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1992-07-27
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Clients & Contacts with Invoice Program
Copyright 1990, 1991, 1992 All Rights Reserved
Blue Moose Software
230 Old Turnpike Road
Barrington, New Hampshire 03825
Compuserve 71240,460 Voice 603 942-9917
DISCLAIMER OF WARRANTY
THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT
WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY
OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE
OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO
WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS
FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA
PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE
THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE RELYING
ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING
THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE
LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF
PURCHASE PRICE.
If you have any questions or concerns regarding either
Shareware version or Registered version please contact
Tech Support Compuserve 71240,460 Voice 603 942-9917
^L
OverView:
Clients & Contacts is A fully relational database.
Clients & Contacts is a Contact Manger, Address Book, Invoice
and Statement Program.
A user defined tickler function will let you know when its time
to call on a Client.
Both Product & Service Invoices and Statements are created from
Client data. And you can create a Product Database that will feed into
you Product Invoices.
Form Letters and Memos, mailing labels and Client Reports are printed
displayed on screen or copied to a dos file.
Sort, Select and Print Form Letters, Memos, and Mailing Labels by
Company Name or Zip/Postal Code.
Included is a 42,000 Zip Code Database that links to Clients & Contacts.
^L
Getting Started
To load program type "PRO3" at the dos prompt.
Because Clients and Contacts is a relational database program you
should have the number of dos files open set to 30 or larger. In
your config.sys file enter the line FILES=30. See your dos
manual for more information.
Please Note
If you receive an error message when starting Clients and Con-
tacts increase the number of open files.
Hot Keys and Their Function
From All Screens
F1................................ Help
From View Tables
F8................................ Search Notes Page
F3................................ Record Filter
ALT+C............................. Copy Highlighted Record
GRAY+............................. Add Records In Batch Mode
INSERT............................ Add Records One by One
DELETE............................ Delete Highlighted Record
ENTER............................. Edit or View Highlighted
Record
From Data Entry Form
F3................................ Look Up Zip Codes
(zip code field)
F8................................ Look Up Area Codes &
Zip Codes
ATL+M............................. Data Form Menu
From Notes/Letters
F3................................ Print Notes/Letters
^L
Opening Screen and Main Menu
The first time you load Clients and Contacts you will be asked to
fill out a form with personal data. This data is used in Reports,
Invoices and program headers.
Note:
This data can be changed at anytime by going to the Option Menu
and selection "Change Default Name".
Menu Selections:
Client Records - Selecting this option will display a View Table
list all your records sorted on Company Name.
Note:
If a Company Name was not entered on a Clients Records the record
will be sorted on Last Name and listed before records sorted on
Company Name.
Date of Contact - Records in this table are display in order of
most recent contact date.
Time To Call On - This table acts a tickler. On records that have
reach your preset date to "Call On" are displayed.
Note:
From these three View Tables records are Added, Edited, Deleted,
and Copyed. Searches are also preformed on and from these
tables.
Print Menu:
This item displays the print menu. Reports and labels can be
sorted and filtered. Copied to a file, displayed on screen or
sent to the printer. You can print out as many copies or each
report or label by entering the desired number just before print-
ing.
Options Menu:
Reindex data files, change personal data and setup word proces-
sor.
^L
Notes & Letters:
This option lets you create form letters and memos that can be
merged with your Client records. These can be filtered and sort
to and sent to one Client a group of Clients or all your clients.
After selecting this item press [ins] to create a new form let-
ter. Give it a title. The title will be listed in a selection
table after the new form letter is saved.
Do not include a salutation in your form letter, but do include a
closing.
Press [control+enter] to save your new form letter. This will
place you back on the Selection Table and your new form letter
will be displayed.
To edit a form letter place the highlight bar over it and press
[enter] make your changes and press [control+enter] to save or
[control+esc] to abort and not save changes.
To delete a form letter. Place the highlight bar over the form
letter and press [delete]. The letter will be displayed allowing
you to review it one last time. Press [enter] to erase or [esc]
to abort.
Press [F3] to send copies of your form letter to a selected group
of Clients or all Clients. A filter form will be displayedre-
questing a starting letter or name and an ending letter or name.
After filling in both fields a pop up select table will display
your form letters. Highlight the one to send and press [enter].
Word Processor:
This option lets you use your word processor without leaving
Clients and Contacts.
Invoice:
This option lets you create either a Product Invoice or Service
Invoice.
Set System Date:
This option sets the computers date.
^L
Invoicing With Clients & Contacts:
Clients & Contacts gives you the option of creating either
a Product Invoice - a Service Invoice or both.
To use the Product Invoice you set up your product data
first as this data is entered automatically into your invoice
via pop up windows. Select "Setup Product Data" from the
"Invoice" menu.
To use the Service Invoice you simply fill out the form.
"Create Invoice" this menu item will offer a choice of
Product or Service Invoice.
An Invoice form is displayed. Press [Enter] on the
Company field to bring up a list of Clients. Highlight
the Client to Invoice and press [enter]. Client data is
entered into the proper fields automatically.
Enter and Invoice number or press [enter] to accept the
default.
Enter a Billing Date. (Todays date is displayed under
Client information.
You now have ten lines to enter either product sales or
services.
If you are using the Product Invoice, pop up windows with
a list of your products can be called by typing any
letter into the "Part Number" field and pressing [Enter].
Simply highlight your Product and press [Enter] to include
Product data into your invoice.
Print Invoice. This menu item will offer you a choice of
printing out your Product Invoice or Service Invoice.
You can filter and print out just one, a group or all.
you can also display Invoices on your screen for review
or save them in a text file.
Press [enter] on the Start With Field to display a list of
all your invoices. The last invoice created will be listed
at the top of the table. Highlight the invoice you want to
print and press [enter]. Repeat for the End With Field.
^L
Press [enter] once more to print invoice.
You have option of reviewing your invoice(s) on screen,
copying them to a file or printing on your printer. You
can also print out as many copies of each invoice as you
like.
Adding Records To Clients & Contacts
From any View Table press [INS] single record or Gray+ batch
mode. You may use as many or as few of the data entry fields as
you would like.
***HINT*** If you do not use the "Company" field or the "First &
Last Name" field your record will not appear in the View Table.
Records are saved automatically when the Enter Key is pressed on
the last field or by pressing [control + enter] from any field.
Use [page down] to move through the three data entry forms. Or
press ALT+M to select a data entry form from a menu.
THE DATA ENTRY FORM
ADDING RECORDS
Press INS or Gray+ from a View Table and the Data Entry Form will
pop up. You will now be able to add records to your database.
After each record is completed it is automatically saved and a
blank record is displayed. When you are finished adding records
press ESC to return to the View Table.
CHANGING RECORDS
Highlight the record to be changed. Press Enter. The Data Entry
Form will display the record to be changed. Make any changes
you'd like. Press Control Enter to save changes, and return to
the View Table. Press Control Esc to abort changes and return to
the View Table.
DELETING RECORDS
Highlight the record to be Deleted. Press the Delete Key.
The Data Entry Form will display the record that is to be Delet-
ed. Press Enter to Delete Record and return to the View Table.
Press Esc to return to the View Table without the Record being
Deleted
^L
Options Menu
The Options Menu gives you basic information about your system.
The System Time & Date.....Reported by DOS
Conventional Memory........640k and below
Number Of Records in Clients and Contacts
Path for Clients & Contacts Program Files
The Menu allows you to Optimize Databases...This will open a
submenu. Select Database press Enter. This will Reindex, Pack,
and reclaim unused space in each data file. Keeping files as
small and fast as possible.
Change Default Name..Change the name that appears on Program and
Report Headers.
Printing Reports & Mailing Labels
Select Print Menu from the Main Menu.
A list of Reports and Mailing Labels will pop up. Select the one
you want and press Enter. A Menu will pop up allowing you to
filter your report. The filter fields are case sensitive.
Next you will have the option of sending your report or labels to
a File, the printer or computer screen.
If you are sending the report or label to the printer; you can
print out any number of copies you would like and use any print-
er connected any LPT port or Com Port.
If you selected Screen... Your report will be sent to your moni-
tor. Use the arrow keys to view the report.
If you selected File... You will be prompted for a file name. You
may also include a drive & directory if you wish. EXAMPLE C
\WORDSTAR\PERSONAL.TXT
^L
Searching For A File
Each View Table will give you the option of three search func-
tions.
<F8> Search Notes Page
Use this function to search for any word or phrase in the notes
page. All the records that meet your search will be displayed in
the Search View Table in scroll fashion.
<F3> Filtered Search
This function will allow you to list a filtered group of Clients
by Company Name or Last Name. Or this can be used to find a
single or group of Clients by Company Name or Last Name.
All filtered records will be displayed in a View Table in scroll
fashion.
Hot Field Search
Start typing and the highlight bar will move to the closest
match.
VIEW TABLE SORTED BY COMPANY NAME
This View Table will list all your records in alphabetical order.
The records will first be listed by company name. If a company
name appears more than once a second sort will be done. The
second sort will use the last name of the "Person To Contact".
The following may be done at any View Table
Insert or Gray+......................... Add Records
Delete.................................. Delete Records
F8...................................... Search Notes
Enter................................... Edit Records
ALT+C................................... Copy Highlighted Record
Arrow Up or Down........................ Browse Records One By
One
Page Up or Down......................... Browse Records Page By
Page
Esc..................................... Return to the Opening
Screen
F3...................................... Filtered Sort.
^L
VIEW TABLE SORTED BY CONTACT DATE
This View Table will list all your records by contact date in
reverse order.
The records will first be listed by company name. If a company
name appears more than once a second sort will be done. The
second sort will use the last name of the "Person To Contact".
The following may be done at any View Table
Insert or Gray+......................... Add Records
Delete.................................. Delete Records
F8...................................... Search Notes
Enter................................... Edit Records
ALT+C................................... Copy Highlighted
Record
Arrow Up or Down....................... Browse Records
One By One
Page Up or Down......................... Browse Records
Page By Page
Esc..................................... Return to the
Opening Screen
F3...................................... Filtered Sort.
Setting The Contact Date & Call Back Tickler
By entering today's date or your the last date you had contact
with a Client. Then entering the number of days in the future you
when you want to call on your Client.
The Third Page or Third Data Entry Form is where this is done.
The top of this small form displays today's date as reported by
your computer.
You can reset the comnputers date by pressing [F8] and entering a
new date.
The first field, Edit Contact Date:
Here you enter the today's date or the day of your last contact
with your Client.
The next field is for the number of days in the future you would
like to be reminded to call on this Client.
Now anytime you view this Clients record the last contact date
and number of days that have passed will be displayed on the Data
Entry Form Header.
When you select the Time To Call On option from the Main Menu
only the Clients who's time has come or passed will be displayed.
^L
