Shareware Overload/ShartewareOverload.cdr/finance/callmast.zip/CMQSTART.DOC

Text File | 1991-03-12 | 18KB | 469 lines

CALL MASTER
Version 2.09
Registration fee: $175.00

Copyright 1988,89,90,91
ALL RIGHTS RESERVED
Micro Data Assist
2701-C,West 15th, #149
Plano, Texas 75075
[phone]

'CALL   MASTER   -   Ver  2.09'  - A  simple   to   use   service
call management  system  specifically defined for Pest   Control,
Lawn Care Service, Air Conditioning, and other service business.

SYSTEM REQUIREMENTS:
MS-DOS 2 .0 (or greater)
640k Memory
Monochrome (or color) monitor
Hard disk
Printer (any dot matrix)

FEATURES:
Ease of use: All  functions  are  menu selection through the use
of  one  key lightbar scrolling.

Flexibility
You  define  the  service.  You define the number of  calls  each
service  contract has.  You define the frequency in days  between
each service. Once defined, each service can be tracked in a wide
variety  of  ways.  Services are automatically  rescheduled  upon
posting of invoices. The capability of projecting current service
contracts into the future will be an invaluable aid when planning
vacations, or projecting cash flow.


Basic accounting:
Reports   are provided with recaping of all dollar  activity   in
a  format  that  allows  you  to prepare entries  for  any   type
of accounting  system you are currently using. Standard   reports
of aged accounts receivable and monthly statements are only a few
of the reports provided.


Locations:
Each  client  can have as many separate service locations as  you
wish  to  setup.  Each location can have  service  contracts  for
every  service   you  provide.  Each provided service  can   have
its  own schedule and rate.


Summary of system features:

Interactive display screens:

1) Client search by first or last name.
2) Client maintenance.
3) Display of scheduled services for client.
4) Confirmation and scheduling of services for client.
5) Posting of invoices, payments, and adjustments.
6) Display of work done for client.
7) Display of payment history.
8) Other.

Reports, listings:

 1) Invoice record and print.
 2) Statements.
 3) Mailing labels - flexible selection and any size.
 4) Rolodex cards - flexible selection, two standard sizes.
 5) Envelopes -  flexible selection,  uses your standard office
    envelopes (not special continuous form envelopes).
 6) Service maintenance records - rolodex cards identifying the
    client, service, date of next servicing, and history of the
    last four calls.
 7) Service (ROUTING) call cards  -  3" x 5" cards  similar  to
    the  service  maintenance  record but to  be  used  by  the
    service technician in making the call.
 8) Client phone listings - flexible selection  and  sequencing
    with optional printing of service locations.
 9) Service call schedule by date listing.
10) Service call schedule by client and date listing.
11) Service call schedule by service, date, and client.
12) Service call schedule by technician, service, date, and
    client.
13) Listing of expired service contracts by client.
14) Aged accounts receivable.
15) General Ledger journal entries.
16) Revenue projections based on current service schedule.
17) Recap of client service history.


SYSTEM INSTALLATION & INITIALIZATION

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 'CALLMAST':

C:>MKDIR CALLMAST (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\CALLMAST (return)

Insert  the  'CALL MASTER' backup distribution diskette  #1  into
your  'A'  drive.   Copy the contents of this  diskett  into  the
CMMENU 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
subirectory verify that you have the following files in it:

CALLMAST.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 cannot 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':

    CD\CALLMAST (return)

3) Load the  'CALL MASTER' program by entering the following:

   C:CALLMAST (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 'CMMVBLS.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:>CALLMAST (return)

HOW TO OPERATE YOUR COPY OF "CALL MASTER"

STEPS TO FOLLOW

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.


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, and again at time of invoicing.)

3)  Create  a listing of all other charge 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:>CALLMAST (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 complete list of all clients on file 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. These  numbers
are assigned for you as you set up each new location.)

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.


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.



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 **