variable monthly expenses.
The Data Entry layout,lets you record vendor purchase data and sales data all in a single record. The Pricing Calculator fields provide retail pricing guidelines help. Items can be recorded on any number of user defined lists using the list on feature.
The Item Notes layout allows you to record notes on this item and a field to record a paragragh that you wish to appear when you print a catalog or price list.
The Manual Entry layout gives you a quick entry screen to enter updated On hand values for your items. When used it will list the items in the order they appear on the printed inventory sheet.
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INVOICER
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Invoicer is a combination point-of-sale and receivables file with it you record the actual sales transaction and keep track of those which are charged. It will tell you which orders have yet to be filled. With it you can break down sales my customer, employee or time period. Invoicer keeps track of all receivables and handles statement and late notice preparation.
The Invoice Entry layout is analogous to the top of an invoice. This layout can be utilized a number of different ways and gives tremendous flexibility in order entry.
For example, if you have entered a customer in the customer file and know the customer number all you need to enter is the customer number and all information fields will be automatically filled in. Say however this customer is a company with different individuals able to make purchases. You need only to enter the company’s customer number and change the name under Sold To: to specify the actual person buying the product or service. The same idea holds true for a different Ship To: address or receiver.
You may also enter all information at the time of the sale and bypass the need to enter the customers information into the customer file. Or enter no information at all for a general sale at your option.
If you checked the See Notes “Yes” button in the CUSTOMERS file, “See Notes” will appear accross the screen on both the Invoice Entry screen , shown above, and the Item Entry screen shown below, alerting your sales people to a potential problem. This directs them to refer to this customers file and read any notes contained within.
The Item Entry layout, is the same as the lower or itemized portion of an invoice. You can operate the file from this screen only as provisions have been made to enter the customer’s number here or enter none at all. DTB allows for the entry of 14 items on an individual invoice if you need more you can adjust this figure using your knowledge of FileMaker Pro™.
All charged invoices are automatically queued for payment in the receivables layout shown above. Here you enter all payments made by a customer on a given invoice. You can get the payment status of any customer or invoice immediately. You can get a listing of all your outstanding receivables by 0,30,60,90 and 90+. You can print statements as well as overdue notices.
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PURCHASER
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Purchaser is a combination purchase order entry and payables file. With it you create the actual purchase order and later keep track of those which you have charged. It will tell you which orders you have yet to receive. With it you can break down purchases my vendor, employee or time period.
The PO Entry layout, like the Invoicer’s Order Entry layout, is analogous to the top of a purchase order. This layout also can be utilized a number of different ways and gives tremendous flexibility in purchase order preparation.
The item entry layout, is the lower or itemized portion of a PO. You can also operate this file from this screen only as provisions have been made to enter a vendor number here or again enter none at all. You need not worry about remembering the vendor’s item or catalog number when ordering. Once an item is entered into inventory you simply enter your Control# and the corresponding vendor item or catalog number is automatically looked up and placed on the completed PO when it is printed.
DTB allows for the entry of 14 items on an individual PO if you need more you can adjust this figure as with the Invoicer file using your knowledge of FileMaker Pro™.
All charged PO’s are automatically queued for payment in the payables layout. Here you enter all payments you make to a vendor on a given PO. You can get the payment status of any PO immediately. You can get a listing of all your outstanding payables by 0,30,60,90 and 90+. You can print print to be paid lists and overdue reminders to yourself.
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IF YOU WISH TO ORDER DTB
OR RECIEVE THE COMPLETE DEMO DISK
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Call 1-800-782-9955
The purchase price is $149.00, CT Residents add 6% sales tax
Visa/MC accepted
Or send your check to:
Packer Software, Inc.
12 Roosevelt Ave.
Mystic, CT 06355
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Order now and receive DownToBusiness 2.0
Coming in September!
FREE!
Completely rewritten and updated for FileMaker Pro 2.0
More features, easier operation, more power, with even a more elegant interface!
MS DOS compatability!
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Also coming in September for both Macintosh and MS DOS:
Small Business Partner 4.0
The award winning business system gets a host of new features.
ServiceCenter
Complete system for repair shops.
SoftwareSeller
The easy to use system for the software developer.
MechanicsHelper
For Automotive Repair Shops.
TrialMaker 2.0
Litigation support database
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Also available now…
Small Bussiness Partner 3.0
TrialMaker 1.0
Both include free updates when the new releases come out!
Copyrights:
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Packer Software, Inc. retains all rights to copyright and trademarks associated with Down To Business™ and DTB™. The DTB™ CUSTOMERS file Demo is freeware, but it is NOT public domain. Down To Business™ and DTB™ are trademarks of Packer Software Inc., FileMaker Pro™ is a trademark of Claris Corporation.
