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============================= Note: ============================ This remarkable shareware program is creating a lot of excitement because it saves business people time and money. You will love this program! It combines unprecedented speed, power, and ease of use into one highly focused system. Try it before you buy! If you like the program, you can elect to become a registered user for $99. If you don't like it, throw it away or erase it from your hard drive. There is no 'demo' version of the program. You have the full-blown system, into which you can begin inputting your data. After this note is the Table of Contents for the documentation for IN-CONTROL [TM], then the documentation itself. As you browse through it, you'll observe the scope and power of this breakthrough program. Feel free to call me anytime. I am the author and will be happy to answer your questions. Paul Sax ACS P.O. Box 850427 Richardson, TX 75085 Phone: (214) 690-6017 FAX: (214) 690-4782 MCI ID: 350-2020 P .S. If you downloaded this program from a bulletin board, make sure that you have these four ZIP files on your hard drive in '/PROSPECT': SALE-A30.ZIP SALE-B30.ZIP SALE-C30.ZIP SALE-D30.ZIP =================================================================== A Statement on 'Demoware' from the Author: IN-CONTROL [TM] requires registration after you have placed 50 records in the Prospect file. If not registered, this program will lock you out from access to the program, though the data files are always intact. The registration process consists of you receiving a validation number over the phone from me, Paul Sax, at (214) 690-6017. You already have the complete program and documentation. 2,500 hours of development have gone into this magnificent program; and I've been at this phone for two years providing free support. My typical customer spends 40 to 100 hours evaluating this program and calling me before becoming registered. For those of you who become registered, my program is a highly focused solution to a long-standing administrative or informational problem and the record lock up is irrelevant. Dedication: Version 3.0 IN-CONTROL [TM] This release of the program is dedicated to you customers, to the pushers and dreamers who have created it in the national shareware market. To the pushers like Brad Baer, Alan Weber, and Jesse Wolff is dedicated the substance of this program, customers whose insistence that IN- CONTROL [TM] live up to an evolving set of informational and administrative requirements. To the dreamers like Tim Pyle is dedicated the scope and vision of this program. Dispirited and mired in details of development of which it is useless to speak, this lone shareware author often found solace in the encouragement of the dreamers and supporters like Tim. Freed of any preconception as to what constitutes the limits of software, Tim could look beyond the outlines of an evolving program and see into the future. Can it be three years since I first began this program? At times I shake my head in disbelief that for over a year, you customers have been supporting me full time. For those wonderful bouquets you have given me over the phone, I thank you all. Finally, this shareware author has, at times, felt an identification with the spirit of Dr. Samuel Johnson. Under difficult personal and professional circumstances, he successfully authored a major dictionary at a time when collective academic attempts to do so had failed. He delivered his work to the marketplace, and his customers, the newly literate middle class citizens of London, compensated him with recognition and full-time employment. In 1755, his observations on 'negative recompense' hold equally true for the shareware author of today: "Every other author may aspire to praise; the lexicographer can only hope to escape reproach, and even this negative recompense has been yet granted to very few." IN-CONTROL 12 PACK [TM] [formerly PROSPECT!] This program is so comprehensive that it can function in any one of 23 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 = 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 20 = Barrister Time, Billing and Activity Tracking System 21 = Solicitor Time, Billing and Activity Tracking System 22 = Accountant Time, Billing and Activity Tracking System 23 = Purchasing Agent's Vendor and Activity 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. IN-CONTROL [TM], Version 3.0 overview: Superb Five Star rating, California Freeware Catalogue, 7th Edition Everything is on line! 200 pages of documentation, 50 context-sensitive on line Help screens Fast Search Capability Rolodex [TM] features Appointment Schedules and Graphics "Layer-in" ability: 99,999,999 layers of data All Reports fit into a Standard Briefcase! Be in control of your Prospects\Customers\Patients or Clients: store up to one BILLION names, phone numbers, or appointments This program includes: Appointments, Commitments, Callbacks, Statements Revenues\Expenses, Collections, Graphics, Free-form data search, Rolodex [TM] features, Labels management, and Reports! Labels management menu provides 13 options for you, will recognize 10 different size labels, handles U.S., Canadian, Australian, and British labels, and performs U.S. Postal Service 3rd Class Bulk Mail sorting. With a built in intelligent Telephone\Speakerphone Dialing System, that dials all of your phone calls for you and tells you if they are local, local toll, long distance, long distance toll, or international and can output up to 20 follow on codes after dialing long distance. Stores and dials up to one BILLION phone numbers for you. Links into SBT [TM] and SourceMate [TM] customer files. 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 built in word processor for every record in the Rolodex [TM] file. Outputs to dBASE III [TM] and to Merge feature in Wordstar [TM], Word [TM], or WordPerfect [TM] 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 3.0 Table of contents Contents Pages User License Agreement................................................. Benefits of using IN-CONTROL 12 PACK [TM].............................I Questions answered by this program..................................III Installation and Help Screens.........................................V 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 Definition of Shareware..............................................46 Service Agreement............................................Appendix A [unlimited FREE support to Registered Users!] Other new features: Generating Proposals/Invoices...........Appendix B Importing Foreign Data.......................................Appendix C [structure of Prospect file] Modifying the Labels.........................................Appendix D Procedures for Foreign records and labels....................Appendix E with special programming for addresses in: Canada, Australia, Israel and Great Britain! 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] Three Unsolicited Reviews in National Magazines..............Appendix H Base Station/Remote Site Consolidation feature...............Appendix I Import or Output Data........................................Appendix J ASCII Import WordStar[TM]/MailMerge[TM]/WordPerfect[TM]/Microsoft [TM] Word 4.0 dBASE III [TM]/SBT [TM]/SourceMate [TM] Output IN-CONTROL 12 PACK [TM], Version 3.0 Table of contents [continued] Contents Pages Overview of Memo Options: Every prospect and activity record has its own word processor! Prospect Memo..........................................Appendix K-I Activity Memos........................................Appendix K-II Quick Memo [TM].......................................Appendix K-III Labels Menu: 13 options that give you control over your data............Appendix L Select from ten different label sizes! 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 ['Stack' and 'Point and Shoot' processing options] Consolidating Multiple Categories in your reports............Appendix R History of the program and Statement of Principles from its author....................Appendix S Assigning priorities to Prospects............................Appendix T Installation Procedures Menu.................................Appendix U Economic Value of the Portfolio of Prospects.................Appendix V Quick Label [TM]: Accessing the power of the Labels Management Menu..........Appendix W Automatic Telephone Dialing System:..........................Appendix X Output/Translate to 1-2-3 Lotus (C)..........................Appendix Y [structure of the Prospect and activity files] Create your own fields.......................................Appendix Z [track and retrieve data using your unique industry-specific codes!] Act Now! [TM]..............................................Appendix A-1 [create 'Activity Now' from Prospect File automatically] Logic behind Comments/name/city selection..................Appendix A-2 [select out records in 6 different places in program] IN-CONTROL 12 PACK [TM], Version 3.0 Table of contents [continued] Contents Pages Foreign resellers and distributors.........................Appendix A-3 [Australia, New Zealand, Great Britain, West Germany] Foreign Credit Card Registration...........................Appendix A-4 [how to register this program if you are outside of U.S.A. or Canada] Automatically Create Future Activities.....................Appendix A-5 User Beware !............................ .................Appendix A-6 [Tips for database survival] Selection Criteria Menu.................. .................Appendix A-7 [Select out records by characters, values, or 'tag'] An Alternate Strategy for creating Invoices or Proposals from memos in the Activity files:.....................Appendix A-8 3rd Class Bulk Mail sorting.............. .................Appendix A-9 [reduce your mailing charges] The Flash Report [TM] .....................................Appendix A-10 Quick Stats [TM]...........................................Appendix A-11 'Background' Options.......................................Appendix A-12 Fast Runner [TM] Options...................................Appendix A-13 Open or Pending Activities.................................Appendix A-14 [unfinished or unresolved activities go into 'bucket'] General reports available to you...........................Appendix A-15 [11 selections in the Prospect File; 7 in the Activity File] Potential problems with DOS 'Environment' space............Appendix A-16 Outgoing FAXES.............................................Appendix A-17 [Generating & Transmitting FAXES from this program] 'View' or search options available in Prospect file........Appendix A-18 [six 'views' in Get screen] If the program asks you to re-register.....................Appendix A-19 IN-CONTROL 12 Pack [TM] Registered users write back! Mr. Jesse Wolff February 5, 1990 Group Masters Insurance Agency PO Box 1141 69 Brian Road West Caldwell, NJ 07007 Dear Paul: After working with IN-CONTROL [TM] for the last three years, I wish to attest to the value of your program. I currently have almost 3,000 entries, in 16 categories. I have been using IN-CONTROL [TM] to keep track of my client and prospect data base for my insurance office. Your work is responsible for keeping us on top of our clients. The intuitive manner in which the various screens work make it easy to use for even a computer illiterate like myself. In addition to normal tracking of policyholder contract renewal dates, an interesting use of your Appointments Report is to keep track of client birthdays. I've entered the dates of birth of the key people at each group insurance policyowner of ours. I make it a point to call that list first thing each morning. In addition to being thanked for remembering them, this often leads to exploring new needs, and eventually additional sales. I especially like the Fast Runner [TM] enhancements you've added to the program. While many of the features of the program duplicate parts of other utility programs I have, the ease with which they are addressed in the latest version is superb. Paul, although you are not marketing the program under the category of Personal Information Managers, I think you should give some thought to promoting it in that way. You've got all the features of InfoSelect [TM] and Instant Recall [TM] and much more. I've opened up a category marked "Personal", and I keep various family social security numbers, dates of births, drivers license info, etc. in it. By using "Search" I can find what I need easily. In short, If I were to try to put a needs list together for what should be included in a program like IN-CONTROL [TM], it would probably duplicate what you have already done. Very truly yours, Jesse S. Wolff, CEO Ms. Helen H. Murphy Vice President - Operations Global Villages 1 Kendall Square, Bldg 200 Fourth Floor Cambridge, MA 02139 September 25, 1989 Dear Paul: When I discovered IN-CONTROL [TM], I was looking for a client tracking system that would allow product managers to maintain client leads and signups in one database and, more importantly, allow me to export this data into the company's accounts receivable package. I found IN-CONTROL [TM] on the personal computer of our CEO and was very excited. Not only did this program allow me to export the data, but it also had all of the functionality the product managers required to track leads, comments and new customers and generate letters to our new or existing customers. IN- CONTROL [TM] allows everyone to have the same customer information available while the export function into the accounting system allows me to maintain a secure database with the customer information along with their account histories. The fact that everyone has access to the IN-CONTROL [TM] databases which match the accounting databases means that we can take advantage of functions that our accounting package does not have. One example of this is the bulk mail label sort that can be done by IN-CONTROL [TM]. I select the category for the product we are generating bills for that day and do a bulk mail label sort. I can then stuff the envelopes and package the bulk mail to post office specifications in a fraction of the time it would normally take us to do the bulk mailing manually. I cannot believe how easy to use IN-CONTROL [TM] is. I can put my supplier's customer number in the Comment 1 field of the program and export this customer number and related data into my accounting database. Because IN-CONTROL [TM] will export my customer numbers exactly the way they appear from my supplier, I can also automatically import the monthly billing information I receive from my supplier into my customer database. When the product managers receive a call from a new customer, they put the customer information into the customer file in IN-CONTROL and tag the file for the appropriate customer database. At the end of each day, I choose Option B from IN-CONTROL [TM]'s main menu and output the data to an external data file. It takes only three steps to get the customer files into a file that can be imported into my accounting database. After the third step, I also have the option of not importing the data file into my accounting database. I cannot tell you how much IN-CONTROL [TM] helps me. I wanted to streamline the operations portion of our products and this program has been the linch-pin in the whole operation. Thank you for all of your assistance! Law Offices Cohen, Knafo, Feeley & Ortwein Mr. Jerry R. Knafo 45 North Second Street Easton, PA 18044-0071 May 9, 1988 Dear Mr. Sax: As a practicing attorney, I have found IN-CONTROL [TM] to be invaluable. I have my entire list of clients, old and new, on the program and within a touch of a button I have access to information it used to take hours to accumulate. Once a week, I have a neatly typed package of documents containing my schedule for the week, things to do, important deadlines and my entire case list. During the holiday season, the program prints out mailing labels for those clients and non-clients I wish to keep in contact with. The program is truly a time saver that manages my law practice in an efficient and organized fashion. Very truly yours, Jerry R. Knafo ========================================= Ms. Joan Zazzali Manager Client Support Profit Technology 17 Battery Place New York, NY 10004 May 11, 1988 As manager of Client Support at Profit Technology Inc., I have been using IN-CONTROL [TM] for over one year. During this time the program has been modified with improvements that have enabled me to track and report on over 8000 leads. The program is very easy to use. Paul Sax has been instrumental in assisting me in the conversion of our data from our previous system to IN-CONTROL [TM]. He has been available with answers to my questions and anxious to help whenever I needed his assistance. I feel that IN-CONTROL [TM] is an excellent lead tracking software program and I recommend this powerful tool to anyone who has the need. Peter A. Hayes Sales Representative Mobile Microfilming Corp. 4003 Seven Mile Lane Baltimore, MD 21208 May 10, 1988 Dear Paul: I have been using IN-CONTROL [TM] for over a year and wanted to let you know how it has affected my sales. I use the program to maintain the name/address list of all of my customers which is 602 different companies in a 3 state area. I use it to followup on an additional 150 prospects. The followup part of the program has been very helpful for me since if I had to followup 150 prospects using cards or copies of proposals, my desk would be a mess and I would be buried in paper. My desk is clean and I NEVER miss a followup. It is perfect that the program produces a report each morning showing which companies I have an appointment with that day or which company I should be telephoning that day. Additionally that I am able to see comments that I typed in the last time I spoke to the customer is very helpful during the followup. That the program has a built in modem so that I can directly call followups without dialing the phone surely assists me greatly in this part of the sales process. Quite often I am in a rush in the morning and then can use it all day even though I am nowhere near my computer. I have received numerous comments from my superiors and from my customers about how effectively I followup with prospects and how my customer base has grown in the past year. I give a great amount of credit to the IN- CONTROL [TM] Software for this. Thanks again for a fabulous program. I originally purchased my computer to help me followup with my prospects and purchased 2 other programs before finding your program. They both were too basic and difficult to use and I have been so happy ever since I found IN-CONTROL [TM]. It is so "user friendly" which is important to me. I have to admit that I haven't ever read the documentation since you don't have to to use this program. Can't get any more user friendly than that. And thanks for all the updates over the past year that have even improved what seemed to be an almost perfectly developed program. I really am thankful to you for the automatic backup of files when exiting the program. That is a vitally important subject to me. And thanks to listening to me about suggested ideas which you always discuss in an open and positive way. I am very successful in sales and I know I would not be able to maintain this success without the IN-CONTROL [TM] program. Thanks, Peter A. Hayes Mr. Lynn A. Worthington Phoenix Engineering 1100-D S. Raymond Avenue Fullerton, CA 92631 May 24, 1988 Dear Paul: IN-CONTROL [TM] fits like a glove with my manual sales prospect system that I have been using for the last 13 years. The beauty of IN-CONTROL [TM] program is that once data is entered for my present and future customers, I can manipulate it many ways. This saves salesmen time. I can develop activity reports, prospect reports, and mail merge form letters. For example, we developed a new product for the packaging industry and we wanted to introduce this to those customers who would have a possible need. By selecting our "packaging" Category and developing a boiler plate cover letter, we were able to send out this literature with the cover letter in a fraction of time that it would have taken to do manually. I can keep tabs on the sales activity of my salesmen by a push of a button and obtain a report on whom he has been contacting, when and what transpired. Salesmen do not like writing reports; however, management needs to know what activity is going on with the salesmen's accounts. IN-CONTROL [TM] keeps the paper work of the salesmen to a minimum and yet still provides management with current account data. ========================================= Alan Weber 11 Wabash Road Marlboro, NJ 07746 December 28, 1988 The updates you sent are terrific. They handle most of my suggestions to you over the past few months, and make the program even better. I am on it at least 4 hours daily, and it definitely has allowed me to take control of my activities. I am not losing track of my clients any more. I recently received a flyer from First Phase regarding Daily Routine [TM], a management program for which I had received a demo. Originally they had wanted $175 for the program and, after trying it out and comparing it to IN-CONTROL [TM], I realized that Daily Routine [TM] was a loser. I guess that a lot of others reached the same conclusion because I just received notice that the price was dropping to $45. It's still a loser, even at that price! Up-Right Joe Spencer Foot Territory Manager 1013 Pardee Street Berkeley, CA 94710-2678 May 18, 1988 Our company had begun informally to standardize on IN-CONTROL [TM] among some of our salespeople when one of them showed me the program. Although I am new to computers and software, the functionality I saw in IN-CONTROL [TM] led me to buy the software AND the computer on which to run the program. Upon delivery of the new computer and IN-CONTROL [TM], I sat down for hours on end and learned its' many functions. This program has cut my secretarial costs and has given me the ability to have a quote ready to send to a customer in five minutes instead of two or three days. With IN-CONTROL [TM], I can now do twice the work and be more organized. Thank you, Paul, for sharing with me such a wonderful sales tool. ========================================= Mr. Peter F. Furbush Director Rental Industry Management Systems, Inc. [RIMS] 621 South Freeway Ft. Worth, TX 76104 May 27, 1988 We would like to commend you on the fine job you have done with the development of IN-CONTROL [TM]. We have been a registered user for 18 months and have watched the program grow in response to your users. In its present form, IN-CONTROL [TM] is one of the finest we have seen for tracking leads. It helps us to make follow up calls on time, enables managers to keep up with the activities of their salesmen, and much more. We feel that it has greatly increased our sales staff productivity, hence our success rate. ========================================= Dave A. Yancy Dave A. Yancey Insurance 2401 Portland Road Newberg, OR 97132 March 1, 1989 Dear Paul, Thank you for all of your help. The more I use the program the more I find I can do with it. It is nice to find things that work in this day and age. Here is a copy of the $304 program I told you about, Client Info Plus [TM]. I hope it will help give you an idea of how others are trying to deal with the same process that your IN-CONTROL [TM] does so aptly. Thank you once again for your help and for developing such a fine and needed program. Registered trademarks used in this program: Lotus 1-2-3 (C) is a registered trademark of Lotus Development Corp. Rolodex [TM] is a registered trademark of Rolodex Corporation WordPerfect [TM] is a registered trademark of WordPerfect Corporation Microsoft [TM] and Word 4.0 are registered trademarks of Microsoft Corporation dBASE III [TM] is a registered trademark of Ashton-Tate. SBT [TM] is a registered trademark of SBT Corporation SourceMate [TM] and AccountMate are registered trademarks of SourceMate Information Systems, Inc. CompuServe [TM] is a registered trademark of CompuServe Incorporated. Avery [TM] is a registered trademark of Avery Corporation Trademarks used in IN-CONTROL 12 Pack [TM]: WordStar [TM] is a trademark of MicroPro International dBXL [TM] is a trademark of WordTech Systems, Inc. The Norton Utilities, UnErase, Format Recover, and Speed Disk are trademarks of Peter Norton Computing Incorporated. IN-CONTROL 12 PACK [TM] is a trademark of Paul Sax and ACS PROSPECT! [TM] is a trademark of Paul Sax and ACS Quick Label [TM] is a trademark of Paul Sax and ACS Quick Memo [TM] is a trademark of Paul Sax and ACS Act Now! [TM] is a trademark of Paul Sax and ACS The Flash Report [TM] is a trademark of Paul Sax and ACS Quick Stats [TM] is a trademark of Paul Sax and ACS Fast Runner [TM] is a trademark of Paul Sax and ACS PRINTIT v3.5, Corp. 1987 by Jack A. Orman, Armada Sound Lab Automenu [TM] and Magee Enterprises logo are trademarks of Magee Enterprises ARCA 1.29, Copyright (c) 1986,1987, Wayne Chin and Vernon D. Buerg. ALL RIGHTS RESERVED. ARCE 4.0c, Copyright (c) 1986-89, Wayne Chin and Vernon D. Buerg. ALL RIGHTS RESERVED. PKUNZIP Copyright PKWARE, Inc. ACS User License Agreement: ACS, P.O. Box 850427 Richardson, TX 75085 You may: March 1, 1987 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 for the current asking price, as shown on the program screen, to ACS. Warranty Disclaimer: Limitation of Liability Limit of Liability: ACS shall have no 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] tracking system provided by 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]. ACS makes no 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. 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. Trademarks: IN-CONTROL 12 PACK [TM], PROSPECT! [TM], Quick Label [TM], Quick Memo [TM], Act Now! [TM], The Flash Report [TM], Fast Runner [TM] and Quick Stats [TM] 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 [TM] features ***An electronic Rolodex [TM] 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 [TM] 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 [TM] 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 [TM] 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 512 KB free 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] All Installation procedures are now defined externally by: GO.BAT and GO2.BAT [If you purchased this program from a shareware distributor] If you downloaded this program from a bulletin board, make sure that you have these four ZIP files on your hard drive in '/PROSPECT': SALE-A30.ZIP SALE-B30.ZIP SALE-C30.ZIP SALE-D30.ZIP The installation procedures are now supplemented by: Appendix U: Installation Procedures Menu -----------------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. 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 V 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: GO 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: GO. 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 Options. Enter a '5' (without quotes), and you will then be at the Other Options 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) 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. 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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 Priority, if any: 0 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 : Priority, if any: 0 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 TO 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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 | | 1 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 remove 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 | | 1 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 "N" and "P" options (Next and Previous) 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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 | | 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 ----------- | | 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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 ---------- | | 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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) Select out activity record by date of original entry. 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 5) Select MEMOS from the Prospect or Activity file 6) Status of ALL Memos: character length and date into system. 7) Display data only or display and VIEW.TXT [Display only] H) Help | R) Return to prior menu | ============================================================================= tutorial 5 - page 35 If you want to know in detail what options 1 through 5 are for, then go to the Help file by selecting 'H'. [option 5 is also covered extensively in Appendix K] 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 Zip Code To indicate which of the four you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, 3 for COMPANY NAME, or | 4 for Zip Code [if U.S.A]. | ============================================================================= 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 ---------- | | 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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, Move, Delete, and Undelete 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data C) Economic Value of the Portfolio of Prospects 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 Definition of Shareware IN CONTROL [TM] is NOT a public domain or free program! It is being distributed as Shareware. The Association of Shareware Professionals (ASP) offers the following definition of Shareware: "Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. So, Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it." Definition of Shareware - page 46 Appendix A: Service Agreement U.S.A. and Canada This service agreement is designed to help you with any questions as to the operation of IN-CONTROL 12 PACK [TM]. AGREEMENT TERMS: With the ACS SERVICE AGREEMENT, you have UNLIMITED FREE support if you: 1) are a Registered User. 2) call the ACS Support Line between 9 AM and 4 PM Central Standard time any week day. Our phone number is: (214) 690-6017. AGREEMENT CONDITIONS: YOU PAY FOR THE COST OF THE TELEPHONE CALL. Because of the breakthrough price of IN-CONTROL [TM], we cannot offer an 800 toll free number for service as other packages might offer. If our lines are not available or you reach an answering machine, we will return the call on a collect basis. Support policy for Registered Users outside of the U.S.A. and Canada: Support is available to you in 3 ways: 1) by FAX at ANY hour. Our FAX number: 2146904782 Our United States FAX number is (214) 690-4782. The '214' is our area code or STD. To reach us, you must use whatever international dialing codes your telephone system requires, including any U.S.A. outbound codes specific to your country. This number, 2146904782, is treated as a normal phone line and can be reached in the same way that you would dial any phone number in the United States. 2) call the ACS Support Line between 9 AM and 4 PM Central Standard time any week day. Our phone number is: 2146906017. Our direct dial business\voice line: 2146906017 The same international dialing codes apply to this business\voice line as apply to the FAX number above. 3) by TELEX at ANY hour. We poll our telex line for messages EVERY HOUR around the clock. Our TELEX number: 6503502020 Our United States TELEX number is 6503502020. Our answerback is: MCI UW. Since this number is on the international TELEX network, you must prefix the TELEX number with the U.S.A./Western Union International inbound code. These codes are specific to each country and a list appears in: Foreign Credit Card Registration...........................Appendix A-4 If, for example, you are sending a TELEX from Australia, your inbound code is '23' and must precede the TELEX number. In that case our complete TELEX number would be: 236503502020 Inbound U.S.A./Western Union International codes: Access Codes vary by country. A few of those codes are excerpted below from Appendix A-4: COUNTRY OF ORIGIN CODE ------------------------------------- ALGERIA 023 AMERICAN SAMOA -- ANGOLA 023 ANTIGUA 23 ARGENTINA 23 AUSTRALIA 23 Communication Charges for Support for Registered Users outside of the U.S.A. and Canada: For any support responses we make to you through either TELEX or FAX, we will invoice you for the direct communication charges we incur in responding to your inquiry. In the case of FAX, those charges are AT&T 'per minute' international dialing charges to your country; for TELEX, Western Union International assesses us a 'telex minute' charge to terminate our TELEX in your country. Minimum charges for TELEX or FAX responses: The minimum Communication Charge made to you will be U.S. $10. If you paid for the original Registration fee with your credit card, then the Communication Charges, subject to the $10 minimum, will be made against your original credit card. 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. For an alternate way of creating invoices, see: Appendix A-8: An Alternate Strategy for creating Invoices from memos in the Activity file Appendix C: Instructions for Manually Importing External Data This appendix shows the methodology for converting data manually. To use the process in IN-CONTROL [TM] to import data automatically, see Appendix J, Option 8: Import Data from ASCII File. When done manually, 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. As a safeguard for your original files, create a new subdirectory, \CONVERT, and move over all files from \PROSPECT to it. Perform all of the following steps in \CONVERT until you are satisfied that the conversion is successful, then bring back all files from \CONVERT to \PROSPECT. 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 13 COMMENT1 Character 60 14 COMMENT2 Character 60 15 REFERBY Character 30 16 SUM_DATE Date 8 17 TIME_SYS Character 8 18 SUMEXP Numeric 12 2 19 LABELS Numeric 1 20 INTEREST Numeric 8 * 21 CLASS Numeric 2 22 RANDOM1 Numeric 3 23 VALID2 Numeric 10 24 PROSPMEMO Memo 10 25 VAL1 Numeric 12 2 26 VAL2 Numeric 2 27 VAL3 Date 8 28 VAL4 Numeric 12 2 29 VAL5 Date 8 30 VAL6 Numeric 12 2 31: GREETING Character 20 32: PMISC1 Character 4 33: PMISC2 Character 2 34: PMISC3 Numeric 4 35: PMISC4 Character 2 36: PMISC5 Date 8 * Total ** 520 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, Other Options Menu. If you enter '-' for all records, then the sex ID is omitted. 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 / 31: GREETING, the salutation field, defaults to the first name unless you enter a different value. This field is used once you select option B on the Main Program Menu: B) Import or Output Data 32: PMISC1 \ 33: PMISC2 \ 34: PMISC3 \-----------> Ignore these fields, used internally 35: PMISC4 / 36: PMISC5 / 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' and '.MEM'. Upon completing this, execute the program: PROSPECT This process will force the program to go through the Installation procedure again. Once it senses that all '.NTX' files are missing, the program will then automatically reindex all files. Once you are in the Main Program Menu, go to Other Options and execute option 9: Repack and Reindex all files. This procedure contains algorithms to cleanup extraneous and inconsistent data as best it can. It will, for example, look to see if multiple records exist in the file with the same company name. If so, the program will increment each one by appending '-1', '-2', and so on. Going through data conversion is a difficult, manual process, more art than science. If you have less that 200 records, you are better off re-entering the records manually than attempting to convert them from their native format into the program. Appendix D Modification of labels: All labels are generated with four label forms: LABEL1.LBL, LABEL2.LBL, LABEL3.LBL, and LABEL4.LBL. 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)+LBL9(CLASS,VALID2) 2: LABELNAM(FNAME,LNAME,PROSPECT,SEX) 3: TRIM(ADDRESS1) 4: TRIM(ADDRESS2)+LABELNA3(ADDRESS2,PHONE_1) 5: TRIM(CITY)+", "+LABELNA4(STATE,ZIP)+LBL5(ZIP4)+LBL6(COMMENT1) 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 UDF LBL6() checks for Canadian codes in comment1, such as 'Canada=V6A1A4'. LBL9() is used in the Bulk Mail Sort. 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 Foreign Addresses: overview [those outside of the U.S.A.] Once you select U.S.A as the country of usage in the International Installation Menu, IN-CONTROL [TM] presents items in the address that are specific to the U.S.A., such as 'zip code' and 'state.' These address elements are omitted when any other country is selected. Regardless of the country selected at the International Installation Menu, you always have the option of creating information specific to a country by using the 'COUNTRY=' logic available to you in COMMENT1. Let's say that you were placing the name of the country in the 'CITY' line but ran out of space. If you then place the phrase 'COUNTRY=' anywhere in COMMENT1, the program will take that country name and print it on the same line as the city on your label, following the city. For example, if you have this phrase in COMMENT1: COUNTRY=Australia/ When you print a label, IN-CONTROL [TM] will sense that you want to print a country code that does not fit within the data entry screen and will then place 'Australia' after the the CITY. Observe that IN CONTROL [TM] must see a '/' at the end of your country code to signify the country. Note also that IN-CONTROL [TM] will print out the entire country code you enter between 'COUNTRY=' and '/', regardless of how may characters long that code is. Sorting by country code: If you wish to sort by country code in some or all of your addresses, then you would use the 'COUNTRY=' logic of COMMENT1 for your country name. Later, you could then select out those records unique to any one country by using the logic referenced in Appendix A-2: Appendix A-2: Logic behind Comments/name/city selection [select out records in 6 different places in program] Procedure for Canadian and Foreign Addresses: [when entered into the Prospect File] With respect to the state validation file: Although you could change the values in the State validation file in earlier versions of this program, that ability to alter values has been removed since this data is static. In addition to states and territories, you can also have these two entries: '--' and 'NA'. Either value could be used for foreign countries. Both of these are valid 'states' and can be used during data entry. Values in State validation file: AL = Alabama MT = Montana AK = Alaska NE = Nebraska AS = American Samoa NV = Nevada AZ = Arizona NH = New Hampshire AR = Arkansas NJ = New Jersey CA = California NM = New Mexico CZ = Canal Zone NY = New York CO = Colorado NC = North Carolina CT = Connecticut ND = North Dakota DE = Delaware CM = Northern Mariana Is. DC = District of Columbia OH = Ohio FL = Florida OK = Oklahoma GA = Georgia OR = Oregon GU = Guam PA = Pennsylvania HI = Hawaii PR = Puerto Rico ID = Idaho RI = Rhode Island IL = Illinois SC = South Carolina IN = Indiana SD = South Dakota IA = Iowa TN = Tennessee KS = Kansas TX = Texas KY = Kentucky TT = Trust Territories LA = Louisiana UT = Utah ME = Maine VT = Vermont MD = Maryland VA = Virginia MA = Massachusetts VI = Virgin Islands MI = Michigan WA = Washington MN = Minnesota WV = West Virginia MS = Mississippi WI = Wisconsin MO = Missouri WY = Wyoming NA = Not Applicable -- = Not Applicable Note for foreign addresses, EXCEPT Canada, Australia, England, and Israel: 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: The Netherlands or CITY: Tokyo, 150 Japan ===== Overview of placing country code into Comment1 ===== If, for example, you have a Canadian address label that requires you enter 'Canada=' as per the instructions below. You do not have to type in the phrase 'Canada=' every single time into Comment1. If you anticipate that you will be using Canadian addresses frequently, then you can create a default value for this phrase by going to the Main Program Menu and select the Other Options Menu. Once there, select 'C) Customize this system to your needs'. Once in the Custom Options Menu, observe this option: 2) Default State, City, Area Code. Sex ID, Address2, Comments 1 & 2 After you select this option, you can enter this value as a default into 'Comment1': Comment1: Canada= From that point on, all records you ADD to the prospect file will have that phrase as a default value. Upper\lower case conventions are irrelevant. These values are all interpreted the same: CANADA=v6a1a4 Canada=V6A1A4 CANada=V6A1a4 canADA=v6a1A4 ===== Canadian addresses: ===== The Canadian Post Office requires that their 6 character 'Postal Code' occupy one line by itself below the address, with a space between the two sets of 3 characters. This program will accommodate this requirement if you observe the following: insert either 'NA' or '--' into state and '0' into zip, as per above. Place all of your address information including the city but not the 'Postal Code' into the Address1 and Address2 lines of your prospect record. Then place the 'Postal Code' by itself on the comment1 line in this format: COMMENT1: CANADA=V6A1A4 This phraseology of 'Canada=' can occur anywhere in Comment1 and the 'Postal Code' should be entered WITHOUT any spaces. Once the program detects that you have a Canadian address, it will apply a space in this manner in the last line of the label: V6A 1A4 Lets say that this is the address you want to place into the prospect record: Foster Technology 343 Railway Vancouver, B.C. V6A 1A4 You would place this into the prospect record in this manner: Company name: Foster Technology Address1: 343 Railway Address2: Vancouver, B.C. Comment1: CANADA=V6A1A4 Note that you are inserting the city and province into address2 while leaving 'City' blank. This is crucial because the program will place the 'Postal Code' into the last line on the label normally reserved for city. ===== Australian Addresses: ===== The Australian Post Office assigns a 4 digit 'Post Code'. This number can appear after the state. Let's say that you had written down this address: Australian Tool and Die, Ltd. 1307 Botany Road Mascon New South Wales 2020 You would then enter that data into IN-CONTROL [TM] in this manner: Company name: Australian Tool and Die, Ltd. Address1: 1307 Botany Road City: Mascon N.S.W. Comment1: AUS=2020 Once IN-CONTROL [TM] detects that you have placed 'AUS=' anywhere into Comment1, the program will then take that 4 digit code and place it at the end of the data entered into the 'City' line. Where you entered 'Mascon N.S.W.', the program will print out on line 5 of the labels: 'Mascon N.S.W. 2020'. Note that you could place the 'Postal Code' at the end of the 'City' line, space permitting. For another example of an Australian address, let's say that you had written down this address on a piece of paper: Minet Australia Ltd. 40th Level 100 Miller Street North Sydney, New South Wales 2060 You would enter that address into IN-CONTROL [TM] in this manner: Company name: Minet Australia Ltd. Address1: 40th Level Address2: 100 Miller Street City: North Sydney, NSW Comment1: AUS=2060 IN-CONTROL [TM] would then move the '2060' Post Code to the 5th line of the mailing label, following 'North Sydney, NSW'. Note that when you enter the Post Code into Comment1, make sure that no spaces appear in 'AUS=2060'. The program knows that the Australian Post Code is 4 digits long and will not incorporate into the mailing label any additional characters or digits that follow your 4 digit Post Code. ===== Israeli Addresses: ===== The Israeli postal system assigns a 5 digit Postal Code, which follows the city on printed labels. Let's say that you have this address written down: Haim Factor Jackson Factor Associates P.O. Box 1304 Kiryat Tivon 36112 You would enter that data into IN-CONTROL [TM] in this manner: First name: Haim Last name: Factor Company name: Jackson Factor Associates Address1: P.O. Box 1304 City: Kiryat Tivon Comment1: IL=36112 When IN-CONTROL [TM] sees 'IL=36112', the program knows that this is a 5 digit Israeli Postal Code and will print it out on the fifth line of the mailing label, following the city. Observe that it doesn't matter where in Comment1 the 'IL=36112' appears. ===== Great Britain: ===== The British postal codes can be of varying length. These, for example, are all valid codes: B26 3QN WS7 8XT BS2 0QE CH1 4LS LS11 0LW TW14 0PH You can insert the code in one of two places: either after the City or in Comment1. If you use the Comment1 line, precede the code with 'UK=', then follow the code by '/' to signify to the program that the code has no more characters. Specifically, to place 'LS11 0LW' in the Comment1 line, enter: UK=LS11 0LW/ When IN-CONTROL [TM] sees 'UK=LS11 0LW/', the program knows that this is a British Postal Code and will print it out on the fifth line of the mailing label, following the city. Observe that it doesn't matter where in Comment1 the 'UK=LS11 0LW/' appears. Appendix F: Time and Billing Stopwatch Subsystem This menu driven 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. Note that when you turn this feature 'on' in the Install menu, a field on the bottom right of the screen for the prospect record changes from: Time of update : to Billing Class : 0 Observe that the default value of the Billing Class is '0', but that you must place a value in there corresponding to the labor rates you define: rates 1 - 9. When you turn 'off' the billing feature in the Install Menu, the 'Billing Class' field in each prospect record reverts back to its original 'Time of update' field. 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 G Multiple Contacts within the same company: [continued] Treatment of duplicate Company Names: An option exists within the program to accommodate duplicate Company Names. Remember that when you enter an individual name without a Company Name, the program will create a Company Name consisting of 'first plus last' name. Later, when you print labels, the label generator will look to see if the Company Name is the same as 'first plus last' name and will then skip the Company Name in the label, thereby freeing up one line of the five line label. To insert any company name of your choosing in this skipped line, observe the following logic: 1) Enter a 'DUPL=' code into the comment line of the prospect\client file. 2) At the end of the duplicate name, place a '/'. Each prospect\client record has two lines for comments. Note that you can place the 'DUPL=' code into either line, in any place in that comment line. Also observe that case convention is irrelevant. 'DUPL=' is that same as 'dupl='. Once the program senses that you have entered a 'DUPL=' code, that entire name will be placed into the label in the line where the company name would have gone before. Observe that this duplicate company name logic will also work when you are outputting data. Recalling the Main Program Menu, option B: "B) Import or Output data" Once you select 'B' on the Main Program Menu, you will then see the 'Import or Output Data Menu.' If you select options 2, 3, 4, or 5, then the duplicate company name logic will work with these selections as well. "2) Output records to Wordstar/Mailmerge[TM]" "3) Output records to WordPerfect[TM] 4.2 or 5.0" "4) Output records to dBASE III [Reg. TM]" "5) Output records to Microsoft [Reg. TM] Word 4.0" Appendix H: Three Unsolicited Reviews in National Magazines Barry Kolp 'Cultivating Contacts' Sep-Oct. 1989, 'Shareware Magazine' pages 34 - 35 [excerpts from his 28 paragraph review, used with permission] "...IN-CONTROL [TM] has just about every feature imaginable for managing a huge database of contacts. With this program, you can also manage your time, expense/revenue accounts, mailing list, and billing and collections. Although I can't imagine anyone with this many contacts, IN-CONTROL [TM] can handle up to one billion names and phone numbers, and you can add up to 99,999,999 layers of data from other sources. Although IN-CONTROL [TM]'s primary purpose is managing prospects, its wide range of features make it attractive for anyone who deals with the public. Lawyers, architects, bankers, ministers, and others will all benefit from it. In fact, IN-CONTROL [TM] can be configured in any one of 23 different "flavors" to fit different professions. This is a complete sales tool. You can use it not only to manage your prospect list, but also your mailing list, revenues and expenses, billable hours, and proposals and invoices. With IN-CONTROL [TM], you can consolidate the work of several salespeople into one master database. ...This program has a wealth of features, and those I describe here are but a portion. The features vary from the expected to the unusual. So, if I haven't described a feature you need, most likely it is in the program. This is the most complete prospect management system I've ever seen. IN-CONTROL [TM] helps focus your work by providing a daily appointments and call-back list. Potential clients will no longer fall between the cracks, unintentionally neglected. This program has too many features to describe fully, so I'll focus only on the most interesting one. IN-CONTROL [TM] probably has the features you're look for, even if they are unusual ones... The heart of a sales management program is its database and IN-CONTROL [TM]'s is remarkable. After some simple data entry, you can track virtually any activity related to a client. The program generates and maintains a large volume of data to help you manage your prospect/customer list. Using the "layer-in" feature, you can treat leads from separate sources a distinct categories. No longer will 'cold' names from a purchased mailing list be intermingled with prospect you have carefully developed. Appendix H: [continued] You can plan appropriate sales strategies for any or all categories. It's like having a multitude of separate databases, seamlessly integrated together. You can "layer in" leads from literally millions of sources -- and never overlook any of them. You can attach a memo to each prospect record and each activity record. This memo is actually a second data screen, up to 15,000 characters long. It's like a wordprocessor attached to each record. The data you enter is freeform...You can set up templates with boilerplate information to cut down on repetitive typing. You can import documents like a proposal or contract into a memo -- and you can export its contents to an external text file. Thus, months later, you can quickly check on the details of a proposal you made to a particular prospect -- at the touch of a few keys. This lets you tie all your activities related to a prospect together. ...This program even auto-dials phone numbers, marking them as local, local toll or long-distance. IN-CONTROL [TM] has an advanced mailing list management module, as well. It's as powerful as most stand-alone label programs, with 10 different options for printing labels. By using Quick-Label, you can print labels from anywhere in the program. ...Labels can be sorted by comment fields, a range of zip codes, a custom field, or even a range of letters in company names. You can include 'zip+4' codes. IN-CONTROL [TM] deals with financial data in four different areas: the proposal/invoice generator, the expense/revenue report, the automatic statements menu, and the economic value of the portfolio of prospect menu. ...The appointments scheduler lets you print prior, current, or future appointments. You can also look at a graphic display of your appointments for any two-week period... ...The call-back feature helps you keep track of...commitments...This feature is great for people who do continuous daily telemarketing. IN-CONTROL [TM] has many features...and can help you become a more effective salesperson...Since it's shareware, why not try it for yourself? Programs like this aren't an added expense or an unneeded frill -- it is an investment in your business. I recommend it highly." Appendix H: [continued] Leon A. Wortman pages 20 - 22 December 1987, 'Business Marketing' [Crain Communications Inc.] "PROSPECT is a powerful sales prospecting and tracking program. The program is well designed, powerful, fast, and effective. All of the features are easily accessed from a series of menus and sub-menus that are intelligently and logically ordered. PROSPECT includes a report generator for appointment schedules and expenses. It has limited but useful graphics, an exceptionally fast data-search, label preparation and printing, a built-in telephone dialing system (your computer must have a modem), a proposal and invoice generator, and a feature that keeps track of telephone usage. On-line help screens that are accessible at every menu and the extensive use of menus make this one of the easiest programs to learn and use we've seen. ...That's one heck of a good deal!" Barry Potyondi pages 27 - 28 May, 1987 'PC-SIG Magazine' "...Its search and sort capabilities are as marvelous as its reporting styles are numerous. It can create monthly calendars instantly beginning with any date you specify. It tracks project/client related expenses effectively. And it can portray your daily appointment for any two-week period as a handsome bar chart. This is excellent for identifying depletion of your available time. Customization of this package is virtually limitless, extending even to the format of printed reports. In-Control is a well-conceived program for those who would rather spend their time thinking and acting than laboriously tracking the mundane aspects of a busy life. ...If you must maintain a huge database of contacts, In-Control is an excellent choice. Its brute capacity and lightning speed will dazzle you." 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 5 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] 4) View 'Log File' for Base Station 5) Category Consolidation Feature: 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 Master 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 Master 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. Note on Log File: Every time you use option 2 as the Base Station to import data, the program keeps a log of each procedure, 'LOG.DBF', in this form: -------------------------------------------------------------- Base Station Importing performed on 06/28/1989 | Start Date: 01/01/1901 End Date: 12/12/2999 | Category Selected: ALL | Number of records imported from Prospect file: 5 Number of records imported from activity file: 178 Data imported for Ed Zung, salesman for the Bay area Base Station Importing performed on 06/30/1989 Start Date: 01/01/1901 End Date: 12/12/2999 Category Selected: ALL Number of records imported from Prospect file: 3 | Number of records imported from activity file: 288 | Data imported for Southern District salesman, Phil Smith | -------------------------------------------------------------- When you import data as the base station, the program will create a six line entry, starting with 'Base Station Importing...' and ending with your comment. The program creates the first five lines automatically, while you enter your comment for line six. 'LOG.DBF' is an ASCII file that you can manipulate externally with an external word processor, if so desired. ============== | OPTION 5: | ============== Category Consolidation: At this option, you can base your data outputting in selection 1 on either a range of categories or a list of non-continuous individual categories . For example, if you had selected a range, then you could combine all records from categories 1 through 50. You can select any size range, from a range of 50 to a range of 50,000 categories. If you had selected to input a non-continuous list of categories, then you could enter up to 200 categories for consolidation, such as to combine categories 10, 11, 15, and 20. Appendix J: Import or Output Data: Import: Import a 11 field ASCII "comma delimited" file. see option '8' Output: WordStar[TM]/MailMerge[TM]/WordPerfect[TM]/Microsoft [TM] Word 4.0 dBASE III [TM]/SBT [TM]/SourceMate [TM] Output Basica/Output Sequential File Overview: Options 1 - 7 These options create either a WordStar/MailMerge[TM], WordPerfect[TM], or dBASE III [TM] data file using the data from your Prospect/dBASE III file. The newly created file ends in the letters: '.DAT', .DEF', '.SF' or '.DBF'. If used with Wordstar[TM], the .DAT file can 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 '.DEF' (containing all the MailMerge[TM] commands you need at the start of a form letter). If used with WordPerfect[TM], the .SF file is the 'Secondary File' that WordPerfect uses for merge letters, where each field is delimited with CONTROL-R, and each record is delimited with CONTROL-E.] If used with dBASE III [TM], the '.DBF' file format is becoming a standard data file format that many other programs are using for their respective data import function. When used with Microsoft [Reg. TM] Word 4.0, the '.DAT' file contains the data or records that the Word 4.0 merge document requires. These options will allow you to output the key fields in your prospect file to an external text file that can, in turn, be used by a word processor to create 'boilerplate' or form letters for you automatically. Based on your selection criteria, if any, the program will output these fields: Sex ID, First name, Greeting, Last name, Company Name, Address1/2 City, State, Zip, Zip4, Phone number, Comments Appendix J: Continued Instructions for use: Observe the Main Program Menu, option 'B': ------------------------------------------------------------------------ ----------------- Prospect and Activity Tracking System--------------- | | ACS | --------------- --------------------- ---------------- | 01/23/1988 | | Please Choose one | | 11:59:34 AM | --------------- --------------------- ---------------- Main Program Menu for Saturday, January 23, 1988 -- Records: -- [ 22 ] 1) Prospect File and Mailing Labels [ 24 ] 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Import or Output Data X) Exit System | Category Selected [defaults to ALL]: ALL | | ------------------------------------------------------------------------- Once you select option B, you will see this screen: ------------------------------------------------------------------------ ----------------- Prospect and Activity Tracking System--------------- | Import or Output Data Menu | =================== | ---------------------------------------------------------- | Saturday, January 23, 1988 | |--------------------------------------------------------| | 1) Select output criteria for merge file | | [no criteria selected] | | 2) Output records to Wordstar/Mailmerge[TM] | | 3) Output records to WordPerfect[TM] | | 4) Output records to dBASE III [TM] | | 5) Output records to Microsoft [TM] Word 4.0 | | 6) Output to SBT [TM] Customer file | | 7) Output to SourceMate [TM] Customer file | | 8) Import Data from ASCII file | | R) Return to prior menu | | | | ---------------------------------------------------------- | | ------------------------------------------------------------------------- Appendix J: Continued ============== | OPTION 1: | ============== Selection Process: At option 1, you can input up to 7 search criteria as the basis for your word processor merge file: Last Name, First Name, Company, City, State, Zip, and Comments. You can select whether you want only those records to be selected that have all of criteria in every record or select out records regardless of the number of matches made per record, as long as at least one match is made in any one record that is selected. True [or T] means all matches have to be made in any one record for it to be selected. False [or F] means that as long as one match is record it will be selected. Search Criteria Selection: Option 1: You can enter any word, phrase, or code on which to base your selection. If left blank, all records will be selected out. If you make an entry here, the program will search through the prospect file and select out only those records that meet your search criteria. [Note that you can have up to 7 different codes or phrases entered here and all records will be pulled which have any one of them or any combination of them] ============== | OPTION 2: | ============== 2) Output records to Wordstar/Mailmerge[TM] [outputs into a 12 field, comma delimited file] fields outputted: SEX, FNAME, GREETING, LNAME, PROSPECT, ADDRESS1, ADDRESS2, CITY, STATE, ZIP, ZIP4, PHONE-1 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 .DEF 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. Appendix J: Continued ============== | OPTION 3: | ============== 3) Output records to WordPerfect[TM] [outputs into a 14 field, CONTROL-R delimited file] fields outputted: SEX,FNAME,GREETING,LNAME,PROSPECT,ADDRESS1,ADDRESS2,CITY,STATE ZIP,ZIP4,PHONE-1,COMMENT1,COMMENT2 The .SF file is the 'Secondary File' that WordPerfect uses for merge letters, where each field is delimited with CONTROL-R, and each record is delimited with CONTROL-E.] Be sure to retrieve the 'Secondary File' into WordPerfect, at which time WordPerfect will insert its printer codes. Then, while inside WordPerfect, save the file under that same name. At this point, the 'Secondary File' will be usable for purposes of mail merging. ============== | OPTION 4: | ============== 4) Output records to dBASE III [Registered TM] With option 4, the '.DBF' file format is becoming a standard data file format that many other programs are using for their respective data import function. Once you assign a name to the dBASE III [TM] file you are outputting, the structure of that file is: Field Field Name Type Width Dec 1 SEX Character 19 2 FNAME Character 20 3 GREETING 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 13 COMMENT1 Character 60 14 COMMENT2 Character 60 ** Total ** 354 Appendix J: Continued ============== | OPTION 5: | ============== 5) Output records to Microsoft [TM] Word 4.0 [outputs into a 12 field, comma delimited file] fields outputted: SEX, FNAME, GREETING, LNAME, PROSPECT, ADDRESS1, ADDRESS2, CITY, STATE, ZIP, ZIP4, PHONE1 This option is used to get data from the Prospect file and output it to a data file that can be used by the merge feature in Word 4.0.. Your Word 4.0 letter will contain merge variables of the form: <<SEX>> <<FNAME>> <<GREETING>> <<LNAME>> <<PROSPECT>> and so on. These merge variables are identified in the '.DEF' or header file created by IN-CONTROL [TM]. These symbols, "<<" and ">>", are formed by holding down the <ALT> key and typing 174 or 175. At the top of your Word 4.0 letter, you will have this command (if you select 'TEST' as the file name for outputting your data in option 5): <<DATA TEST.DEF, TEST.DAT>> This tells Word 4.0 to look into TEST.DEF for the header or identification of fields used; and to pull in TEST.DAT for the data. TEST.DAT is a 'comma delimited, ASCII file'. It contains all data that you want to read into Word 4.0. It is formatted sequential file, with all fields in quotes and separated by commas. ============== | OPTION 6: | ============== SBT [TM] Customer File Menu Overview: This option will create records in the SBT [TM] Customer File format and then append them to the SBT [TM] Customer file in the \SBT drive and subdirectory of your choice. Optionally, you can a select additional selection criteria specific to SBT [TM]. Once the new records from this program are appended into the SBT [TM] Customer file, you must reindex those files within SBT [TM]. To do this, bring up the Main Menu of dInvoice/dStatements [TM] III, v.6.20, select option U: Utility Menu. At the Utility Menu, select option 1: Reindex All Files. Once you select option 1, you will observe: 1) Output to Customer File [dInvoice/dStatements III v.6.20] Fields created automatically in SBT [TM] file during conversion: with fields from which data is drawn in PROSPECT.DBF Structure of ARCUST.DBF Structure for database: ARCUST Corresponding fields in PROSPECT.DBF: Field Field Name Type Width Dec 1 CUSTNO Character 6 <==== created from PROSPECT field 2 COMPANY Character 35 <==== from PROSPECT field 3 CONTACT Character 20 <==== from FNAME + LNAME field 4 TITLE Character 20 5 ADDRESS1 Character 30 <==== from ADDRESS1 field 6 ADDRESS2 Character 30 <==== from ADDRESS2 field 7 CITY Character 20 <==== from CITY field 8 STATE Character 10 <==== from STATE field 9 ZIP Character 10 <==== from ZIP field 10 COUNTRY Character 15 11 PHONE Character 20 <==== from PHONE_1 field 12 TERR Character 2 13 INDUST Character 5 14 SALESMN Character 2 15 SOURCE Character 5 16 CODE Character 2 17 TYPE Character 8 18 PTERMS Character 20 19 PDISC Numeric 7 3 20 PDAYS Numeric 3 21 PNET Numeric 3 22 SVC Numeric 7 3 23 TAX Numeric 7 3 24 DISC Numeric 7 3 25 LDATE Character 8 26 LASTPAY Character 8 27 ENTERED Character 8 28 LIMIT Numeric 7 29 BALANCE Numeric 12 2 30 PTDSLS Numeric 12 2 31 YTDSLS Numeric 12 2 32 ONORDER Numeric 12 2 33 CREDIT Numeric 12 2 34 LPYMT Numeric 12 2 35 LSALE Numeric 12 2 36 GLLINK Character 3 37 COMMENT Character 65 <==== from COMMENT1 + COMMENT2 field 38 HISTORY Character 1 39 PRICECODE Character 1 40 TAXCODE Character 1 41 CURRENCY Character 3 42 FLAGS Character 10 43 CSTNUM1 Numeric 9 44 CSTNUM2 Numeric 9 45 SIGNATURE Numeric 2 ** Total ** 514 Logic behind creation of CUSTNO field in SBT [TM] file: two step process The program first looks to see if you have entered this phrase into either COMMENT1 or COMMENT2: "CUSTNO='. If this code is present, then the six characters following "CUSTNO=" are placed into the corresponding SBT [TM] record. Secondly, the program will create a four character code in CUSTNO that adheres to the following logic: 1) The fourth character will be a '1' 2) The first three characters will be taken from the first letter of each name from the company name or PROSPECT field. 3) The following articles are dropped from the company name during step 2: A AN IN OR & THE OF FOR WITH 4) If the resulting words in the company name number less than 3, then the remaining characters are taken as needed from the last complete word in the company name. Examples: [taken from test data] CUSTNO Company name: ATS1 Accounting & Tax Service ADD1 Addmaster/Marchant FDS1 Fourcolor Data Systems LLE1 Lolir Lectronics MDC1 Micro Distribution Center NAI1 North American Investment Corp. PBO1 P.O. BOX REV1 Rex Evilsizor SEL1 Sabet Electronics TCP1 Texas Commerce Plumbing After you select option 2, you will see: 2) Additional selection criteria specific to SBT [TM]: At this menu, you can enter values which will be placed in all records now being outputted to the SBT [TM] customer file. These are fields over and beyond the minimal fields being created in each SBT [TM] customer record. These optional fields are: TERR GLLINK INDUST HISTORY SALESMN PRICECOD SOURCE TAXCODE CODE CURRENCY TYPE FLAGS PTERMS LIMIT ============== | OPTION 7: | ============== SourceMate [TM] Customer File Menu Overview: This option will create records in the SourceMate [TM] Customer File format and then append them to the SourceMate [TM] Customer file in the \SOURCE subdirectory and drive of your choice. Optionally, you can a select additional selection criteria specific to SourceMate [TM]. Once the new records from this program are appended into the SourceMate [TM] Customer file, you must reindex those files within SourceMate [TM]. To do this, bring up the Main Menu of Accounts Receivable, version 2.0. In Accounts Receivable, press 'F8' to go to Miscellaneous. Once in the Miscellaneous options, chose #3 to 'Recover Index Files.' After that, select option 6 to reindex the customer file. Once you select option 1, you will see: 1) Output to Customer File Fields created automatically in SourceMate [TM] file during conversion: with fields from which data is drawn in PROSPECT.DBF Structure of ARCUS.DBF Structure for database: ARCUS Corresponding fields in PROSPECT.DBF: Structure for database: ARCUS.dbf Number of data records: 0 Date of last update : 03/06/89 Field Field Name Type Width Dec 1 FCUSTNO Character 10 <==== created from PROSPECT field 2 FCOMPANY Character 35 <==== from PROSPECT field 3 FADDR1 Character 35 <==== from ADDRESS1 field 4 FADDR2 Character 35 <==== from ADDRESS2 field 5 FCITY Character 20 <==== from CITY field 6 FSTATE Character 15 <==== from STATE field 7 FZIP Character 10 <==== from ZIP field * 8 FSADDR1 Character 35 * 9 FSADDR2 Character 35 * 10 FSCITY Character 20 * 11 FSSTATE Character 15 * 12 FSZIP Character 10 13 FCONTACT Character 30 <==== from FNAME + LNAME 14 FTITLE Character 10 15 FPHONE Character 17 <==== from PHONE_1 field 16 FPHONE2 Character 17 17 FTERM Character 12 18 FARACC Character 14 19 FCCLASS Character 1 20 FSALESPN Character 5 21 FTERR Character 2 22 FINDUSTRY Character 2 23 FTAXCODE1 Character 2 24 FTAXCODE2 Character 2 25 FPAYTYPE Character 1 26 FPRICECD Numeric 2 27 FDISRATE Numeric 5 2 28 FTAXRATE1 Numeric 6 3 29 FTAXRATE2 Numeric 6 3 30 FCRLIMIT Numeric 14 2 31 FOPENCR Numeric 14 2 32 FBAL Numeric 14 2 33 FCURORDER Numeric 14 2 34 FATDSAMT Numeric 14 2 35 FYTDSAMT Numeric 14 2 36 FMTDSAMT Numeric 14 2 37 FQTDSAMT1 Numeric 14 2 38 FQTDSAMT2 Numeric 14 2 39 FLPAMT Numeric 14 2 40 FLPDATE Date 8 41 FNEWDATE Date 8 42 FACTIVE Logical 1 43 FDISCNT Logical 1 44 FFINCHG Logical 1 45 FMSHIP Logical 1 46 FLOCKED Logical 1 47 FRESALENO Character 16 48 FVSNO Character 22 49 FVSNAME Character 30 50 FVSEXPDATE Character 5 51 FMCNO Character 22 52 FMCNAME Character 30 53 FMCEXPDATE Character 5 54 FAENO Character 22 55 FAENAME Character 30 56 FAEEXPDATE Character 5 57 FCCNO Character 22 58 FCCNAME Character 30 59 FCCEXPDATE Character 5 ** Total ** 815 * Note that all 'Ship to' and 'Bill to' addresses are assumed to be the same. Logic behind creation of FCUSTNO field in SourceMate [TM] file: two step process The program first looks to see if you have entered this phrase into either COMMENT1 or COMMENT2: "CUSTNO='. If this code is present, then the ten characters following "CUSTNO=" are placed into the corresponding SourceMate [TM] record. Secondly, the program will create a four character code in FCUSTNO that adheres to the following logic: 1) The fourth character will be a '1' 2) The first three characters will be taken from the first letter of each name from the company name or PROSPECT field. 3) The following articles are dropped from the company name during step 2: A AN IN OR & THE OF FOR WITH 4) If the resulting words in the company name number less than 3, then the remaining characters are taken as needed from the last complete word in the company name. Examples: [taken from test data] FCUSTNO Company name: ATS1 Accounting & Tax Service ADD1 Addmaster/Marchant FDS1 Fourcolor Data Systems LLE1 Lolir Lectronics MDC1 Micro Distribution Center NAI1 North American Investment Corp. PBO1 P.O. BOX REV1 Rex Evilsizor SEL1 Sabet Electronics TCP1 Texas Commerce Plumbing Once you select option 2 you will see: 2) Additional selection criteria specific to SourceMate [TM]: At this menu, you can enter values which will be placed in all records now being outputted to the SourceMate [TM] customer file. These are fields over and beyond the minimal fields being created in each SourceMate [TM] customer record. These optional fields are: FTERM FPAYTYPE FARACC FDISRATE FCCLASS FTAXRATE1 FSALESPN FTAXRATE2 FTERR FCRLIMIT FINDUSTRY FCURORDER FTAXCODE1 FDISCNT FTAXCODE2 FFINCHG ============== | OPTION 8: | ============== Import data from ASCII file: Create an ASCII "comma delimited" file with these 12 fields: First name <== up to 20 characters Last name <== up to 20 characters Company name <== up to 40 characters Address 1 <== up to 30 characters, first line of address Address 2 <== up to 30 characters, 2nd line, if any, such as 'Suite 214' City <== up to 30 characters State <== two character state, if U.S.A.; else leave blank Zip <== U.S.A. Zip code, 5 characters Zip4 <== U.S.A. Supplemental Zip code, 4 characters Phone <== 13 character, if .U.S.A. or Canada. Must be in this form: (214)690-6017 Observe character 1 is '(', 5 is ')', and 9 is '-' Comment1 <== any comment, up to 60 characters Sex ID <== if used, such as 'Dr.', 'Captain', or 'Reverend' Option 8 will import from an ASCII file named: 'AIMPORT.TXT'. Make sure that your file has that name. Once Option 9 is complete, go to the Other Options Menu, and select Option 9 from that menu: Repack/Reindex records. Observe below one record in the ASCII "comma delimited" format: "John D.","Cauble, Jr.","Accounting & Tax Service","11056 Shady Trail", "Suite 101","Dallas","TX","75229","0234","(214)357-5454","SIC=4303","" Observe that "Suite 101" would normally follow after "11056 Shady Trail" on one continuous line. Here the record is broken into two lines only for purposes of showing you how it looks. Appendix K-I: Overview of Memo Options: Prospect file 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 up to 15,000 characters PER PROSPECT, given a 640K system memory. 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 Memo Options Menu. If you are in the Get option for the prospect file, you will see this option on the lower left: "F4 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 ] | | 7) Print options [Printit v3.5 [TM]] | | 8) Create Quick Memo [TM] | | | | 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] Note also that you can access each prospect's memo from the activity file. When you are either Adding or Getting an activity record, you will observe 'F4' is displayed to you for 'Memo' options. Remember that multiple activity records for any one prospect all have the SAME memo in the prospect file. Appendix K-II: Memo Options: Activity File Each prospect record has one Prospect memo associated with it. Each activity record now has one Activity memo also. Why two sets of memos? Prior to version 2.645, this program had only prospect memos, not any activity memos. All activity records shared one common prospect memo and could access that one memo from any activity record created in the future. Let's say, for example, you established a prospect record for "XYZ Corporation" and then imported a 10,000 character proposal into the prospect memo for "XYZ Corporation". Later on, as you created many activity records for "XYZ Corporation", you could view the large proposal that you had originally imported into the prospect memo from ANY activity that you had created for "XYZ Corporation". Conceptually, it made sense for ALL activities to share the SAME memo in the Prospect file. However, the emergence of a new feature, Quick Memo [TM], mandated that each activity record have its own memo also. See Appendix K-III for an explanation of Quick Memo [TM]. Memo options accessible from the Activity File: From the Activity File you can access two memos for any one activity record: the ONE prospect memo that all activities for one company share together; and the UNIQUE activity memo that each activity record has, regardless of how many activities any one company has. ----- Activity File: Add option ----- Every time you add a record in the Add option, you will see these options available to you on the bottom of the screen: ----------------------------------------------------------------------- Enter "1" to ignore this entry; enter F2 for Activity Memo | F3 for Quick Label [TM] | F4 for Prospect Memo, F7 for proposal\invoice, any other key to continue | ------------------------------------------------------------------------- If you enter 'F2', you will branch to the unique memo for this activity. If you enter 'F4', you will branch to the Prospect Memo that ALL activities for this company share in common. The Memo Options Menu looks that same for both. If you look close, after you enter 'F2', you will see this on the bottom of the Memo Options Menu: R) Return to Activity record If you enter 'F4', you will see this Return statement on the bottom of the Memo Options Menu: R) Return to Prospect record If you are not sure whether you are in the Prospect or Activity memo, the Return statement on the bottom of the Memo Options Menu will tell you. ----- Activity File: Get option ----- Your access to memos at the Add option is similar to the Get screen. Once you enter the Get option from the Activity File, you will see these commands on the bottom of your screen: ------------------------------------------------------------------------ ENTER N FOR NEXT, P FOR PREVIOUS F2 Activity Memo | RETURN Exit S FOR SEARCH, M FOR MORE COMMANDS F4 Prospect Memo | F3 Quick Label [TM] F7 Proposal/Inv F8 DIAL PHONE F9 HANG UP PHONE | ------------------------------------------------------------------------ Again, as in the activity Add option, entering 'F2' will take you to the memo unique to this activity, while selecting 'F4' will bring up the one Prospect memo common to all activities for this company. Appendix K-III: Quick Memo [TM] Automatic generation of memo 'Templates' Quick Memo [TM] will create a customized 'template', a letter that has 80% of the text already filled in for you! Quick Memo [TM] is a powerful word processor type feature that will save you time if you need to send out short messages, say 1 to 4 sentences per person, but don't have the time to enter all of the other data that this type of correspondence requires. Quick Memo [TM] can be used in the Prospect file, but its real application is in creating multiple activity memos. Referring again to the Memo Option Menu below: ===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 ] | | 7) Print options [Printit v3.5 [TM]] | | 8) Create Quick Memo [TM] | | 9) Create Quick Label [TM] | | R) Return to Activity record | ========================================================== [Current character length of this memo = 0] Once you select option 8, Quick Memo [TM] will check first to see if you have given some general definitions about you and your company. If not, then Quick Memo [TM] will ask you for your company name, address, and so on. These same items are used in the Proposal/Invoice generator and Statements section, and can be defined or redefined there. In any case, after you have selected option 8, Quick Memo [TM] will create a 'Template' for you as though you had gone to option 1 and typed it in. The 'Template' contains these four sections: Information about your company, centered The date of the 'template', expanded The addressee data, leftmost justified Filing instructions, on the bottom line of the 'template' Once Quick Memo [TM] has created the 'template' you can add your specific lines of text by entering option 1, 1) Edit the existing memo or create a new one As you scroll through the memo, you will observe that Quick Memo [TM] has typed in most of the information that you need, except for the body of the letter or memo. Once you have typed that in yourself, you would save it with CONTROL-W, and then print it out with option 7: 7) Print options [Printit v3.5 [TM]] An example of one 'template' appears on the next page: ----- example of 'Template' memo ----- [your company is on the top, centered] Steve's Television Repair Service 21211 Elm Street Suite 322 Los Angeles, CA 95322 (214)855-6778 Tuesday, April 26, 1988 ACCOUNTING & TAX SERVICE Mr. John Cauble, Jr. 11056 Shady Trail Suite 101 Dallas, TX 75229 Dear John: cc: IN-CONTROL [TM] file [04/26/1988, 7:21:30 PM] 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, city, state or zip code entered into the prospect file. In option 2, you can either print out all labels or only those containing a specific search criteria. 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 4, 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 ----- | 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] A) Send labels to printer or text file, VIEW.TXT [send to Text file] B) Select size of Label [Standard, 3 1/2" by 15/16", 1 across ] C) 3rd-Class Bulk Mail Sort D) Set Left Margin for Labels: | 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 [Country, if foreign] 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 (characters per inch), 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 Foreign records and labels....................Appendix E with special programming for addresses in: Canada, Australia, Israel and Great Britain! ============== | 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 has an effect on 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 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. ============== | 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. ============== | OPTION B: | ============== Select size of Label: Observe that labels 1 through 4 and 10 will print out 42 characters across, while labels 5 through 9 are restricted to 35 characters per label. From this option you can make a selection of label size. Currently, these ten are supported: [Label 1] [Standard, 3 1/2" by 15/16", 1 across ] [ Metric equivalent: 89 X 24mm ] [Label 2] [Rolodex[TM], 4" by 2 1/8", 1 across ] [ Metric equivalent: 102 X 54mm ] [Label 3] [Rolodex[TM], 5" by 3", 1 across ] [ Metric equivalent: 127 X 75mm ] [Label 4] [Label, 4" by 1 7/16", 1 across ] [ Metric equivalent: 102 X 37mm ] [Label 5] [Standard, 3 1/2" by 15/16", 2 across ] [Label 6] [Standard, 3 1/2" by 15/16", 3 across ] [Label 7] [Standard, 3 1/2" by 15/16", 4 across ] [Label 8] [Cheshire, 3 2/10 by 11/12", 3 across ] [Label 9] [Cheshire, 3 2/10 by 11/12", 4 across ] [Label 10] [Envelope, 3 1/2" by 15/16", 1 across ] The envelope option will assign a left margin of 35 characters, while prompting you for the number of lines you want the printer to feed before and after the label. Note on Laser Printer Labels: If you wish to use a laser printer for labels, then the following 'automatic sheet fed' labels have been field tested with IN-CONTROL [TM]: Brand: Mfg. No: Sheets: Labels per sheet: Avery [TM] 5161, 1" by 4" 100 sheets 20 When you use these labels, observe that the manufacturer identifies these as 1" by 4". In order, however, for IN-CONTROL [TM] to address these labels, you must select Label 5: [Label 5] [Standard, 3 1/2" by 15/16", 2 across ] The difference in these measurements is attributable to Avery [TM] counting the space between the labels as part of their label surface. Make sure, also, that you set the laser printer for 60 lines per page, not 66. ============== | OPTION C: | ============== C) 3rd-Class Bulk Mail Sort This option has its own Help screen and will perform a third class bulk mail sort from your database. Additionally, you can apply selection criteria against your file of prospects for this sort. ============== | OPTION D: | ============== D) Set Left Margin for Labels With this selection, you can indicate the leftmost margin for your labels. Appendix M: Automatic Statements: Overview The Statements Menu is accessed from the Revenue/Expense Summary Menu, option 5: Menu for Statements. Some of the functions are interrelated, such as 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 1: | ============== 1) Create Summary Statements Displays a single total for those activities summarized to their corresponding record in the Prospect file. ============== | OPTION 2: | ============== 2) Create Detail Statements Shows the total for each record in the Prospect file, as well as the individual activities that make up that total. Optionally, you can select out the comment that you had originally entered into each activity record. ============== | OPTION 3: | ============== 3) Create Format for Statements Into this option are inputted heading and format information. ============== | OPTION 4: | ============== 4) Select $ range of Statements: Option 4 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. ============== | OPTION 5: | ============== 5) Selection criteria for Statements To see how this section works, see: Logic behind Comments/name/city selection..................Appendix A-2 [select out records in 6 different places in program] ------------------------------------------------------------------------ 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 5) Selection criteria for Statements [no criteria selected] 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 [TM] by Paul Sax of ACS Consultants. It is not to be distributed except as part of PROSPECT [TM] 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 or 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: ARCE B:1109ACS.ARC /R Use the ARCE 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 Overview: 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. Callback Options: ============== | OPTION 1: | ============== Callback by 'Stack' This 'callback' option is a special case of the Add option on the activity menu . It takes all commitments or appointments that you had made for today, 'stacks' them, and and then scrolls through each record as though you had entered them one at a time from the report: 'Today's Appointments'. It shows you the comment from the activity record where you originally created the future commitment that resulted in today's appointment. It then creates a new activity record for each of today's appointments and waits for you to enter in any comment or future commitment. Before using this option, be well conversant with the Activities file, Add option, as well as the report from the Appointments menu: 'Today's Appointments'. [Once you go through this list, the program will 'mark' off each record so that if you select this option a second time today, the program will only present unprocessed commitments to you.] Appendix Q [continued] 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. ============== | OPTION 2: | ============== 'Point and Shoot' Callback The 'Point and Shoot' option is similar to option 1, but lets you select any one callback or group of callbacks from the daily list. In this option, observe the leftmost field 'USE_IT'. If you change it from '.F.' to 'T', then each of those will be processed for Callbacks. In option 2, if you scroll from left to right, you will observe these fields: USE_IT FNAME LNAME PROSPECT TIME_SYS Change only the 'USE_IT' field. Appendix R: Consolidating Multiple Categories in your reports As you become knowledgeable in the use of the Category function, you'll notice that the Select, Move, Delete, and Undelete Category' feature [Main Program Menu, option 8] allows you to mix either all categories together or split out any one. Once you have selected a single category, then all functions in the program--reports, labels, new activities--are accessible to only those records with your designated category. In other words, once a category is selected, ALL other records in the program will disappear until you select another category or elected to 'jumble' all categories together. Over time, users have asked for a way to consolidate multiple categories in their reports, though not necessarily all at the same time. For those users wanting SELECTIVE consolidation of categories, this feature is available in the 'Reports for Prospects and Activities' menu [Option 3, Main Program Menu]. Once in this reports menu, observe option #5, 5) Category Consolidation Feature: [Consolidation OFF] After you have selected option 7, you will see this screen: =========================================================================| Category Consolidation: | | At this menu, you can base your reports on either a range of categories or a list of non-continuous individual categories . For example, if you had selected a range, then you could combine all records from categories 1 through 50. You can select any size range, from a range of 50 to a range of 50,000 categories. If you had selected to input a non-continuous list of categories, then you could enter up to 200 categories for consolidation, such as to combine categories 10, 11, 15, and 20. Enter your selection now: '1' will allow you to select a range of | categories, '2' will be for a non-continuous list of categories. | | ======================================================================== This menu gives you the choice of selecting your consolidation based on ONE range of categories or on a list of up to 200 non-continuous ones. An example of range would be those records that fall in the range of category '200' to category '400'. With the 'range' option, those categories are consecutive. When you select a 'non-continuous list', they can be in any random order you want, up to 200 of them. After you have selected your option, the program will prompt you for the data it needs to continue the consolidation. Once you return to the menu 'Reports for Prospects and Activities' menu, any report option you then select will be consolidated as per your request. Remember that this category 'Consolidation' feature works only in the 'Reports for Prospects and Activities' menu. Appendix S History of the Product Statement of Principles from the Database Designer and Software Author: Paul Sax Overview: This author is puzzled but gratified to hear the chorus of praise that has arisen among the users of IN-CONTROL [TM], attesting to its ease of use. If true, that observation is merely the outcome of a program that achieves its objectives. As a user myself of IN-CONTROL [TM] for my registered customers, I remain convinced that this is the most complicated and ambitious program that I have ever used. Its goal is nothing less than to convert most of your manual data-gathering processes into ONE computerized system. Software, when well designed and developed through the interaction of end users, has the potential to do just about anything. Design: I created the nucleus of this program in a commercial design and programming contract for a Dallas businessman. First as a contract assignment and then later as Shareware, this program has acquired an immediate following of business people. In a sense, the marketing response to this program has always been ahead of my awareness of its marketability. Where other programs have lots of colorful screens with no data connectivity between them, IN-CONTROL [TM] provides a seamless integration between different modules within the program. This means that aside from the initial data entry from you in the main file, you have very little data entry. The program CREATES and MANAGES a large volume of data for you--accurately, quickly, and in a logical manner that makes it easy to use this powerful program. First National Exposure: In March, 1987 Monica Grijalva, Director of Sales at PC-SIG, the largest distributor of shareware in the United States, began using this program to manage and track their 1,500 corporate accounts. She had evaluated a number of programs, commercial and shareware, with very little success. Either the programs were too complicated or they didn't work. Shortly thereafter, they made a decision to run an ad in the July 1987 issue of 87 PC World, page 308, featuring a likeness of my face in an 'Author Profile' series ad with two paragraphs devoted to IN-CONTROL [TM]. In the July 1987 issue of PC-SIG Magazine, they reported that my program was number 8 in their top 100 list in sales. Totally self-contained: Everything referenced in this documentation is available as the program stands. No accessory products are marketed with IN-CONTROL [TM]. When the documentation describes the invoicing/proposal function, that is in YOUR program. As you reflect on the various items mentioned in the Appendices, every one of them is in YOUR program! Unrivaled performance: IN-CONTROL [TM] will manage up to ONE BILLION records, labels, and phone numbers. Within that data you can segregate up to 99,999,999 layers or categories of data. This is useful, for example, as you load in business cards or mailing lists that come from different sources. Using Alan Simpson's Algorithm in the 'Search through Data' menu, the program can locate and display to your screen 8 consecutive records out of 1,000,000 in 10 seconds! The most intelligent phone dialing system that you have ever seen in any micro computer application software program: Using your Hayes[TM] or Hayes [TM] compatible modem, IN-CONTROL [TM] can automatically distinguish between 5 classes of outgoing calls: local, local toll, long distance, long distance toll, or international. As you elect to dial the phone number by entering one key, IN-CONTROL [TM] identifies the class of outgoing call and then dials it accordingly! Stable, free of software 'bugs', and mature: The author of IN-CONTROL [TM] well knows the detestable practice of barring programmers from interacting with end users in creating software. For this reason, most commercial software enters the market stillborn, filled with marketing promise but anemic and with no product revisions planned. IN-CONTROL [TM] has caught fire nationally and internationally because it has evolved and matured with its expanding customer base. Documentation that you can UNDERSTAND! No prose follows a more circuitous path than technical writing. Prohibited from using personal pronouns, Tech Writers typically turn out manuals that reek of passivity and condescension. As you read my manual, however, you can hear me speaking: clear, distinct, and addressing you as an equal. This type of writing, written in the first person and using personal pronouns, is heretical in most commercial software. Appendix T: Assigning priorities to Prospects As you accumulate prospect records, you'll see that beyond scheduling future appointments and splitting out data by categories, you may also want to assign individual priorities to some or all of the prospect records. This feature gives you the flexibility of assigning a priority code of your choice, from 1 to 9999, to each prospect. The default is '0', and you can change this value anytime in the Prospect File just by going back into the Edit mode. Your assignment is arbitrary and can be all inclusive or mutually exclusive. That is, different prospects can share one priority code or, if you wish, each prospect can have his or her own code. You assign this code in the lower right corner of each prospect record. Observe this line on the Add or Get screen, Prospect File: Referred by : Priority, if any: You enter your code, if any, to the right of 'Priority'. To extract out those records to which you have assigned a priority code, observe option 7 on the Main Program Menu: 7) Appointments and List of Priorities Appendix T: [continued] Once you select this option, you'll see this Appointments menu: ---------------------------------------------------------------------- ----------- 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 period of Appointments 6) Select your start/stop date for Appointments, then print out 7) Similar to option 6, but identifies only UNPROCESSED Appointments [Used with CALLBACK option, Activity Menu] 8) List of Priorities, if any [by date] H) Help Screen for Appointments Menu | | R) Return to prior menu | --------------------------------------------------------------------- Option 8 gives you the flexibility of selecting those records from the Prospect File to which you have assigned a priority code. Also, you can indicate that date range, if any, for your selection of priorities. This date range refers to that date when each prioritized prospect record was first ENTERED into the system. Appendix U Installation Procedures: When you first invoke the program, PROSPECT.EXE, IN-CONTROL [TM] presents you with this screen: ---------------------------------------------------------------------- Prospect and Activity Tracking System | | Install Program | ------------------- | Please Choose One | ------------------- 1) Install program for a hard disk 2) Install program for a floppy disk-based system [1 or 2 drives] 3) For Monitor, select B/White or Color Palette [now black & white] 4) Not implemented 5) Install automatic phone dialing through modem [Dialer OFF ] H) Help B) Turn off system 'BELL', reduces beeping [ Bell ON ] C) Turn on billing/stopwatch subsystem [Timer system OFF ] 12 Pack===>D) Make your own software!: 'flavor' and terminology options First time installation: Observe the options above. You must select either options 1 or 2 LAST. To select an option, enter one key, without a Return. ---------------------------------------------------------------------- As you review the installation procedures, observe that you must select 1 or 2 LAST, and that once inside the program you can return to this menu anytime by entering the Other Options Menu, Install option. This menu will respond to one keystroke. ============== | OPTION 1: | ============== 1) Install program for a hard disk Option 1 will install the program for a hard disk. It performs some system maintenance. If the program detects the presence of a 'CONFIG.SYS' file, it will append two commands to it: FILES=20 BUFFERS=15 If not, IN-CONTROL [TM] will create a CONFIG.SYS file from scratch. ============== | OPTION 2: | ============== 2) Install program for a floppy disk-based system [1 or 2 drives] Option 2 sets up the program for a floppy disk system. Once you select this option, IN-CONTROL [TM] will, in turn, ask you if you have 1 or 2 disk drives in your computer. ============== | OPTION 3: | ============== 3) For Monitor, select B/White or Color Palette [now black & white] Just prior to this menu, IN-CONTROL [TM] attempts to discern if you have a monochrome or a color screen. If yours is color, you can select from any one of 10 color palettes. At any time in the future, you can come back to this option and change the color settings! ============== | OPTION 4: | ============== Not implemented. ============== | OPTION 5: | ============== 5) Install automatic phone dialing through modem [Dialer OFF ] Option 5 is the automatic phone dialing system and is covered in: Automatic Telephone Dialing System:...........................Appendix X Generally speaking, its best to leave this option alone during the first time installation and come back to it after you have gone through the tutorial. ============== | OPTION H: | ============== H) Help The Help option is the on line 'Help' screen. ============== | OPTION B: | ============== B) Turn off system 'BELL', reduces beeping [ Bell ON ] Option B turns the system bell 'on' or 'off'. As you become more conversant with this program through its tutorial, you may elect to turn this bell 'off'. ============== | OPTION C: | ============== C) Turn on billing/stopwatch subsystem [Timer system OFF ] This option branches to a powerful billing/stopwatch subsystem, explained in: Time and Billing Stopwatch subsystem.........................Appendix F [time and bill every activity, with up to 9 labor rates] ============== | OPTION D: | ============== 12 Pack===>D) Make your own software!: 'flavor' and terminology options Option D is the '12 Pack' option. This program is so comprehensive that it can function in any one of over 20 capacities [originally 12, hence '12 Pack' or 12 Software Packages]. You can select how you want this program to present itself from this menu, or you can come back to this '12 Pack' option at any time. Appendix V: Economic Value of the Portfolio of Prospects Finally, a feature commonplace in the investment community migrates to this program. IN-CONTROL [TM] now has the ability to determine what the current value is of your Portfolio of Prospects. These economic measures have long been applied to stocks, bonds, and other investments, but are just now being applied to determine the economic value to you of a group of PEOPLE. They give you an economic assessment of all of those economic events that could occur, adjusted for the passage of time as well as minimum/maximum constraints. Observe option C on the Main Program Menu: ====================================================================== ----------------- Prospect and Activity Tracking System------------- | | ACS | --------------- --------------------- ---------------- | 02/26/1988 | | Please Choose one | | 8:24:54 PM | --------------- --------------------- ---------------- Main Program Menu for Friday, February 26, 1988 -- Records: -- [ 12 ] 1) Prospect File and Mailing Labels [ 20 ] 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now Off] B) Output to external word processor/merge file C) Economic Value of the Portfolio of Prospects | | X) Exit System | ======================================================================= Appendix V: [continued] Once you select option C, you will see this menu: ======================================================================= ----------------- Prospect and Activity Tracking System-------------- | | Economic Value of the Portfolio of Prospects | =================== ========================================================== | Friday, February 26, 1988 | |--------------------------------------------------------| | 1) Select default criteria for Aging Analysis | | | | 2) Process and Age Economic Values | | 3) Create report, sorted by Prospect | | 4) Do report, sorted by current Economic Value. | | | | | | | | | | R) Return to prior menu | | | | ========================================================== | | ====================================================================== Overview of options at this menu: Option 1 establishes the global default variables for this analysis. Option 2 does the actual Aging Analysis. Options 3 and 4 give you a choice of how you want the records presented in a report: either sorted by company name of prospect and showing the current Economic Value; or sorted in ascending order of the current Economic Value. Detail on option 1: In option 1 of the Portfolio of Prospect Menu you define these 4 variables: Global Variables: 1) 'Plateau' value for the Aging Analysis, in weeks: 2) 'Floor' % value for the Aging Analysis: 3) 'Decay Slope', linear or logarithmic: 4) 'Half-Life' value for the 'Decay Slope', in weeks: Appendix V: [continued] Global Variable 1: 'Plateau' value: The 'Plateau' value describes the period of time that passes, if any, without any economic loss. If, for example, you are trying to track the economic value of proposals that you submit, your experience might be that for every proposal that you submit 8 weeks may pass before your prospect will evaluate what you have submitted. If your experience shows that this 8 week period almost always occurs without any economic decay associated with it, then each proposal has an 8 week 'Plateau' value associated with it. The purpose of the 'Plateau' value is to allow an aging process to occur while reflecting the reality of that market: in many industries, a period of time passes BEFORE any economic decay can be presumed to start. If you attend trade shows, a 4 or 6 week follow up may occur before which the economic utility of those contacts begins to decay. You tailor the 'Plateau' value for your industry and particular set of circumstances. Once defined, it causes the analysis to extend a 'plateau' for that number of weeks BEFORE starting the decay analysis. You can select any number of weeks to reflect your industry, including the default value of '0'. Global Variable 2: 'Floor' value The 'Floor' value is the percentage you input that places a floor at the bottom of the decay slope. If you enter a 'Floor' value, the program will stop the decay when it reaches that level. The purpose of this is to recognize, for example, that regardless of how long a proposal is outstanding, it may always have some residual value to you. If you define the 'Floor' value to be 25% for a prospect that has an potential value of $100,000, then the decay analysis will stop when it reaches $25,000. Note that value is ALWAYS entered as a percentage, not a decimal, and that you can have any value from 0 to 99.99. Global Variable 3: 'Decay Slope', linear or logarithmic: The 'Decay Slope' variable gives you the choice of using a linear decay slope or logarithmic. Appendix V: [continued] The Linear slope describes those economic events that will decline the same absolute amount each week. If, for example, you determine that business cards you acquire at a trade show become worthless in 10 weeks, then you could say they loose 10% of their economic value each week. If proposals that you submit become worthless after 20 weeks, then you could say they loose 5% of their value each week. If you work for a bank and are using this program to track bad debt collections activity, then you have a clear idea of how each person in the file becomes increasingly less likely to pay given the passage of time. In addition to the Linear slope, you have another choice: logarithmic. You can think of this method as being a variation of compound interest. Instead of principal and interest being compounded in your bank account, a potential economic event such as closing a sale is being reduced or decayed in the same manner. For you mathematicians, the logarithmic decay process is: "the change in quantity over any time interval ... proportional to the size of the interval and to the average value of the quantity over that interval." The logarithmic decay process is computed using L'Hopital's Rule. A value decays exponetially if its instantaneous rate of change is proportional to its instantaneous value. There are many natural processes, like bacterial growth or radioactive decay, in which quantities increase or decrease at an "exponential rate." Assuming an initial 'Economic Value' of $10,000, no 'Plateau' value, no 'Floor', and a 'Half-Life' of 10 weeks: Weekly Percentage Cumulative Decay: $ decline: Linear Logarithmic Linear Logarithmic ------ ----------- ------ ----------- Week 1 $500 $669 5% 6.7% 2 1000 1294 5 6.24 3 1500 1877 5 5.83 4 2000 2421 5 5.44 5 2500 2928 5 5.08 6 3000 3402 5 4.73 7 3500 3844 5 4.42 8 4000 4256 5 4.13 9 4500 4641 5 3.84 10 5000 5000 5 3.59 11 5500 5334 5 3.35 12 6000 5647 5 3.12 13 6500 5938 5 2.92 14 7000 6210 5 2.72 15 7500 6464 5 2.53 16 8000 6701 5 2.37 17 8500 6922 5 2.21 18 9000 7128 5 2.06 19 9500 7320 5 1.93 20 10000 7500 5 1.79 Appendix V: [continued] Observe that the logarithmic decay is accelerated in the beginning but begins to trail off after a while. At 10 weeks (the 'Half-Life'), they both have the same amount of accumulated decay: $5000. Note also that after 20 weeks, the logarithmic decay is not 100% completed but only 75%. In concept, this decay rate will trail out to infinity. After 30 weeks, for example, the cumulative decay is $8,750. Global Variable 4: 'Half-Life' value for the 'Decay Slope', in weeks: The 'Half Life' is defined as that point at which the economic value of a contact or event has declined to half of its original value. This value is highly subjective and reflects your appraisal of when the economic status of a proposal, bid, or contact has dropped to half of its original potential value. The 'Half Life' is used by the program with Global Variable 3, the 'Decay Slope', in calculating the weekly decay rate. Variables defined for every prospect: Local variables Observe at the bottom left of the data screen for your prospect record: =========================================================================== Date 04/15/1986 | 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 [Zip+4] 75229- 0 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 : Priority, if any: Date Revenue/Expense last summarized 01/01/1901 Time of update : Summary of Revenue/Expense for this Prospect, all activities | Category Selected 1 | Economic Value: 17000 | =========================================================================== Appendix V: [continued] This 'Economic Value' field defaults to '0'. If you enter any other value, you will see the next screen: ======================================================================= == Data entry screen for Economic Value of this Prospect == | | Starting Date for this Aging Analysis: 04/14/1986 | Last date Aging Analysis performed: / / Economic Value of the Aging Analysis the last time it was run: 0.00 Exclusion switch: '0' includes this value in Aging Analysis, '1' excludes it: 0 | ======================================================================= Of the 4 fields, you can change the first and last one only. Definitions of local variables: variables available for every prospect Starting Date for this Aging Analysis: Last date Aging Analysis performed: Economic value of the Aging Analysis the last time it was run: Exclusion switch: Local variable 1: Starting Date for this Aging Analysis: When you first enter a value for 'Economic Value' on the prospect record, the program inserts that date into the 'Starting Date' as a default value. You can place any date you wish into this field. This date becomes the starting point for the decline analysis. If you had defined a 'Plateau' value earlier, then that 'Plateau' would extend outward from this starting date. Appendix V: [continued] Local variable 2: Last date Aging Analysis performed: Everytime you perform an Aging Analysis, that date is placed into this field. Local variable 3: Economic value of the Aging Analysis the last time it was run: This variable shows what the current value was at the time an Aging Analysis was processed. Local variable 3 reflects the 'Plateau', linear or logarithmic decay slope, and 'Floor' value in effect at that time. This variable, as well as the original 'Economic Value', are printed out in either of two reports available to you in option 3 and 4 in the Menu for Economic Value of the Portfolio of Prospects Economic value of the Aging Analysis the last time it was run: Local variable 4: Exclusion switch: This variable gives you the option of turning 'on' or 'off' any one prospect record for your Aging Analysis. The purpose of this 'Exclusion switch' is to leave the original 'Economic Value' on the prospect screen, if you wish, and yet bypass this record during the analysis. If you replaced, say, '50,000' in the 'Economic Value' field with a zero, you could achieve the same effect but you would lose the information that showed the original value. Quick Label [TM]: Appendix W Quick Label [TM] takes the power and flexibility of the Labels Management menu and makes that power accessible to you in 5 different parts of IN-CONTROL [TM] through one keystroke! Referring back to the Labels Management menu, here are your options: ========================================================================| | ----------------- Prospect and Activity Tracking System -------------- | | Options for Labels Management == Make sure your printer is on line before choosing == --------------------- | Please Choose One | --------------------- 1) Generate one label for last record searched or added [no Prospect record recently accessed] 2) Produce labels for all records in Prospect File [Select on any Comment,City, State, Zip code in 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] A) Send labels to printer or text file, VIEW.TXT [send to Printer ] B) Select size of Label [Standard, 3 1/2" by 15/16", 1 across ] H) Help [ Metric equivalent: 89 X 24mm ]| | ========================================================================| The flexibility of this menu in giving you total control of your data is UNPARALLELED! Option B, for example, gives you a choice of 4 different label sizes with metric equivalence just by entering a 'B' repeatedly. The details of how this menu works are in: Labels Menu: 12 options that give you control over your data..........Appendix L Prior to Quick Label [TM], everytime you wanted to print out one label from the Prospect file, you had to come back to this menu and enter selection 1. IN-CONTROL [TM] did remember the last record you either added through the 'Add' option or accessed through the 'Get' option of the Prospect file. Prospect file: 'Get' option With Quick Label [TM], IN-CONTROL [TM] makes selection 1 for you without your having to branch back to this menu. Let's say, for example, that you are accessing a record in the Prospect file with the 'Get' option. On the bottom of the screen, you will observe these commands: ENTER N FOR NEXT, P FOR PREVIOUS Return Exit S FOR SEARCH, M FOR MORE COMMANDS F3 Quick Label F4 Memo Options F8 DIAL PHONE F9 HANG UP PHONE By selecting 'F3', IN-CONTROL [TM] will print out a single label with the data from this record. Observe that IN-CONTROL [TM] 'remembers' the current status of all options on the Labels Management menu and prints out this single label with those in mind. If you want phone numbers inserted into the single label, you must first make that selection in the Labels Management menu. Once done, however, Quick Label [TM] will print out individual labels with the phone number wherever Quick Label [TM] is accessed. Prospect file: 'Add' option When you add a record to the Prospect file, you will note these options on the bottom of the screen: ---------------------------------------------------------------------| To create a new memo for this record, enter a '2'. | Enter a '3' to create one quick label, '1' to bypass memo & label | ---------------------------------------------------------------------| Option 3 will activate Quick Label [TM] and print out one label as you have defined the label to appear on the Labels Management menu. Activity file: 'Get' option Whenever you locate a record in the Activity file using the 'Get' option, the following commands will appear on the bottom of the screen: ========================================================================= ENTER N FOR NEXT, P FOR PREVIOUS | S FOR SEARCH, M FOR MORE COMMANDS F3 Quick Label | RETURN Exit F4 Memo F7 Proposal/Inv F8 DIAL PHONE F9 HANG UP PHONE| =========================================================================| Again, as in accessing the Prospect file, 'F3' will invoke Quick Label [TM] and will print out one label without your having to leave this screen. Activity file: 'Add' option When you are adding records to the Activity file using the 'Add' option, the following commands will appear on the bottom of the screen: =========================================================================| To ignore this entry, enter a "1"; for Quick Label [TM], enter F3 | Enter F4 for Memo option, F7 for proposal\invoice, any other key to continue| =========================================================================| If you enter 'F3', IN-CONTROL [TM] will summon Quick Label [TM] to create one label. Quick Label [TM]: Appendix W [continued] Activity file: 'Add' or 'Get' option Once you are in the Activity file, 'Add' or 'Get' option, observe the Activity Memo options. Once selected you will be able to print out Quick Label [TM] in the Memo Options Menu, option 9: 9) Create Quick Label [TM] For more information on this, see Appendix K-II. Automatic Telephone Dialing System: Appendix X IN-CONTROL [TM] has a built in intelligent Telephone\Speakerphone Dialing System, that dials all of your phone calls for you and tells you if they are local, local toll, long distance, long distance toll, or international and can output up to 20 follow on codes after dialing long distance. The program stores & dials up to one BILLION phone numbers for you, and will dial from: Dallas to New York, Sydney to Melbourne, or London to Leeds! Overview: 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. This will install the program for automatic phone dialing through a Hayes or Hayes-compatible modem. Install procedure for automatic phone dialing: In 2 of the following options you can enter characters mixed with numbers. The purpose of this is to tell the modem to pause between dialing. The comma does this. The exact time of the pause you will have to determine through trial and error, but is generally 2 seconds per comma. For example, 9,,, would tell the modem to dial '9', then wait 6 seconds. The only other valid dialing characters are: 1 2 3 4 5 6 7 8 9 0 * # Local Toll Numbers: [your area code] The program will recognize local 'TOLL' calls if you enter the word 'TOLL' as the first 4 letters in 'Referred by: ', in the Prospect File, Add or Get option. With a toll call, the program will dial: PBX option + Toll Sequence + 7 digit phone number. Long Distance Toll Numbers: [any one area code other than yours] Long distance toll dialing sequence. This must be an area code other than yours. The program creates this Long Distance TOLL number: PBX Prefix + Long Distance Toll Sequence + 7 digit number. Enter word 'LDTL' in 'REFERRED BY' field, Prospect file, for LD Toll. Follow on codes: You can enter any code or up to 20 codes that follow your long distance number, if you wish. Some long distance services, for example, use this feature as a way of entering accounting codes for users. This option then requires you enter F8 twice during dialing. Observe the 'Push F8 Again' message. Note on PBX dialing: You can mix and match pulse with tone dialing. Precede your number with 'T' for tone, followed by 'P' to restore pulse. For example, 'T9,P' would sent a '9' tone, followed by a pause [,], then restored to pulse with 'P'. ==Automatic dialing for countries outside of the U.S.A. and Canada:== Establishing a default 'area code/STD': You can do this in one of two places in IN-CONTROL [TM]. On the Installation menu is option 5): Install Automatic Phone Dialing through modem. Once selected, this option gives you the ability to define your 'area code/STD'. You can also select this value from the Other Option Menu, option C): Customize this system to your needs Once there, you can select option 2: 2) Default State, City, State, Area Code Once you define your 'area code/STD', IN-CONTROL [TM] will then assign that value to all new records in the Prospect file, followed by a '/'. Let's say that you assign an 'area code/STD' of '03'. Every time you add a record to the Prospect file, you will see this as in the phone number field: Phone: 03/ For all those numbers that fall within this STD, enter the local number after the '03/', without any spaces. For example: Phone: 03/6465255 IN-CONTROL [TM] will interpret this to mean that the 'area code/STD' is '03', while the local number is '6465255'. You can have up to 5 characters in the 'area code/STD', with any combination of leading zeros. If your 'area code/STD' has one digit, while an adjacent STD has 5, IN-CONTROL [TM] will figure out which are local and which phone numbers are long distance and will then dial them accordingly. For the dialing system to work properly, you must identify an 'area code/STD' for ALL numbers, including local ones. Also, IN-CONTROL [TM] uses the '/' as a marker to distinguish between the 'area code/STD' and the local number. Make sure that in your entry for phone number, you exclude any spaces. ===== Australia: ===== Lets say that you are in Melbourne, and have customers in Sydney and Brisbane. Their complete numbers are: STD Local Number Melbourne 03 6465255 [your number, let's say] Melbourne 03 6465252 [a branch office] Sydney 02 6532389 [a customer] Brisbane 07 3741311 [another customer] First, you would enter '03' as your default 'area code/STD'. Then, in the Prospect file, you would enter these numbers in the phone field: First record 03/6465252 [a branch office] second record 02/6532389 [a customer] third record 07/3741311 [another customer] Once you told IN-CONTROL [TM] to dial the number, the program would figure out which are local, which are long distance, and would dial them accordingly. ===== Great Britain: ===== Within its STD's, Great Britain also uses a series of 'local codes'. 'Local codes' are defined to exist within one 'Dialing directory'. Different STD's, same 'Dialing directory': In some cases, two towns have different STDs but are so close that they can dial each other with a 'local code' instead of using an STD. Observe, for example, these two numbers: STD Local Number Bradford 0274 723101 [your number, let's say] Yeadon, Leeds 0532 501496 [a customer] Let's say, further, that Bradford and Yeadon are 10 miles apart and Bradford can dial Yeadon by using a 'local code' of '92'. In that case you can enter these numbers in either of two manners: 1) Define your default 'area code/STD' as '0274' and then identify the Yeadon customer with its unique STD in this manner: 0532/501496. Once IN-CONTROL [TM] sees '0532/501496', the program will dial the STD of '0532' and then the local number of '501496'. 2) Define your default 'area code/STD' as '0274' as above, but enter the local code instead of the STD for your Yeadon customer. Let's say you entered: 92/501496. IN-CONTROL [TM] would then dial the local code of '92', followed by the local number of '501496'. ===== Dialing Numbers Internationally: ===== Let's say that the number you are dialing does not fit into any of the above categories, as would be the case when dialing from country to country. If, for example, you are dialing from the United States to Australia, the U.S. access code is '011', followed by the country code of '61'. Once dialed, the city code is then entered, followed by the local number. One example would be: '011 61 3 5092911' To dial these types of international numbers in the program, enter the number into either COMMENT1 or COMMENT2 of the prospect record, in this form: INTL=011,61,3,5092911/ The 'INTL=' code tells the program to use this number for dialing, not whatever appears in the telephone field. Each comma tells the modem to pause for 2 seconds. The slash '/' tells the program where the last digit lies. Without the slash, the 'INTL=' code will not work. Observe that it does not matter where the 'INTL=' code is found in COMMENT1 or COMMENT2, and case is irrelevant. 'INTL=' is that same as 'Intl='. Once entered into the prospect record, the entire code for your international number is carried over into each new activity record. Once inside the activity record, the program will sense that this is an international number and dial it accordingly, when requested from the activity file. If you establish a PBX number, then it is dialed before the international number. Output/Translate to 1-2-3 Lotus (C): Appendix Y Converting Data from Lotus 1-2-3 (C) into IN-CONTROL [TM]: Converting data from Lotus 1-2-3 (C) into IN-CONTROL [TM] spreadsheets is easy! By using the IN-CONTROL [TM] 'Translate' facility, you can move over up to 8191 records from either the Prospect or activity file for analysis within IN-CONTROL [TM]. Fields contained in the Prospect file: [PROSPECT.DBF] Structure for database: C: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 13 COMMENT1 Character 60 14 COMMENT2 Character 60 15 REFERBY Character 30 16 SUM_DATE Date 8 17 TIME_SYS Character 8 18 SUMEXP Numeric 12 2 19 LABELS Numeric 1 20 INTEREST Numeric 8 21 CLASS Numeric 2 22 RANDOM1 Numeric 3 23 VALID2 Numeric 10 24 PROSPMEMO Memo 10 25 VAL1 Numeric 12 2 26 VAL2 Numeric 2 27 VAL3 Date 8 28 VAL4 Numeric 12 2 29 VAL5 Date 8 30 VAL6 Numeric 4 31 GREETING Character 20 32 PMISC1 Character 4 33 PMISC2 Character 2 34 PMISC3 Numeric 4 35 PMISC4 Character 2 36 PMISC5 Date 8 ** Total ** 520 DATE_SYS is the date the record was first entered into the program. SEX is the sex identifier, such as 'Mr.', 'Ms.', or 'Doctor'. FNAME and LNAME are first and last names respectively. PROSPECT is the company name for this person. ADDRESS1, ADDRESS2, and CITY are self explanatory. STATE is the two character code used for U.S. postal codes, along with ZIP and ZIP4. If used outside of the U.S.A., these codes default to 'NA', '0', and '0' respectively. PHONE_1 contains the phone number, including 'STD/area code'. COMMENT1 and COMMENT2 contains comments 1 and 2. REFERBY is the 'Referred by' field. SUM_DATE and TIME_SYS and the date and time, respectively, when the revenue/expense module was last summarized. SUMEXP is the amount that was posted to this record, reflecting ALL activities summarized to this prospect from his/her corresponding activity records. Ignore LABELS. INTEREST is the 'Category' assigned to this record. Ignore also CLASS, RANDOM1, VALID2, and PROSPMEMO. Fields used in the 'Economic Analysis of the Portfolio of Prospects': VAL1 is the starting Economic Value as entered in the Prospect record. VAL2 is the 'Exclusion Switch' for the Economic Value. VAL3 is the 'Starting Date of the Aging Analysis'. VAL4 is the 'Economic Value of the Aging Analysis' the last time it was run. VAL5 is the date on which the last Aging Analysis was run. VAL6 is the Priority, if any, you assign to each prospect in the Prospect file. Fields contained in the Activity file: [ACT1.DBF] Structure for database: C:ACT1.dbf Field Field Name Type Width Dec 1 SEX Character 19 2 FNAME Character 20 3 LNAME Character 20 4 PROSPECT Character 40 5 DATE_SYS Date 8 6 TIME_SYS Character 8 7 ADDRESS1 Character 30 8 ADDRESS2 Character 30 9 CITY Character 30 10 STATE Character 2 11 ZIP Numeric 5 12 PHONE_1 Character 13 13 COMMENT1 Character 201 14 COMMENT2 Character 1 15 DEL_DATE Date 8 16 EXPENSE Numeric 12 2 17 INTEREST Numeric 8 18 CLASS Numeric 2 19 PROSPMEMO Memo 10 20 MACT1 Numeric 4 21 MACT2 Character 4 ** Total ** 476 These fields are similar to those in the Prospect file, with a few exceptions. COMMENT1 is the 200 character comment that you can enter into each activity. Ignore COMMENT2. DEL_DATE is the date of the next commitment, if any. INTEREST is the category assigned to this record, as identified in the Prospect file. Ignore CLASS. Methodology for converting these files into Lotus 1-2-3 (C): [version Lotus 1-2-3 (C) 2.01 or later] Bring up the main menu for Lotus 1-2-3 (C). On the top will be displayed these options: 1-2-3 PrintGraph Translate Install View Exit Select the 'Translate' option. As Lotus 1-2-3 (C) branches to the 'Translate' menu, you will asked this question: -------------------------------------- What do you want to translate FROM? | | 1-2-3 release 1A 1-2-3 rel 2 or 2.01 dBase II dBase III DIF Jazz SYMPHONY 1.0 | SYMPHONY 1.1 or 1.2 | VISICALC | -------------------------------------- The 'dBase III' option is the correct one. Once you select it, you will then be asked: --------------------------------------- What do you want to translate TO? | | 1-2-3 release 1A 1-2-3 rel 2 or 2.01 SYMPHONY 1.0 | SYMPHONY 1.1 or 1.2 | | --------------------------------------- Select the option that is correct for your software. Let's say that you are using Lotus 1-2-3 (C), release, 2. Select: '1-2-3 rel 2 or 2.01' on the above menu. Lotus 1-2-3 (C) will then begin its translation process. If you want to translate the Prospect file, then enter: SOURCE FILE: PROSPECT.DBF DESTINATION: PROSPECT.WK1 If you want to translate the activity file, then you would enter: SOURCE FILE: ACT1.DBF DESTINATION: ACT1.WK1 Once the '.WK1' worksheet is defined, you can bring up the data in Lotus 1-2-3 (C). Notice that once the worksheet is loaded into memory, Lotus 1-2-3 (C) inserts the names of ALL fields across the top of the worksheet, as in: A B C D ------------------------------------------------------- DATE_SYS SEX FNAME LNAME 1 2 3 4 5 6 7 Lotus 1-2-3 (C) is a registered trademark of Lotus Development Corp. Appendix Z: Create your own fields Entering codes specific to your application and then creating reports or labels based on those codes: ----- Defining your own codes: ----- This feature gives you the ability to enter codes specific to your industry or application and then create reports or generate labels on those specific codes. These codes are then entered into COMMENT1 or COMMENT2 of each prospect record in the Prospect file. Let's say, for example, that you had identified these criteria in your real estate prospects: 1) Size of home wanted 2) Amount prospect wants to spend on home 3) Preference, if any, for location, by zip or postal code 4) Number of floors of home desired Let's say further that you had developed these codes: 1) SIZE=1500SF SIZE=2000SF SIZE=2500SF SIZE=3000SF This first criteria shows the size home, in square feet, that the buyer is looking for. 2) AMT=100K AMT=125K AMT=150K AMT=200K Criteria 2 shows the amount, in thousands of dollars, that the buyer is willing to spend. 3) LOC=75081 LOC=75082 LOC=75083 LOC=75084 Criteria 3 shows the location preference, by zip or postal code, that your buyer has. 4) FLOORS=1 < one floor, no basement FLOORS=1A < one floor, one basement FLOORS=2 < 2 floors, no basement FLOORS=2A < 2 floors, one basement This criteria tells you the number of floors preference, if any, that this buyer has. Observe that as you develop codes for all buyers, you do NOT have to use every code for every buyer. If one buyer has no location code preference, then omit this criteria. It does matter, though, that you enter the codes CONSISTENTLY into the Prospect file, COMMENT1 or COMMENT2. Otherwise, you will not be able to extract them later. ----- Selecting Reports: ----- Once you select option 3 from the Main Program Menu, you will see this Reports menu: --------------------------------------------------------------------- | Start Date Prospect and Activity Reports End Date | | 01/01/1901 Please Choose one 12/12/2999 1) Do ONE report from the Prospect file 2) Generate ONE report from the Activity file 3) Set start/stop date of these Reports 4) Select by any Comment,City,State,Zip,Prospect [no criteria selected] 5) Category Consolidation Feature: [now OFF] H) Help for reports R) Return to prior menu | Category of Prospects [defaults to ALL]: ALL | | --------------------------------------------------------------------- Option 4 will allow you to select out any code or combination of codes from the COMMENTS fields. When you select this option, you will first see this menu: ------------------------------------------------------------------------ Selection Criteria Menu | ========================================================== | | Tuesday, August 9, 1988 | | ---------------------------------------------------------- | | | 1) Select by character: | | [comments, first/last name, company, city] | | | | 2) Select by value or range of values: | | [Revenue/Expenses, Category, Zip, Economic Value] | | | | 3) Select All 'tagged' records | | | | H) Help | | | | | | R) Return to prior menu | | | | | ========================================================== | --------------------------------------------------------------------------- Option 3 is covered in : Appendix A-7 [Select out records by characters, values, or 'tag'] Option 1 and 2 of this menu are similar in function. For now, select option 1 from this menu and you will see: --------------------------------------------------------------------- Exclusivity of Selection: | | | False = All Inclusive Record included if meeting at least ONE search criteria. True = Mutually Exclusive Record included only if meeting ALL search criteria at the same time. | Enter T or F : [T] | | --------------------------------------------------------------------- In this menu, "Exclusivity of Selection", you must select whether you want only those records to be selected that have all sets of codes in every record or select records regardless of the number of matches made per record, as long as at least one match is made in any one record that is selected. True [or T] means all matches have to be made in any one record for it to be selected. False [or F] means that as long as one match is made in that record, it will be selected. After making your selection at this "Exclusivity of Selection" menu, you can make your specific selections at this menu: --------------------------------------------------------------------- Enter those values you wish to select out. | Any field left blank will include all records in that field. | | ___________________ [first name] ___________________ [last name] __________________________ [company name] __________________________ [city] ___ [state] ____________ [zip code] _____________________________ [comments, first selection] _____________________________ [comments, second selection] _____________________________ [comments, third selection] | _____________________________ [comments, fourth selection] | | [COMMENT1 and COMMENT2 are searched together] | | --------------------------------------------------------------------- At this screen, you can input up to 4 sets of codes or phrases. You can enter any word, phrase, or code on which to base your selection. If left blank, all records will be printed out. If you make an entry there, the program will search through the comments and select out only those records that have your word or phrase in the comments section. You can also select by any combination of first name, last name, company, city state, or zip code. [Note that you can have up to 4 different codes or phrases entered here and all records will be pulled which have any one of them or any combination of them]. In this real estate example, let's say that the following house became available on the market: 2000 square feet, $125,000 price, located in zip/postal code '75083, and has two floors, without a basement. These codes would then correspond to that information. SIZE=2000SF AMT=125K LOC=75083 FLOORS=2 If you entered those values or codes into the 'comments' entries in the above menu and set "Exclusivity of Selection" to True, the program would then select out those records or prospects that contained these criteria. ----- Accessing this logic from the Import or Output Data Menu:----- Observe this option on the Main Program Menu: B) Import or Output Data Once you select that option, you will see this menu: --------------------------------------------------------------------- | Import or Output Data Menu | | Thursday, April 21, 1988 1) Select output criteria for merge file [no criteria selected] 2) Output records to Wordstar/Mailmerge[TM] 3) Output records to WordPerfect[TM] 4) Output records to dBASE III [TM] | 5) Output records to Microsoft [Reg. TM] Word 4.0 | | R) Return to prior menu | --------------------------------------------------------------------- Selection 1 contains the same logic as the reports menu. That is, you can select records for output to your word processor based on codes you entered into the comments fields in the Prospect file. ----- Selecting this option from the Labels Management menu: ----- Once in the Labels Management menu, observe option 2: 2) Produce labels for all records in Prospect File [Select on any Comment,City, State, Zip code in Prospect file] Again, the logic is available here to you to select out labels based on codes that you had predefined earlier and entered into the Prospect file. For a complete list of the five locations in the program where you can apply this Selection Criteria logic, see: Appendix A-2 Logic behind Comments/name/city selection ----- Creating your own Help screen for these codes: ----- Instead of writing down the codes for your specific application, a place exists in the program to contain that data. Also, you can display those codes and their definitions at any time throughout the program just by entering one function key! This industry-specific Help screen can have up to 15,000 characters in it. To see how this works, examine Appendix O, 'Create your own industry-specific Help/Data Screen' Appendix Z: Create your own fields [continued] Miscellaneous or Other Codes: [move your codes from Prospect to Activity file] Let's say that you have created codes as per the logic just described and have entered them into the Prospect file. Let's say further that for purposes of pulling out reports later you want those codes to be present in each activity record as well. Precede your codes in the Prospect file with 'MISC=' and then follow those codes with ']'. If, for example, you create this code: SIZE=2000SF This could mean that the prospect wants a house with 2,000 square feet. If you want that code to go into every new activity record created, you would enter this: MISC=SIZE=2000SF] The 'MISC=' designation tells the program that this is a 'Miscellaneous or Other Code' that you want placed into each activity record. If you place ']' at the end of your code or codes, then the following will appear in each activity record: MISC=SIZE=2000SF It does not matter where in Comment 1 or 2 this 'MISC=' occurs; nor does the case matter. 'MISC=' is interpreted that same as 'Misc='. Appendix A-1 Act Now! [TM] feature: Act Now! [TM] is a new feature that creates an activity record, if requested, directly from the Prospect Add or Get function. The need for this has become clear in feedback from my customers. Prior to version 2.645, all prospect records were added into the Prospect file through the Prospect Add option. Once in the Prospect file, you could then add an unlimited number of activities into the Activity file for any one prospect. To add the first activity record, though, required that you leave the Prospect Add function, exit the Prospect File, and then go to the Activity Add screen. Over time, users began mentioning how cumbersome this process was when that were adding many prospect records, each with an initial activity. The reason these functions are separate is because of a programming practice used throughout IN-CONTROL [TM], modular programming. These modules or 'blocks' of program code account for the discrete functionality of each menu and screen. In any case, with Act Now! [TM], you can now add an initial activity record for a new prospect WITHOUT LEAVING the Prospect Add or Get option! Observe below the options that appear on the bottom of the screen when you are adding a prospect record: ----------------------------------------------------------------------- '1' to go to next record; '2' to create a new memo for this record, | Enter a '3' to create one quick label, | Enter a '4' to 'ACT NOW!' or Activity Now, 1st activity record | ----------------------------------------------------------------------- If you enter '4', Act Now! [TM] will immediately branch to the first activity record. You would then be presented with the blank activity screen, assuming you had entered 'Bill Johnson' data at the prospect record, similar to this: ----------------------------------------------------------------------- Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. | First Name :Bill Last Name :Johnson | Full Company name of Prospect : Bill Johnson | Category Selected 1 Activity date :04/27/1988 Address line one :1211 Elm Street Address line two : City :Dallas State TX Zip code 75433 Phone Number :(214)222-3333 Comments : | Next Appointment 01/01/1901 Time : 00:00:00 | Revenue/Expense from this activity : 0.00 | ----------------------------------------------------------------------- After you finish entering the activity data, you will then branch back AUTOMATICALLY to the Prospect Add function. Appendix A-2 Logic behind Comments/name/city selection This feature will SELECT out data for you using a powerful search criteria. This function should not be confused with options 3 and 4 on the 'Fast Search Through Data' menu, which only DISPLAYS data to you. You can select out records from five key locations in the program with this powerful selection criteria. The mechanics of how you do this are explained in: Appendix Z: Create your own fields In summary and recapitulating Appendix Z, you go through a two step process when you access this selection logic. First, you respond to this 'Exclusivity of Selection' menu: --------------------------------------------------------------------- Exclusivity of Selection: | | | False = All Inclusive Record included if meeting at least ONE search criteria. True = Mutually Exclusive Record included only if meeting ALL search criteria at the same time. | Enter T or F : [T] | | --------------------------------------------------------------------- Once you do that, you are then offered these selection choices: --------------------------------------------------------------------- Enter those values you wish to select out. | Any field left blank will include all records in that field. | | ___________________ [first name] ___________________ [last name] __________________________ [company name] __________________________ [city] ___ [state] ____________ [zip code] _____________________________ [comments, first selection] _____________________________ [comments, second selection] _____________________________ [comments, third selection] | _____________________________ [comments, fourth selection] | | [COMMENT1 and COMMENT2 are searched together] | | --------------------------------------------------------------------- You can select any one criteria or any number of them in combination with each other. The 'Comments' field is ideal for entering industry specific code in your application, as explained in Appendix Z, Create your own fields. This powerful logical selection feature is offered in five locations: ----- First location: ----- The Labels Menu, option 2: 2) Produce labels for all records in Prospect File [Select on any Comment,City, State, Zip code in Prospect file] ----- Second location: ----- Prospect and Activity Reports, option 4: 4) Select by any Comment,City,State,Zip,Prospect [no criteria selected] ----- Third location: ----- [accessed from the Main Program Menu:] B) Import or Output Data Import or Output Data Menu, selection 1: 1) Select output criteria for merge file [no criteria selected] ----- Fourth location: ----- [accessed from the Main Program Menu:] selection 8 Category Options Menu, option 5: 5) Change category based on COMMENTS,NAME,CITY: [merge multiple categories into 1 with this criteria] ----- Fifth location: ----- Statements Menu, selection 5: 5) Selection criteria for Statements [accessed from option 4, Main Program Menuu, Revenue/Expense Report] ----- Sixth location: ----- The Labels Menu, option C: C) 3rd-Class Bulk Mail Sort Regardless of where you access this SELECTION criteria, the logic is that same behind each of these six menus. With it, you have nearly unlimited versatility in selecting out data for reports, labels, and word processing form letters. Appendix A-3 Foreign resellers and distributors: ----- Australia: ----- Shareware Distributor: Mr. Ian MacKay, MANACCOM PTY. LTD. P.O. Box 509, Kenmore, Queensland 4069 Tel: (07)368-2366 FAX: (07)374-2274 ----- New Zealand: ----- Mr. Terry Bowden New Zealand Micro Computer Club P.O. Box 6210 Aukland New Zealand Tel: (09)452-639 Mr. Terry Fortune New Zealand Micro Computer Club P.O. Box 6210 Aukland New Zealand Tel: (09)543-5517 ----- Great Britain: ----- Shareware Distributor: Mr. Rod Smith Public Domain Software Library Winscombe House Beacon Road, Crowborough East Sussex TN6 1UL Great Britain Tel: (08926) 63298 ----- West Germany: ----- Shareware Distributors: Mr. Joseph Kirschbaum Kirschbaum Software GmbH Kronau 15 D 8091 Emmering West Germany Tel: (0) 80 67 12 20 Mr. Eugen Pansow LIPS Computer Und Softwaremarkt GmbH Ingolstaedtestr 58L 8000 Munchen 45 West Germany Tel: (089) 31 89 090 Appendix A-4 Registration Procedure: ----- Foreign Registration ----- If you elect to become a registered user of this commercial grade software, then you can pay for this program over the telephone with a credit card by calling U.S.A (214)690-6017. In the next screen, the program will ask for a validation number from you. You will receive this number over the telephone from the ACS Credit Card Registration Hot Line. This number changes every time you go through this process. Make sure that you leave the validation number screen in place until you receive the validation number back from ACS. You must pay for this program with a credit card. If you do not have one, go to a friend or colleague, write a personal check to them, and then use their card for this purchase. ACS is not set up to process checks for purchases made through our ACS Credit Card Registration Hot Line. The ACS Credit Card Registration Hot Line will accept either of these credit cards in payment for this great program: MasterCard, Visa, Diners Club, Carte Blanche, and American Express. 'Request to Purchase': When you call, indicate that this is a 'Request to Purchase' and provide this information: your 'Random Generated Number', as displayed on the next screen the credit card name, the amount in United States dollars, the credit card number, the expiration date, your name, your WORK and HOME phone number. including area code or STD Invoice generating module: Once you input the registration number successfully, this program will prompt you for the information that it needs for an invoice and will them print out a two part invoice. The first sheet will be for your records, while the second one is required for the credit card people and should be sent back to us, signed. Our direct dial business\voice line: 2146906017 Between 8 AM and 10 PM Central Standard United States time, you can always reach the ACS Credit Card Registration Hot Line person through 2146906017. The same international dialing codes apply to this business\voice line as apply to the FAX number below. Our FAX number: 2146904782 Our United States FAX number is (214) 690-4782. The '214' is our area code or STD. To reach us, you must use whatever international dialing codes your telephone system requires, including any U.S.A. outbound codes specific to your country. This number, 2146904782, is treated as a normal phone line and can be reached in the same way that you would dial any phone number in the United States. Our TELEX number: 6503502020 Our United States TELEX number is 6503502020. Our answerback is: MCI UW. Since this number is on the international TELEX network, you must prefix the TELEX number with the U.S.A./Western Union International inbound code. These codes are specific to each country and a list appears below. If, for example, you are sending a TELEX from Australia, your inbound code is '23' and must precede the TELEX number. In that case our complete TELEX number would be: 236503502020 Inbound U.S.A./Western Union International codes: Access Codes vary by country. The various MCI/WUI USA Access Codes are listed below by country or origin. COUNTRY OF ORIGIN CODE ------------------------------------- ALGERIA 023 AMERICAN SAMOA -- ANGOLA 023 ANTIGUA 23 ARGENTINA 23 AUSTRALIA 23 AUSTRIA 23 BAHAMAS 23 BAHRAIN 023 BANGLADESH 0023 BARBADOS 23 BELGIUM 0236 BERMUDA 23 BOLIVIA 023 BRAZIL 23 BURMA 23 CAMEROON 0230 CANADA 06096 CAYMAN ISLANDS 23 CHILE 0l6 CHINA 023 COLOMBIA 0236 COOK ISLANDS 0230 COSTA RICA 23 CUBA 23 CYPRUS 023 CZECHOSLOVAKIA 236 DENMARK 023 DOMINICA 23 ECUADOR 23 EGYPT (3 DIGIT NOS.) 6 - (5 DIGIT NOS.) 23 EL SALVADOR 023 ETHIOPIA 023 FIJI 23 FINLAND 23 FRANCE 023000 GABON 0230 GERMANY (WEST) 023 GHANA 023 GREECE 23 GRENADA 23 GUADELOUPE 23 GUATEMALA 023 GUINEA (REP. OF) 23 GUYANA 023 HAITI l3 HONDURAS 23 HONG HONG 23 HUNGARY 23 INDONESIA 23 IRAN 023 IRAQ 023 IRELAND 023 ISRAEL 23 ITALY 0023 IVORY COAST 23 JAMAICA 23 JAPAN 23 JORDAN 023 KENYA 0236 KOREAN (REP. OF) 023 KUWAIT 23 LEBANON 00300 LIBERIA 0236 LUXEMBOURG 023 MALAYSIA 23 MEXICO 023 MONSERRAT 23 NAURU 23 NETHERLANDS 069/ - 023 NETHERLANDS ANTILLES 23 NEW ZEALAND 23 NICARAGUA 23 NIGER 0236 NIGERIA 023 NORWAY 23 OKINAWA 23 OMAN 023 PAKISTAN 0023 PANAMA 0236 PAPUA/NEW GUINEA 23 PARAGUAY 0025 PERU 023 PHILIPPINES 23 POLAND 893 PORTUGAL 023 ROMANIA 02360 ST. LUCIA 23 ST. KITTS/NEVIS 23 SAIPAN (MARIANAS) DIRECT SAUDI ARABIA 023 SENEGAL 02300 SIERRA LEONE 0236 SINGAPORE 23 SOLOMON ISLANDS 23 SOUTH AFRICA REPUBLIC 23 SPAIN 023 SRI LANKA 023 SUDAN 023 SWEDEN 23 SWITZERLAND 023 SYRIA 0230 TAIWAN 0236 TANZANIA 0236 THAILAND 023 TOGO 0236 TRINIDAD 23 TUNISIA 02360 TURKEY 025 TURKS AND CAICOS ISL. 23 UNITED ARAB EMIRATES 023 UNITED KINGDOM 23 UPPER VOLTA 236 URUGUAY 023 U.S.S.R. 236 VENEZUELA 233 VIRGIN ISLANDS (U.S.) DIRECT YUGOSLAVIA 025 ZAIRE 0236 ZAMBIA 0236 ZIMBABWE 23 MOST OTHER COUNTRIES 23 Appendix A-5: Automatically Create Future Activities Observe option D on the Main Program Menu: ------------------------------------------------------------------------ | ================= Prospect and Activity Tracking System ============= | | --------------- --------------------- ---------------- | 08/09/1988 | | Please Choose one | | 5:38:25 PM | --------------- --------------------- ---------------- Main Program Menu for Tuesday, August 9, 1988 -- Records: -- [ 20 ] 1) Prospect File and Mailing Labels [ 61 ] 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, Memos, and Quick Stats [TM] 7) Appointments and List of Priorities 8) Select, Move, Delete, and Undelete Category 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now On ] B) Import or Output Data C) Economic Value of the Portfolio of Prospects D) Automatically Create Future Activities | X) Exit System | Category Selected [defaults to ALL]: ALL | ------------------------------------------------------------------------ Once you select option D, you will see the next menu: ------------------------------------------------------------------------ Automatically Create Future Activities | ========================================================== | | Tuesday, August 9, 1988 | | ---------------------------------------------------------- | | | 1) Create future activities | | [by day of week or day or month] | | 2) Create future activities by yearly date | | | | H) Help | | | | | | | | R) Return to prior menu | | | | | ========================================================== | --------------------------------------------------------------------------- Select either option 1 or option 2 from the Menu to Automatically Schedule Future Activities. ============== | OPTION 1: | ============== 1) Create future activities [by day of week or day of month] This option will allow you to create multiple activities in the future. With this option, you can generate one activity every 3 weeks for 18 months for one prospect. Another possibility is to make activities every day for a 3 week period. A third example would be to create activities on alternating Thursdays for one prospect for 24 months. You can elect to make those activities on a day of the week, such as every third Thursday, or on a date of the month, such as making activities on the 1st, 5th, and 18th of every month for one prospect. This option will automatically create for you activities in the future, based on your input. You can input the following variables: 1) Start Date of your activity period. 2) End date of your activity period. 3) Day of week or date of month on which activity will occur. 4) Cycle of activities (weekly, every 2nd week, every 3rd week). You can also delete a set of prior activities that you had created automatically with this option. ============== | SCREEN 1: | ============== ============ Add/Delete Option ============ At this menu, you can elect to either add records automatically or to delete former activity records that you had created automatically. If you elect to delete former activity records, you can think of this procedure as the reverse as adding them. You will be prompted for most of the same information as you were when you originally created them. The program can sense the different between records that you manually enter into the activity file and those created automatically in this module. If it finds two of these records having been created on the same day, you will be notified at the screen and neither will be deleted. ============== | SCREEN 2: | ============== Now select the day of the week on which you wish the activity to occur. Use the following codes: 1 = Monday 2 = Tuesday 3 = Wednesday 4 = Thursday 5 = Friday 6 = Saturday 7 = Sunday 8 = Everyday (7 days a week) 9 = Day of week not relevant, select future activities by date of month. [You can select up to 10 different dates during any one month, such as scheduling an activity for the 10th, 15th, and 25th.] As the program creates your activity records automatically, it can also enter a 60 character message from you into the comments field. ============== | SCREEN 3: | ============== If you selected option 9 in Screen 2, then this screen would appear. From it, you can select up to 10 days from which to generate activities. As those days occur during the period you have selected earlier, this program will generate an activity record on that date. For example, if you enter '1, '2', and '6', then you will automatically create an activity on the 1st, 2nd, and 6th of every month that falls within your range. ============== | SCREEN 4: | ============== If you had selected option 1 through 7 on Screen 2, then you would branch to Screen 4. At this menu, you select the weekly frequency at which your future activities will be scheduled. If you input a '1', then an activity will be scheduled every week. A '2' means every two weeks; a '3' means an activity will be scheduled every three weeks. You can enter any number. If you enter '13', then the program will schedule your activities every 13 weeks. ============== | OPTION 2: | ============== 2) Create future activities by yearly date With option 2, you can elect to create an activity on any date in the future, for as many years as you wish. If, for example, you want to create an activity record that occurs every '06/28', then option 2 will do this for you. All leap years, of course, are taken into account in this option. ============== | SCREEN 1: | ============== ============ Add/Delete Option ============ At this menu, you can elect to either add records automatically or to delete former activity records that you had created automatically. If you elect to delete former activity records, you can think of this procedure as the reverse of adding them. You will be prompted for most of the same information as you were when you originally created them. ============== | SCREEN 2: | ============== At this screen, you would enter the number of years into the future that you want this activity scheduled. ============== | SCREEN 3: | ============== At this screen, you would select the calendar date on which you wish the activities to occur. Appendix A-6 User Beware - Caveat Cliente ! Tips for database survival: Steps to maintain your sanity and the high level of performance of this program: 1) Back up your data periodically. Using the Automatic backup option contained in this program, you are guaranteed restoring your data should the operating system or hard drive fail. For more information on this process, see: Appendix P: Automatic Data Back-up upon exiting the program 2) Adopt a strategy for your backup disks. A simple two-disk, rotating procedure will save you grief later if you experience a hard drive crash. Format two disks and label them 'Backup 1' and 'Backup 2'. Place a write-protect tab on 'Backup 2' and put that disk into your software vault. Use the other disk, 'Backup 1', for your routine automatic backups. Periodically, examine that disk with a 'DIR' command to see if it is filling up with your data. You could make a mental note that the backup disk WITHOUT a write- protect tab is the 'Production Backup Disk'. As it becomes full, place a write-protect tab on that disk and put it into the software vault. Take the disk that had the write-protect tab and remove it. Then reformat that disk and begin using it as the 'Production Backup Disk'. You need not keep any elaborate lists of what data is on which disk. As long as you see a disk WITH a write protect-tab, you will know that this one belongs in the software vault. The disk WITHOUT the write- protect tab is the 'Production Backup Disk'. The data, by the way, is squeezed together on each date on which you make a backup. If, for example, you backed up data on September 15, 1986, then you would observe this file on your backup disk: 0915ACS.ARC. The '09' reflects the month of the backup, while the '15' shows you the date. 'ACS' is my company name, while 'ARC' shows that this is an Archive file. The program does not perform an incremental backup. Every 'ARC' file is a self-contained image of ALL the progam's data on that date. Why are multiple backups necessary? Experience has shown that when a hard drive goes down, its' controller is often bad PRIOR to the last backup. If this happens, the most recent backup may be corrupted and you would then be forced to use the backup prior to that one. 3) If the program displays a message that you do not have enough memory to run the program, then invoke FREEUP.BAT every time you start or reboot the operating system. This batch file is created automatically the first time you bring up the program. It frees about 10,000 characters of memory to be used in the 'internal buffer' area. Every time you bring up IN-CONTROL [TM], the program checks it's 'internal buffer' to see if it has dropped below 60,000 characters. If so, it issues an error message asking you to remove all memory resident programs and to run 'FREEUP'. You can execute FREEUP.BAT from the subdirectory where IN-CONTROL [TM] is located. 4) Anticipate hard drive problems. If a bad sector exists on your hard drive, the operating system has no way of avoiding doing read/write to the corrupted area. Any database program will, by definition, access much data during the execution of its main program. If a bad sector resides on your hard drive, the operating system may periodically and at random write to that area. Corrupted data, indexes, and memory files often come from this one cause. A number of utilities exist that will test every sector on your hard drive for corruption. Once identified, those sectors are 'marked' inactive in the directory and will not be accessed anymore. The best among this group is Peter Norton's [TM, Peter Norton Computing, Inc.] DISKTEST.COM. You will find this utility when you purchase his Norton Utilities - Advanced Edition [TM, Peter Norton Computing, Inc.]. Any active database user should use this utility at least every month, if not every week. Let's say your hard drive is C:. The syntax to check for bad sectors is: DISKTEST C: If the utility asks you for 'Disk test or File test', indicate that you want a 'Disk test' by entering a 'D'. [note that DISKTEST.COM is sometimes identified by its' short name of DT.COM.] For more information on this product, call Peter Norton Computing, Inc., at: End User Sales: (800) 365-1010 (213) 319-2030 FAX (213) 458-2048 5) Do not use any 'front end' program that branches to IN-CONTROL [TM] and then returns back once IN-CONTROL [TM] is finished. This type of program resides in memory. It may conflict with IN-CONTROL [TM] and it will reduce the amount of memory available for IN-CONTROL [TM]. An example of a 'front end' program is AUTOMENU [TM]. 6) Maintain a clean File Allocation Table [FAT] in your directory. The operating system is continually opening and closing files. In a large database program, this activity is intensified. If you restart the computer while the operating system has some files open, it 'forgets' to close them. These 'forgotten' file closings can cause a problem when you later continue the cycle of opening and closing files. The command to 'close' these files is: CHKDSK /F Good directory and FAT hygiene dictates that you do this weekly if you use a database program often. Definition of 'System Error': An IN-CONTROL [TM] System Error occurs when, in the course of running the program, you see this error on the top right of the screen: Continue? Procedure for dealing with a 'System Error': First, enter an 'N' to quit. This will return you to the drive where the program is located. Second, delete the 'DEFAULT.MEM' file. This will clear out all memory variables and will force re-installation. Third, delete all files ending 'NTX'. These are indexes and will be rebuilt automatically when the program senses that they are missing. Fourth, make sure that no memory resident or 'front end' programs are loaded into memory. If they are, remove them from the 'AUTOEXEC.BAT' file and re-start the computer. Once these four steps are performed, restart PROSPECT.EXE with 'GO'. 'GO.BAT' resides in \PROSPECT and, in turn, invokes PROSPECT.EXE. You will be greeted with the Installation menu. Follow its' instructions and restart the computer as per the instructions of the Installation menu. After bringing up PROSPECT.EXE the second time, the program will sense that the indexes are missing and will, accordingly, rebuild all of them. After you arrive at the Main Program Menu, select Option 5, Other Options. Once at this menu, select number 9: Repack and Reindex files. These steps will complete the 'System Error' recovery procedure. If your data is corrupted at this point, then you must restore the most recent backup as per: Appendix P: Automatic Data Back-up upon exiting the program Appendix A-7 Selection Criteria Menu [Select out records by characters, values, or 'tag'] The program gives you the ability to select records based on your selection criteria in six places. These locations are covered in: Logic behind Comments/name/city selection..................Appendix A-2 [select out records in 6 different places in program] Appendix A-7 will define your selection criteria choices at the Selection Criteria Menu below: -----------------------------------------------------------------------| ----------------- Prospect and Activity Tracking System-------------- | | Selection Criteria Menu =============== ---------------------------------------------------------- | Thursday, September 29, 1988 | |--------------------------------------------------------| | 1) Select by character: | | [comments, first/last name, company, city] | | 2) Select by value or range of values: | | [Revenue/Expense, Category, zip,economic value] | | 3) Select All 'tagged' records | | | | H) Help | | | | | | R) Return to prior menu | | | | |--------------------------------------------------------| | -----------------------------------------------------------------------| Overview for "Exclusivity of Selection", common to Options 1 and 2 "Exclusivity of Selection:" In the first menu, "Exclusivity of Selection", you must select whether you want only those records to be selected that have all sets of codes in every record or select records regardless of the number of matches made per record, as long as at least one match is made in any one record that is selected. True [or T] means all matches have to be made in any one record for it to be selected. False [or F] means that as long as one match is made in that record, it will be selected. ============== | OPTION 1: | ============== 1) Select by character: [comments, first/last name, company, city] Selection Process: Second Menu: Comment Selection At the screen after "Exclusivity of Selection", you can input up to 4 sets of codes or phrases that you entered previously in the COMMENTS field. You can enter any word, phrase, or code on which to base your selection. If left blank, all records will be printed out. If you make an entry there, the program will search through the comments and select out only those records that have your word or phrase in the comments section. You can also select by any combination of first name, last name, company, city state, or zip code. [Note that you can have up to 4 different codes or phrases entered here and all records will be pulled which have any one of them or any combination of them] ============== | OPTION 2: | ============== 2) Select by value or range of values: [Revenue/Expenses, Category, Zip, Economic Value] The comments from option 1 on "Exclusivity of Selection" apply here also. Where option 1 makes your selection based on character or characters inputted, option 2 will do this based on values or a range of values. With this option, for example, you can select out a range of zip codes or categories. ============== | OPTION 3: | ============== 3) Select All 'tagged' records Whenever you are in the Prospect file, Get option, you will observe this on the bottom left of your screen: F2 Tag/ Untag By entering this key repeatedly, you can make any individual record 'tagged' or 'not tagged'. By default, ALL records are 'not tagged'. When you enter 'F2', you will see 'Tagged Record' appear on the top of the screen of the record you are examining. This ability to individually select out records is independent of any codes you enter into the Comments fields or any other selection criteria. When you wish to 'untag' all records, go to the Other Options Menu and observe option: 4) 'Untag' all records in the Prospect file Appendix A-8: An Alternate Strategy for creating Invoices or Proposals from memos in the Activity file Overview: Why would you use this strategy when Appendix B describes how to create Proposal/Invoices? The invoices created through Appendix B are in the nature of quick, single sheet forms. It supports a highly simplified form that is adequate for many people. Once you create that invoice, no record is retained. This alternate strategy, however, allows you to create invoices or proposals of much greater flexibility, of your own design, and of up to 15,000 characters in length. Additionally, a record is maintained in each activity record that allows you to later retrieve it or to search for key words that appear in its text via the Search Through Data Menu. Using the Memos available to you in each activity record, you can create printed Invoices or Proposals for the signatures of your customers. Later, you can recall and review any Invoice or Proposal from the historical activity records. == Procedures == Using your word processor, create a Invoice or Proposal Template that contains the skeleton of your Invoice or Proposal. Included in this Template should be a signature block for your customer, if required in your business. All information specific to that activity should in a 'fill-in-the-blanks' format that you can complete later once you create the activity memo. Once complete, convert this Invoice or Proposal Template to an ASCII file if it is not already in this format. Move the Invoice or Proposal Template into the \PROSPECT subdirectory. Let's say that you have assigned this name to it: 'INVTMP', for Invoice or Proposal Template. When you create a new Activity record, go to the Memo Options menu. ===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 ] | | 7) Print options [Printit v3.5 [TM]] | | 8) Create Quick Memo [TM] | | | | R) Return to Activity record | ========================================================== In the Memo Options Menu, execute option 8: 8) Create Quick Memo [TM]. The complete instructions for this feature are contained in: Appendix K-III: Quick Memo [TM] After Quick Memo [TM] is successfully created, observe option 3: 3) Input a Text file into this memo. After you select this option, enter 'INVTMP' as the text file that you wish to Input into this memo. Once this operation is complete, observe option 1: 1) Edit the existing memo or create a new one Select this option and you will then see your Invoice or Proposal Template spread out before you. Using the PgUp and PgDn keys, navigate around this memo and fill in the blanks of this Invoice or Proposal Template until you are satisfied that it is complete. Once the Invoice or Proposal Template in this memo is finished, exit the memo with CONTROL-W. These keystrokes will save those additions that you have added to the Invoice or Proposal Template in this specific memo. After saving your additions to the memo, observe this option on the Memo Options Menu: 7) Print options Select option 7 to then print out this completed Invoice or Proposal. Appendix A-9: 3rd Class Bulk Mail sorting [all rates current January, 1989] Overview: The U.S. Postal Service gives a special rate to users of 3rd Class Bulk Mail. To qualify for this rate, the U.S. Postal Service requires that you turn over to the Bulk Mail clerk your letters or flats in a special 3rd Class Bulk Mail sort and enclosed in 3rd Class Bulk Mail sacks. The savings can be dramatic. A three ounce letter going first class costs $.65, while the same letter going 3rd Class Bulk Mail costs $.167, a 74 percent savings. Stated another way, what you would spend to mail 1,000 three ounce packages first class will pay for 3,900 of the same packages if you have the 3rd Class Bulk Mail rate. IN-CONTROL [TM] will provide you: 1) the correct five level sort required by the U.S. Postal Service to qualify for 3rd Class Bulk Mail rates. 2) a Shipping Manifest for the U.S. Postal Service. 3) your labels printed in the correct 3rd Class Bulk Mail bundles. Acquiring a 3rd Class Bulk Mail permit: Contact the Bulk Mail clerk at your nearest post office. Tell him or her that you wish to acquire a "Permit to Use Precancelled Stamps or Envelopes." You will fill out PS Form 3620, pay $60 for one year's use, and receive a permit number. Request the Bulk Mail clerk to provide you with these labels: PS Blue label "F" PS Red label "D" PS Green label "3" PS Orange label "S" PS Tan label "MS" The U.S. Postal Service will then be able to sell you precancelled stamps in rolls of 500 units. Procedures: Every time you leave 3rd Class Bulk Mail sacks with the Bulk Mail clerk, you will be required to fill out PS Form 3602-PC, "Statement of Mailing Bulk Rates." On side B, indicate that you want '3rd Class, Basic.' This rate will cost you $.167 for the first 3.3 ounces. The 'number of qualifying pieces' on PS 3602-PC is derived from the 'Shipping Manifest', created by this program. Mailing requirements and physical considerations: You are required to mail a minimum of 200 pieces per mailing. For letters, the maximum size is 11 1/2 " by 6 1/8" by 1/4". Each bundle of letters or flats must be wrapped with rubber bands, with no single bundle exceeding four inches. Logic of 5 Level Sort: -- Level 1 -- 10 or more pieces to the same firm. Affix PS Blue label "F". -- Level 2 -- 10 or more pieces to the same five digit zip code. Affix PS Red label "D". -- Level 3 -- 10 or more pieces to the same three digit zip code. Affix PS Green label "3". -- Level 4 -- 10 or more pieces to the same state. Affix PS Orange label "S". -- Level 5 -- All remaining pieces constitute the Mixed State Package. Affix PS Tan label "MS". Each bundle of 10 or greater is removed from the stack. When all bundles have been removed after performing the sort across one level, then the logic of the next higher level is applied against the remaining pieces in the stack. Note that if a single bundle is greater than 4 inches, the U.S. Postal Service requires that you split that bundle into the necessary number of bundles to satisfy the 4" rule, then affix the appropriate label to the front of each bundle. Observe option "C" on the Labels Options menu below: ----------------------------------------------------------------------- | ----------------- Prospect and Activity Tracking System-------------- | | Options for Labels Management -- Make sure your printer is on line before choosing -- --------------------- | Please Choose One | --------------------- 1) Generate one label for last record searched or added [no Prospect record recently accessed] 2) Produce labels for all records in Prospect File [Select on any Comment,City, State, Zip code in 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 zip codes 8) Insert phone number into labels [default =OFF] [now Off] 9) Activate 'Zip+4' feature in zip code [Zip+4 On ] A) Send labels to printer or text file, VIEW.TXT [send to Printer] B) Select size of Label [Standard, 3 1/2" by 15/16", 1 across] C) 3rd-Class Bulk Mail Sort H) Help | R) Return to prior menu | ----------------------------------------------------------------------- | Once you have selected option C, you will then see this 3rd Class Bulk Mail menu: ----------------------------------------------------------------------- | ----------------- Prospect and Activity Tracking System-------------- | | 3rd-Class Bulk Mail Sort Menu =================== ---------------------------------------------------------- | Thursday, January 26, 1989 | ---------------------------------------------------------- | | | 1) 3rd-Class Bulk Mail Sort | | | | 2) Selection criteria, if any | | [no criteria selected] | | H) Help | | | | | | | | R) Return to prior menu | | | | ========================================================== | ----------------------------------------------------------------------- | If you wish to apply any selection criteria to this 3rd Class Bulk Mail sort, then you would select option 2: Selection criteria. The options available in the Selection Criteria menu are covered in Appendix A-2 of the SALESDOC file. Additionally, the Selection Criteria menu has its own Help file, as below: ----------------------------------------------------------------------- | ----------------- Prospect and Activity Tracking System-------------- | | Selection Criteria Menu | =================== ---------------------------------------------------------- | Thursday, January 26, 1989 | ---------------------------------------------------------- | 1) Select by character: | | [comments, first/last name, company, city] | | 2) Select by value or range of values: | | [Revenue/Expense, Category, zip,economic value] | | 3) Select All 'tagged' records | | | | H) Help | | | | | | R) Return to prior menu | | | | ---------------------------------------------------------- | ----------------------------------------------------------------------- | In any case, once you select option 1, 3rd-Class Bulk Mail Sort, from the 3rd-Class Bulk Mail Sort Menu, the program will then print out your labels in the correct 3rd Class Bulk Mail sort. To determine where one bundle starts and another ends, observe this first label from a recent 3rd Class Bulk Mailing: ------------------------------------------ Mr. Wendell Adams [Orange lbl S: 10] | Adams Software | 801 Henryetta | Suite 2 | Springdale, AR 72764 | ------------------------------------------ The text to the right of the name in brackets tells you that this bundle contains 10 pieces and to use Orange Label "S". This label is the first of those ten pieces, while the remaining nine in this bundle immediately follow this one. Below are codes as they appear in brackets, and their meaning: Codes: Meaning: PS Blue label "F" [Red lbl D: ] PS Red label "D" [Green lbl 3: ] PS Green label "3" [Orange lbl S: ] PS Orange label "S" [Tan MS lbl: ] PS Tan label "MS" The number to immediate right of the colon inside the bracket tells you the number of pieces in this bundle, counting this one. Observe that PS Blue label "F" is not implemented in this program. This has no empirical bearing on the U.S. Postal Service requirements since the program must have one unique name for every company. In any case, in those few instances of your having at least 10 multiple records for the same company, the program has no way of knowing if they all belong to the same physical address--a U.S. Postal Service requirement for label "F". IN-CONTROL [TM] also creates 'MANIFEST.3RD', a text file that is a Shipping Manifest. You can print this out after you leave the program and present it to the Bulk Mail clerk. The same analysis appears on the screen at the completion of the printing of the labels and is reproduced below: ----------------------------------------------------------------------- | Shipping Manifest: | [Analysis of Third Class Bulk Mail] | Total Pieces, Level 2: 72 Number of Bundles: 6 Total Pieces, Level 3: 76 Number of Bundles: 5 Total Pieces, Level 4: 53 Number of Bundles: 5 Total Pieces, Level 5: 30 Number of Bundles: 1 Total Pieces, all Levels: 231 | [This Shipping Manifest is duplicated in text file 'MANIFEST.3RD'] | ----------------------------------------------------------------------- | Appendix A-10: The Flash Report [TM] The Flash Report [TM] is a powerful new feature that displays to you all associated activities for any one prospect or client while at the Prospect Get screen. Prior to version 3.0, while talking to a prospect or client, you might locate that person's record in the Prospect file, Get option. You might then exit the Prospect Menu, go to the activity file and then look up all corresponding activities. Now, you can acquire all of this information without ever leaving the Prospect file, Get option. While looking at the person's record, you will observe 'F7 The Flash Report [TM]' on the bottom of this screen: =========================================================================== Date 04/15/1986 | 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 -- Salutation: John D. Address1 :11056 Shady Trail Address2 :Suite 101 City :Dallas State TX Zip Code [Zip+4] 75229- 0 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: Priority, if any: 0 Date Revenue/Expense last summarized:01/01/1901 Summary of Revenue/Expense for this Prospect, all activities 0.00 Category Selected 1 Economic Value: 15000 F2 Tag/ Enter N for Next, P for Previous F6 Act Now[TM] Return Exit Untag S for Search, M for more commands F7 Flash Report [TM] F3 Quick Label[TM] F4 Memo Options F8 Dial Phone F9 Hang up Phone | ========================================================================== | If you enter 'F7' all activities associated with this record in the Activity file will be presented to you in a report in about 2 seconds! This report is called 'The Flash Report [TM]' and allows you to see all activities as well as browse through them before returning to the screen above. Appendix A-11: Quick Stats [TM] This remarkable new option will give you a quick statistical overview of your records. Once selected at the 'Fast Search through Data' menu, this option will display the occurrence of each unique type of record for these criteria: 1 = First Name 2 = Last Name 3 = Category 4 = Phone Number 5 = Zip Code In the test data, for example, if you selected Quick Stats [TM] for first name, you would then see: --------------------------------------------------------------------- First Name Alan is contained in 1 record. | First Name Alyce is contained in 1 record. | First Name Ben is contained in 1 record. | First Name David is contained in 1 record. First Name Doug is contained in 1 record. First Name Hugh is contained in 1 record. First Name John D. is contained in 1 record. First Name Rex is contained in 1 record. | First Name Steve is contained in 1 record. | First Name Tom is contained in 1 record. | --------------------------------------------------------------------- If you select Quick Stats [TM] for last name, you would see: --------------------------------------------------------------------- Last Name Beard is contained in 1 record. | Last Name Cauble, Jr. is contained in 1 record. | Last Name Clary is contained in 1 record. | Last Name Evilsizor is contained in 1 record. Last Name Fisher is contained in 1 record. Last Name Lin is contained in 1 record. Last Name Lolir is contained in 1 record. Last Name Quach is contained in 1 record. | Last Name Scotkin is contained in 1 record. | Last Name Takiff is contained in 1 record. | --------------------------------------------------------------------- The final criteria in Quick Stats [TM], zip code, would display this analysis to you: --------------------------------------------------------------------- Zip Code 0 is contained in 1 record. | Zip Code 33432 is contained in 1 record. | Zip Code 45459 is contained in 1 record. | Zip Code 75081 is contained in 2 records. Zip Code 75229 is contained in 2 records. | Zip Code 75243 is contained in 2 records. | Zip Code 91016 is contained in 1 record. | --------------------------------------------------------------------- Appendix A-12: 'Background' Options Overview The 'Background' Options are available to you anywhere in the program by entering 'F1'. Regardless of where you are, the 'Background' Options are always 'in the background', awaiting your next request. Once you enter 'F1', you will see the 'Background' Options Menu: ========================================================================== 'Background' Options: | ------------------- | ========================================================== | | Friday, September 22, 1989 | ---------------------------------------------------------- | | | 1) Industry-specific Help Screen [ now Off] | | | | 2) Fast Runner [TM] options [ now Off] | | | | 3) Calendar Options Menu | | 4) Reset modem registers | | 5) Calculator | | | | H) Help | | | | R) Return to prior menu | | | | | ========================================================== | =========================================================================== ============== | OPTION 1: | ============== 1) Industry-specific Help Screen [ now Off] The Industry-specific Help Screen is covered in: Create your own industry-specific Help/Data Screen...........Appendix O In order for option 1 to be accessible, you must observe if it is turned on. This is evidenced by [ now On] appearing on the far right of its line. If you see that it is [ now Off], go to the Main Program Menu and look at option A: A) Create an on-line Help/Data screen [ now Off] After you select option A, you will observe: 8) Activate Help\Data option [Now Off] Make sure that you have selected number 8 to be [Now On]. ============== | OPTION 2: | ============== 2) Fast Runner [TM] options [ now Off] The Fast Runner [TM] options are covered in: Fast Runner [TM] Options...................................Appendix A-13 If you observe that Option 2 is [ now Off], go to the Main Program Menu, and select Option E: E) Fast Runner [TM] Options [ now Off] At the Fast Runner [TM] Options Menu, you will see Option 4: 4) Turn Fast Runner [TM] on or off: [ now Off] Toggle this option until [ now Off] becomes [ now On]. ============== | OPTION 3: | ============== Calendar Options Menu: Contains two types of calendars: day of the week for any 4 week period or perpetual calendar, with holidays. ============== | OPTION 4: | ============== 4) Reset modem registers If you are branching back from an external communcations program after having invoked Fast Runner [TM] and you observe that your dialer functions no longer work, then this option will reset the modem registers to the condition they were before. ============== | OPTION 5: | ============== 5) Calculator This on-line calculator looks like a modern day ten key, with memory. ============== | OPTION 6: | ============== 6) Exit to DOS This selection will drop you into the operating system. Be sure to enter 'EXIT' to return to that point where you first invoked 'Background Options.' Appendix A-13: Fast Runner [TM] Options Overview: This option gives you the functionality of a multi-tasking environment without incurring any extra expense or having any headaches or hassle. Many multi-tasking or windowing-like operating systems will not let you run most standard DOS programs. Among those programs that will run, you can experience significant loss of performance. With Fast Runner [TM], you can build a menu with up to 20 of your own stand alone programs, such as a spreadsheet, word processor, or a communications program. At any time thereafter, you can invoke Fast Runner [TM] by entering 'F1'. Once invoked, your Fast Runner [TM] menu will present you with 20 options. Selecting any one of them will cause IN-CONTROL [TM] to open a 450KB 'window', run your program, and then return to the point where you originally invoked Fast Runner [TM]. As your program is run through the Fast Runner [TM] menu, you will observe no degradation in its performance. At the Main Program Menu, observe option E) Fast Runner [TM] Options: =========================================================================== --------------- --------------------- ---------------- | | 09/21/1989 | | Please Choose one | | 09:04:59 am | | --------------- --------------------- ---------------- | Main Program Menu for Thursday, September 21, 1989 -- Records: -- [ 10 ] 1) Prospect File and Mailing Labels [ 17 ] 2) Activities File and Proposals/Invoices 3) Reports for Prospects and Activities 4) Revenue/Expense Report and Statements Lowest Category: 5) Other Options [ 1 ] 6) Search Through Data, Memos, Memo Status 7) Appointments and List of Priorities Highest Category: 8) Select, Move, Delete, and Undelete Category [ 1 ] 9) Base Station/Remote Site Consolidation A) Create an on-line Help/Data screen [ now On ] B) Import or Output data C) Economic Value of the Portfolio of Prospects D) Automatically Create Future Activities E) Fast Runner [TM] Options [ now Off] | X) Exit System | Category Selected [defaults to ALL]: ALL | =========================================================================== Once option E is selected, you will observe the Fast Runner [TM] Options Menu: =========================================================================== Fast Runner [TM] Options: | ------------------- | ========================================================== | | Thursday, September 21, 1989 | ---------------------------------------------------------- | | | 1) Look at existing Fast Runner [TM] selections | | | | 2) Add to or Modify your selections | | | | 3) Delete any single Fast Runner [TM] option | | | | 4) Turn Fast Runner [TM] on or off: [ now Off] | | | | H) Help | | R) Return to prior menu | | | | | ========================================================== | =========================================================================== ============== | OPTION 1: | ============== 1) Look at existing Fast Runner [TM] selections Once option 1 is selected, you will observe these fields: OPTION MENU_TITLE OFF_ON DRIVE DIRECTORY EXE_COM OPTION = Selection #, MENU_TITLE = Fast Runner [TM] menu title, OFF_ON = whether option is turned off or on, DRIVE = disk drive for program, DIRECTORY = directory of program, EXE_COM = name of '.EXE' or '.COM' file The partial display below will show these fields for all 20 of your selections. You are not required to avail yourself of every option, only those that you want to use. =========================================================================== Use arrows to browse. When finished, enter either 'ENTER' or 'ESCAPE': | | OPTION MENU_TITLE OFF_ON DRIVE | ========================================================================= 1 | Communications | T | E: 2 | Word processing | T | D: 3 | Spreadsheet | T | C: 4 | | F | 5 | | F | 6 | | F | 7 | | F | 8 | | F | 9 | | F | 10 | | F | 11 | | F | | 12 | | F | | 13 | | F | | =========================================================================== ============== | OPTION 2: | ============== 2) Add to or Modify your selections Once option 2 is selected, Fast Runner [TM] goes through these six steps: A) Do you want to add to or modify an existing option in Fast Runner [TM] [enter 'T' for true; 'F' for false, or when finished adding/modifying] B) Enter selection you wish to modify: C) Enter disk drive where your application resides: [for drive 'D', enter 'D:' D) Enter subdirectory where your application resides: [for subdirectory 'WORD', enter '\WORD'; include all backslashes] E) Enter the name of the executable file located in that subdirectory. [for WORD.EXE, enter 'WORD'; drop any 'EXE' or 'COM' ending F) Enter the title you want assigned internally to this selection: ============== | OPTION 3: | ============== 3) Delete any single Fast Runner [TM] option This option will prompt you for the Fast Runner [TM] selection or option that you want deleted from your list of 20. ============== | OPTION 4: | ============== 4) Turn Fast Runner [TM] on or off: [ now Off] By repeating '4' on your keyboard, Option 4 will toggled either [ now Off] or [ now On]. Appendix A-14: Open or Pending Activities Overview: This set of options gives you the ability to set aside activities into a 'bucket' that you designate as still open or pending. Some activities may not have a future commitment date but are unresolved pending some other follow up. You can think of these 'Open' activities as existing in an 'Open' or 'Pending' folder. One example would be a check that is enroute to you. Another example is a proposal that a person is sending to you. Think of the times when someone commits to some act or deliverable but where there is no follow up date on your part. By creating these activities and then designating them as 'Open' or 'Pending', you can isolate just those records. As each check or proposal, for example, is received, you would mark it off as 'Closed', thereby removing it from the 'Open' or 'Pending' folder. All records, therefore, that are still in the 'Open' or 'Pending' folder require follow up to resolve. Observe selection 'O' below on the Activity File menu: ======================================================================= Activity File | ------------------- | ========================================================== | | | ---------------------------------------------------------- | C to process CALLBACKS | | A to ADD data [also, Proposals/Invoices] | | G to GET/EDIT [also, Proposals/Invoices] | | [ and Quick Label [TM] ] | | S for Daily Snapshot of Appointments | | 1 for four week/2,899 year universal calendar| | [01/01/0100 to 12/12/2999] | | O for Open or Pending Activities | | H for Help on Activity File | | | | R to RETURN to prior menu | | ========================================================== | Please enter your choice : | ======================================================================= By default, all activity records are 'Closed'. You can elect to make any single activity record 'Open' by entering the 'F10' key on either the Activity Add or Activity Get screen. Once the 'F10' key is pressed, you will see an 'Open or Pending Activity' message on the top of the activity record. In any case, once you select Option O, you will then see this menu for 'Open' or 'Pending' Activities: ======================================================================= 'Open' or 'Pending' Activities: | ------------------- | ========================================================== | | Thursday, October 12, 1989 | |--------------------------------------------------------| | | | 1) Examine or modify Pending Activities | | 2) Create report for Open Activities | | 3) Restore ALL activity records to Closed | | 4) Insert memo into reports: [now Off] | | | | | | H) Help | | | | R) Return to prior menu | | | | | | | ========================================================== | ======================================================================= ============== | OPTION 1: | ============== 1) Examine or modify Pending Activities This selection will allow you to browse through all of your Open or Pending Activities. Optionally, you can elect to remove any one of them from the Open list. To remove an activity from the Open or Pending file, change OFF_ON to 'T'. DEL_DATE is the future commit date, if any. To process your changes, enter <ESC>. DATE_SYS is date of first entry. If you modify COMMENT1 and close the record, the Activity file is updated. ============== | OPTION 2: | ============== 2) Create report for Open Activities This report will show you those Open or Pending Activities that are left after you have gone through selection 1. ============== | OPTION 3: | ============== 3) Restore ALL activity records to Closed This option will restore ALL activity records, current selected category, to a 'Closed' condition. ============== | OPTION 4: | ============== 4) Insert memo into reports: [now Off] This option is functionally similar to the Main Program Menu, Option 3, Prospect and Activity Reports, selection 6: 6) Insert memo into reports: [now Off] Appendix A-15: General reports available to you [Selection 3, Main Program Menu] On the Main Program Menu, you will observe selection 3: 3) Reports for Prospects and Activities Once you select this option, you will then see the following reports menu: ========================================================================== ================= Prospect and Activity Tracking System =============| | Start Date Prospect and Activity Reports End Date | --------------- --------------------- ---------------- | 01/01/1901 | | Please Choose one | | 12/12/2999 | --------------- --------------------- ---------------- 1) Do ONE report from the Prospect file [11 selections] 2) Generate ONE report from the Activity file [7 selections] 3) Set start/stop date of these Reports 4) Select by any Comment,City,State,Zip,Prospect [no criteria selected] 5) Category Consolidation Feature: [Consolidation OFF] 6) Insert memo into reports: [now Off] H) Help for reports R) Return to prior menu | | Category Selected [defaults to ALL]: ALL | ==========================================================================| Overview: All Reports fit into a standard briefcase! All of the reports are printed out on standard 8 1/2" by 11" computer paper, 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 into 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?" At the bottom of your screen, you will observe this phrase: "Category Selected." With this option, you can "layer-in" up to 99,999,999 different layers or groupings 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 Person file. This "layering" effect will then apply to the data whenever you wish to print labels or reports. The data will appear to be grouped into the categories that you designated. For more information on how this works, go to the Main Program Menu and enter option 8, 'Select Category'. ============== | OPTION 1: | ============== Option 1 produces one report from the Prospect file. You have these selections available: 1 = report based on company name, no Form Feed 2 = report by last name 3 = report by first name 4 = report by city 5 = report by category, then company name 6 = report by phone 7 = report by state 8 = report by zip code 9 = report by 'referred by' 10 = report by address, line 1 [see Help file at Reports Menu for logic] 11 = report by company name, with Form Feed Selections 1 and 11 are similar. Selection 1 will run all records together on a page, while number 11 issues a form feed to the printer everytime a new company name appears. Note on logic of address line one: The program will attempt to sort first by street, then by number. Specifically, this report looks for the first blank space and then assumes that the characters to the left are the street numbers while the characters to the right are the street name. Let's say, for example, that you had entered these lines for address line one in three records: '1103 Elm Street' '152 Elm Street' '5 Elm Street' The report would see the first space in '1103 Elm Street' and would split out '1103' as the street number and 'Elm Street' as the street name. All records would then be sorted first by street name, then by street number. ============== | OPTION 2: | ============== Option 2 generates one report from the Activity file. You have seven selections to choose from: 1 = Activity report sorted by Company Name, no Form Feed 2 = Activity report sorted by date activity created 3 = Activity report sorted by city, then date created 4 = Activity report sorted by state, then date created 5 = Activity report sorted by zip, then date created 6 = Activity report sorted by Area Code, then date created 7 = Activity report sorted by Company Name, with Form Feed Selections 1 and 7 are similar. Selection 1 will run all records together on a page, while number 7 issues a form feed to the printer everytime a new company grouping of activity records appear. ============== | OPTION 3: | ============== Option 3 is to change the start or stop date of the summary. It defaults to these dates: START DATE :'01/01/1901' STOP DATE :'12/12/2999' This means that any summaries that you generate will be for a 999 year period. Let's say that you would like to examine activities for a two week period, during which you were on the road visiting a prospect. In that case, go to option 3 and enter the date on which the two week period began as the START date, and the date on which the two week period ended as the END date. Now your reports will reflect just that two week period. [Note: The date selection feature refers to when the records was originally entered into the system.] ============== | OPTION 4: | ============== 4) Select out any comment, city, state, zip or prospect for report[s]. This will allow you to select any word or phrase as a basis for creating reports. Whatever comment you select, this criteria will be applied to options 1 or 2 in this menu. ============== | OPTION 5: | ============== Category Consolidation: At this option, you can base your reports on either a range of categories or a list of non-continuous individual categories . For example, if you had selected a range, then you could combine all records from categories 1 through 50. You can select any size range, from a range of 50 to a range of 50,000 categories. If you had selected to input a non-continuous list of categories, then you could enter up to 200 categories for consolidation, such as to combine categories 10, 11, 15, and 20. ============== | OPTION 6: | ============== This option will insert the memo field into the reports generated by options 1 and 2. Once selected, you can specify the number of characters brought into the report from each memo. Appendix A-16: Potential problems with DOS 'Environment' space: Overview: excerpted from Jan Fagerholm, Compuserve [TM] 75755,376 "Every time you boot DOS, one of the things it does is to reserve some memory space for itself and for the programs it (you) are going to run. a large part of this space it reserves is named "environment", and as the name implies, its purpose is to allow DOS to tell the program something about items in the computer that the program has available to work with (i.e. keyboard, screen, printer, modem, etc.) as well as what changes that the user (that's you) has specified. (i.e. send printer output to the serial port instead of the parallel port, etc.)" "Specifically, anything that you have set with the SET command, the PATH command, PROMPT, COMSPEC, and SHELL (and some other goodies) as well as some information that DOS needs by default as well as some information that it thinks any program may need to know are all kept in the environment. Every time you load and run a program, DOS ties this environment to it so the program will know what devices it can talk to as well as where they are (and also what changes we have made to where we want things to go)." "...when DOS loads a program, it really doesn't care what kind of program it is - *.COM, *.EXE, *.SYS, *.DEV, - DOS always attaches a copy of the environment to the program, so that the program knows where to find things all by itself. The main reason that it does this is that it cannot anticipate what we will do with the program - move it elsewhere in memory (relocatable, an *.EXE file) load it in memory without running it (TSR), run it from another program (SHELL command), run another program within it (also SHELL command) or just load and run it. In all cases, though, the program in question MAY need to know the environment, and DOS is built to take care of this by attaching a copy of the environment to each and every program that is brought into memory. Normally, that environment is released when a (normal) program is ended, to release the memory space, but a TSR stays resident WITH THE ENVIRONMENT THAT WAS LOADED WITH IT." Specific 'Environment' problem with IN-CONTROL [TM]: Jan's discussion then continues with the treatment of memory resident programs, and minimizing the amount of 'Environment' space occupied with each one. Since memory resident programs will not run with IN- CONTROL [TM], given the current memory requirements of the program, this specific issue is irrelevant. Appendix A-16: [continued] If your operating system is displaying a message that you are out of 'environment' space or you suspect you are experiencing this problem, here is how you would check. First, observe that starting with version 3.0 of IN-CONTROL [TM], GO.BAT now drives the program and passes on this command to the operating system: SET CLIPPER= v018;r038;e000; The execution of this command is critical to the proper functioning of the program. As you exit the program, enter 'SET' from the DOS prompt: C:\PROSPECT\SET <====== you enter 'SET' Upon entering this command you should see the following message displayed to you: CLIPPER= v018;r038;e000; If portions of the message are omitted or the command is not visible, 'GO.BAT' has failed to pass on this critical 'environment' variable to the operating system. Correction of the problem: Bring up your word processor and edit GO.BAT in \PROSPECT. Add these two lines to its beginning: SET PROMPT= SET PATH= This will have the effect of removing the 'PATH' and 'PROMPT' variables from the 'environment', thereby allowing the critical 'SET CLIPPER' command to be passed on. Second, observe that a duplicate copy of GO.BAT resides in the root directory of your hard drive where \PROSPECT is located. Delete that file in the root directory, then return to \PROSPECT to execute GO.BAT. At the point, GO.BAT will sense that the root directory is missing a duplicate GO.BAT and will make a copy of itself in the root directory. Appendix A-17: Outgoing FAXES Generating & Transmitting FAXES from this program Overview: This methodology will illustrate the three steps necessary for creating outgoing FAXES from routine correspondence and then transmitting them. It presumes that you have a FAX board inside your PC that will convert an ASCII file into the graphical format of the FAX board. IN-CONTROL [TM] will create this 'routine correspondence' internally and will then pass it to the subdirectory where your FAX software resides. Since the printing cycle is bypassed, the outgoing FAXES will have a higher resolution than if you print the letters, then feed them back into a traditional FAX machine for immediate transmission. While creating this correspondence within IN-CONTROL [TM], you can branch into your FAX software, run its ASCII-to-FAX conversion software, then transmit the FAX. Once finished, you branch back into IN-CONTROL [TM] and pick up where you left off. By using the FAST RUNNER [TM] option, you can run up to 20 large application programs, such as your FAX conversion software, in the 'background' without ever leaving IN-CONTROL [TM]. /--------------------------\ | Step 1: | | Using Quick Memo [TM] | \--------------------------/ While creating an activity record, branch off to the Memo Options Menu. In this menu, Selection 8 will create a Quick Memo [TM] for you. Once selected, Option 8 will have created the heading of the top of a routine piece of correspondence, after which you will enter the text necessary to complete the letter. For a greater understanding of Memo options, see these appendices in SALESDOC: Overview of Memo Options: Every prospect and activity record has its own word processor! Prospect Memo..........................................Appendix K-I Activity Memos........................................Appendix K-II Quick Memo [TM].......................................Appendix K-III /--------------------------\ | Step 2: | | Entering Text in the Memo | \--------------------------/ At the Memo Option Menu, observe selection 1: "1) Edit the existing memo or create a new one" Once you select option 1, enter your text below the heading created by Quick Memo [TM]. Once you have finished entering the body of your letter, save your text with a Control-W as per the Edit Screen Codes on the bottom of your screen, then exit back to the Memo Options Menu. Optionally, you could append large blocks of existing text into the bottom of Quick Memo [TM] using the methodology outlined in Appendix A- 8 in SALESDOC: An Alternate Strategy for creating Invoices or Proposals from memos in the Activity files:.....................Appendix A-8 /---------------------------\ | Step 3: | | Outputting to the FAX card | \---------------------------/ At the Memo Options Menu, observe selection 2: "2) Output the memo to a text file" Let's say you have a subdirectory called '\FAX'. After you select option 2 at the Memo Options Menu, the program will ask you this question: "Enter the file name here that you want your text file saved under." If you want to name it 'TEST1' and send it to the '\FAX' subdirectory, you would enter this qualified name: \FAX\TEST1 <============= enter this '\FAX' sends it to the '\FAX' subdirectory, then names the ASCII file 'TEST1'. At this point, you invoke 'Background' Options with the 'F1' function key. On the 'Background' Options Menu, you invoke Fast Runner [TM] to branch into your FAX card software, convert 'TEST1' into a FAX format, send it out using the FAX card, then return to IN-CONTROL [TM]. Fast Runner [TM] remembers where you were and returns you to that exact point. For a clearer understanding of how these options work, see these appendices in SALESDOC: 'Background' Options...................................Appendix A-12 Fast Runner [TM] Options...............................Appendix A-13 Appendix A-18: 'View' or search options available in Prospect file: [six 'views' in Get screen] Overview This option gives you the ability to look at the Prospect file in any one of six 'views' or search criteria: "1) Search by Company Name" "2) Search by First Name" "3) Search by Last Name" "4) Search by Phone Number" "5) View or search by Zip Code" "6) View or search by Category" Once you select your 'view,' then all records are stacked or ordered in that sequence. If, for example, you select the last name 'view', then after you search and locate one record, all records before and after that one will be ordered alphpabetically by last name. The logic of this option is similar to the one available in the 'Fast Search Through Data' Menu, (Main Program Menu, Option 6) Option 1: 'Lightning fast search through prospect file' In the 'Lightning fast search,' you are displayed information quickly, but cannot move back and fourth between records that are adjacent to those that appear in your match. By contrast, in the 'View' or Search Options' you can move back and fourth among the records and observe, say, all phone numbers or zip codes that precede or follow a matched record. Search Procedure: Once in the Prospect file, Get option, you will observe this selection on the bottom of the screen: S for Search, M for more commands Once you select 'S for Search,' you will then see this menu: ---------------------------------------------------------------------- ================= Prospect and Activity Tracking System ==============| | Company Name 'View' or Search Options : company name | ------------------- ========================================================== | Saturday, January 27, 1990 | ---------------------------------------------------------- | | | 1) Search by Company Name | | 2) Search by First Name | | 3) Search by Last Name | | 4) Search by Phone Number | | 5) View or search by Zip Code | | 6) View or search by Category | | H) Help | | | | R) Return to prior screen | | Company Name 'View' in effect | | | | | ========================================================== | ---------------------------------------------------------------------- Once you select any one of options 1 through 6, the menu will branch back to the prior screen and place the cursor in that field where you wish to do your search. Once a record is found, all records then will be stacked or ordered by that criteria. Whatever criteria you select here will cause one of the following messages to appear on the top to the Prospect Get screen that you just came from: "Company Name 'View', records in order by company name" "First Name 'View', records in order by first name" "Last Name 'View', records in order by last name" "Phone Number 'View', records in order by phone number" "Zip Code 'View', records in order by zip code" "Category 'View', records in order by category" As you enter 'N' for next or 'P' for previous, you will be moving back and fourth between adjacent records in that 'view.' Turning Off the 'View' or Search Options: For some users, these six search criteria present too many keystrokes for their search. If you wish to reduce the six search options to one default option for Company name, then go to the Custom Options Menu and observe option G: "G) 6 choices in search criteria: Prospect Get" To reduce the number of choices from 6 to 1, select option 'G' to display: "[now Off]" Appendix A-19: If the program asks you to re-register When the program asks for another validation number, that means that it cannot read the data files. One of two conditions would cause this. First, it takes 10 to 15 minutes for the hard drive and controller to warm up. If you power the computer on and off every day, eventually you will have these read/write problems. Either give the computer at least 15 minutes to warm up before going in the program, or leave the computer running around the clock, but turn off the monitor when you leave at night. If left on day and night, the hard drive and mother board will actually run better and longer. The second reason as to why it cannot read the files is a conflict in high memory. You cannot branch into this program from another. If you are using any kind of front end menu, such as Automenu [TM] or Xtree [TM], the program will, in time, not be able to read its files. Go into \PROSPECT and execute this utility: MEMORY <========= you enter this program responds with this =====> Machine is 14 % full. 555 bytes are free. Observe the '% full' number. It should be between 8 and 16%. If higher than that, you have something loaded into memory that is conflicting with the program. Remove it until the '% full' number is reduced to between 8 and 16 percent. Look for a file in \PROSPECT called 'CRISIS.BAT'. If you see it, then execute this command: CRISIS <============ you enter this If you cannot 'CRISIS.BAT', then from \PROSPECT execute these commands: DEL *.MEM <===== you enter these DEL *.NTX <====== GO <====== At this point, the Installation menu will appear. Indicate that you are on a hard drive and follow the instructions. The program will then recreate all the old indexes and attempt to read the old registration files. If, at that point, it still asks for you to register, go to the most recent backup on either 'PROSPECT Backup #1' or 'PROSPECT Backup #2' to bring back the backup you performed prior to the program asking you to re-register. See Appendices P and A-6 for the methodology for doing this: Automatic Data Back-up upon exiting the program..............Appendix P User Beware !............................ .................Appendix A-6 [Tips for database survival] If, however, you have not been backing up the program or it still asks for another validation number, then call me at (214) 690-6017 and I'll give you another validation number.