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IN-CONTROL 12 PACK [TM] [formerly PROSPECT!] This program is so comprehensive that it can function in any one of 19 capacities [originally 12, hence '12 Pack' or 12 Software Packages]. You can select how you want this program to present itself from the Install menu, which is shown to you automatically when you first bring up the program. At that time, you have these options: 1 = Salesman's Prospect and Activity Tracking System [default] 2 = Bank Loan Recovery/Collections Tracking System 3 = Collections [Debtor] Follow up system 4 = Bank Services Marketing system for Prospects and Customers 5 = CPA Time, Billing and Activity Tracking System 6 = Attorney Time, Billing and Activity Tracking System 7 = Architect Time, Billing and Activity Tracking System 8 = Secretary's Appointments Scheduler 9 = Insurance Prospect and Activity Tracking System 10 = Real Estate Prospect and Activity Tracking System 11 = Telephone Customer Support Tracking System: Time & Billing 12 = Doctor's Patient Appointment & Billing Tracker 13 = Dentist's Patient Appointment & Billing Tracker 14 = Contractor's Commitment, Schedule, & Cost Tracker 15 = Manufacturer's Rep Prospect, Activity & Expense Tracker 16 = Church Member's Collections and Activity Tracker 17 = Personnel Specialist's Applicant\Employee Activity Tracker 18 = IRS Revenue Agent's Activity Tracking System 19 = Advertising Agency Client\Activity\Billings Tracking System Regardless of which selection you make, the functionality of the program doesn't change, just the terminology. The tutorial that follows will cover the concepts in the program and those concepts cross all capacities. At the time you select your '12 Pack' option during the Install process, the program will tell you the difference in terminology that it makes automatically in the program and will show you how to make the same adjustment mentally in this documentation. Throughout this tutorial, let's assume that you had selected default value number 1. Overview: EVERYTHING IS ON-LINE! FAST SEARCH CAPABILITY Rolodex features Appointments: APPOINTMENT SCHEDULES AND GRAPHICS "LAYER-IN" ABILITY: 99,999,999 layers of data ALL REPORTS FIT INTO A STANDARD BRIEFCASE! Network-ready (works on any network) Be in control of your Prospects\Customers\Patients or Clients: store up to 1,000,000,000 names This program includes: Appointments, Commitments, Callbacks, Statements Revenues\Expenses, Collections, Graphics, Free-form data search, Rolodex features, Labels management, and Reports! with a built in intelligent Telephone\Speakerphone Dialing System, that tells you if an outgoing call is local, local toll, or long distance. The program stores & dials up to 1,000,000,000,000 phone numbers for you. contains a built-in proposal and invoice generator. and can time and cost your activities as well as automatically create summary or detail statements to reflect amount owed for activities or consultations This program standardizes your contact with Prospects\Customers\Patients or Clients and converts forgotten verbal commitments into a focused, daily appointments and callback list that nets you extra business! Retrieve activities by word or phrase, and has build in word processor for every record in the rolodex file. To become a registered user for this software, bring up the program, PROSPECT.EXE, go to the Main Program Menu, Other Options Menu. Select option 6, Register Software The registration fee for this fantastic program is only $99! IN-CONTROL 12 PACK [TM], Version 2.64 Table of contents Contents Pages User License Agreement................................................. Benefits of using IN-CONTROL 12 PACK [TM].............................I Questions answered by this program..................................III Installation.........................................................VI Preface to the Tutorials............................................... Tutorial 1: Creating 1 new record in the Prospect File................1 Tutorial 2: Adding 2 records into the Activity File...................8 Tutorial 3: Creating expense reports from those 2 activities.........19 Tutorial 4: Creating appointment schedules...........................25 Tutorial 5: Search through data......................................33 Tutorial 6: 'Layer-in' concept.......................................43 Service Agreement............................................Appendix A Other new features: Generating Proposals/Invoices...........Appendix B [and automatic phone dialer; create your own fields] Importing Foreign Data.......................................Appendix C Modifying the Labels.........................................Appendix D Procedures for Canadian/Foreign records and labels...........Appendix E Time and Billing Stopwatch subsystem.........................Appendix F [time and bill every activity, with up to 9 labor rates] Notes on multiple contacts within one company................Appendix G [program must have one unique record for every prospect] Blank Appendix...............................................Appendix H Base Station/Remote Site Consolidation feature...............Appendix I WordStar/MailMerge[TM]/Basica/Output Sequential File.........Appendix J Overview of Memo Options: Every prospect record has its own word processor!............Appendix K Labels Menu,10 options that give you control over your data..Appendix L Automatic Statements [used for billings or collections]......Appendix M Printit v3.5, Print functions offered in memos and VIEW.TXT..Appendix N Create your own industry-specific Help/Data Screen...........Appendix O Automatic Data Back-up upon exiting the program..............Appendix P Using the CALLBACK feature in the Activity file..............Appendix Q ACS User License Agreement: ACS 2116 E. Arapaho, Suite 226 Richardson, TX 75081 March 1, 1987 You may: a. Use the program on a single microcomputer on which the package was designed to operate. b. Copy the documentation or object code in whole and distribute it to any other user who wishes to evaluate this software prior to their becoming a Registered User. c. Become a Registered User by paying for this with a credit card or by sending a check or money order for current asking price, as shown on the program screen, to ACS. Warranty Disclaimer: Limitation of Liability Limit of Liability: Neither ACS nor Juskovitch Corporation shall have any liability or responsibility to you, the customer, or any other person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by the ACS IN-CONTROL 12 PACK [TM] Prospect and Activity tracking system provided by Juskovitch Corporation or ACS, including, but not limited to interruption of service, loss of business or anticipatory profits or consequential damages resulting from the use or operation of ACS IN-CONTROL 12 PACK [TM]. Neither Juskovitch Corporation nor ACS make any warranty, express or implied, with respect to the enclosed documentation, including, without limitation, any user's manual, reference manual, software program, or software disks, or their performance, merchantability, or fitness for any particular purpose. Proprietary Notice: This document and the software described herein are the proprietary and trade secret information of ACS and Juskovitch Corporation. They have been provided pursuant to this agreement containing restrictions on its use. The program documentation, program design, and design of program screens are also protected by federal copyright and trademark law. None of these items may be incorporated into any other program or programs, in part or whole, without the express prior written permission of ACS. Trademark: IN-CONTROL 12 PACK [TM] and PROSPECT! are trademarks of ACS. Service: All service and user support are provided as per the ACS Service Agreement. Acknowledgment by user and acceptance of liability: You acknowledge that you have read this agreement and understand it and agree to be bound by its terms and conditions. You further agree that it is the complete and exclusive statement of the agreement between us which supersedes any proposal or prior written agreement, oral or written, and any other communications between us relating to the subject matter of this agreement. BENEFITS of Using IN-CONTROL 12 PACK [TM] BENEFITS: 1) On line documentation: EVERYTHING IS ON-LINE! This is a powerful system, but all information you need is on-line. At every main level or menu, there is a HELP screen. 2) Speed of data search: FAST SEARCH CAPABILITY ***FAST SEARCH OPTION--lets you retrieve names, activities, or messages by any word or words that you entered into the comments section--from last week or 5 years ago! Other search options include first or last name, phone number, city, or zip code. FAST! FAST! FAST! You can retrieve summary information on 10 consecutive people out of 1,000,000 in 8 seconds! 3) Rolodex features ***An electronic Rolodex with detail information on people: name, address, zip,city, comments, and 'referred by'--for up to 1,000,000,000 of them! The Prospect file contains all of those names that you would normally put into a Rolodex system. From this list you can generate reports sorted by name, address, city, zip and phone number. 4) Appointments: Ability to annotate appointments before and after the fact. A reminder of todays' appointments and commitments, with full notes made at the time of information input. Ability to annotate expenses and keep an expense log for all activity and appointments. APPOINTMENT SCHEDULES AND GRAPHICS 5 different appointment schedules, including 'TODAY'S APPOINTMENTS', as well as an on-line graphics display of appointments for any 14 day period (any monitor). benefits - page I 5) Keep "layers" of data separate. "LAYER-IN" ABILITY ***This feature allows you to "layer-in" lists of names from other sources, and still keep all reports and labels separate! This means that if you have 1,000 names in the electronic Rolodex and you purchase a list of prospects from someone that has 10,000 names, you can enter them into the program and yet keep them separate from the original 1,000 when generating labels or reports. All told, you can "layer-in" 99,999,999 different layers or groups of prospects, without one layer overlapping the other when you produce labels or reports! In this way, the program is flexible enough so that it will have multiple uses for you. 6) Other: SECRETARIAL INPUT: In your absence , he or she can input into your appointment system. Later you can create appointment schedules. ALL REPORTS FIT INTO A STANDARD BRIEFCASE! All of the reports are printed out on standard 8 1/2" by 11" computer paper (at 10cpi) , so that you can carry this information with you when you are on the road. This frees you from having to be tied to your computer in order to retrieve prospect data. For example, while you are in a hotel room at 10PM, you can refer to your reports to answer questions such as: "Who are my prospects in Denver, the names of the contacts at each company, their phone numbers, and what comments have I recorded about them in the electronic Rolodex as well as on any subsequent prospecting phone calls I made to them?" SYSTEM REQUIREMENTS AND PROGRAM SPECIFICATIONS: Hardware required: IBM PC, PC-compatible, or MS-DOS computer 384 KB memory 2 floppy drives Specifications: DBASE III [TM] compiled (stand alone product, nothing extra required) 1,000,000,000 records per file (prospect or activities) 99,999,999 categories or "layers" of data permitted 1,000,000,000 phone number dialer 1,000,000,000 mailing label subsystem benefits - page II QUESTIONS PEOPLE ASK: Business people ask questions about performance and Specific Applications BUSINESS PEOPLE ASK: "Does a menu-driven system exist that meets my needs?" The answer to all of the following questions is: "Yes, yes, yes: IN-CONTROL 12 PACK [TM] does." A TICKLER FILE: "My needs are simple. My appointments are mostly of a short-term nature, no more than 4 to 5 weeks in the future. About 10 percent of them are rescheduled, but by and large the quantity of information I deal with is limited. All I want to do is to push one button every morning and generate a one-page report that fits into my briefcase and shows me all appointments for that day, along with a lengthy comment for every appointment, entered at the time the appointment had originally been made. In this way, I know what I have to do that day. Before each appointment, I can brief myself from the comment that appears below each prospect or company whose name appears on the daily appointments schedule. Does any system like this exist." LONG CLOSE CYCLE: "I market a product to Utility companies that has a long close cycle. Each sale and all of the presentations that precede the sale are a team effort, yet we have a hard time coordinating the appointments and presentations that our customers. Is there any simple way to coordinate these activities and is there a tool that allows one member of the team to make appointments that will then be easily communicated to the other members of the team in a standardized format?" EMPLOYEE TURNOVER AND TRAINING: "When an employee leaves our division, he or she has been acting in a specialized capacity on a team that deals with the customer. Once that person leaves, we go through the same cycle every time. Since we have not standardized the way each person tracks their activity with the customers, each employee keeps a folder or folders in their desk. When they leave, nobody has time to look at those folders and the replacement employee can't make any sense out of what is in the folders. Hence, the training and replacement phase in employee turnover seems to be slow and expensive. Is there a tool that standardizes the information kept on activities performed for customers and then presents that data in a form that new employees can use to brief themselves?" questions - page III MANAGING MAILING LABELS: "I have a tough time managing my mailing labels. When my business first began, I used a software program that created labels for my 500 customers. Then I purchased a mailing list with 5000 names. Since then, I have had 3 different advertising campaigns, each with an average response of 2000 names. I now have 11,500 names in the program. The last time I tried to print out labels, the program tried to print out all of them before the printer ran out of labels! Look, I have 5 different blocks of data, but the program doesn't know that. Is there any program that can group my data, whether I have 5 blocks of data or 99,999,999 blocks, so that I can select which of those groups to print out? Once I get that under control, I would then like to be able to select mailings to one zip code, a range of zip codes (such as south Florida), one company letter, or a range of companies (such as all "T"'s, or all "F"'s through "T"'s). Is there any menu-driven program that will give me these features within any one block of data, as well as for all of the blocks combined, at my option?" TRACKING EXPENSE DATA: "After I set up my appointments, is there a simple way to go back to those records, enter an expense item and then later summarize those expenses by customer, for any period of time, by salesman or customer support person? Does a menu-driven program exist that can do this for me?" TRAVELING SALESMEN: "When I'm on the road, I often need this type of information: Who are our prospects in Denver, what activities or appointments have occurred in the past with each one, and what comments did the salesperson make at that time? Is there a painless way to just push a button and have reports in my briefcase, on standard 8 1/2 by 11 inch paper, that give me this data? Also, in my absence, is there a way my secretary can take inquiries from prospects and record them into a system that requires no learning on her part and yet generates a report upon my return of who called and their comments. Does a product exist that does all of these things?" COLLECTIONS OFFICER IN BANK "I'm a collections officer in a bank. We have a hard time tracking collections activity: on whom have we called and what activities have occurred with each customer? Does a simple, menu-driven system exist that would allow me the flexibility of modifying an off-the-shelf software package to do what I need done in a bank? Further, can I make these modifications once from a menu and from then on the program would remember my unique nomenclature. I guess what I really want is a way of standardizing the way we track collections activity." questions - page IV INSTALLATION: Instructions for Installing IN-CONTROL 12 PACK [TM] [installation is handled by external GO.BAT] INSTRUCTIONS FOR MANUFACTURING AND INSTALLING IN-CONTROL 12 PACK [TM] [If you have four ARC files] A) Manufacturing an executable program Overview There are 4 steps to creating an executable program. Step 1: Verify that you have all four ACS IN-CONTROL 12 PACK [TM] Library or ARC files. SALE-A.ARC <=== Help & support files (if floppy, drive A) SALE-B.ARC <=== Executable code (if floppy, drive B) SALE-C.ARC <=== Executable code (if floppy, drive B) SALE-D.ARC <=== This tutorial These 4 large files are the ACS IN-CONTROL 12 PACK [TM] Libraries. 2) Split-out (or un-archive) the individual files from these 4 Libraries. 3) SALE-D.ARC contains this documentation file, SALESDOC. To print it out, make sure your printer is on line and the paper is set to the top of form. Then enter: COPY SALESDOC LPT1: 4) Run PROSPECT.EXE B) Manufacturing an executable program: Procedure for a Hard Disk Step 1: Verify that you have all four ACS IN-CONTROL 12 PACK [TM] Library or ARC files. Step 2: Create a subdirectory on your hard disk named 'ACS' and move the all four ARC files into it. This step then requires a public domain utility called ARC.COM or ARC.EXE. Multiple versions of this exist. If, for example, you are using ARC50.EXE, then the commands to split out the files would be: C>ARC E SALE-A.ARC C>ARC E SALE-B.ARC C>ARC E SALE-C.ARC C>ARC E SALE-D.ARC The 'E' stands for Extract. Step 3: After all of the individual files have been split out from the 4 Libraries, you are ready to execute the program that will make your system operational. To do this, execute: C>PROSPECT <======this file will reside in your ACS subdirectory. Installation - page VI C) Manufacturing an executable program: Procedure for a Floppy-based system Step 1: Verify that you have all four ACS IN-CONTROL 12 PACK [TM] Library or ARC files. Step 2: The ARC file with the documentation, SALE-D.ARC, contains this tutorial and is used only for you to print it out. To print out the tutorial file, SALESDOC, make sure your printer is on line and that your paper is set to the top of the form. Enter this command: COPY SALESDOC LPT1: The other 3 libraries, SALE-A.ARC, SALE-B.ARC, and SALE-C.ARC, contain the executable program and support files. This step then requires a public domain utility called ARC.COM or ARC.EXE. Multiple versions of this exist. You must, however, use version 5.0 or later. Create three formatted floppy disks, each with a copy of your archive program, such as ARC.EXE. Label the first disk 'ACS Prospect System HELP DISK: Drive A', the second one 'ACS Prospect System PROGRAM DISK: DRIVE B:', and the third disk label 'ACS Prospect System TUTORIAL'. Make sure that the first disk is formatted as 'bootable, and contains 'COMMAND.COM'. [You create a 'bootable' disk with this format command: FORMAT A:/S] Step 3: Place SALE-A.ARC into drive A. Place your first disk, labeled 'ACS Prospect System HELP DISK' into drive B. Enter the following command: B>ARC E A:SALE-A.ARC <=='E' means 'extract' This will take the one large archive file on drive A and split it into many little files on drive B. Step 4: Place SALE-B.ARC into drive A. Then put your second formatted disk labeled 'ACS Prospect System PROGRAM DISK' into drive B, and enter the following command: B>ARC E A:SALE-B.ARC Stop 5: Place SALE-C.ARC into drive A. With the 'ACS Prospect System PROGRAM DISK' still in drive B from Step 4, enter the following command: B>ARC E A:SALE-C.ARC Step 6: Place SALE-D.ARC into drive A. The insert the third formatted disk, labeled 'ACS Prospect System TUTORIAL', into drive B, and enter the following: B>ARC E A:SALE-D.ARC Installation - page VII Step 7: Now go back to each of your 3 formatted disks and remove ARC.EXE from each of them. Step 8: Place the 'ACS HELP DISK' in drive A and the 'ACS PROGRAM DISK' in drive B. Go to drive A and execute the following command: B>PROSPECT -----------------Help Screen------------------- HELP SCREENS Many of the menus have a HELP option. To access these, just push the "H" key (no quotes, no [RETURN] key). By using your arrows and [Pg Up], [Pg Dn] keys, you can move around the HELP file. When you are finished looking at the HELP screen, enter [ESC] to return to the main program menu. Almost every menu has a HELP screen. Some menus have another assistance-type screen called SAMPLE REPORTS or SAMPLE LABELS. To access these, you would enter an "S". One menu may branch down to a number of other menus. Think of these as branches on a tree. Regardless of how far down the tree you go, you can always return to the next higher level by typing an "R". By typing an "R" repeatedly, you can always return back to the beginning, the Main Program Menu. Installation - page VIII INSTRUCTIONS FOR INSTALLING IN-CONTROL 12 PACK [TM] Three ready-to-run disks The disks are labeled: Disk 1: SALES-A <--- This is the 'HELP' disk Contains ACSDRVA.OVL Disk 2: SALES-B <--- This is the 'PROGRAM' disk. Contains PROSPECT.EXE & ACS1OV.OVL Disk 3: SALESDOC <--- This is the Tutorial -----If you run this program on a floppy-based system:----- Disk 1 should be formatted as a 'bootable' disk. If not, copy the files from SALES-A to a disk that you have formatted with this command: FORMAT A:/S To verify if your disk is 'bootable', check for the existence of a file named 'COMMAND.COM'. The format instruction above should have placed this file onto your 'bootable disk'. Place disk 1 into drive A and disk 2 into drive B. Disk 2 contains the executable program code, while disk 1 has the Help and support files. Enter this command from drive B: B:PROSPECT <==== this will execute the main program Disk 3, the sales documentation and tutorial, is not used while the program is running. It contains this 60 page tutorial and can be printed out will this command: COPY SALESDOC LPT1: If you wish to browse through this text file before printing it out, you can use a utility named 'LIST.COM' that already exists on disk 3, with this command: LIST SALESDOC -----If you run this program on a Hard Disk----- Create a subdirectory on your hard disk, such as \PROSPECT, then copy all files from all three disks into that subdirectory. From within that subdirectory, enter this command to run the program: PROSPECT <---- will execute PROSPECT.EXE To print out the tutorial, enter this command: COPY SALESDOC LPT1: If you wish to browse through the tutorial file, enter this command: LIST SALESDOC -----Note on "Help" options----- Many of the menus have a HELP option. To access these, just push the "H" key (no quotes, no [RETURN] key). By using your arrows and [Pg Up], [Pg Dn] keys, you can move around the HELP file. When you are finished looking at the HELP screen, enter [ESC] to return to the main program menu. Almost every menu has a HELP screen. Some menus have another assistance-type screen called SAMPLE REPORTS or SAMPLE LABELS. To access these, you would enter an "S". One menu may branch down to a number of other menus. Think of these as branches on a tree. Regardless of how far down the tree you go, you can always return to the next higher level by typing an "R". By doing this repeatedly, you can always return back to the beginning, the Main Program Menu. Installation - page IX PREFACE TO THE TUTORIALS This program relates activities to prospects. It will summarize dollars spent for any activity or group of activities, for any prospect, for any period of time. Thus it is ideal for tracking revenue or expense data on a prospect, but it can also be used to summarize collections, subscriptions, or any monies received for any one person or group of persons. Before entering an activity record, you must first create one main record in the Prospect file. From this record will be related all activities about that prospect. Stated another way, you cannot enter an activity into the Activity file unless you first have an entry in the Prospect file. There is one exception, though. If someone is using the program in your absence, such as a secretary, the program will allow him or her to enter an unlimited number of activities for a prospect called 'NEW'. This exception is intended to be used intermittently in your absence and allows you to identify those activities that were recorded while you were gone. Definition of 'Company Name': In the Prospect file you will observe these three fields: First Name : Last Name : Full Company name of Prospect : Let's say that you are making an entry for 'John Doe' and he has no company name. Make these two entries: First Name :John <====enter this Last Name :Doe <=====enter this Full Company name of Prospect : <====leave this line blank. If you enter a first and last name for someone who has no company name, the program will create a company name on the screen for you of: first name + last name. Observing how the program shows appointments: Bring up the program (PROSPECT.EXE) the first time with this command: PROSPECT. This will take you through the system installation process and will then present you with the Main Program Menu. Once you see this, exit the program with an 'X'. After you have left the program , set the system date to January 2, 1986, with the following command: C>DATE <====== enter this command Current date is Mon 12-01-1986 Enter new date: 1-02-1986 <==== enter this date A number of appointment records are in the Test Data that reflect appointments made during the 2 weeks following January 2, 1986. Now invoke the Prospect Tracking System by entering: PROSPECT. The program will then give you an analysis of the appointments for that day, as well a graphics presentation of all appointments for the next two weeks. (It does this if you have at least one appointment for today.) PREFACE TO THE TUTORIALS Continued A Preview of the options that customize this system: Accessing the Custom Options: Let's say that you don't want the program to show you the appointments every time you bring up the program. Once you arrive at the Main Program Menu, you will observe Option 5, Other Program Maintenance. Enter a '5' (without quotes), and you will then be at the Maintenance Menu. At this menu, you have a number of options. Later you can come back to this part and explore the meaning of the various options by reading through the 'Help' file. For now, enter 'C' to access: C) Special features to customize this system to your needs You will then see the Custom Options Menu. For now, we are only interested in option 4, 4) Toggle initial graphics image for Appointments Before selecting option 4, let's go to the Help file to understand exactly what this option does. Do this by entering an 'H' for Help. Once you have done this, you will be in the Help file for the Custom Options Menu. Using the Up and Down arrows on your keyboard, scroll through the Help file until you come to the explanation for Option 4. After you have understood what Option 4 will do for you, select the 'ESCAPE' key to exit from the Help file. You will then be back at the Custom Options Menu. For now, enter '4' once and watch the screen. The message to the right of Option 4 will change from [now on] to [now off]. After you have observed this change, select '4' once more so that [now off] becomes [now on], thereby restoring the original setting. Later on, when you become more proficient with the program, come back to the Custom Options Menu and experiment with the various options available to you. (You can, for example, change the name used throughout the program for Expenses to Collections or Revenues. Many of the names and titles used throughout this program can be modified through the Custom Options menu.) For the time being, return to the Main Program Menu by entering 'R' twice. Then exit the Main Program Menu by entering an 'X'. Once you have returned to your default drive, change the DATE back to the true current date with the DATE command. [Note: If you are using a floppy-based system, observe how much space you have left on drive A, the disk used for data storage. If you begin to run out of space, delete all files that end in .DOC. This will you give you more space for data.] TUTORIAL ONE: Creating one new record in the Prospect File tutorial 1 - page 1 The first menu you see when you invoke IN-CONTROL 12 PACK [TM] is: ============================================================================= ---------------------- Prospect and Activity Tracking System ------------ | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= With IN-CONTROL 12 PACK [TM] you can relate activities to the Prospect File, such as phone calls to prospects or inquiries from customers. From the activities are generated future appointments, reports for prospects and activities, and revenue/expense reports. PURPOSE OF TUTORIALS: The purpose of these tutorials will be to show you how the Prospect file integrates with the Activities file and how reports and revenue/expense summaries are generated from them within IN-CONTROL 12 PACK [TM]. tutorial 1 - page 2 ============================================== | Adding a Record to the Prospect File | =============================================== Let's say that you acquired the business card, below, from someone at a recent trade show. BUSINESS CARD: ----------------------------------------------------------- | Paul Sax | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card is scribbled the note: "Sells to OEMs only." To bring this into IN-CONTROL 12 PACK [TM], go to the Main Program Menu, then invoke '1' for the Prospect File. You will then see: ============================================================================= | Prospect and Activity Tracking System | | PROSPECT FILE ---------------------------------------------------------- | | ---------------------------------------------------------- | | | A to ADD data | | G to GET/EDIT data | | | | | | L to print mailing LABELS | | | | H for Help on Prospect File | | | | R to RETURN to main menu | | | ---------------------------------------------------------- | | PLEASE ENTER YOUR CHOICE : | ============================================================================ tutorial 1 - page 3 Enter an 'A'. You will see the blank screen as below. ============================================================================= -------------------- Prospect and Activity Tracking System -------------- | | Date / / | Name of Contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name : Last Name : Full Company name of Prospect : ****Address of Prospect **** Address1 : Address2 : City : State TX Zip Code 0 Phone Number :( )000-0000 Comment one : Comment two : Referred by : Date Revenue/Expenses were last summarized : / / Time of update : Summary of Revenue/Expenses for this Prospect, all activities : 0.00 Category Selected 1 MAKE AS MANY ENTRIES AS YOU WANT. | WHEN DONE ENTER BLANKS FOR COMPANY NAME | | ============================================================================= You can add data into this screen just by moving your cursor around. After you have finished entering data, hit the 'ENTER' or 'RETURN' key enough times so that you go to the end of the screen. You will then automatically move to the next screen. In this manner, you can enter one screen (or record) after the other. If you want to stop entering data, leave this field blank that says: Full Company name of Prospect : This field is important because the computer keeps track of each record by the name that you enter here. Later on, when you want to search for an existing record, you have to enter the name that you had originally entered. Anyway, enter the data from the business card that you saw earlier. Make sure that you enter 'ACS' (all caps) for 'Full Company name of Prospect'. The program uses this item to search for other data. When you come to the field named 'COMMENT1', enter the handwritten comment written on the back of the card: "Sells to OEMs only". Later on, you can search for any of the keywords, such as "OEM" or "Sells". You would do this from the Main Program Menu, Search Through Data, option 6. For now, just enter the text as shown, then push the [RETURN] key enough to go to the bottom of the screen. When you are finished, you will see this on the bottom of the screen. MAKE AS MANY ENTRIES AS YOU WANT. WHEN DONE ENTER BLANKS FOR COMPANY NAME Press Any Key When Ready tutorial 1 - page 4 When you push the [RETURN] or [ENTER] key again, you will see another blank screen. The program assumes you are finished entering records when you leave this field blank: Full Company name of Prospect : Since you are now looking at a blank record, push the [RETURN] key enough times to go to the bottom of the screen, or, as a short cut, hold down these two keys at the same time: [CONTROL] [C], or enter 'PgDn' on the numeric keypad. This has the effect of 'flipping' to the bottom of the screen during data entry or edit. This is true wherever you are in the program. ============================================== | Returning to the Prospect File Menu | =============================================== Now go to the "G" option. You should see (with slightly different data): ============================================================================= | Date 04/15/86 | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. | First Name :John D. Last Name :Cauble, Jr. Full Company name of Prospect : Accounting & Tax Service ****Address of Prospect **** Address1 :11056 Shady Trail Address2 :Suite 101 City :Dallas State TX Zip Code 75229 Phone Number :(214)357-5454 Comment one :He is the accountant who does some work for Lolir Lectronics Comment two :(also call (214) 357-5461) Referred by : Date Revenue/Expenses were last summarized :01/01/01 Summary of Revenue/Expenses for this Prospect, all activities : 0.00 Category Selected 1 ENTER N FOR NEXT, P FOR PREVIOUS | S FOR SEARCH, M FOR MORE COMMANDS | RETURN EXIT | ============================================================================= This is the screen that you saw a second ago, but with some other commands at the bottom: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT This means that if you enter an "S", you can search for a record. If you enter an "N", you will go to the next record in the file. If you re-enter a "P", you will go back one record, to the prior one. We'll come to "M" in just a minute. tutorial 1 - page 5 For now, enter "S". You should hear a beep, and the screen will then go blank. Note that the cursor has now moved to the this line (or field): Full Company name of Prospect : Enter the letters 'ACS', followed by a [RETURN]. The program should show you the record for the company whose information you entered earlier from the business card. When you search for records, you use the company name to retrieve any record. The company name is important because, with this piece of information, the computer can locate any record in the file. The company name does not have to have the same capitalization as you had originally entered it. If you wish, you can make a partial entry. For example, let's say that you had originally entered "General Motors". If, in searching for this record, you entered "Ge", you would find it, or a record close enough to it that you could use the "P" and "N" option to find it. Why would you have a close match, but not a perfect one? Let's say that you had originally made two entries: "General Motors" and "General Foods". If you searched for "Ge", the first record satisfying this requirement would not be "General Motors", but "General Foods". But right behind it would be the record for "General Motors", just like in a 3 by 5 card box. Anyway, with the "S" option, you can search anywhere you want, but you must always put some value there, not just a blank. If the computer can't find any match at all, it will say: NOT FOUND TRY AGAIN(Y/N)? If you want to try again to search for another record, enter "Y"; otherwise, enter an "N" for no. After entering the "N", you will be back to the prior menu, on the bottom of which is: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT Enter an "M" for more commands. You will then hear a beep and some new commands will appear: ENTER E TO EDIT, D TO DELETE, PRESS RETURN WHEN DONE If you wish to edit this record, enter the "E". After doing this, you will hear a beep, the screen will blink, and you should see this message on the bottom: ENTER ALL CHANGES tutorial 1 - page 6 When you see this, it means that you can move around the screen as much as you wish using the arrows or hitting "ENTER". Make any changes you wish. When you come to the end of the screen, you will then see: ANY MORE CHANGES (Y/N)? N If you say "Y", then you can continue making changes to this record. Otherwise, by entering an "N" , or just by hitting "ENTER", you will then see this again: ENTER E TO EDIT, D TO DELETE PRESS RETURN WHEN DONE If you wish to delete this or any record, enter the "D" option. You should see: ENTER E TO EDIT, D HO DELETE, ARE YOU SURE(Y/N)?N This system automatically inserts an "N" to this answer unless you override it by entering a "Y". If you do enter a "Y", you will then see: ENTER E TO EDIT, D TO DELETE, PRESS RETURN WHEN DONE Press "ENTER". After you go back one or two screens, you will then be back to the main menu for the Prospect File. Note that you enter the "R" option to get back to the last menu. This is true from any menu. "R" will get you back to the last menu. After entering an "R", you should have returned to the Main Program Menu. tutorial 1 - page 7 TUTORIAL TWO: Adding two records into the Activity file for the one record just entered into the Prospect file tutorial 2 - page 8 ADDING RECORDS TO THE ACTIVITY FILE: TUTORIAL FOR ACTIVITIES FILE OVERVIEW The Activities file serves 3 purposes: 1) As you contact people over the phone, the screen will identify to you detail information on that prospect as soon as you input the company name into the Activity screen, or the first few letters of the company name. 2) In your absence, your secretary may be receiving inquiries for you. In those cases where the caller already has a record entered into the Prospect file, your secretary will see all of the detail information about that prospect in 2 seconds. If, on the other hand, that inquiry is from a person not known to you, your secretary will then be able to enter a message plus some more detail information, such as name, address, and zip code. This achieves two objectives: a) You or your secretary can input data into the Activity file on any prospect, regardless of whether or not they are already in the Prospect file. b) Messages taken in your absence into the 'NEW' category will not be lost but will be grouped together in the activity reports, with their comments and phone numbers. In this way, you can follow up on all inquiries made in your absence, even if your secretary recorded partial messages. 3) All of the activities--both incoming inquiries and outgoing prospecting calls--will generate reports, sorted by name, dates, company name, comments, that will help you track and then follow up on those calls. Observe that if the person is already in the Prospect file, a lot of information is displayed either to you or to your secretary, but you input only 3 new items per activity: "COMMENTS", "DATE OF NEXT APPOINTMENT OR COMMITMENT", and "REVENUE/EXPENSES FROM THIS ACTIVITY". tutorial 2 - page 9 From the Main Program Menu, you should see this screen: ============================================================================= | ---------------------- Prospect and Activity Tracking System ------------ | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= Select option 2, Activities File. You should then see this menu: ============================================================================= Prospect and Activity Tracking System | | Activity File | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 2 for four week/99 year universal calendar | | | | H for Help on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================ tutorial 2 - page 10 ====================================================================== | ADDING A 1ST RECORD: | | CALLER OR PERSON ALREADY IN PROSPECT FILE | | | | | | (inquiry made to you or your secretary from an existing prospect, | | or prospecting call that you make to your prospect) | | This example uses the TEST DATA that comes with the demo. | ====================================================================== (A to ADD data) When you invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= ------------------ Prospect and Activity Tracking System --------------- | Activity File | | Full Company Name for Prospect :NEW (defaults to NEW. If you are finished entering records, | touch the space bar once to remote the NEW) | | ============================================================================= Let's say that you have a prospect named "ACS" in the Prospect file that you are about to call, but that you have forgotten how it is spelled. In this case, enter just the first letter, or "A" (without the quotes), and the program will search for all companies that begin with that first letter. Full Company Name for Prospect :A Whatever letter appears first will dictate the search for similarly named companies. [NOTE: Here are the three alternate events that could occur as you enter a name or letter into the blank spaces on the above screen. 1) The program looks to see if the word "NEW" is there. If so, it sets up a 'NEW" record. (or) 2) You type in a name that is in the Prospect file. The program then retrieves all detail information and displays it to you. This set step is described in a few lines. (or) 3) You enter a company name that the system doesn't recognize. It then takes the first letter that you entered, in this case "A", and searches the Prospect file for all companies beginning with that name. The program then presents that list to you, along with first and last name of the contact, and his or her phone number.] tutorial 2 - page 11 After you have typed in an "A", you will see the following screen: ============================================================================= The system could not find your entry. | | These are the records in the Prospect File that begin with the first | letter of the name you just inputted. They appear with the name of the Prospect, followed by the first and last name of the contact. [To change search width of 1 character(s), go to the Other Options Menu, option 5] ACS : Paul Sax, (214)690-6017 Accounting & Tax Service : John D. Cauble, Jr., (214)357-5454 Addmaster/Marchant : Hugh Clary, (818)358-2395 | Press any key to continue... | | ============================================================================= The first record is the one you just inputted. The second and third records are from the Test Data that comes with this demo. Remember the correct spelling of the Company name. After you press any key, you will then see the following screen: ============================================================================= --------------- Prospect and Activity Tracking System ------------------ | Activity File | Full Company Name for Prospect :NEW | | ============================================================================= Now enter the name "ACS" into the space occupied by the word "NEW", as in (ignore upper and lower case conventions): enter this Full Company Name for Prospect :ACS <===================== tutorial 2 - page 12 You will then see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Sax, (214)690-6017 | Comments from the Prospect file about ACS : Sells to OEMs only. | | | ============================================================================= The purpose of this screen is to show you the original comments from the Prospect file about this prospect. After you then enter any key, you will see the following screen: ============================================================================= ------------------ Prospect and Activity Tracking System --------------- | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Sax Full Company name of Prospect : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : | Date of next Appointment 01/01/01 | How much Revenue/Expense did you incur on this activity : 0.00 | ============================================================================ tutorial 2 - page 13 This screen serves to collect 3 items from you: COMMENTS : (200 characters) DATE OF NEXT APPOINTMENT: <=====leave the default date alone unless you have an appointment. REVENUE/EXPENSES FROM THIS ACTIVITY: On this activity, lets enter the following: COMMENTS: "Show demo at 9am for modem 212A." DATE OF NEXT APPOINTMENT:"12/10/1988" <=====do not use any quotes EXPENSE:"50" Later on, you can search through all of your comments for any word that you entered or any partial word by going to the Main Program Menu and invoking Option 6, Search Through Data. Once that search has identified the activity record in which that word or group of characters has occurred, it will display the full comment and prospect name to you for each occurrence. Observe also that if you enter an appointment into this screen, a whole set of appointment schedules is available to you from the Main program Menu, Option 8, Appointment Schedules. Also, any Revenue/Expense item you enter for this prospect can be summarized later for any prospect, for any period of time, using Option 4, main program menu, EXPENSE\REVENUE REPORTS. In any case, after you have entered the information about that prospect, you will see the following line appear on the bottom of your screen: IF YOU WISH TO IGNORE THIS ENTRY, ENTER A "1" Press any key to continue... If you enter a "1" (without the quotes), then this entire record is forgotten. Otherwise, this activity record is appended to the Activity file. The reason for this is to give you the option of ignoring prospecting calls that were not completed while you waited on the phone. Note that if you enter nothing in the 4 fields indicated above, the record is still saved under that name of that prospect, unless you issue the "1" to ignore it. tutorial 2 - page 14 ====================================================================== | ADDING A 2ND RECORD | | CALLER OR PERSON ALREADY IN PROSPECT FILE | | | ====================================================================== You should now be back to this menu for the Activity file: ============================================================================= --------------------- Prospect and Activity Tracking System ------------ | Activity File | | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 2 for four week/2899 year universal calendar | | | | H for Help/Tutorial on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================= Let's repeat the last process and add another activity record for ACS. As you again invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= --------------------- Prospect and Activity Tracking System ------------ | Activity File | | Full Company Name for Prospect :NEW (defaults to NEW. If you are finished entering records, | touch the space bar once to remove the NEW) | | ============================================================================= Type the letters "ACS" over the word "NEW", followed by [RETURN]. enter this Full Company Name for Prospect :ACS <================= tutorial 2 - page 15 You will again see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Sax, (214)690-6017 | Comments from the Prospect File about ACS : Sells to OEMs only. | Press any key to continue... | | ============================================================================ The purpose of this screen is to show you the original comments from the Prospect file about this prospect. After you then enter any key, you will see the following screen: ============================================================================= --------------------- Prospect and Activity Tracking System ------------ | | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Sax Full Company name of Prospect : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : Date of next Appointments 01/01/01 How much Revenue/Expense did you incur on this activity : 0.00 | | | ============================================================================ tutorial 2 - page 16 On this activity, lets enter the following: COMMENTS: "Mail product literature and check back with prospect on Monday." DATE OF NEXT APPOINTMENT:"12/15/1988" <=====do not use any quotes EXPENSE:"35" When you are finished entering these values, enter [RETURN] enough times so that you return back to the menu for the Activity file. ============== | SUMMARY : | ============== You have created two activities records for 'ACS', each with following comments, Revenue/Expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/1988 #2 "Mail product literature and 35 12/15/1988 check back with prospect on Monday." Observe that you did very little data entry for each activity, even though a lot of detail information was presented to you about each prospect--information that you input only once into the Prospect file! tutorial 2 - page 17 ================================ | OTHER ITEMS ON THE MENU | | FOR THE ACTIVITIES FILE | ================================= ================================ | OPTION "G" | | RETRIEVING AN EXISTING RECORD | ================================= (G to GET/EDIT data) This option operates the same way as the Prospect file. Once you understand how to retrieve a record using the "G" option in the Prospect file, then you can do the same in about any other part of the program. Observe that when you search for a record in the Activity file, you are looking for a company name, using the "S" option within the "G" screen. You can test this by entering an "S", then adding "ACS" to the company name to search for. Once you find the first "ACS" record, you can then look at the records "behind" that first one, using the "F" and "P" options (Forward and Prior) to flip back and forth to see each record. All activity records for any one prospect are grouped together by date, then time of message. tutorial 2 - page 18 TUTORIAL THREE: Creating Revenue/Expense reports from the two records entered into the Activity file in Tutorial 2: tutorial 3 - page 19 ============================================== | Generating Financial | | reports from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== From the Main Program Menu, you should see this screen: ============================================================================= | -----------------------Prospect and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 3 - page 20 Select option 4, Revenue/Expense Report. You should then see this menu: ============================================================================= | -----------------------Prospect and Activity Tracking System -------------- | | Start Date Revenue/Expense Summary Menu End Date |-------------| |-------------------| |--------------| | 01/01/1901 | | Please Choose One | | 12/12/2999 | |-------------| |-------------------| |--------------| 1) Change Start/Stop Date of Summary 2) Select Prospect Being Summarized : 3) Summarize and Post all Expenses from the Activity File 4) Generate Summary Report to Printer 5) Menu for Statements H) Help Screen R) Return to Prior Menu Date of most recent posting: 07/13/86 Person to be summarized: ALL | Category Selected (defaults to ALL): ALL | | ============================================================================= Now select option 3. You should then see the following items on the screen: (Some of them are from Test Data.) ============================================================================= UPDATING ALL OF THE RECORDS IN THE PROSPECT FILE | SUMMARIZING ALL DETAIL REVENUE/EXPENSE RECORDS FROM THE ACTIVITY FILE | | ACS, Category is : 1 $ 50.00, occurred on 07/13/86 <======These 2 dates are when you first $ 35.00, occurred on 07/13/86 entered the records Total Revenue/Expense= $ 85.00 into the Activity File Fourcolor Data Systems, Category is : 1 $ 33.50, occurred on 03/17/86 Total Revenue/Expense= $ 33.50 Lolir Lectronics, Category is : 1 $ 40.00, occurred on 04/18/86 $ 22.50, occurred on 04/22/86 $ 18.50, occurred on 05/03/86 Total Revenue/Expense= $ 81.00 Texas Commerce Plumbing, Category is : 1 $ 21.50, occurred on 03/17/86 $ 27.50, occurred on 03/17/86 $ 40.00, occurred on 04/22/86 | Total Revenue/Expense= $ 89.00 | Grand Total....$288.50 Press any key to continue... | ============================================================================= tutorial 3 - page 21 The first entries you see under 'ACS' are from the two activity records you entered earlier in Tutorial Two. The records that follow those two are from the test data that comes with the demo disks. For now, ignore that phrase: 'Category is : 1'. Observe that the date following 'occurred on' is the date the activity was originally entered. After entering [RETURN], you should be back to the Revenue/Expense Summary Menu. If so, enter option 4: 4) Generate Summary Report to printer You will then see: ============================================================================= | | | If you wish to send this report to a text file for later viewing, enter a "1" now. Enter any other key to print out your report now, including [RETURN]. | | | ============================================================================= Enter a '1' (no parentheses). You will then see the following screen: ============================================================================= If you elect to view this file now, enter "V". Otherwise, enter | any other key, including [RETURN] | | ============================================================================= Enter a 'V' (no parentheses) to view the report that you have created. After you have entered a 'V', you should see the report that is on the top of the next page. tutorial 3 - page 22 ============================================================================= | | Page No. 1 Prospect and Activity Tracking System Revenue/Expense Report, Category = ALL START DATE =01/01/1901, END DATE =12/12/2999 Grand Total = $ 288.50 ** Prospect : ACS TOTAL $ = 85.00, 2116 E. Arapaho, Suite 226,Richardson, TX, 75081, (214)690-6017, Paul Sax, Sells to OEMs only. ** Prospect : Fourcolor Data Systems TOTAL $ = 33.50, 7011 Malabar Street, ,Dayton, OH, 45459, (513)433-3780, Steve Takiff, also, call 800-3-4-color, they produce FASTBASE III ** Prospect : Lolir Lectronics TOTAL $ = 81.00, 13933 N. Central Expressway, Suite 212,Dallas, TX, 75243, (214)234-8032, Alan Lolir, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system ** Prospect : Texas Commerce Plumbing TOTAL $ = 89.00, 11056 Shady Trail, Suite,Dallas, TX, 75229, (214)357-5454, David Beard, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing | ACS HELP Keys: PgUp PgDn Arrows ESC=exit | | ============================================================================= Observe in this report that each company is followed by the information that you entered once into the Prospect file, including the comment. After you are finished browsing though this report, push the [ESCAPE] key once to return back to the Revenue/Expense Summary Menu. Also, the program will default to summarizing all activities for prospects who are in the Prospect file. If you wish, you can select just one name on which to summarize expenses. To verify this, select option 2: 2) Select prospect being summarized : tutorial 3 - page 23 If you had selected one company name, such as 'ACS', then the Revenue/Expense report would be summarized on that one name only. In this way, you can focus the report on one company or on all companies that have activities with revenue/expense items entered into the Activity File. In addition to selecting by company name, you can select the time period on which you wish to summarize your revenue/expenses. This defaults to 1,098 years, but you can change this by selecting option 1: 1) Change Start/Stop Date of Summary With this option, you can select any period you wish, from a 2 week period that occurred 5 years ago to last months' expenses. Whatever dates you select will appear on the top of the report that you then create. If you are unsure of options 1 through 4 mean, you can call up the Help file, option H), which will explain option by option what each one does. Try this now. (When you are finished with the Help screen, push the [ESCAPE] key one to come back to the Expense Summary Menu. ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Revenue/Expense Summary Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the main program menu, below: ============================================================================= -----------------------Prospect and Activity Tracking System ----------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= tutorial 3 - page 24 TUTORIAL FOUR: Creating Appointment reports from the two records entered into the Activity file: tutorial 4 - page 25 ============================================== | Generating Appointment | | schedules from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== =================================================================================== From the Main Program Menu, you should see this screen: ============================================================================= | -----------------------Prospect and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= Select option 7, Appointments. You should then see: tutorial 4 - page 26 ============================================================================ -----------------------Prospect and Activity Tracking System ----------- | | Appointments Menu | *****Make sure your printer is on line before choosing***** --------------------- | Please Choose One | --------------------- 1) List out all prior Appointments (Occurring prior to today) 2) Produce today's Appointments 3) Print all future Appointments, excluding today's 4) Print all future Appointments, including today's 5) Display a graphics image of any 14 day prior of Appointments 6) Select your start/stop date for Appointments, then print out H) Help Screen for Appointments Menu S) Sample schedules R) Return to prior menu | | | ============================================================================= Select option 4. (Print all future Appointments, including today's). After you have selected this print option, or any print option for that matter, the program will first ask you if you want to send this report to a text file for later viewing. Answer 'yes' to this question by entering a '1'. A few seconds later, the program will then ask you if you wish to view the report now. Answering 'yes' to this question by entering a 'V'. You will then see the following report: ============================================================================= | Page No. 1 ALL FUTURE APPOINTMENTS, INCLUDING TODAY'S | 07/27/86 | ** DATE : 12/10/88 December 10, ACS, Paul Sax,(214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Show demo at 9am for modem 212A. ** DATE : 12/15/88 December 15, ACS, Paul Sax, (214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Mail product literature and check back with prospect on Monday. | | ============================================================================= tutorial 4 - page 27 You will observe, first of all, that each appointment date has its own unique comment, which is the comment that you entered each time you created an activity record. Secondly, you will observe that even though a lot of information appears for each appointment, such as name, address, zip code, and phone number, you did not have to enter hardly any of it yourself. In other words, the data that you entered once in the Prospect file is drawn over to each activity record that you create, without you having to re-enter it every time. In any case, to leave the report that you are viewing, push the [ESCAPE] key once and you should return to the Appointments Menu. If you wish clarification of what each of the first 4 options means, push the 'H' key for help and then browse around the Help screen, reading the definitions of options 1 through 4. When you are finished, push the [ESCAPE] key again to return to the Appointments Menu. From the Appointments Menu, select option 5: 5) Display a graphics image of any 14 day period of Appointments When you see the following menu, enter '12/10/88' as the starting date for your graphics display of Appointments: ============================================================================= | | -----------------------Prospect and Activity Tracking System ---------- | Enter the starting date for your Appointments To use as the starting point for this Graphics chart. Date 12/10/88 <=============enter '12/10/88', the date of your first appointment. Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments Scale: 1.00 | | | ============================================================================= tutorial 4 - page 28 After pushing [RETURN] once or twice, you will see a graphics image on your screen similar to the one below. The numbers on the leftmost axis represent the number of appointments that you had scheduled in the past for the days represented on the bottom axis. ============================================================================= | |17 | |16 | |15 |14 |13 |12 |11 |10 | 9 | 8 | 7 | 6 | 5 | 4 | 3 | 2 ___ ____ | 1 / \ / \ | --- --- --- --- --- --- --- --- --- --- --- --- --- --- Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Appointments for 14 days Starting from 12/10/88, Saturday, December 10 | [Press any key to continue] | -----Prospect and Activity Tracking System ----- | ============================================================================= Push any key to return to the Appointments Menu. In addition to the 2 activities that you have created for 'ACS', you can also, examine the 10 activities that came with your Test Data. To do this, select option 1: 1) List out all prior Appointments (Occurring prior to today) The program will again give you some options on creating a text file or printing it out now. Indicate that you want to send the report to a text file and that you want to view it now. You should then see the report on the next page: tutorial 4 - page 29 ============================================================================= | Page No. 1 PRIOR APPOINTMENTS | 07/30/86 | ** DATE : 01/02/86 January 2, Fourcolor Data Systems, Steve Takiff, (513)433-3780, 7011 Malabar Street, , Dayton, OH, See Steve at 9am for a presentation January 2, Sabet Electronics, Doug Quach, (214)783-49n0, 13650 Floyd, Suite 104, Dallas, TX, Meet him at his store tomorrow for a demo. ** DATE : 01/03/86 January 3, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, John would like have a conference call with his customer to see if my service will help him (at 6PM) January 3, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, Will meet with Hugh by conference call on Friday at 3PM January 3, Micro Distribution Center, Tom Lin, (214)437-6775, 1701 N. Greenville, Suite 905, Richardson, TX, Meet Tom at 11:00 AM to discuss pricing for his new line. January 3, Texas Commerce Plumbing, David Beard, (214)357-5454, 11056 Shady Trail, Suite, Dallas, TX, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM ** DATE : 01/06/86 January 6, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, We recently sent him some literature. Meet with John to clarify how it pertains to his tax service (10AM) ** DATE : 01/07/86 January 7, Rex Evilsizor, Rex Evilsizor, (817)282-6977, , , Forth Worth, TX, Meet with Rex on Tuesday at 11AM to clarify his subscription system requirements. ** DATE : 01/09/86 January 9, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, I committed to Hugh to deliver a prototype of the custom register system to him by Thursday at 4PM ** DATE : 01/10/86 January 10, North American Investment Corp., Ben Scotkin, (800)537-2580, 1951 N.W. 19th Street, Suite 200, Boca Raton, FL, On trip to Florida, meet with Ben on Friday at 10am | | ============================================================================= tutorial 4 - page 30 After you have examined this report, push the [ESCAPE] key once to return to the Appointments Menu. You will notice that these appointments were set up in the past during the period 01/02/86 through 01/10/86. To see this graphically, push option 5: 5) Display a graphics image of any 14 day period of Appointments When you come to the screen below, enter '01/02/86' into starting date box. ============================================================================= -----------------------Prospect and Activity Tracking System ----------- | Enter the starting date for your Appointments | To use as the starting point for this Graphics chart. | Date 01/02/86 <==============enter '01/02/86' Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments | Scale: 1.00 | | ============================================================================= The resultant graphics image will be similar to the one you did earlier in this tutorial, but with the 10 appointments displayed for the 14 day period that you requested. Do not worry that you did not set these up. The activity records and their corresponding master records in the Prospect file were already created for you in the Test Data as a means to give you some existing data to manipulate. In any case the bottom of the graphics image for this period of appointments will look like this: ============================================================================= Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed | Appointments for 14 days | Starting from 01/02/86, Thursday, January 2 | [Press any key to continue] | -----Prospect and Activity Tracking System ----- | ============================================================================= After looking over the graphics image, push [RETURN] once to return to the Appointments Menu. tutorial 4 - page 31 ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Appointments Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | -----------------------Prospect and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 4 - page 32 TUTORIAL FIVE: Using the Search option to locate information tutorial 5 - page 33 ============================================== | Searching for Data | | and information | | in the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== In Tutorial 1, you added a record to the Prospect file based on this business card: BUSINESS CARD: ----------------------------------------------------------- | Paul Sax | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card was scribbled the note: "Sells to OEMs only." In Tutorial 2 you added these two Activity records for 'ACS', each with the following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with prospect on Monday." In this tutorial you can search for any first, last, or company name that you wish. Also, you can select records based on any comment that you entered, such as '212A' or 'literature' tutorial 5 - page 34 From the Main Program Menu, you should see this screen: ============================================================================= -----------------------Prospect and Activity Tracking System ---------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= Select option 6, Search Through Data. You should see the following 'Fast Search Through Data Menu': ============================================================================= -----------------------Prospect and Activity Tracking System ---------- | | Fast Search Through Data Menu | --------------------- | Please Choose One | --------------------- 1) Lightning fast search through Prospect file (First or last name, Company name.) [Simpson's Algorithm -- blast through your data!] 2) Similar to option 1, but finds entries phonetically [Finds and displays entries that SOUND alike!] 3) Search Activity File, exact caps or position within text not required Go through comments, first & last name, city, Prospect 4) Search Prospect File, similar to option 3. Go through comments, first & last name, city, Prospect H) Help R) Return to prior menu | | Category Selected (defaults to ALL): ALL | ============================================================================= tutorial 5 - page 35 If you want to know in detail what options 1 through 4 are for, then go to the Help file by selecting 'H'. For now select option 1 by typing a '1': 1) Lightning fast search through Prospect file You should then see this screen. It gives you a choice in searching for either the first, last, or company name. With this option, you could search for all 'Bill's or 'Smith's in your file. ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name To indicate which of the three you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, or 3 for COMPANY NAME. | | ============================================================================= Enter a '1' for First Name. You should then see: ============================================================================= | | | Fast Search through Prospect File (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Prospect name you wish to search for. If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the prospect file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================= tutorial 5 - page 36 Enter the first name 'Paul', followed by a [RETURN]. ============================================================================= | | | enter this | Enter your letter, letters, or word followed by RETURN: Paul <========== | | ============================================================================= You should then see the following list of records in the Prospect file that has a first name of 'Paul': ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: Paul | ACS : Mr. Paul Sax, (214)690-6017 <==============program will display | Press any key to continue... this. | ============================================================================= Enter [RETURN] 2 or 3 times, so that you get back to the 'Fast Search Through Data Menu'. Then select option 1 again by entering a '1': 1) Lightning fast search through Prospect file You should then see this screen: ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name To indicate which of the three you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, or 3 for COMPANY NAME. | | ============================================================================= This time select '3'. This will allow you to search for any company name. tutorial 5 - page 37 You should then see: ============================================================================= | | Fast Search through Prospect File | (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Prospect name you wish to search for. If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the prospect file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================ This time enter a 'A', as below, followed by the [RETURN] key: ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: A <============== | | ============================================================================= You will then see this list of companies that start with the letter 'A'. Observe that 'ACS' is the record that you entered into the Prospect File earlier in Tutorial 1, while the other 2 records are the Test Data that came with this tutorial. If you had entered 'ACS' instead of 'A' in your search, then the program would have listed out the one record that met your request, 'ACS'. ============================================================================= | | Once you are finished with your searches, enter 'RETURN' without | any values. Enter your letter, letters, or word followed by RETURN: A ACS : Mr. Paul Sax, (214)690-6017 Accounting & Tax Service : Mr. John D. Cauble, Jr., (214)357-5454 | Addmaster/Marchant : Mr. Hugh Clary, (818)358-2395 | Press any key to continue... | ============================================================================= tutorial 5 - page 38 Go back to the 'Fast Search Through Data Menu' by pushing the [RETURN] once or twice. Once there, select option 3 by entering a '3': 3) Search Activity File You should then see this screen: ============================================================================= | | Search through comments, first & last name, Company name, city | (Activity File) Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as other names or identifiers, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Earlier, in Tutorial 2 , you had added these two Activity records for 'ACS', each with following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with prospect on Monday." Now you are going to search for these activities by key words, such as a comment, or a city. For now, enter '212a', followed by the [RETURN] key. ============================================================================= | | When you are finished, enter 'RETURN' without any data. | enter this Enter the letters or word you wish to search for: 212a <============== ACS, 07/27/86, Paul Sax, Richardson, Show demo at 9am for modem 212A. | | Press any key to continue... | ============================================================================= tutorial 5 - page 39 After you see the prior screen, push [RETURN] once. When the program prompts you again, enter the word 'demo', followed by [RETURN]. You should then see a listing of all the activity records that contain 'demo', one of which is the activity record that you entered. The remainder are Test Data that came with this tutorial. In this way, you can isolate activities by keywords. ============================================================================= | | | Enter the letters or word you wish to search for: demo ACS, 07/27/86, Paul Sax, Richardson, Show demo at 9am for modem 212A. Lolir Lectronics, 04/18/86, Alan Lolir, Dallas, purchased SBT demo disk set for Alan. Sabet Electronics, 01/01/86, Doug Quach, Dallas, Meet him at his store tomorrow for a demo. Texas Commerce Plumbing, 01/01/86, David Beard, Dallas, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM Texas Commerce Plumbing, 04/22/86, David Beard, Dallas, Purchased SBT accounting software demo for him. | | Press any key to continue... | ============================================================================= Now push [RETURN] a couple of times so that you return to the 'Fast Search Through Data Menu'. In Tutorial 1, you entered this comment for ACS: "Sells to OEMs only." Now you are going to search for the keyword 'OEM' in the Prospect File. To do that, select option 4: 4) Search Prospect File, similar to option 3. You will then see the following menu (next page): tutorial 5 - page 40 ============================================================================= | Search through comments, first & last name, Company name, city | (Prospect File) | Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as ID or names fields, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Enter 'OEM', followed by a [RETURN]. You should then see the activity record that has 'OEM' in the comment. ============================================================================= enter this | Enter the letters or word you wish to search for: OEM <================== | ACS, Paul Sax, Richardson, Sells to OEMs only ,(214)690-6017 | | Press any key to continue... | ============================================================================= You can also search for a city, or a first or last name. In options 3 and 4, you do not have to select which of those you want to find. These two search options will automatically search through first, last, and company name, as well as city and comments. To test this while you are still in option 3, enter 'DALL' to pull out all of those records in the Prospect File that are in Dallas. ============================================================================= enter this | Enter the letters or word you wish to search for: DALL <============== | Accounting & Tax Service, John D. Cauble, Jr., Dallas, He is the accountant who does some work for Lolir Lectronics (also call (214) 357-5461),(214)357- 5454 Lolir Lectronics, Alan Lolir, Dallas, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system,(214)234-8032 Sabet Electronics, Doug Quach, Dallas, He is owner (or co-owner with Twan), has some programming skills, and tried to bring up a Dbase III POS system himself,(214)783-4950 Texas Commerce Plumbing, David Beard, Dallas, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing,(214)357- 5454 | | Press any key to continue... | ============================================================================= tutorial 5 - page 41 Observe that these are all of the records in Dallas. To pull out those in Richardson, enter 'RICH', followed by a [RETURN]. ============================================================================= enter this | Enter the letters or word you wish to search for: RICH <=============== | ACS, Paul Sax, Richardson, Sells to OEMs only ,(214)690-6017 | Micro Distribution Center, Tom Lin, Richardson, is this the same as the Taiwanese Mfg (Larry at 644-9396)? ,(214)437-6775 P.O. BOX, Alyce Fisher, Richardson, they currently have an 8bit system, written in compiled basic,and would like to upgrade.,(214)783-8581 | | Press any key to continue... | ============================================================================= Push the [RETURN] key twice. You should now be at the 'Fast Search Through Data Menu'. ============================================== | Returning to the | | Main Program Menu | | | =============================================== Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | ----------------------Prospect and Activity Tracking System ---------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected :ALL | ============================================================================= tutorial 5 - page 42 TUTORIAL SIX: An overview of the 'Layer-in' concept: tutorial 6 - page 43 "LAYER-IN" ABILITY This feature allows you to "layer-in" lists of names from other sources, and still keep all reports and labels separate! This means that if you have 1,000 names in the Prospect File and you purchase a list of prospects from someone that has 10,000 names, you can enter them into the Prospect File and yet keep them separate from the original 1,000 when generating labels or reports. All told, you can "layer-in" 99,999,999 different layers or groups of prospects, without one layer overlapping the other when you produce labels or reports! In this way, the program is flexible enough so that it will have multiple uses for you. The Main Program Menu has option 8: 8) Select Category ============================================================================= ----------------------Prospect and Activity Tracking System ---------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Prospect File and Mailing Labels 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements 5) Other Options 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= tutorial 6 - page 44 With option 8, you can assign a unique category number to each grouping of prospects in the Prospect File. Let's say that your Prospect File contains names of prospects. Once you identify a new group of prospects, such as a newly-purchased mailing list, you can separate them by assigning a unique CATEGORY number to the group while you are entering their information into the Prospect File. From that point on, anytime you wish to segregate that block of records from either the Prospect File or Activity file, just go to the main program menu and enter the CATEGORY option, screen 8. In summary, you can select any one group of prospects in the Prospect File by going to option 8 and entering the category number of that specific group. At that point, the program appears to be dedicated to just that group of records and everything else appears to have disappeared. Later, if you wish to combine all records in the Prospect File together, you would go to option 8 and enter a '0' for Category Number. tutorial 6 - page 45 Return this Service Agreement to: ACS 2116 E. Arapaho, Suite 226 Richardson, TX 75081 ACS IN-CONTROL 12 PACK [TM] Service Agreement This service agreement is designed to help the user with any questions as to the operation of IN-CONTROL 12 PACK [TM], the ACS Prospect and Activity tracking system. It does not matter whether the question is one of a Prospecting or Sales nature, a program procedure, or a simple one of how to install your particular company with ACS IN-CONTROL 12 PACK [TM]. AGREEMENT TERM: With the ACS SERVICE AGREEMENT, you have three different measures of service: 1) 12 months, 2) 60 minutes, or 3) 5 calls whichever comes first. Once one of these categories expire you will need to renew this service agreement before any additional help can be given. AGREEMENT COST: $50.00 AGREEMENT CONDITIONS: YOU PAY FOR THE COST OF THE TELEPHONE CALL. Obviously due to the tremendous price the ACS sells its' software for, we cannot offer a 800 toll free number for service as other packages might offer. If our lines are not available we will return the call on a collect basis. TIME BEGINS AND ENDS WITH THE SERVICE REPRESENTATIVE. We do not begin logging your call until you begin discussing your question with our support staff. I have read and agree to the conditions of the ACS IN-CONTROL 12 PACK [TM] SERVICE AGREEMENT. Enclosed is my check, money order, or cashiers check for $50.00 End User Signature_______________________________________________ Date____________________________ Address__________________________________________________________ City______________________________________ State_________________ Zip______________________ Phone Number (include area code): Work ________________________________________________________ Home ________________________________________________________ Service Agreement - Appendix A Appendix B NEW FEATURES: Proposals/Invoices: This option is accessible from the Activity File menu, A)dd and G)et options and is largely self-explanatory. As you add an activity, observe the bottom of the screen. At one point you will see an instruction about using 'F7' to create a proposal/invoice. After you enter 'F7', the program will branch to the proposal/invoice module and will then prompt you for more information. Note that the comment you enter into any one activity record, up to 200 characters, will then print out in the body of the proposal/invoice, along with all name, address, and zip code information already in the activity record. You may also elect to use your own comments, up to 500 characters, instead of the comment entered into the most recent activity record. Automatic phone dialer: This dialer is installed from Other Options Menu, Install menu, option 5. [The Install menu is presented to you upon initial installation, but you can return to it at any time.] Once installed, it can differentiate between local and long distance area codes, and can even dial a local toll call for you. It can dial through your PBX, if necessary, and can even connect to a local access number for a long distance dialing service, and then input up to 20 digits. The dialing feature is available to you at these screens: Prospect file, G)et option; Activity file, A)dd option; Activity file, G)et option. On the bottom of these three screens you will observe either F8 to dial and F9 to hang up, should you elect to hang up prematurely. Of the 3 entry points into the dialing system, the most typically used is the Activity file, A)dd option. Once properly installed, the program will disable your modem so that between menus your modem will not accept incoming calls. By having disabled the modem, you can continue to receive incoming voice calls. [Most dialing programs will dial out but the modem will intercept all incoming voice calls on the first ring] Select out COMMENT or Prospect for reports: [create your own fields] The 'Prospect and and Activity Reports' module now contains the ability to select out any one prospect or comment [word or phrase] as a basis for reports. In this way, you can create your own field names, insert them into activity records, and then later select out only those records that contain this code or phrase. New Labels feature: The labels menu now contains the ability to insert the phone number of the prospect into your labels, at your option. Appendix C Instructions for Importing External Data This must be done manually since the program has no way of verifying the validity of external data. You must do this yourself by examining the work file that you will be creating, TESTFILE.DBF, until you are satisfied that it is meaningful (ie, the data fields match up between new and old files). If meaningless data is imported, then the existing data faces corruption. These are the steps to import data. First, acquire a copy of dBASE III [TM], dBASE III Plus [TM] (from Ashton-Tate Corp.), dBXL [TM] (from Wordtech Systems), or any interpreter that is compatible with these. Secondly, make a copy of the structure of the main prospect file, PROSPECT.DBF, with these commands: bring up your file --> USE PROSPECT copy the structure --> COPY STRUCTURE TO TESTFILE invoke test structure --> USE TESTFILE bring in records --> APPEND FROM OLDDATA.TXT DELIMITED WITH , from the old data This assumes that you have OLDDATA.TXT set up in a 'comma delimited' format. Comma delimited data looks like this: "John","Doe","Dallas","TX" Observe in this example that four fields are separated (or delimited) by commas, and each field is surrounded by double quotes. You do not need spaces between any one comma and the double quotes that are adjacent to it. Structure for database : PROSPECT.dbf Field Field name Type Width Dec 1 DATE_SYS Date 8 2 SEX Character 19 3 FNAME Character 20 4 LNAME Character 20 5 PROSPECT Character 40 6 ADDRESS1 Character 30 7 ADDRESS2 Character 30 8 CITY Character 30 9 STATE Character 2 10 ZIP Numeric 5 11 ZIP4 Numeric 4 12 PHONE_1 Character 13 23 VALID2 Numeric 10 13 COMMENT1 Character 60 24 PROSPMEMO Memo 10 14 COMMENT2 Character 60 25 VAL1 Numeric 12 2 15 REFERBY Character 30 26 VAL2 Numeric 2 16 SUM_DATE Date 8 27 VAL3 Date 8 17 TIME_SYS Character 8 28 VAL4 Numeric 12 2 18 SUMEXP Numeric 12 2 29 VAL5 Date 8 19 LABELS Numeric 1 30 VAL6 Numeric 4 20 INTEREST Numeric 8 ** Total ** 480 21 CLASS Numeric 2 22 RANDOM1 Numeric 3 Definition of fields. You must enter a value for fields 1,2,5,19,20. 1: DATE_SYS, date main record first came into system. For external data, you can use today's date for all records. 2: SEX, sex identifier such as 'Mr. ', 'Mrs.','Ms.', or 'Doctor'. Your entry must be in the Sex Identifier validation file, Maintenance Menu. 3: FNAME, first name of prospect. 4: LNAME, last name of prospect. 5: PROSPECT, company name of prospect. In the absence of a company name, you should join the first and last name together in this field, such as "John Doe". 6: ADDRESS1, first line of address. 7: ADDRESS2, second line of address. 8: CITY, city of prospect. 9: STATE, state of prospect, a 2 character code consistent with those codes in the STATE validation file, Other Options Menu. 10: ZIP, the zip code. 11: ZIP4, Zip code plus 4 12: PHONE_1, the phone number. Must be in this format: (214)690-4782 The area code must start on character 2, not 1, of this 13 character string. The phone number itself must begin at character 6. 13: COMMENT1, the first comments field. 14: COMMENT2, the second comments field, a continuation of the first. 15: REFERBY, referred by whom. 16: SUM_DATE, date expenses were summarized last. 17: TIME_SYS, time of last expense summarization. 18: SUMEXP, the amount of the most recent expense summarization for this prospect. 19: LABELS, status of labels posted or not posted. Must be set to '0'. 20: INTEREST, category of prospect. Must be set to 1 (the default value), or above. Cannot be set to zero. 21: CLASS, ignore this. 22: RANDOM1, ignore this 23: VALID2, ignore this 24: PROSPMEMO: memo field, points to PROSPECT.DBT 25: VAL1 \ 26: VAL2 \ 27: VAL3 \-----------> Ignore these fields, used internally 28: VAL4 / 29: VAL5 / 30: VAL6 / When you are finished with TESTFILE.DBF, examine fields 1,2,5,19, and 20 to make sure that you have made an entry in them as per the directions above. After you are satisfied that TESTFILE.DBF has your data, execute these commands: USE PROSPECT APPEND FROM TESTFILE QUIT These delete all files that end in .NTX. Upon completing this, execute the program: PROSPECT The program will then automatically reindex all files once it senses that *.NTX files are missing. Appendix D Modification of labels: All labels are generated with one label form, LABEL1.LBL, and all data comes from PROSPECT.DBF. Options Contents ========================================================= | Predefined size: 3 1/2 x 15/16 by 1 | |-------------------------------------------------------| | Label width: 42 | | Label height: 5 | | Left margin: 0 | | Lines between labels: 1 | | Spaces between labels: 0 | | Labels across page: 1 | |=======================================================| Label contents 1: LABELNA2(FNAME,LNAME,SEX) 2: LABELNAM(FNAME,LNAME,PROSPECT,SEX) 3: TRIM(ADDRESS1) 4: TRIM(ADDRESS2)+LABELNA3(ADDRESS2,PHONE_1) 5: TRIM(CITY)+", "+LABELNA4(STATE,ZIP)+LABELNA5(ZIP4) The 'STRZERO' function is unique to the compiler and converts all zero digits to zero strings. The functions on lines one and two are UDFs in Clipper that tell the printer to skip the company name if it is the same as the first+last name or to skip line one if first and last name are blank. Line 4 has the UDF to insert a phone number into the label, if requested. Line 5 skips state or zip code, if left blank. The label modify command in dBASE III [TM] will not work because it will not understand the UDFs. Instead, you must use the stand-alone Clipper [TM] utility LABEL.EXE, and invoke the command: LABEL LABEL1 Appendix E Procedure for Canadian and Foreign Addresses: With respect to the state validation file: Note that in addition to states and territories, you can also have these two entries: '--' and 'NA'. The first value would be for foreign countries, and would be most commonly used for situations not covered in this file. 'NA' could also be used if that is your preference. Note that both of these are valid 'states' and can be used during data entry. Note for Canadian and foreign addresses: If you enter either 'NA' or '--' for your state and '0' for zip, then these two items are omitted in the label. Insert your foreign address in the space for the city, where you have 40 characters. An example would be: CITY: Montreal (Quebec) Canada H2K 4L5 Appendix F Welcome to the Time and Billing Stopwatch Subsystem This feature has the ability to clock each activity and to assign a cost or labor rate [up to 9 of them] to each record in the Prospect File. It will give you a detailed financial analysis of every timed activity. Beyond merely accumulating time per activity, it can manipulate charges in such a way as to reflect the way you do your business, with optional minimums, maximums, or fixed fees. Finally, the program will create an audit trail in every timed activity. Appendix G Multiple Contacts within the same company: As you become conversant with the program, you will see how little data entry is required considering how much data management and reports the program is providing. In order to do this, however, some simplifying assumptions must be made in the way the program relates activities to records in the Prospect File. To create accurate activity records, with little data entry from you, the basic assumption is made that one and only one company name exists for that company in the Prospect File. As you enter a company name in the A)dd option in the Activity file, the program will look for a partial match. If made, the process continues as though you had typed in the complete name. What if you have many individual names for one company, such as 5 contacts at General Electric? In this case, you will have duplication, given the design of the program. You must decide how to minimize overlap while giving you access to your data. For example, one simple way to have multiple company names is to assign a different 'GE' for every prospect, such as 'GE1', 'GE2', 'GE3', 'GE4', and 'GE5'. In other words, each contact would have his or her own 'GE' designator. Then, as you entered 'GE' in the Activity Add option, the program would sense that you did not have an exact match and would display all 'GE's in the Prospect File to you and then await your revised input. With this scheme, you could enter an address for each 'GE' record; but finally you must use your own judgment. If you have 50 contacts inside one building at Ford, then you don't need to enter the same address 50 times, even though you must create 50 separate records in the Prospect File, say 'FORD1' through 'FORD50'. In this case, you might create a 51st record with the true address, called 'FORD SUMMARY', and have the other 50 records refer to that one summary record. A rule of thumb might be that if there is no consistency in whether your multiple names reside under the same physical location and if, also, you typically have 5 or fewer duplicate company names, you might consider standardizing the way you enter those duplicate company names by entering addresses for ALL company records, even if this means that you have some duplicate data entry in the Prospect File. This will be easy to live with since most of the data activity takes place in the Activity File, not the Prospect File, and the program takes care of that for you more or less automatically. Note on project management: If you are attempting to track many persons at one site, working for one company and on one project, the simplest way is to assign a unique number to the category for that project and do not enter a company name what the program asks for one. Remember that if the program detects that you have entered a first and last name without a company name, it will automatically assign the first name + last name to the company name. For example, if you enter 'John' and 'Doe' for first and last name and then omit the company name, the program will create a company name of 'John Doe'. If you track the projects by category number rather than by company name, the program will then group together all records and reports by project. See also Tutorial 6: 'Layer-in' concept. Appendix I: Base Station/Remote Site Consolidation Feature See Main Program Menu, Option 9 This feature gives you the ability to consolidate data from different stations onto one master station. You can think of the individual stations as 'Remote Sites' and the master as the 'Base Station'. This feature was implemented because many users of this program have asked for the ability to have a roving feature. One manager has many people working for him in the field using this program on their individual laptop portables. He asked if he could consolidate everyone's data onto his desktop computer. With this Consolidation Feature, he now can. Each Remote Site goes to the menu for Base Station/Remote Site Consolidation. This menu has 3 selections: 1) Output records [used from a Remote Site] 2) Input records [used from the Base Station] 3) Change Start/Stop date of Consolidation [used only with outputting records, Option 1] The Remote Site then selects the range of records that he/she wants outputted to the consolidation disk. These are the dates that the records for the Prospect File and Activity file were originally entered into the system. With the ability to select out records by date of entry into the system, you can make incremental consolidations, say every 2 or 4 weeks. An unlimited number of Remote Sites can output their records onto their individual consolidation disks. The Base Station, in turn, takes all of consolidation disks and inputs them one at a time using option 2, Input records. If the program detects that it is importing a duplicate record into the Prospect File, it will stop, display the questionable duplicate records to you, and then ask you for a decision: to overwrite the original record with the newly imported one, or to abort the consolidation of that one record into the file. All activity records from the consolidation disks, of course, are added as is, without any validation. The Base Station must have a hard disk, but the Remote Sites can have a hard disk or be floppy-based. This feature can also be thought of as providing the functionality of a Local Area Network without the bother and uncertainty of being dependent on a network. Let's say that 4 data entry people are using this program to take information over the phone. If their supervisor wants access to the consolidated records of all 4 people, each person could submit a weekly consolidation disk to the supervisor. The supervisor, in turn, would have a fifth system that functioned as the Base Station and contained only those records brought in using option 2, above. Appendix J: WordStar/MailMerge[TM]/Basica/Output Sequential File OVERVIEW This option creates a WordStar/MailMerge[TM] data file using the data from your Prospect/dBASE III file. The newly created file ends in the letters: '.DAT'. This WordStar file can then be used to print form letters in MailMerge[TM]. All character fields are trimmed of trailing blanks to accommodate your form letters. Along with this data file, the Wordstar option creates the beginning of your form letter and puts it in a file ending in the 3 letters '.DOC' (containing all the MailMerge[TM] commands you need at the start of a form letter). WORDSTAR CONNECTION This option is used to get data from the Prospect file and output it to a file that can be used by WordStar/MailMerge[TM]. This file can also be used by BASIC and other languages and products. In short, any product that accepts "comma delimited" files for input may accept the file created by this option. From the WordStar option, you will create two files. The first file name ends in .DOC and is a file that can be turned into a form letter just by calling it up in WordStar and matching it to your form letter. It already contains all of the commands needed by WordStar to read the Prospect/dBASE III data file (.DAT). The other file is the .DAT file, which contains all data that you want to read into WordStar. It is formatted sequential file, with all fields in quotes and separated by commas. DIALOGUE WITH COMPUTER: The program will ask you: NAME OF DATA FILE FOR WordStar: Enter the name you want to use use. Make sure this name does not already exist on the disk. In particular, make sure you do not have a letter typed into a .DOC file by the same name or your letter will get wiped out. Next, you will be asked if you want to select records using Data Scan. If you answer Y, you will be able to transfer selected records to WordStar, using your own conditions (See explanation of Data Scan below). The program will now create your .DOC and .DAT files and tell you what it is doing. DEFINITION OF .DOC FILE The .DOC file will contain the name of the data file for WordStar to read, and a list of field names to read. If a field name contained a colon, it will be changed to dash in the .DOC file for compatibility with WordStar. BEWARE: If you are planning to create the same .DAT file more than once, be sure to change to the first name of your old .DOC file so that it won't be destroyed when this option creates a new, empty .DOC file. DEFINITION OF Data Scan The power of a relational database system like dBASE III is in its ability to select data from your Prospect file according to your needs. You may wish, for example, to select out those records for form letters which are in California or for those who whose first name is "Ed". The Data Scan option allows you to select those records from the Prospect file that you need to go into .DAT. OPERATION OF Data Scan After you select the Data Scan option, the program will ask you: DO YOU WISH Data Scan? (Y/N) If you want to use this feature, enter a Y; otherwise enter an N. If your entered a Y, you would then see: PLEASE ENTER SELECTION CRITERIA DO NOT PRESS RETURN At this point, you must enter the qualifiers that will serve to pull out the records from the Prospect file. These qualifiers must be in the dBASE III command language described in the dBASE III manual. Also, the fields identified with the qualifiers must be exactly the same as the fields in the fields list, described in Appendix C: Importing Foreign Data. The commands you enter into Data Scan must be in the dBASE III syntax. A tutorial in that language is beyond the scope of this Appendix. One excellent reference for dBASE III is: Command Performance: dBASE III Plus, Douglas Hergert, Microsoft Press. In it, or any other dBASE III book, look up these sections: Logical Operators, Data Types, Date(), Date arithmetic, Date and time functions, UPPER(), VAL(), CTOD(), AT(),SUBSTR(), STR(), Relational operators, String functions, and String operators. Examples of syntax required by Data Scan: The logical operators of dBASE III are: Operator Action -------------------------------------------------------------- .NOT. Modifies the result of a condition expression. .AND. Builds compound condition expressions that are true only when parts are true. .OR. Builds compound condition expressions that are true when any part is true. The relational operators of dBASE III are: Operator Meaning -------------------------------------------------------------- = Is equal to <> or # Is not equal to > Is greater than < Is less than >= Is greater than or equal to <= I less than or equal to The data types of the fields identified in Appendix C are either: Character Numeric Date Logical Memo Some examples: [observe that if you are searching through a character field, you would use quotes around your search value, such as 'JOHN'. If you are going through a numeric field, such as zip code, do not use quotes.] Example 1: UPPER(FNAME)='JOHN' .AND. UPPER(LNAME)='DOE' The 'Upper' designator will convert all characters in the last name and first name fields to upper case before evaluating them. This entry says: "Pull out those records where the first name =John and the last name=Doe occur in the SAME record." Example 2: UPPER(FNAME)='SAM' .OR. UPPER(LNAME)='SPADE' .OR. UPPER(PROSPECT)='ABC CORP' This says: 'Select out those records where the first name = Sam OR the last name = Spade OR the company name = ABC Corp. Example 3: 'DEMO' $ UPPER(COMMENT1) .AND. ZIP > 75000 .AND. ZIP < 78000 The '$' dollar sign means 'contained in'. This string operator is described in the manual. It will identify all comment1 records where 'DEMO' appears, regardless of position. This translates to: 'Extract those records where 'DEMO' appears in comment1, regardless of position, AND where the zip code is greater than 75000 AND where the zip code is less than 78000.' Example 4: DATE_SYS > CTOD('12/01/1986') .AND. DATE_SYS < CTOD('06/30/1987') Manipulating records by a date requires special commands. dBASE III recognizes the DATE_SYS field as the date when this record was first added to the prospect file. This command says: "pull out those records that were entered after Dec 1, 1986 AND before June 30, 1987." The CTOD is a special command that tells the program to convert your character ('12/01/1986') to a date that dBASE III can then manipulate. CTOD means 'character to date'. To manipulate dates, you must enter your date of inquiry between the quotes next to the CTOD command. Example 5: UPPER(STATE)='TX' .AND. UPPER(LNAME)='JONES' Select out all records in Texas whose last names are Jones. Observe that if you had entered a partial match, such as 'JON', the program will select out those records that meet this partial match. Appendix K: Overview of Memo Options: Every prospect record has its own word processor! This exciting new feature allows you to create a second screen behind any individual prospect record with free form text of infinite length. In this second screen, you can scroll up and down and enter text as though you were in a word processor. Indeed, you can think of this second screen as your own word processor, embedded behind each prospect record. In addition to entering text, you can also import external text files, such as contracts or formal bids, into the relevant record associated with that text. In this way, you can browse through the contract for a prospect six months after the fact and long after you have forgotten what the content was. If you wish to export the memo to an external text file, you can do that too. The memo option presents itself in one of two ways. When you are in the Add option for the prospect file, the program asks you after you have finished entering all data into the first screen if you wish to create a memo. If you elect to do so, then the program will go into the Add/Edit memo mode. If you are in the Get option for the prospect file, you will see this option on the lower left: "F7 Memo Option". Upon selecting that, you will be presented with a comprehensive menu entitled "Memo Option Menu". Each prospect record has his or her own memo menu. It contains these options [the prospect name appears on top after "Custom Memo"]: ===Custom Memo for Accounting & Tax Service== Memo Options Menu =============== ========================================================== | Tuesday, September 22, 1987 | ---------------------------------------------------------- | 1) Edit the existing memo or create a new one | | 2) Output the memo to a text file | | 3) Input a text file into this memo | | [overwrite existing memo] | | 4) Input an external text file into this memo | | [append to existing memo] | | 5) Set Left and Right Margins: | | 5 75 | | 6) Toggle Edit Screen Code Help [Now On ] | | | | R) Return to Prospect record | ========================================================== [Current character length of this memo = 0] This menu will tell you at a glance the number of characters in the memo, the current margins, and today's date. You can input an existing text file into the memo with options 3 or 4. As your memo begins to grow and accumulate different items, you can output it to an external text file using option 2. Option 1 puts you into the edit mode. In this option you are presented with a full screen word processor with the following message on the bottom of the screen: ----------------------------------------------------------------------------- Edit Screen Codes: Up arrow = move up 1 line, Down arrow = move down 1 line, Left Arrow = move left 1 character, Right arrow = move right 1 word, HOME = start of current line, END = end of current line, [CONTROL] HOME= start of memo, [CONTROL] END = end of memo, PgUp = Next edit window up, PgDn = Next edit window down, [CONTROL] W = Finished editing and save, ESC = abort editing. Use [INS] key for inserting text, [DEL] to delete, [CONTROL] B to reformat ----------------------------------------------------------------------------- This message gives you the codes that you can use in the full screen word processor. Immediately above these codes you will observe your cursor. You can type as long as you wish, just as in any other word processor. When finished entering text, you can save it by entering [CONTROL] W, as per the instructions. After you become conversant with the codes, you can replace the six lines of the above instructions with this one line: -------------------------------------------------------------- Edit Screen Codes: [CONTROL] W to save, ESC to abort -------------------------------------------------------------- To toggle back and forth between these 2 different Screen Code help screens, enter option 6 on the Memo Options Menu. 6) Toggle Edit Screen Code Help [Now Off] Appendix L: Overview of Labels Menu : This Labels Menu challenges the power of any self-contained label program that you have ever used ! It can handle 1,000,000,000 different names, spread among 99,999,999 discrete categories, and is fully integrated with the rest of the program. If you want to print 1 label at a time, you can do that with option 1. This 'remembers' the last record you added or retrieved into the prospect file. If you want to print out all labels, then select option 2. To print out those names added since the last time you printed the labels, use option 3 in conjunction with 4. You can even print out labels based on a comment or comments entered into the prospect file. In option 2, you can either print out all labels or only those containing a specific comment or comments [up to 5 of them at the same time]. This feature gives you the ability to add unique fields to the program by entering them into the prospect record comments, then selecting them out later for labels. The reports menu, Report for Prospects and Activities, option 3, Main Program Menu, also has this facility. The remaining options give you various select and sort options that give you total control over your data. Additionally, option A gives you a clear path to your word processor. Instead of sending labels to the printer, you can elect to send them to a text file, 'VIEW.TXT'. After you leave this program, you can use that text file within your word processor for insertion into a letter head or a boiler-plate text. ------------------------------------------------------------------------ Options for labels | ----- Make sure your printer is on line before choosing ----- | --------------------- | | Please Choose One | --------------------- A) Send labels to printer or text file [VIEW.TXT] [send to printer] 1) Generate one label for last record searched or added [no Prospect record recently accessed] 2) Produce labels for all records in Prospect File [In option 2 you can select on any comment, Prospect file] 3) Do labels for those records added since this was selected last. [pushing option 4 resets all records to unposted] 4) Reset all records to an unposted state 5) Generate labels for a zip code or range of zip codes 6) Make labels for a letter or range of letters in Company name 7) All labels, sorted first by zip codes, then secondly by city 8) Insert phone number into labels [default =OFF] [now Off] 9) Activate 'Zip+4' feature in zip code [Zip+4 Off] | H) Help | R) Return to prior menu | ------------------------------------------------------------------------ OVERVIEW: Each label will contain this information: First name, Last Name Company name Address 1 Address 2 City, State Zip code Observe that if you have left both the first and last name fields blank in your main record in the prospect file, the label will skip line 1. If the company name is the same as the first and last name (but separated by a comma), the program will ignore company name also, For example. If you have this record: First Name: John Last name: Doe Company Name: John Doe <=== must have 1 space between the two words The program will skip company name once it identifies that the company name is the same as the first plus the second name. Each label contains 35 characters at 10 CPI, even though the label may attempt to print out up to 42 characters. If your labels spill over beyond 35 characters, put your printer into the compressed mode (12 CPI). At 12 CPI, the printer can fit up to 42 characters onto the label. Note for Canadian and foreign address: The program can also manage foreign addresses. To see how to do this, go to Appendix 'E'. Procedures for Canadian/Foreign records and labels...........Appendix E ============== | OPTION A: | ============== Send labels to printer or text file ['VIEW.TXT'] This option is useful when you wish to bring name and address information into a word processor, such as WORDSTAR[TM]. By selectively outputting these labels to an external text file, you can import 'VIEW.TXT' into your word processor, and then manipulate that address information inside your word processor document. When used with option 1: In a hard drive system, every time you write one label to VIEW.TXT, the program will accumulate those labels until you exit the program. Then, when you re-enter the program, this accumulating process will start over again. In a floppy based system, every time you elect to write one label to the text file VIEW.TXT, you overwrite the prior label that was sent to that file. When used with all other options: Whenever you invoke a label option other than number 1 and elect to send those labels to a text file, the program will automatically overwrite the prior VIEW.TXT. ============== | OPTION 1: | ============== Option 1 prints out the label for the last record that you examined with the Get option, Prospect File. Also, when you are entered records into this file with the Add option, option 1 on this menu will print out the label for the last record added. ============== | OPTION 2: | ============== Option 2 generates labels for all records in the Prospect file. Of course if you have already gone to the Main Program Menu and selected a category of interest that selects out some records, only those records in your selected category will be printed out. See the Help screen, Main Program Menu, Option 8, for a further explanation of how you can "layer-in" data. That feature affects which labels are printed out, if you elect to "layer" or segregate your data. ============== | OPTION 3: | ============== Option 3 works with option 4, but is independent of either option 1 or 2. In brief, option 3 will print out only those labels from your Prospect file that have been added since was option 3 was invoked the last time. In a sense, option 3 is "posting" those records for which it generates labels. Then, when you wish to print more labels, option 3 checks to see which are "unposted" and and then prints out only those labels. For example, lets say you have 300 records in your Prospect file. If you select option 2 to print out your labels, you will print out 300 labels. If you add another 30 records in the next two week period and attempt to print them out again using option 2, the computer will then generate 330 labels. If instead of using option 2 the first time to print out the labels, you had used option 3, you would have generated 300 labels. After adding 30 more records, though, if you had selected option 3 again, you would have had just 30 labels print out--just those that had been added to the Prospect file since option 3 was selected last. ============== | OPTION 4: | ============== Option 4 resets all records from a "posted " to an "unposted" state. This has the effect of reversing all those entries made by option 3. When you invoke option 4, you will see the following type of information: =========================================================== THIS WILL REVERT ALL RECORDS BACK TO THE UNPOSTED STATE. THE CURRENT STATUS OF THE RECORDS IN THIS FILE IS : TOTAL NUMBER OF RECORDS IN THE PERSON FILE : 11 records TOTAL NUMBER OF POSTED RECORDS : 1 record IF YOU WISH TO ABORT THIS RESETTING PROCESS, THEN ENTER A "R". ============================================================= This screen will show you the total number of unposted records in the Prospect file and those that are posted (already have had a label printed out using option 3). Also, at the end of that menu, you have a choice to abort the RESETTING process by entering an "R". ============== | OPTION 5: | ============== With this option, you can select labels for one zip code or for a range of zip codes. Once you select this, you will see this screen: =========================================================================== WITH THIS OPTION YOU CAN GENERATE LABELS FOR ONE ZIP OR A RANGE OF ZIP CODES If you want to select one zip code for your labels, enter a "1". If you wish to select a range of zip codes for your labels, enter a "2". =========================================================================== If you select "1", then you will see this line: "Enter the single zip code you have selected:" If you had selected "2", then you would see: "Enter the first zip in the range you have selected: 70000" "Enter the last zip in the range that you have selected: 80000" ============== | OPTION 6: | ============== WITH THIS OPTION YOU CAN GENERATE LABELS FOR ONE LETTER OR A RANGE OF LETTERS IN THE COMPANY NAME. After you invoke option 6, you will see this screen: ============================================================== If you want to select a letter for your labels, enter a "1". If you wish to select a range for your labels, enter a "2". ============================================================== If you select "1" (no quotes), you will then see this screen: ===================================================================== WITH THIS OPTION YOU CAN GENERATE LABELS FOR ONE LETTER OR A RANGE OF LETTERS IN THE COMPANY NAME. If you want to select a letter for your labels, enter a "1". If you wish to select a range for your labels, enter a "2". * If you enter one letter, such as "L" (without the quotes), then all labels with a company name that begin with that letter will be printed. If you enter two letters, such as "Lo", then all labels that begin with those two letters will be printed. Observe that you must meet all upper/lower case conventions. Enter the single letter or letters you have selected: ===================================================================== If you had selected "2", you would have seen this screen instead: ===================================================================== WITH THIS OPTION YOU CAN GENERATE LABELS FOR ONE LETTER OR A RANGE OF LETTERS IN THE COMPANY NAME. If you want to select a letter for your labels, enter a "1". If you wish to select a range for your labels, enter a "2". Enter the first letter or letters in the range you have selected: Enter the last letter or letters in the range that you have selected: ===================================================================== ============== | OPTION 7: | ============== This option will sort and print all labels by zip code. Within each zip code, the labels will be sorted by company name. ============== | OPTION 8: | ============== 8) Insert phone number into label [default =OFF] [now off] This option will insert the phone number in the line for the second address, typically used for 'Suite 322' type of information. ============== | OPTION 9: | ============== Activate 'Zip+4' feature in zip code. If you elect to use the additional four digits in your zip codes, then select this feature [On]. This will print out the additional four digits in the labels; otherwise, they are omitted. Appendix M: Automatic Statements: The Statements Menu is accessed from the Revenue/Expense Summary Menu, option 5: Menu for Statements. Some of the functions are interrelated. Choosing the start/stop date of the summary in Revenue/Expense also selects the same range in the Statements. This Menu is a true accounting module, unlike the Proposal/Invoice sections in the program that are word processing in nature. Options 1 and 2 will create the statements for you after you have defined some default values in option 3. They draw their financial data from the activity records. They will both print out the same values on each statement, but the Detail Statement will show you the activities that were summarized to the statement. Remember that the statements module will take all positive values, add them together, then subtract any negative ones it finds in activity records. This is important to know if you want to reflect payments made against an account, as with a CPA, or if you want to show payoff history associated with a debtor in a collections system. Option 3 gives you the flexibility to define certain economic characteristics of each statement. Specifically, you would make one of these three selections: 0 = all statements printed. 1 = only statements selected that meet a minimum amount, no maximum. 2 = only statements selected that are between a minimum and a maximum value. The selections above refer to the summary of the activities selected, not to a value or charge in any one of them. You, of course, define the minimum or maximum after having made the appropriate selection. ------------------------------------------------------------------------ Start Date Statements Menu End Date | --------------- --------------------- ---------------- | | 01/01/1901 | | Please Choose one | | 12/12/2999 | | --------------- --------------------- ---------------- 1) Create Summary Statements 2) Create Detail Statements 3) Create Format for Statements 4) Select dollar range of Statements H) Help Screen R) Return to prior menu | | [Status of Option 4: All records selected, No minimum or maximum selected]| Prospect to be summarized: ALL | ------------------------------------------------------------------------- Appendix N: Printit v3.5, Print functions provided in memos and VIEW.TXT [Note: The documentation below is supplied by the author of the print functions used in memo and VIEW.TXT, Jack A. Orman. The 'Running PRINTIT' instructions can be used for printing an external file, such as SALESDOC.] PRINTIT v3.5 Copr. 1987 by Jack A. Orman Armada Sound Lab, Box 858 Southaven, MS 38671 This special version of PRINTIT was written for exclusive distribution with PROSPECT by Paul Sax of ACS Consultants. It is not to be distributed except as part of PROSPECT and must not be altered in any manner. PRINTIT v3.1 is a standalone version for shareware distribution and is available on many commercial BBSs or directly from the author at the above address. Running PRINTIT The proper format to use this program to print an ASCII file is to enter the program name on the command line followed by a space and then the name of the file to be printed. Example: PRINT35 filename <ENTER> The filename can be any legitimate MS-DOS name including optional drive or path designations. If the file cannot be found, a message will appear on the screen briefly and then it will return to DOS. If the file can be found, a window will open and you will be prompted to enter the following information: Top Margin default= 5 Bottom Margin default= 5 Lines/page default=56 Left Margin default= 2 Number pages 0= no numbers Header String <ENTER>= no header Hitting ENTER at any menu selection will use the default values. The header string is limited to 48 characters and the current date is automatically printed at the end of the header. Most printers default to a 6 line per inch vertical spacing which gives 66 total lines per page on a standard 8 1/2 by 11 sheet. Therefore, the top margin + bottom margin + Lines/page must equal 66 for the printout to be produced in the proper format. For 8 lines per inch spacing, 5 + 5 + 78 would be good starting values. Make certain that the printer is powered up and on-line before running this program to avoid hanging up the system. No checks are performed to test printer readiness. PRINTIT is furnished without liability or guarantee of fitness and suitability for any specific purpose. It is up to the user to determine appropriateness for each application. Jack A. Orman 11/01/1987 Appendix O: Create your own on-line Help/Data Screen! This option allows you to define your own industry-specific Help/Data screen and then view it anytime throughout the program by entering 'F1'. Some applications require that you have detailed lists or codes nearby as you do data entry into the program. This would be particularly true if you are trying to enter codes specific to your industry into the prospect of activity records. This Help/Data screen can contain a few entries or up to 15,000 characters. You can either input this industry specific information at the keyboard or, if already typed, import an external text file in place of your manual typing. Observe this option on the Main Program Menu: A) Create an on-line Help/Data screen [ now Off] After you select 'A', you will then see this menu: ----------------------------------------------------------------------- --------------- Prospect and Activity Tracking System----------- | | Memo Options Menu | =============== ---------------------------------------------------------- | Monday, November 9, 1987 | ---------------------------------------------------------- | 1) Edit the existing memo or create a new one | | 2) Output the memo to a text file | | 3) Input a text file into this memo | | [overwrite existing memo] | | 4) Input a text file into this memo | | [append to existing memo] | | 5) Set Left\Right Margins: 5 75 | | 6) Toggle Edit Screen Code Help [Now On ] | | 7) Print options [Printit v|.5 [TM]] | | 8) Activate Help\Data option [Now On ] | | R) Return to the Main Program Menu | ---------------------------------------------------------- | [Current character length of this memo = 0 ] | | ----------------------------------------------------------------------| Note that this menu is similar in function to the one described in Appendix K, Memo Options, with one exception: at this menu, you have option 8. This allows you to turn 'On' or 'Off' the Help/Data screen. The memo you create here is accessible throughout the entire program just by entering the 'F1' function key! Appendix P: Automatic data back-up As you exit the program, you will be asked if you wish to back up all of your data. If you elect to do so, the program will take all data and memo files, place them into one archived file, and compress them. Dialogue from the program: [assuming that today's date was November 9] Screen 1: ------------------------------------------------------------------------ The program will create one archive file containing all of your data, | and place it onto a backup disk in the disk drive of your choice. To | help you identify the latest back up, the date is automatically formed | as part of the title. Enter the disk drive where your back up disk is located: [Please include a colon following the letter, as in 'A:' or 'B:'] | A: | | ----------------------------------------------------------------------- Screen 2: ------------------------------------------------------------------------ Receiving your data later: | | All of your data files will be saved into one archive file and | 'date'stamped' to help you later in determining which of the archives has the most recent data. The data today, for example was stored in this file: B:1109ACS.ARC The first two letters stand for the month, while the last two identify the date during the month on which this backup was made. Let's say that you see '0804ACS.ARC' on your data disk. This means month '8', day '4', or August 4. If you saw '1123ACS.ARC', this file was created on month '11', day '23', or December 23rd. The purpose for this numbering scheme is so that you can have multiple back up files on one disk, space permitting, and yet tell at a glance which is the most recent one. Later on, if you need to restore archived data, enter a command in the form: PKXARC B:1109ACS.ARC Use the PKXARC command on the archive file with the most current date. After finishing this, make sure that delete all files ending in | 'NTX' BEFORE you execute PROSPECT.EXE. | | ------------------------------------------------------------------------ Appendix P: Automatic data back-up [continued] Screen 3: ------------------------------------------------------------------------ Execute BACKUP after you have left the program: | | The program has just created an external batch file, BACKUP.BAT. You must execute this after you have left the program. The computer doesn't have enough memory to execute it internally now. BACKUP.BAT has all of the correct commands to backup the proper files into the appropriate ARC file, but you must still execute BACKUP after you have left the program. | | ------------------------------------------------------------------------ Appendix Q Using the CALLBACK feature in the Activity file In the early development of this program, some users would go through this process to create a daily follow up list: 1) Create 'Today's Appointments' report from the Appointments Menu. 2) Place 'Today's Appointments' next to the computer. 3) Go to the Activity file, ADD option and add one activity record for the name of every prospect on the 'Today's Appointments' printout. After a while, my customers began asking me to streamline this process. From these requests came the CALLBACK feature. This function is ideal for those who do continuous daily telemarketing. Let's say that you had committed to 15 callbacks on a given Monday. Instead of having a printed 'Today's Appointments' report in front of you, the program will automatically 'stack up' those 15 callbacks [or any appointment/commitment] behind the CALLBACK option. Once you select this feature, the program go into a loop 15 times until all callbacks are processed. This loop consists of: 1) Identifying the name of the current prospect being processed in this 'stack' of 15. 2) Displaying the date when the original commitment for today's callback/commitment was made in a prior activity record . 3) Showing the comments entered in the prior activity record that had created today's callback/appointment. 4) Creating a new activity record for THAT prospect as though you had gone into the ADD option for the activity file. Note that all features in the activity Add mode remain intact, such as: dailing the phone number and creating proposal/invoices. Observe that if you are unsuccessful in competing the callback and you identify that you wish to 'ignore this record', the program will keep that callback in its 'stack' until you have successfully processed it today. If you want to go to lunch, you can abort the processing of the 'stack' of 15 at any time. Once you leave this CALLBACK routine, the program remembers how many were in the original 'stack' [15], and how many remain unprocessed. After lunch, if you re-enter the CALLBACK option, the program will remember where in the 'stack' you left off.