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.H:October 1, 1986...INSTALLING THE FRONT OFFICE .H:...TFO 1-1 .H:------------------------------------------------------------------------------ .H: PURPOSE: This procedure explains how to inform THE FRONT OFFICE about your computer by creating a memory file called IAMCLEAR.MEM. PROCEDURE: 1. Make a copy of your original diskette or diskettes. A. FoxBase versions of THE FRONT OFFICE come on two diskettes. B. If you have not copied your original diskettes, do so now, and then use the copy of the original diskettes to set up THE FRONT OFFICE. C. Set the master original diskettes in a safe place, and do not use them. 2. Place the copy of the original diskettes into one of your drives, usually the "A" drive. A. Check the diskette by typing DIR /P <RETURN> for directory or use D <RETURN>. ("D" is a special freeware program that will give an alphabetical directory listing.) Verify that you have re ceived all of the proper files by reviewing APPENDIX D which lists the program files that you need. B. Also review the BEGINNING and SETUP instructions in Section II of this manual before continuing. C. In the case of a hard disk system, diskette 1 of 2 will copy all of the files from the diskettes to the drive that you will be using. 1. Type A:MINSTALL from the drive where you want THE FRONT OFFICE to reside on the hard disk. 2. For example, assuming "C:\TFO>" is your hard disk drive letter with a directory called "TFO", you would type from the C:\TFO> prompt A:MINSTALL and all the programs and files would be copied from A: to the C:\TFO directory. .H:October 1, 1986...INSTALLING THE FRONT OFFICE .H:...TFO 1-2 .H:------------------------------------------------------------------------------ .H: 3. The THE FRONT OFFICE programs take up about 250,000 characters, and the database files continue to grow in size as you enter more name and address data, so... A. If you are using a hard disk computer, all files should be on the same drive, i.e., Word Processor, THE FRONT OFFICE'S .PRG/.FOX, and the .DBF files as was done above with the "A:MINSTALL" command. 1. Allow about 1000 characters for each record in the .DBF files. B. If you are using floppy disk drives, your database files will reside on a floppy disk drive, drive B:, with Word Processing files, and program files (.PRG/.FOX) on drive "A". 1. But, if you wish to keep all of the programs on the same diskette (or drive in the case of a hard disk) then give the same drive letter in answer to the three questions that appear on the screen in the setup program regarding which drive letters you wish to use. a. The 720,000 char Microfloppy disks can do this. C. When you begin THE FRONT OFFICE, the .DBF files (or database files) are expected to be on the drive that you indicated. D. Be sure that the .EXE (Foxbase) files on the same hard disk drive or floppy disk drive where .FOX files are located when using a twin floppy disk computer. 1. FOXRUN.EXE is already on the compiled (.FOX) version of THE FRONT OFFICE. 2. The four files that you need for WordStar are: WS.COM, WSMSGS.COM, WSOVLY1.COM, and MAILMRGE.OVR, and they should be located on the same drive as the .DBF files. 4. Log onto the drive where the .FOX files are located, and type TFO <RETURN>. A. An INSTALLATION screen will appear with some instructions followed by the word "WAITING." 1. Simply touch <RETURN> to continue, after reading the in structions on the display. B. The install program will ask you to enter the two drive letters: .H:October 1, 1986...INSTALLING THE FRONT OFFICE .H:...TFO 1-3 .H:------------------------------------------------------------------------------ .H: "ENTER LETTER where the program files (.FOX) reside : : ENTER LETTER where the database files (.DBF) reside : : 1. Answer these questions with the proper drive letter. (See Paragraph 3 on Page 8.) a. You do not need to give a directory title. 2. Be sure that a formatted floppy diskette is in drive "B", if you are using a twin floppy computer and that it has the .DBF files on it along with the Word Processor files. 5. You will then see the screen: " S e t t i n g - u p I n d e x e s Your .DBF files are blank and reside on <your drive letter> drive. The .NDX files will now be created on that same drive." 1. In APPENDIX B you will find a list of the index files that are used by THE FRONT OFFICE and which .DBF files created them. 6. THE FRONT OFFICE will then display the fact that it is: " S e t t i n g - u p M e m o r y F i l e s" 7. The SIGN-ON screen will prompt you for the date. 1. Enter the date and hit <RETURN>. 8. What appears next is the M A I N M E N U. It has sample prospect codes across the lower third, and the salesman codes on the right are blank. These window areas can later be changed. 9. First though, enter 'U' <RETURN> to select the Utilites menu. A. Do the following four selections: 1. 'A' for Automatice followup days. 2. 'O' for Overhead percentage. 3. 'P' for Printer selection. 4. 'W' for Word Processor selection. a. If you are using a word processor other than the ones shown, please notify I A M. .H:October 1, 1986...INSTALLING THE FRONT OFFICE .H:...TFO 1-4 .H:------------------------------------------------------------------------------ .H: SUMMARY: Every attempt has been made to make THE FRONT OFFICE the simplest of programs to install or customize for your computer screen. There are special printer codes. They are installed using the 'U'- Utilities selection off the MAIN MENU, along with the Word Processor selection, Automatic followup days, and Overhead percentage. To begin THE FRONT OFFICE in the future, simply type TFO <RETURN> and SIGN-ON screen will appear briefly before bringing up the MAIN MENU. You can reinstall the system by deleting the IAMCLEAR.MEM file, since THE FRONT OFFICE checks for this file and invokes the install program when it does not find it. Any data already in your files will not be erased when reinstalling THE FRONT OFFICE. This should however never be necessary! The indexing that is done at installation can also be done using the "Utility" selection on the MAIN MENU. Also, a file called IAMTAX.MEM can be erased should you wish to rein stall the Sales Tax system in THE FRONT OFFICE. - E N D - .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-1 .H:------------------------------------------------------------------------------ .H: PURPOSE: The MAIN MENU screen is the first to appear after THE FRONT OFFICE has been installed. It looks like this: " T H E F R O N T O F F I C E +===========================================================+ S A L E S M A N ! TITLE FIRST NAME SUFFIX ! C O D E S ! NAME ! 1= ! ADDRESS ! 2= ! ADDRESS ! 3= ! CITY STATE ZIP ! 4= ! TELEPHONE NO - - STATUS CODE ! 5= ! ATTENTION PROSPECT CD ! 6= ! SALUTATION SALESMAN CD ! 7= !FILE DATE / / LAST CONT / / FOLLOW / / ! 8= !PROFILE ! 9= ! !10= +================ P R O S P E C T C O D E S ==============+ 0=CUSTOMERS 1=INDS-leads 2=CHURCH 3=FRIENDS 4= 5= 6=INS. AGTS. 7=FLORISTS 8=SKI CLUB 9=36528CX +-------------------- M A I N M E N U ---------------------------------------+ !-Backward <C>-Calls <E>-many Envel. <F>-Forward <H>-H E L P ! !<J>-Job Cost <L>-Labels <M>-Many lttrs <O>-sales Orders <R>-Reports ! !<S>-Salesman <T>-Tax -Utilities <W>-Word proc. <X>-eXit to DOS ! !------------------------------------------------------------------------------+ ENTER: a letter from the Main Menu or... the prospect's NAME : : " The prospect codes can be changed, and the salesman codes need to be reflecting the salesman names or sales values will not be credited properly to the Salesman Performance File. After you change any of the codes, the first ten codes will always appear on this MAIN MENU screen for easy reference in the future. Status codes must be maintained through your own cross reference system. Sales contact reporting, sales order information, and updating call information is all handled using the "F i l e E d i t R o u t i n e." .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-2 .H:------------------------------------------------------------------------------ .H: PROCEDURE: 1. Using this MAIN MENU screen, select 'S' <RETURN> for Salesman to enter the SALESMAN FILE MAINTENANCE menu. 2. You will be asked for a password. Hit <RETURN>! The Front Office is delivered with a blank password. A. The menu for editing and adding salesman data looks like this: " Salesmen File Maintenance Select one of the following letters: <A>- Add or Edit sales/performance data - Print salesman data <D>- Delete salesman & performance data <S>- Salesman performance <R>- Replace salesman code group - reIndex salesman file <H>- H E L P <C>- Change Password <RETURN> to EXIT Enter letter : : ------------------------------- N O T E S --------------------------------- This routine will allow you to ADD, CHANGE, DELETE or PRINT salesman data A = Add/Edit the salesman file and the performance file. C = Changes the password necessary to change performance figures. D = Delete selectively removes both salesman and performance data. I = Packs & reindexes deleted salesman and performance data. P = Displays the salesman and performance file for all or one salesman. R = Changes either sales or prospect codes on the prospect file. S = Reports performance showing earned and paid percentages of goals. Salesman codes can be from 1 to 99. DO NOT USE '0'. You have received privleges access " 1. Select for Add or Edit Sales/Performance Data, and you will receive the following form screen: .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-3 .H:------------------------------------------------------------------------------ .H: " Salesmen File Maintenance +==========================================================+ ! ! ! NAME ! ! ADDR ! ! ADDR ! ! CITY ! ! HOME TELE NO SALESMAN CODE ! ! SOC. SEC. NO HIRE DATE ! ! NOTES ! +----------------------------------------------------------+ ! Current Salesmen are: 5= ! ! 1= 6= ! ! 2= 7= ! ! 3= 8= ! ! 4= 9= ! +==========================================================+ ENTER SALESMAN CODE.... or <RETURN> to Exit : :" a. After entering the number 1 for the first code, follow the cursor and fill in the above information. b. When the PERFORMANCE FILE screen appears, simply type ^W (The ^ means the CTRL key.) 1. This will permit you to skip entering perfor mance data at this time. NOTE: Performance data can be entered later using the ADDING & EDITING THE PERFORMANCE FILE procedure (TFO-9). B. Should you not wish to use a salesman name for the code, then you can perhaps use a category of business title or perhaps use an interest title for the code. The THE FRONT OFFICE system is flexible! 1. Later, if you wish to report by salesman code, all prospect codes for that salesman code will be on the listing and in either name, zip code, or follow-up date order. (See APPENDIX B). 2. Note that this database file keys on a salesman number and not on a salesman name. (The prospect file keys on the prospect name.) .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-4 .H:------------------------------------------------------------------------------ .H: C. When you have finished adding all of the salesman codes and data that you wish to include, hit <RETURN> to exit the form screen, and then enter <RETURN> to go to the MAIN MENU. 1. When the MAIN MENU reappears, you will notice that the salesman codes that you added now appear in the upper right window of the screen. 2. Now select 'U' <RETURN> for UTILITIES to enter the MAINTENANCE UTILITIES program and the new screen menu: " T F O - Maintenace Utilities SELECT one of the following letters: A-Auto follow-up days C-Code maintenance D-change system Date F-File location change I-reIndex files J-Job cost overhead % P-Printer installation R-Reconstruct master file S-Screen colors T-TFO Shareware (HELP) W-Word processor install Y-Year end closing <RETURN> to EXIT ------------------------------ H E L P ---------------------------------- A = Sets a standard future date in number of days for the next follow-up date. C = Changes codes, or replaces codes by group,m or changes codes by default. D = Permits changing the system date without re-starting The Front Office. F = Current file HD drive assignments (C:, D:, etc) can be changed. I = Reindexes all files or the file of your choice. J = Extimate a percentage of income for fixed costs. P = Printer selection menu. R = Erases records that were deleted in prospect & call files. S = Screen colors can be changed on some 16-bit computers. T = How to register, obtain support and order a manual. W = Which word processor do you have? Y = Zeros customer & sales performance figures (run year end). A. Touch 'C' for CODE MAINTENANCE, and the computer will respond with a new screen: .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-5 .H:------------------------------------------------------------------------------ .H: " Code Change Program Select one of the following letters : : C - Change prospect code titles D - Delete codes by Group H - H E L P about replacing codes R - Replace codes within a Group V - Variables to defaults <RETURN> to EXIT ------------------------------- H E L P ------------------------------------ C = Changes the prospect codes that appear at the bottom of the MAIN MENU. D = Deletes all records by either prospect code or salesman code of your choice. R = Replaces all designated existing codes with a new code of your choice. V = Changes one of three prospect file fields when the name is entered." B. Touch 'C' and you will see: " Change Prospect Codes This routine will allow you to set-up and CHANGE the CODE TITLES that appear at the bottom of the MAIN MENU and other screens. The code title serves as a reminder to you on how you set-up the codes. Should you change a title already assigned to prospects, then be certain to replace those codes by prospect group. Always maintain prospect code '0' for 'CUSTOMERS'. <C>-Continue <H>-H E L P <RETURN> to EXIT : : " C. Simply touch 'C' and a screen looking much like the bottom of the MAIN MENU screen will appear, and the cursor will go to the bottom left window where the prospect codes are located: "=========================================================================== Each LINE BELOW is a FIELD. ! ^E = UP TO EDIT each field, USE ! ^S = LEFT ^D = RIGHT <control> (^) key with ! ^X = DOWN the letter at the right ! ^G = Delete ^V = Insert char. to move the cursor >>>>>>> ! ^W = Quit & Save" =================== P R O S P E C T C O D E S ============================ : 0=CUSTOMERS 1= 2= 3=AGENTS 4= : : 5=DEAD LEADS 6=INDS LEADS 7=CHURCH 8=ROTARY 9= :" .H:October 1, 1986...ENTERING PROSPECT & SALESMAN CODES .H:...TFO 2-6 .H:------------------------------------------------------------------------------ .H: a. Each line of codes is a field, so you must edit by following the edit instructions as displayed. b. Remember that this mark '^' means that you hit the CONTROL key and the letter that follows at the same time. 1. The <RETURN> key, the <SPACE> bar, and the <DELETE> key should not be used--use only the <CONTROL> key (^) with the letter as shown above. a). Should you make a mistake and use non-edit keys, correct the field using the edit keys prescribed above. 2. Use ^W to quit and save your new or changed prospect codes, or if you reach the end of the second field then they will be saved without ^W or <RETURN>. c. The CODE CHANGE PROGRAM screen will reappear, so enter <RETURN> and the UTILITIES MAINTENANCE program screen will appear where you can hit <RETURN> to exit to the MAIN MENU. SUMMARY: You have successfully moved through various menus and screens of the THE FRONT OFFICE system. Anytime that you wish to change any of these codes, simply repeat the above procedures. - E N D - .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-1 .H:------------------------------------------------------------------------------ .H: PURPOSE: All personal names will be printed on all letters, envelopes, labels, and reports in the following format: | | | | | Screen title= | title | first | name | suffix | Name as typed= |Mr. & Mrs.|Percy E.|Brooks,|Jr. | | | | | | In the above example, the computer would locate the first person (based on the complete name) named "Brooks," and should you need a different "Brooks," then enter 'F' <RETURN> for forward to step forward through the file to find the "Brooks" that you desire. Of course, corporate or company names will be printed as entered in the NAME field. In either case all records are searched by the last name or the company name field. When adding or editing a customer (defined with a Prospect Code of '0') the value of the sale is automatically written to the Sales System Performance file for that salesmans code as earnings for the month. The system credits the sale according to the 'contact date' month. The MAIN MENU screen is the first to appear after THE FRONT OFFICE has been installed: " T H E F R O N T O F F I C E +===========================================================+ S A L E S M A N ! TITLE FIRST NAME SUFFIX ! C O D E S ! NAME ! 1= ! ADDRESS ! 2= ! ADDRESS ! 3= ! CITY STATE ZIP ! 4= ! TELEPHONE NO - - STATUS CODE ! 5= ! ATTENTION PROSPECT CD ! 6= ! SALUTATION SALESMAN CD ! 7= !FILE DATE / / LAST CONT / / FOLLOW / / ! 8= !PROFILE ! 9= ! !10= +================ P R O S P E C T C O D E S ==============+ 0=CUSTOMERS 1=INDS-leads 2=CHURCH 3=FRIENDS 4= 5= 6=INS. AGTS. 7=FLORISTS 8=SKI CLUB 9=36528CX +-------------------- M A I N M E N U ---------------------------------------+ !-Backward <C>-Calls <E>-many Envel. <F>-Forward <H>-H E L P ! !<J>-Job Cost <L>-Labels <M>-Many lttrs <O>-sales Orders <R>-Reports ! !<S>-Salesman <T>-Tax -Utilities <W>-Word proc. <X>-eXit to DOS ! !------------------------------------------------------------------------------+ ENTER: a letter from the Main Menu or... the prospect's NAME : : " .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-2 .H:------------------------------------------------------------------------------ .H: The data is blank on the screen, because the database file is now set at the very beginning. You should have already filled in the salesman codes and the prospect codes by following the ENTERING PROSPECT & SALESMAN CODES procedure (TFO-2). Status codes are used to define prospects perhaps as to their type, where a lead/inquiry originated, or various sales status indications, i.e., DEMO, CALL, PHON. Four characters are available for your origination and reference. PROCEDURE: 1. Using this MAIN MENU screen, type the prospect's last name or company name at the bottom where the cursor is located to add a record, and hit <RETURN>. (<RETURN> is always needed in this field.) A. The program will then search for the name that you enter, and not finding the name, the computer will clear the last few lines of the screen and respond: "<prospect name> ... NOT IN THE FILE or DELETED. Answer 'Y' below to add. The first few characters of the prospect name must match the name on the file Upper or lower case letters do NOT matter. DO YOU WANT TO ADD (Y or N)? :Y:" 1. A response will cause the ADD NAME & ADDRESS DATA screen to appear. (NOTE: If you wish to enter a duplicate name, then enter characters that you know THE FRONT OFFICE cannot find. See Paragraph B on Page 20.) Hit <RETURN> to accept the "Y" that shows. a. This form screen looks just like the MAIN MENU, except: 1. That the data fields are bracketed with ":" to indicate how much space you have to fill in data. 2. That the name field has now been broken down into the "TITLE," "FIRST," "NAME," and "SUFFIX" fields. a). THE FRONT OFFICE automatically keeps track of personal names and company names and always sorts on the "NAME" field. 3. That the menu area of the screen now contains in structions for moving the cursor and punc tuation: .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-3 .H:------------------------------------------------------------------------------ .H: a.) Use these keys or the arrow keys with the number lock off. "NO punctuation after the ! ^E = UP SALUTATION. USE <return>, ! ^S = LEFT ^D = RIGHT or <control> (^) key with ! ^X = DOWN the letter at the right ! ^G = Delete ^V = Insert char. to move the cursor >>>>>>> ! ^W = QUIT and to GO ON b. The cursor will return to the "TITLE" area to receive the prospect's data. B. After adding all the required data through the COMMENT field the bottom third of the screen will clear and be replaced with: NO.----- CONTACT NAME ----------- PHONE ------------ JOB TITLE ---------------- 1- ! ! 2- ! ! 3- ! ! 4- ! ! ------------------------------------------------------------------------------- Enter a number for the above CONTACT that you wish to edit.. (1, 2, 3, 4), <H>-H E L P <RETURN> to EXIT : : " 1. For this prospect (or Customer) you may keep tract of up to four additional contact names. a. Enter '1' for the first name and the cursor will go up to the left next to the number 1 so you can fill in the first line. b. Should you wish to quit at any point simple hit ^W. C. If you had entered the prospect code as an 'O' indicating that you are adding a customer to the file then the bottom of the screen would have cleared and given you the following reminder notice: "NOTE: To enter an order for this customer (Prospect Code 0)" use 'O'-sales Order from the M A I N M E N U." Hit <RETURN> to CONTINUE : : " 1. This is a reminder to you of how Sales Orders (See TFO 16-1) are to be processed. 2. Touch <return> and the screen will be ready for another entry. .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-4 .H:------------------------------------------------------------------------------ .H: D. The following points are helpful to know when adding new prospect or customers to the file. 1. Add as many prospects' name and address data as time permits. (NOTE: A check for duplicates is done on each name entered. This is done after you enter the suffix. See Paragraph B below.) 2. Use the second address line only when the first address line is filled in. 3. If there is no follow-up date entered, the record will print first on the follow-up report ahead of those with dates. 4. Since THE FRONT OFFICE can handle personal names by combining the individual parts of the name into one long name, the final name may be longer than 50 characters, and if so, an error message will appear at the bottom of the screen: "NAME IS TOO LONG by XX characters.....PLEASE CORRECT IT..... HIT <return> to CONTINUE : :" a. When this message occurs, note what you must trim from the name. b. Hit <RETURN> and reenter the data using a shorter name method. 5. Status codes will need to be invented. Be sure all agree on their use as strong standards must be enforced for there proper use. .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-5 .H:------------------------------------------------------------------------------ .H: 6. When all additions are finished, hit <RETURN> and a "Working" sign will appear in the upper left corner of the screen to let you know that THE FRONT OFFICE is putting all things in order. 7. Duplicate names cannot be entered at the MAIN MENU, because when THE FRONT OFFICE finds the duplicate, it automatically goes to the EDIT routine. However, entering "fake" characters to force THE FRONT OFFICE to the ADD routine will allow duplicates to be entered. During the ADD routine, when you enter a duplicate name, the top of the screen clears and the following message appears: " DUPLICATE RECORD <A>-Add it <S>-Skip :S:" a. Should you enter <RETURN> for the default "S", what you are trying to add to the file will be skipped or not added. b. Should you enter A, the duplicate (or the name like the existing name) will be added into the database file. 2. If the name that you enter at the MAIN MENU screen is found in the file, EDITING of the found record will happen automatically. A. The screen clears, and the data fields appear as when adding data, except the bottom of the screen has last contact information on it: "+-------------------- L A S T C O N T A C T E N T R Y --------------------- CONTACT DATE 06/24/85 CONTACT NAME Sam Jones Met with Julie and the training team at the site. All repairs finished. All going well. Sold a system to his neighbor Mr. Rogers. <A>-Add call -Backward <D>-Delete Record <E>-Edit call <F>-Forward <H>-H E L P <N>-contact NAMES <O>-One letter -Print record <R>-Revise Record <S>-Search record <RETURN> to EXIT : :" 1. If there where no contact entries on file the following will be printed: " There are NO CALL REPORTS on file for this name. " .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-6 .H:------------------------------------------------------------------------------ .H: B. Enter 'A' to ADD a message to the call report for your future reference. 1. A 'Call Report Detail' screen will appear so that you can add message for this date and contact name. a. NOTE: The cursor is located by the 'FOLLOW' field so that you can enter a follow-up date manually. b. Simply hit <RETURN> to accept the present date that is shown. 2. When you print a report or edit the file again, the call data that you now entered will be the last contact entry and will be displayed. C. Enter <RETURN> to EXIT and you will be returned to the MAIN MENU. 1. You may have only wished to review the detail in the last contact record or perhaps you needed a phone number to call the prospect. D. Enter 'N' for 'contact Names' and you will receive a new screen at the bottom to add or edit the contact names: "--------------------- E D I T C O N T A C T N A M E S ------------------ NO. CONTACT NAME PHONE JOB TITLE 1- ! ! 2- ! ! 3- ! ! 4- ! ! ------------------------------------------------------------------------------- Enter a number for the above CONTACT that you wish to edit.. (1, 2, 3, 4), <H>-H E L P <RETURN> to EXIT : : " 1. Entering a number will allow you to edit or add up to four contact names and their job functions within the company you may be trying to sell. b. Enter a number (1 to 4) and the cursor will go to the left so that the line can be filled in to either edit or add to the file. 2. Entering 'H' for 'help' will clear the screen and tell you some information about contact names. .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-7 .H:------------------------------------------------------------------------------ .H:.H: 3. Enter <RETURN> and the E D I T M E N U screen will reappear. E. Select 'S' should you wish to search for other names to edit. F. B-Backward and F-Forward permit you to step in either direc tion through the names in file. G. D-Delete will delete the current name on the screen after prompting you for confirmation with the following message: 1. If call records exists on file you will see at the very bottom of the screen: " >> All calls will now be deleted << <C>-Confirm calls delete -Print call report <RETURN> to EXIT : :" a. Should you answer 'C' call records for this prospect/customer record will be deleted. b. NOTE: It is a good idea to answer 'P' to receive a call report first for your records before deleting any calls. c. Answering <RETURN> will bring you back to the edit menu. 2. Next you will see a new heading at the center of the screen: "------------ P R O S P E C T / C U S T O M E R D E L E T E S --------------- <C>-Confirm prospect delete <RETURN> to EXIT : : " a. Simply answer the question with a 'C' to delete the prospect/customer record. 1). The original edit menu will return and the screen will display the next prospect in the file. b. Answer with <RETURN> and the prospect will remain in file. .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-8 .H:------------------------------------------------------------------------------ .H: H. P-Print will print the current screen along with other pertainent data on file. I. C-Customer sales income will bring up the screen to post sales detail. (See TFO-16.) 1. Should the Prospect Code not be a "0", however, then attempts to edit such information will remind you to change the code to zero. a. After changing the code to "0", the Sales Order screen will appear. b. A <RETURN> will take you back to the Edit Menu should you not wish to change to code to "0". J. R-Revise will highlight the screen for editing, and the bottom left will have the expression: "^W - TO QUIT and GO ON" 2. Make whatever changes that you wish just as was done when you added new prospects/customers. a. The <RETURN> key can be used to exit from any position in any field without erasing any data in the field. 3. The ^W combination can be used at any position to exit to the Edit Menu again at the bottom without erasing any data. K. O-One letter will create a merge file and a data file from The Front Office's database file for your word processor to use in order to write the prospect/customer a single letter. (See the procedure TFO-4, WRITING SINGLE LETTERS & ENVELOPES). 3. When a prospect's name that is known to be in memory when the MAIN MENU screen appears, (usually because you have just finished some activity with that prospect/customer), you may simply enter <RETURN> to place that particular prospect in the EDIT routine again. A. However, should you happen to hit the <RETURN> key with no prospect in memory, the bottom half of the screen will clear and you will receive the message: "You must not have a blank file in memory. Please ENTER the name first. HIT <return> to CONTINUE : :" .H:October 1, 1986...ADDING & EDITING THE PROSPECT FILE .H:...TFO 3-9 .H:------------------------------------------------------------------------------ .H: SUMMARY: We have tried to give you an overview as well as a step by step guide through the adding and editing routines. Deleting records is quite straight forward with the computer constantly checking its information to help you to not make mistakes. You can have duplicate names should they be required. The system checks for dublicate names when you enter a name to edit it and when you enter a name to add it. Be careful, however, that you type names with certain standards especially corporate names. For example, always use periods for initials or do not, only use single spaces between elliments of the corporate name, or always use a period after 'Inc.' The Front Office does not beleive in special account numbers, alphanumeric numbering schemes or cross reference file card systems, etc. - E N D -