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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.
