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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.