Activity/Order Entry (Activity Entry) (TSDE001A) (TSDE001B) (TSDE001F)

 

The main purpose of the Tele-Sales system is to provide the telemarketers with as much information as possible on their existing prospects and maintain consistent contacts with their prospects.  From the contacts you can then create an order for the supplies that the customers are ordering.  The order becomes a part of the LMS Order Entry system.

 

The main purpose of the Activity/Order Entry program is to contact the prospect and enter a Tele-Sales activity entry.  If the customer placed an order, an order is then entered and becomes a part of the Order Entry system.  The program also provides extensive information on the prospect.  All of these functions are provided in one program.  Activity/Order Entry is found on the Tele-Sales Data Entry menu, 1-1.

 

When the Tele-Sales activity is entered a next contact date is input.  The next contact date is then used to generate another contact for that prospect.  The program can also be used to create a contact based on information stored in the Prospect Files, such as specific telemarketers, specific zip codes, territories, counties, SIC codes, or the classification number.  From the activity entries, information is provided to management on the activity and productivity of the telemarketers.

 

The Activity/Order Entry program can be used in three different ways.  The first is for the operator to have full control over who they enter.  The operator inputs the prospect to contact.  This would be based on printing out the Tele-Sales Contact Sheets.  The Tele-Sales Contact Sheets print all of the prospects that need to be contacted, based on the next contact date that was input on prior activity entries.  The Contact Sheets can also be printed by specific information that is stored for the prospects, such as specific zip codes, territories, counties, SIC Codes, telemarketer number, and the classification number.  The telemarketers would then turn in the completed Tele-Sales Contact Sheets and the results would be input through the Activity/Order Entry program.  This is basically a manual operation of the Activity/Order Entry program.  The operator prints the Contact Sheets to contact the prospects and enter the results of the contact and any orders.  This is Manual Activity/Order Entry.

 

Manual Activity/Order Entry is necessary when your telemarketers do not have a terminal to input their activity.  Thus, they get reports and write the results and someone else enters the activity and order data.  Or the telemarketers enter their own data but do it as a batch, not as they are on line to the customers.

  

 

 

Introduction  (Cont'd)

 

The second use of the program is an automated contact entry.  All prospects that have a next contact date within a specified time period have a contact record display.  Also, contacts can be generated based on specific data, such as specific zip codes, territories, telemarketers, SIC Codes, and classification.  The customer is called and the data for the activity and order is input all in one step in one program.  There is no need for any hard copy of who to contact.  This is basically a paperless Tele-Sales system.  This is the Automated Activity/Order Entry program.

 

An index is created which includes all prospects who have a next contact date within the specified time period.  The index can also be created to include prospects based on the specified data sort, such as territory.  When an index is created the program automatically displays the prospects in a specified order that includes zip code, or alpha name, or customer number.  The automated version of Activity/Order Entry is designed to replace the need of a hard copy of the Tele-Sales Contact Sheets.  The automated Activity/Order Entry program is the most efficient tool to use when contacting and entering the activity and orders.  Who you need to contact automatically displays.  You call them based on the information on the screen.  You then enter the activity information and create an order for the items the customer wants.

 

The automated contact activity index is operator initial sensitive.  Each time the index is rebuilt the index is assigned to the operator who generated it.  That index is accessible on any terminal, Flip Screen or PC Connect station, not just the station where the index  was created.  Thus, if you have more than one telemarketer with the same initials, they have to make sure each operator's initials are unique to them, or they will be sharing an index.  Note: if you are using  the LMS Security package, be sure to input the unique operator initials in the program to setup users, Security Master Maintenance.  These are the default initials in Tele-Sales.

 

The third use of the program is a combination of the first and second.  The automated contact entries are created.  But while entering the contacts the operator can also enter a manual contact activity.  This means they could enter someone who is not in the current contact index, find all necessary information, and then enter an activity and order if desired.  They can then return to the entry of the contacts on the customers that are in the current index, all without exiting the Activity/Order Entry program.  The interrupt feature also is helpful when your data entry operator is entering from the Tele-Sales Contact Sheets.  The automated index is created to match the way that the Contact Sheets were printed.  Because the hard copies of the contact sheets do not come back to them in the same order that they printed, an operator could interrupt the automated entry and enter the activity through the manual entry option.

  

 

 

Introduction  (Cont'd)

 

In all three ways, once a prospect is accessed, the program allows the operator to view numerous information about that customer without having to exit Activity/Order Entry.  The operator is allowed access to various inquiry programs.  These are the Tele-Sales Activity Inquiry, Contract Inquiry, Service History Inquiry, Machine Inquiry by Customer, Sales History Inquiry by Customer and by Item, A/R Inquiry, Invoice/Order Inquiry, Orders By Customer Inquiry, Customer Profile, Coupon Inquiry, and Prospect File Maintenance.

 

During manual activity entry, an alpha search is allowed to aid in the selection of the desired prospect that is to be contacted.  This includes name, customer number and phone number.  The ability to select a prospect by a serial number search is also available.  Once a serial number is selected, the customer number at which the machine is placed is accessed.  If an order is entered, the serial number flows through to the order and produce the order and machine linkage and service plan linkage.  If the customer had a coupon book that was linked to that machine, an alert appears.

 

While viewing the prospect choices in the manual activity entry, a global option also allows the displaying of the customers machines.  An item type selection is included in this search.

 

When entering sales activity, the operator has the option to have the system dial the phone number of the prospect for them.  This is an optional feature available in Tele-Sales for a nominal fee.

 

While inputting a Tele-Sales activity contact there is the ability to print a sales letter for that prospect.  Also available is the ability to enter an unlimited amount of messages to be stored in the sales activity record.  If the prospect is a valid customer, an order can be created.  The amount of the order and the order number is stored in the activity record.  The next contact date is written back to the Prospect File to activate the next contact of the prospect.

  

 

 

Enter Data

 

Input Screen

 

Transaction Date

 

The transaction date, that is input at the menu prompt upon entering the Activity/Order Entry program, is the default order date and activity contact date when an activity and order are input.  The transaction date can be overridden during the activity or order entry.  (MMDDYY)

 

Initials

 

If you are using the LMS Security package, the initials default based on what was entered in the Security Master Maintenance program.  A default also appears if initials are entered when accessing another program.  If there is no default than be sure to enter the initials that apply to you.

 

The initials that are input at the menu prompt upon entering the Activity/Order Entry program are the initials that are stored in the order header when an order is input during the contact entry.  These initials can be overridden at the credit alert prompt during the creation of an order.  The initials print on the hard copy of the orders.  The initials are also assigned to the automated contact index that the operator generates.  The initials that are assigned to the contact index are the identifying factor in determining which contact index is accessed.  Thus, if there is more than one operator creating contact indexes in order to access your individual contact index, be sure to always enter the initials that you use for yourself and especially the initials that were input when you created the contact index.  (3 Alphanumeric)

 

Enter warehouse #

 

When an order is entered, the warehouse in which the inventory is allocated for the items must be input.  Whatever warehouse number is input at this prompt is the default warehouse on the first item that is entered for each order.  A carriage return displays and accepts a default warehouse of warehouse 1.  This can be overridden.  The only acceptable numbers are valid warehouse numbers from 1 to 9999.  If 0 zero or an invalid warehouse is entered, the prompt Invalid Warehouse #  Push RETURN key to continue appears.  A carriage return returns the cursor to the Enter warehouse # prompt for reinput.  Note:  During the entry of items on the orders, the default warehouse can be overridden per individual order.  (1 - 9999)

  

 

 

Enter Data  (Contd)

 

Input Screen  (Contd)

 

Enter Company #

 

When an order is entered, a company number is assigned to the order header.  The orders can than be printed by company number.  Whatever company number is input at this prompt is the default company number for each order.  A carriage return displays and accepts a default company number of company number 1.  This can be overridden.  If you only have one company, the company number should always be 1.  The only acceptable input is 1 to 99.  Note:  During the entry of each order the default company number can be overridden per order.

 

If the Tele-Sales system switch is not set to a yes, the prompt You Do Not Have Access To Tele-Sales.  Press 'CR' To Log Off appears.  A carriage return returns the cursor to the password prompt and you can not enter the program.

 

During the input a / slash to cancel or an up arrow key to go back one space may be entered.  See the following example of the Activity Entry screen.

 

 

Upon entry to the input screen, the cursor is at one of the two following prompts.

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

  

 

 

Enter Data  (Contd)

 

Input Screen  (Contd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

 

The first prompt appears when the automated contact entry index has been created and not all of the prospects have been contacted.  Thus, there are still prospects left to be contacted within the index that was created by that operator.  The second prompt appears when no automated index has been created by that operator, or the index is empty, meaning all of the prospects have had a contact entered.  If you never use the automated feature and enter all contact activity as a manual input of the prospects, the second prompt always appears.

  

 

 

Enter Data  (Contd)

 

Input Screen  (Contd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

If you are using the automated Tele-Sales contact activity feature, pay attention to which prompt displays.  As stated in the introduction, the contact index that is created is operator initial sensitive.  Thus, each time the index is rebuilt, the operator's initials are assigned to the index.  If you are using the LMS Security package the initials that are assigned to the index default from the initials entered into Security Master Maintenance.  The index can be accessed on any terminal, PC Connect, or flip screen.  Thus, if you have more than one telemarketer with the same initials, they have to make sure each operator's initials are unique.  A N for no appearing on the Rebuild Index prompt indicates that there is already an index created for that set of operator initials.  Be sure and check this as using the same initials until all of the prospects are contacted within your current index is important.  If you do not check and you rebuild your index using different initials, you may end up contacting a customer that you already contacted or not contacting a customer that should have been contacted.

 

Enter an E to exit the program.

 

Enter a Y for yes to create a new index consisting of prospects to contact based on the next contact date or based on a specific population base.  Thus, the program tells you who to contact producing the automated contact entry.  If there is an existing contact index, assigned to the same operators initials, that index is deleted.  Any prospects that were in the index and not contacted may be missed unless the new index includes them.  You are also able to enter activity on prospects that are not within the current index that you are creating.

 

Enter N for no to not rebuild the index.  The remaining prospects that were in the contact index are accessed.  All of the parameters entered when rebuilding the index remain.  You are also able to enter contacts on prospects that are not within the current index.

 

Enter an A to access the manual sales activity entry only.  No contact index is used.  The operator enters the Tele-Sales activity contacts by selecting or inputting the specific prospect.  The operator should use the Sales Contact Sheets to know which prospects they want to access.  If an automated contact index exists, it is not accessible when an A is input.

  

 

 

Enter Data  (Contd)

 

Input Screen  (Contd)

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

When an A to enter manual activity entries is input, the cursor does not stop at any more input prompts on the first screen.  The program immediately accesses the Manual Tele-Sales Activity Entry program.

 

When a N for no not to rebuild the index is entered, the input prompts display what was previously entered when creating the existing index.  The cursor is at the following prompt.

 

Continue (Y/N)

 

 

Enter a Y to accept the current index parameters.  The Automated Tele-Sales Activity Entry program is accessed.  The first prospect left in the index is displayed.  Enter N for no to return to the Rebuild Index prompt.  You could then rebuild the index, enter the manual entry, or exit the program.

  

 

 

Enter Data  (Contd)

 

Input Screen For Automated Entry

 

Continue (Y/N)

 

When a Y for yes is input to rebuild the contact index, the cursor continues on to prompts that define the population that is to be contacted and added to the index.  Also defined is the order that the prospects appear.  The cursor is at the following prompt.

 

Sort By Z'ip Code, N'ame, C'ustomer Number

 

The prospects that are displayed for a contact appear in the designated next contact date order (oldest to most current date) if the index is created based on the next contact date.  Prospects that have the same next contact date display in the order of one of the three above sort options.  If the index is being created for a specific population base and not next contact date, the prospects appear in the order of one of the three above sort options.

 

Sort By Z'ip Code, N'ame, C'ustomer Number

 

Enter a Z to have the prospects appear in smallest zip code to largest zip code number order.  This is the zip code stored in the Prospect File.  Zip codes with the 4 digit extension follow their corresponding 5 digit code.  As an example, zip code 54601 is first.  After 54601 is 546010001 to 546019999.  After 546019999 is 54602 and so on.  Prospects with the same zip code display in alpha company name order.  Prospects with the same zip code and name then appear in the individual prospect number order, smallest to largest number.

 

Enter a N to display the prospects in the alpha order of the company name.  Company name is field 4 in Prospect File Maintenance.  Prospects with the same name display in prospect number order, smallest to largest.

 

Enter a C to display the prospects in customer number order, smallest to largest customer number.  This is the customer number stored in the Prospect File, field 3 in Prospect File Maintenance.  Prospects with the same customer number display in prospect number order, smallest to largest.

 

As stated earlier, if the index is created by a next contact date range, the prospects appear in next contact date order first.  Within the same next contact date, the selected sort option applies.

  

 

 

Enter Data  (Contd)

 

Input Screen For Automated Entry  (Contd)

 

Once you have indicated the order in which you want the prospects to appear, you must then input what prospects will appear for a contact entry.  The remaining prompts determine the prospects that are added to the index.

 

Do You Wish To Create Index Based On Next Contact Date (Y/N)

 

If you want the prospects to appear for a contact based on a next contact date range, enter a Y for yes.  Only prospects with a next contact date within a designated date range display for a contact.  There are prompts to designate further population options, but first priority is next contact date.

 

If you want the prospects to appear for a contact based on specified data found within the Prospect File regardless of a next contact date, enter N for no.  The prospects are added to the index with no regard to their next contact date.  No contact date range is entered.  As an example, you want to contact all prospects with a specific territory or county or telemarketer.  You do not care what their next contact date is.

 

If a Y for yes to create the index based on a next contact date range is entered, the cursor proceeds to the following two prompts.  The cursor does not stop at these prompts when a N for no is input not to use next contact dates.

 

Beginning Next Contact Date

Ending Next Contact Date

 

The next step is to input the date range of the next contact date of the prospects that you want to contact.  Prospects that have a next contact date that falls within the specified date range display automatically for a sales activity contact to be entered.  Enter the desired beginning and ending next contact date.  If an invalid date is entered, the prompt Invalid Date -- Enter Again appears.  The cursor returns for reinput.  If an ending date is entered that is less than the beginning, the prompt Beginning Date Is Greater Than Ending appears.  The cursor returns for reinput.  Note:  Entering a number for the year that is less than 68 is translated as a year in the 21^st  century.  Thus, be careful of your input.  As an example, a year 67 is not considered as less than year 94 and the program accepts it.  (MMDDYY)

  

 

 

Enter Data  (Contd)

 

Input Screen For Automated Entry  (Contd)

 

Beginning Next Contact Date

Ending Next Contact Date

 

As an example, you want to access all prospects that have a next contact date within a weeks time span.  At the beginning date prompt, you would enter the date for the desired Monday 060297.  At the ending date prompt, you would enter the date for Friday of that week 060697.  All prospects that have a next contact date of 06/02/97 to 06/06/97 are considered to be added to the contact index.

 

The next contact date that is used is the next contact date that is stored in the Prospect File, field 42 in Prospect File Maintenance.  The date must fall within the designated date range for the prospect to be added to the index.  If the date is not within the range, the prospect is not added to the index or is not displayed automatically for an entry.  Note:  The next contact date is not stored in the Activity File, only in the Prospect File.

 

To insure that you have not missed any contacts you can enter a beginning next contact date that goes back prior to the time period that you desire.

 

The next prompts appear whether you input a yes or a no at the Do You Wish To Create Index Based On Next Contact Date (Y/N).  These inputs allow you to target a specific population of your existing Prospect File.  Remember:  If you did input yes to use next contact date even though you can select a specific population of prospects, they still have to have a next contact date within the designated date range to be added to the index.

  

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Contd)

 

Beginning Telemarketer Or A'll

Ending Telemarketer

 

You may enter a specific range or all telemarketers.  The telemarketer number that is used is the Prospect File's telemarketer, field 11, in Prospect File Maintenance.  Enter the desired specific or beginning range telemarketer number.  Enter the desired ending telemarketer number.  If an ending number is input that is less than the beginning, the prompt Beginning Telemarketer Number Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of telemarketer numbers, only prospects with those telemarketer numbers are added to the index and appear for a contact.  Enter an A for all to include prospects assigned to all telemarketers.  Note:  If you have more than one telemarketer you probably want each individual telemarketer to create their own index by inputting their own telemarketer number.  This index accesses only prospects assigned to the individual telemarketer.  When doing a mass population contact not based on next contact date, you may want to input an A for all.  It depends on who and what the purpose of the contacts are.  (4 Digits Or A)

 

Beginning Zip Code or All

Ending Zip Code

 

You may enter a specific, range, or all zip codes.  The zip code number that is used is the Prospect File's zip code, field 9 in Prospect File Maintenance.  Enter the desired specific or beginning range zip code number.  Enter the desired ending zip code number.  If an ending number is input that is less than the beginning, the prompt Beginning Zip Code Is Greater Than Ending appears.  The cursor returns for reinput. The input for zip code uses all 9 digits of the zip code.  As an example, entering 54601 as the beginning and 54602 as the ending includes all zip code numbers from 54601 to 546019999 to 54602.  Thus, 546019999 is considered less than 54602.  When inputting a specific or range of zip code numbers, only prospects with those zip code numbers are added to the contact index.  Enter an A for all to include prospects assigned to all zip codes.  (9 Digits Or A For All)

  

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Contd)

 

Beginning Classification Or A'll

Ending Classification

 

You may enter a specific, range, or all classification numbers.  The classification number that is used is the number that is stored in the Prospect File, field 15 in Prospect File Maintenance.  Classification is used to define the number of days between contacts, thus the contact interval.  You could also design class for a specific product line and number of days to contact, thus accessing prospects that have the assigned class only.  Enter the desired specific or beginning range classification number.  Enter the ending class number.  If an ending class number is input that is less than the beginning, the prompt Beginning Classification Number Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of class numbers, only prospects with those classification numbers within the range are added to the contact index.  Enter an A for all to include prospects with all or no class number.  (0 to 9 or A)

 

Beginning Territory Or A'll

Ending Territory

 

You may enter a specific, range, or all territory codes.  The code that is used is the Prospect File's territory code, field 16 in Prospect File Maintenance.  Territory codes are designed in the Billing module, County Code File Maintenance.  Territory codes can be defined as sales or service territories.  This is up to your company.  Enter the desired specific or beginning range of territory codes.  Enter the desired ending territory code.  If an ending number is input that is less than the beginning, the prompt Beginning Territory Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of territory codes, only prospects with a territory code within the range are added to the contact index.  Enter an A for all to include prospects with all or no territory code.  (5 Digits Or A For All)

  

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

Beginning County Or A'll

Ending County

 

You may enter a specific, range, or all county codes.  The code that is used is the Prospect File's county code, field 17 in Prospect File Maintenance.  County codes are designed in the Billing module, County Code File Maintenance.  County codes are designed to identify the county the prospect or customer is in.  Enter the desired specific or beginning range of county codes.  Enter the desired ending county code.  If an ending number is input that is less than the beginning, the prompt Beginning County Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of county codes, only prospects with a county code within the range are added to the contact index.  Enter an A for all to include prospects with all or no county code.  (5 Digits Or A For All)

 

Beginning Prospect Name Or A'll

Ending Prospect Name

 

You may enter a specific, range of, or all prospect company names.  The name that is used is the Prospect File's company name, field 4 in Prospect File Maintenance.  If you wanted to divide the contacts up between more than one telemarketer, you could split the population by the alphabet.  As an example, one index is for all prospects that have a name from A to M, and the other index from N to Z.  Enter the desired specific name or beginning range of letters.  Enter the desired ending letters or name.  Note:  When a carriage return is entered at the beginning name prompt, this includes prospects that have a name that begins with a number or the name is blank.  This would be recommended so that all prospects are included.  If an ending number is input that is less than the beginning, the prompt Beginning Name Is Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of names, only prospects with a company name within the range are added to the contact index.  Enter an A for all to include prospects with all or no name.  (25 Alphanumeric)

 

As an example, the prospects are being split between two data entry operators, thus two indexes are created.  The first operator inputs a carriage return at beginning and MZZZZZZZZZZZZZZZZZZZZZZZZ as the ending.  The second operator inputs N as the beginning and ZZZZZZZZZZZZZZZZZZZZZZZZZ as the ending.

  

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

Beginning SIC Code Or A'll

Ending SIC Code

 

You may enter a specific, range, or all SIC codes.  The code that is used is the Prospect File's SIC code, field 14 in Prospect File Maintenance.  SIC codes are Standard Industry Classification Codes that are not designed within the LMS software.  They are standard codes used to identify the type of business that the prospect is.  Enter the desired specific or beginning range of SIC codes.  Enter the desired ending SIC code.  If an ending number is input that is less than the beginning, the prompt Beginning SIC Code Is Greater Than Ending appears.  The cursor returns for reinput.  When inputting a specific or range of SIC codes, only prospects with an SIC code within the range are added to the contact index.  Enter an A for all to include prospects with all or no SIC code.  (4 Digits Or A For All)

Include Master Prospects Only (Y/N)

 

When you create your Prospect File to have more than one prospect record for the same customer, one is designated as the master prospect and others as individual prospects.  If there is only one Prospect File for the customer, that is a master prospect.  If you only want master prospects added to the contact index, enter a Y for yes.  Only master prospects display for a contact activity entry.  If you want to include master and individual prospects, enter N for no.  Master and individual prospects are then included.

 

When responding to this prompt you need to think about how and why you are creating the index.  If you are creating the index by next contact date and you enter sales activities on individual prospects, you want to input a N for no.  You want to include masters and individual prospects.  If your Prospect File only has master prospects you could reply either way.  However, to be on the safe side (in case any individual prospects exist), you should enter a N for no.  When you are creating the index without using a next contact date, you may only want master prospects.  As an example, you want to target prospects within a specific sales territory.  Since individual prospects are actually the same customer as the master they probably have the same sales territory.  Thus, you would not want to contact the same prospect twice for the same reason.  Think about the set up of your Prospect File and whether or not you will be duplicating the contacts by including the individual prospects.  Remember:  If there is an individual prospect record, there is one master prospect for that individual prospect.

  

 

 

Enter Data  (Cont'd)

 

Automated Sales Activity

 

Once the input prompts and the building of the index are completed, the first prospect displays.  If the program found no prospects within the inputted parameters, the prompt No Prospects To Contact appears.  The program is exited.

 

The first prospect that displays depends upon the next contact dates, order, and population that was selected when the index was created.  As stated earlier, the priority sort that the prospects appear is in next contact date order if next contact date was included in the building of the index.  As an example, the index is created for the next contact date range of 06/02/97 to 06/06/97.  All prospects with a next contact date of 06/02/97 appear first followed by 06/03/97 and up through 06/06/97.  Within the same dates, the prospects appear in zip code, name, or customer number order depending upon the selected option when the index was created.  Note:  When the name, zip code, or customer number is changed on a prospect that is in the current index, the change is reflected on the screen.  However, the prospect still displays in the original order until the index is rebuilt.

 

As prospects are contacted and the sales activity is entered, they drop out of the index.  Thus, if you are re-entering the program without rebuilding your index, the first prospect that displays is the first prospect that is left in the current contact index.  Remember:  If you have more than one terminal or flip screen or PC Connect, be sure when you re-enter the program to continue the input on the prospects in the current index that you are using the same initials.  You should never rebuild your index until you have checked to be sure that you have completed entering your contacts on your original index.  If you need to overwrite the current index that is fine, as long as you have checked what parameters were included in the index.  Remember: a N for no at the

Rebuild Index prompt indicates that there is already a contact index for those initials.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity

 

Rebuild Index (Y'es, N'o, Contact A'ctivity, E'nd)

Rebuild Index (Y'es, Contact A'ctivity, E'nd)

 

When an A to enter sales activity with no contact index is input, you must enter the prospects that you want to access.  This also applies when entering the manual sales activity screen with the interrupt option from the automated sales activity screen (see page 64).  There are six ways to access the prospects.  They are to input the actual prospect number, select an individual prospect by accessing the master prospect, alpha name search, customer number search, phone number search and serial number search.  The access prompts are as follows.

 

Pros #/Name:                               Cust #/Phone

Serial Number:                                                   

Telemarketer Or A'll:                                         

Display M'aster Or I'ndividual:                         

 

 

Entering an E or a / slash at all of the above prompts exits the program.  The cursor returns to the Tele-Sales Data Entry menu.  An up arrow key to go back one space may also be entered at all of the above prompts beginning at the Cust #/Phone prompt.

 

The cursor is at the Pros #/Name: prompt.  If you know the prospect number, input that number.  If the number you input is not found as a valid prospect number, the program enters the prospect alpha name search.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

If you do not know the prospect's number, you may enter up to 25 alphanumeric characters at the Pros #/Name prompt.  You enter the prospect alpha name search.  Only prospects that have a name that matches exactly with the input display.

 

 

If you do not know the prospects number or name, you may carriage return at the Pros #/Name: prompt to access the Cust #/Phone: prompt.  At this prompt you may enter the customer number (field 3 in Prospect File Maintenance) or the phone number (field 10 in Prospect File Maintenance).

 

 

If a number is entered that is not found in any Prospect File, the prompt Customer Number/Phone Number Not Found In Prospect File appears.  The cursor returns for reinput.  When a number is input that is found in at least one Prospect File, only prospects that have a number that matches exactly with the input display.  A carriage return at the Cust #/Phone: prompt continues on to the Serial Number: prompt.

 

Serial Number:

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Serial Number:

 

A carriage return at the Serial Number: prompt returns to the Pros #/Name: prompt.  If you do not know the prospect number or name, customer name, or phone number, you can access the customer number assigned to the Prospect File by selecting a specific serialized machine or accessory.  There are four ways to access the serial number of the specific machine.  The first is to enter the serial number of the machine.  The program searches for an exact match and displays the serial numbers it finds.  The second is to enter an * asterisk after characters in the serial number.  This produces a search of all serial numbers that begin with the inputted characters.  The third is to enter an * asterisk before the characters in the serial number.  This produces a search of all serial numbers that end with the inputted characters.  When using the straight serial number entry, 18 alphanumeric characters are allowed.  When using the beginning or ending * asterisk search, 17 alphanumeric characters of the serial number are allowed.

 

The fourth method is to enter the machine ID number of the serial.  ID number is stored in the Serial File.  ID number search works when entering the exact ID number or utilizing the search for the beginning characters, ID followed by an asterisk.  Note:  If the beginning character search is made and the ID number and actual serial number begin with the same characters that were defined in the search, the serial number is displayed twice.  The ending character search is not applicable to the ID number.

 

Following is an example of the entry of the exact serial number.  No asterisk is used.  Only serial numbers that match exactly with the input display.  The serial number that is entered on the example is 50.

 

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Serial Number:

 

The next example is utilizing the serial number search of characters that are at the beginning of the serial number.  The input of the characters of the serial number are entered before the asterisk.  The input on the example is 50*.  Notice the additional serial numbers that are displayed.  They all begin with the inputted characters 50.

 

 

The next example is utilizing the serial number search of characters that are at the end of the serial number.  The input of the characters of the serial number are entered after the asterisk.  The input on the example is *50.

 

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Serial Number:

 

Note that all of the displayed serial numbers end with 50.  Note also that in all three examples the item number SF90, serial number 50 is included.  That is because this serial number fits all of the requirements for the three search inputs.

 

Following is an example of the entry of an exact ID number.  TESTID is input.

 

 

Serial number 55 appears because TESTID is stored as this machines ID number.  The serial number TESTID also appears as this is an existing serial number.

 

The next example illustrates entering the ID number and a beginning characters search.  TESTI* is entered.  The same serial numbers appear with the addition of one more.

 

  

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Serial Number:

 

All four methods only display machines placed at a customer site or assigned as a custody machine to a customer.  Non-placed machines are not included.  When the machines are accessed with the serial number search or beginning characters search, the machines display in serial number order and than the order they were added to the index that is used by the search program.  When the machines are accessed with the ending serial number search, the machines display in serial number order but in the order of the last characters of the serial number not the first.  Operation within the display of the serial numbers is the same regardless of how the serial numbers were accessed.  The cursor is at one of the two following prompts.

 

End Or Select Individual Machine Choice

Display Next, End, Or Select Individual Machine Choice

 

  

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Serial Number:

 

The first prompt appears when there is only one screen of machine selections.  The second prompt appears when there is more than twelve machine selections.  Enter an E to exit the machine selections.  The cursor returns to the Serial Number prompt.  Enter the computer assigned line number that corresponds with the desired machine selection.  The serial number that was selected is displayed at the Serial Number prompt.  The next input prompt is accessed.  To view the next screen of machines, enter N for next or carriage return to accept the default of N for next.

 

When entering N for next, the next screen of possible machines display.  One of the following two prompts appears.

 

Display N'ext, P'revious, End, Or Select Individual Machine Choice

Display P'revious, End, Or Select Individual Machine Choice

 

The first prompt appears until the last screen is reached.  The second prompt appears on the last screen of selections.  Enter a N for next to view the next screen.  Enter an E to exit the machine selections.  The cursor returns to the Serial Number prompt.  Enter the computer assigned line number that corresponds with the desired machine selection.  The serial number that was selected is displayed at the Serial Number prompt.  The next input prompt is accessed.  The rest of the report input prompts appear.  Enter a P to go back one screen of items.  You may go back and forward as many screens as possible.  An existing line number from a previous screen can be entered.

 

The following information is included on the machine selection screen.

 

Model #  The item number of the machine from the Item File.

 

Description  The items full description from the Serial File.

 

Serial #  The full serial number.

 

Cust #  The customer number the machine is placed at.

  

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

As stated earlier, when a serial number is selected, the customer number the record is placed at is stored.  This is the customer number that is searched for in the existing Prospect Files.  Thus, the program operates just like you had entered a customer number at the Cust #/Phone: prompt.

 

When a prospect is accessed through selection of a serial number, that serial number is also stored.  Upon entry of an activity to that prospect, the option to create an order is available.  If an order is created the serial number is passed to the order.  When service plan linkage is activated on the order, the serial number is the default serial number.  Service plan linkage is an option that can be activated always, never or per order.  This is based on a Global File option.  With the Global File set at per order it is not necessary to select the override option and activate service plan linkage when accessing the prospect by serial number.  The option is set automatically to yes.  If you do not want service plan linkage on an order you can set the override field to N for no or leave the option at yes and enter N for none at the Enter Serial Number prompt.

 

If the customer has an existing coupon book with that serial number assigned to the coupon book, a message displays during the entry of the Order header.  The message indicates the customer has a coupon book.  Thus, performing the serial number entry to access the prospect flows through to the entry of an order.  The serial number is than used in all of the features that are available in Order Entry, service plan linkage and coupon book notification.

 

Pros #/Name:                               Cust #/Phone

Serial Number:                                                   

Telemarketer Or A'll:                                         

Display M'aster Or I'ndividual:                         

 

When a name or customer or phone or serial number is input at the access prompts, the cursor proceeds to the following prompt.  When a valid prospect number is input at the Pros #/Name prompt, the cursor does not proceed to this prompt as no search is necessary.  You have entered the prospect that you want to access.

 

Telemarketer Or A'll:

 

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Telemarketer Or A'll:

 

You may view only prospects that are assigned to your individual telemarketer number.  To achieve this, enter the desired telemarketer number.  The prospect phone or customer number or name search only displays prospects assigned to the inputted telemarketer number.  The telemarketer number that is used is the number assigned in the Prospect File.  To view all prospects with the matching number or name, regardless of the assigned telemarketer, enter an A for all.  This feature is available to allow you to limit the search to just your assigned prospects.  An up arrow key returns the cursor to the Pros #/Name or the Cust #/Phone or the Serial Number prompt depending upon which access method was used.  (4 Digits Or A)

 

In all of the 5 above described prospect access methods, once you have input the access data and entered the telemarketer number or all, the cursor continues on.

 

Display M'aster Or I'ndividual:

 

You must define whether or not you want to display or access the master or individual prospects.  If you want to display master prospects only, enter a M.  If you want to display master and individual prospects enter an I.  When you have input a specific prospect number and enter an I for individual, you access that prospect and it's data in the Manual Activity/Order Entry program.  This applies to entering a specific master or individual prospect number.  Thus, if you know the prospect number that you want to access, enter that number at the Pros #/Name: prompt and enter an I for individual.  You bypass the searches and immediately access the prospect.

 

Many companies train their telemarketers to access the prospects by a specific machine the customer has.  Thus, the telemarketers need to view the machines that are placed in order to select the correct prospect to contact.  They could use the serial number search, but they do not know what to enter to search.  A Global File option allows the ability to display the placed serialized equipment.  The Serial File information is displayed beneath the prospect choices.  The Global File option is activated in the Tele-Sales Control File, field 8 Display Machines During Prospect Search When Entering Activity (Y/N):.  Entering a Y for yes in this field displays the placed serialized equipment.  No equipment is displayed when a N for no is input.  See Section IV for information on the Tele-Sales Control File.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

When the display of the serialized equipment is activated, the following prompt appears.  This prompt does not appear if the global option is set to no.

 

Enter Item Type To Display Or 'CR' For All Item Types

 

 

Item types are stored in the Item File for every item in the system.  Normally a different item type is assigned to machines versus accessories.  Or different item types may be assigned to copy machines versus computer equipment.  If you want to limit what displays, you may enter a specific item type.  Only machines with item numbers assigned the designated item type are displayed.  Enter a carriage return to display all placed serialized equipment regardless of the item type.

 

The serialized equipment is only displayed on the prospect choice screen when the prospects are accessed by prospect name, customer number, or phone number.  They are not displayed when a serial number is selected.  When the customer or phone number access finds more than one prospect record with the same customer or phone number, the machines are only displayed on the first prospect record.  Since the customer number is the same, the machines would be the same.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Following is an example of the prospect choice screen with serialized records displayed.

 

 

The information included for each machine is the item, serial number, and location 1 and 2 from the Serial File.  Note:  Custody machines are included if they are placed at the customer number assigned to the prospect.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Display M'aster Or I'ndividual:

 

When you enter a M for master, only master prospects appear to choose from.  Selecting one of them displays the individual prospects that are assigned to the chosen master.  The master prospect is also redisplayed.  This is the sixth way of accessing prospects.  You are basically accessing the individual records by selecting the master prospect.

 

In the following example, master prospect number 47338 was selected.  The individual prospect that is assigned to 47338 is then displayed, which is 47340.  Note also that the master 47338 is also redisplayed and is noted with an * asterisk.

 

In the following example, master prospect number 47338 was selected.  The individual prospect that is assigned to 47338 is then displayed, which is 47340.  Note also that the master 47338 is also redisplayed and is noted with an * asterisk.

 

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Keep in mind that if you entered a specific telemarketer number, only prospects that are assigned to that telemarketer display.  If you accessed the master prospect with an alpha search or customer or phone number search, they do not display unless the individual prospects have the same telemarketer.  In the example, the master prospect 47338 was accessed by the customer number.  This prospect was then selected.  The individual prospects then displayed.  If telemarketer number 9999 had been entered, instead of an A for all, prospect 47340 would not have displayed, as the assigned telemarketer on that prospect is 14.  Note:  All of the individual prospect records would display from the master if the master was accessed by prospect number.  Also keep in mind that if you input a specific prospect number and then input a M for master, no prospects are displayed if the specific prospect that you entered is not a master prospect.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

If you accessed the master prospect with an alpha search, customer number, phone number search, or serial number, unless the individual prospects have the same matching data, they also do not display.

 

As another example, the master prospect number 47338 was entered and selected.  In this example the display of serialized equipment is not activated.

 

 

The individual prospects that were assigned to master prospect 47338 are displayed.  Note:  Prospect 47339 has a different name than the rest of the prospects (Mississippi Boat Services vs. The Sleep Inn Motel).

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

If prospect 47338 had been selected through the name search by inputting Mississippi Boat Services, the individual prospects that displayed would not include prospect 47339 as that prospect has a different name.

 

 

Also if you look at the sample on page 53 you see that prospect 47339 is not included.  That is because this prospect is assigned a different customer number, than the master prospect 47338 and the other individual prospect 47340.

 

When the prospects are displayed on the prospect choice screen, they appear in a specific order depending upon how they were accessed.  If they are accessed by alpha company name, they appear in alpha company name order.  If they are accessed by customer number or serial number, they appear in customer number order.  If they are accessed by customer phone number, they appear in phone number order.  Note:  There is no secondary sort.  Prospects with the same name or number appear in the order they are in the index within the Prospect File.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

The following prospect information displays per prospect on the prospect choice screen.  This applies whether you have accessed the prospects by prospect number, name, customer number, phone number, serial number, or individuals through the master.

 

No.  A computer assigned line number used to select the prospect.

 

Prospect Name  The complete company name, field 4 in Prospect File Maintenance.

 

Address 1  The complete address 1, field 5 in Prospect File Maintenance.

 

Address 2  The first 23 characters of address 2, field 6 in Prospect File Maintenance.

 

*Pros:  The individual prospect number.  On master prospects, the master prospect number and individual prospect number is the same.  An asterisk * denotes the prospect as a master prospect.

 

Contact:  The full contact name that is stored in field 20 in Prospect File Maintenance.

 

City State Zip Code  The complete city, state abbreviation, and zip code, fields 7, 8, and 9 in Prospect File Maintenance.

 

Telemarketer:  The assigned telemarketer number, field 11 in Prospect File Maintenance.

 

Next Contact Date:  The next contact date, field 42 in Prospect File Maintenance.

 

User Def:  The user defined 20 character field, which is field 12 in Prospect File Maintenance.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

When the prospect choice selection screen is displayed for master prospects only, the cursor is at one of the two following prompts.  Operation is the same regardless of the means of access.

 

Select Master Prospect Choice Or E'nd:

Display N'ext, Select Master Prospect Choice, Or E'nd:N

 

The first prompt appears when the selections include only one screen.  The second prompt appears when the selections exceed one screen.  Enter an E to exit the choice screen and return to the Pros #/Name: prompt.  Enter the computer assigned line number that corresponds with the desired master prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  One of the two following prompts appear.

 

Display N'ext, P'revious, Select Master Prospect Choice, Or E'nd: N

Display P'revious, Select Master Prospect Choice, Or E'nd:

 

The first prompt appears until the last selection screen is reached.  The second prompt displays when the last selection screen is accessed.  Enter an E to exit the choice screen and return to the Pros#/Name prompt.  Enter the computer assigned line number that corresponds with the desired master prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  Enter a P for previous to go back one screen of prospect choices.  You may go back and forward as many screens as exist.

  

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

When the prospect choice selection screen is displayed for individual prospects or you have selected a master prospect from the master prospect selection screen, the cursor is at one of the two following prompts.  Operation is the same regardless of the means of access.

 

Select Individual Prospect Choice Or E'nd:

Display N'ext, Select Individual Prospect Choice, Or E'nd:N

 

The first prompt appears when the selections include only one screen.  The second prompt appears when the selections exceed one screen.  Enter an E to exit the choice screen and return to the Pros #/Name: prompt.  Enter the computer assigned line number that corresponds with the desired master prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  One of the two following prompts appear.

 

Display N'ext, P'revious, Select Individual Prospect Choice, Or E'nd: N

Display P'revious, Select Individual Prospect Choice, Or E'nd:

 

The first prompt appears until the last selection screen is reached.  The second prompt displays when the last selection screen is accessed.  Enter an E to exit the choice screen and return to the Pros#/Name prompt.  Enter the computer assigned line number that corresponds with the desired master prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  Enter a P for previous to go back one screen of prospect choices.  You may go back and forward as many screens as exist.

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen

 

Once the prospect is accessed in the manual activity or automated activity screen, operation is very similar.  The information that is displayed per prospect is the same in the manual and automated screen.  Note the heading stating which contact activity entry program is being used.

 

 

 

If there are any comments for the prospect, they are displayed as soon as the prospect is accessed.  These are the comments entered into Prospect File Maintenance.  All of the comments are displayed.  In the above example, note the display of the comments.  If there are existing comments, the cursor is at one of the two following prompts.

 

Press 'CR' To Continue

Press 'CR' To Continue Or C'ancel

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Press 'CR' To Continue

Press 'CR' To Continue Or C'ancel

 

The first prompt appears when there is less than 15 comment lines for the prospect.  Entering a carriage return exits the display of the comments and accesses the contact activity entry option screen.  The second prompt appears when there are more than 14 comment lines for the prospect.  Entering a carriage return displays the next screen of comments until there are no more comments.  Entering a C to cancel or reaching the last screen exits the comments.  Note:  If there are no prospect comments, the contact activity entry option screen appears when the prospect is accessed.

 

The display of the manual and automated activity entry option screen is very similar.  There are three possible screens.  Which screen displays is based on the input parameters when entering the program and movement within the program.

 

The first example is the option screen that appears when the program is entered after building a contact index or using the existing contact index.  This is the automated entry screen.

 

  

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

The second example is when you are in the automated option screen and you interrupt to enter the manual activity entry screen.

 

 

The third example is the option screen that appears when the program was entered for manual input only.

 

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

For all three screens once the prospect is displayed, the cursor is at the following prompt.

 

Enter Procedure Choice

 

Notice in all three examples that options 1 to 12 are the same.  Operation is also the same for these options.  Entering the word END exits all three of the screens.  The cursor returns to the Tele-Sales Data Entry menu.

 

Entering a N on the manual activity option screen exits the displayed prospect.  The cursor continues on to the Pros #/Name prompt.  You can then access the next prospect that you want or exit the program.

 

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

In the automated entry screen, entering a N, displays the next prospect that is in the index.

 

 

If there are no more prospects in the index, the prompt No More Prospects To Contact appear.  The program is exited.  If a N for next is input on the last prospect that is in the index, but there are other prospects prior to that prospect left in the index, the first prospect left in the index is accessed.

 

A P for previous displays the prospect prior to the one you are on.  Note:  As you enter activity, prospects drop out of the index.  Thus, going back one prospect accesses whichever prospect is left in the index that is prior to the one you were accessing.

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

If a P for previous is input, and you are on the first prospect in the index, the prompt This Is The First Prospect - Previous Not Allowed appears.  The cursor returns for reinput.

 

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

An I for interrupt may also be entered.

 

 

When an I is input the automated sales activity option screen is exited.  The manual sales activity option screen is entered.  The cursor is at the Pros #/ Name: prompt to allow you to input the desired prospect.

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

There are various reasons why you may want to exit the automated activity entry screen and enter the manual mode.  You may want to access a prospect that is not in your current index.  By interrupting the automated entry, you can then access that prospect and access the same inquiries and programs and also enter a sales activity and order.  Or you may want to access a prospect that you had entered a contact on earlier.   Thus, they are no longer in your index.  Another situation may occur where a prospect is in your index, and you do not want to page back and forth to find that prospect.  Thus, you interrupt the automated and enter the manual screen.  You then input the prospect that you want to access.

 

Note:  If a sales activity is entered through the manual activity screen, and that prospect is in your current index, the prospect is automatically deleted out of your contact index.  This means the prospect does not display for a contact when you return to the automated entry screen and reach the spot where the prospect would have appeared in the index.  There is one exception to this.  If a sales activity entry was input through the manual mode and that was the prospect that you interrupted on the automatic screen, than when you return to the automated screen that prospect would still display for a contact, as it is still in a buffer.  If you ended out of the program and came back in, the prospect would not display.  It doesn't make sense to enter a sales activity through the manual mode when you already had the prospect displayed on the automated screen.  Also note, if you have more than one operator or have more than one index, entering an activity for a prospect that is not in your index does not delete the prospect out of another index.  As an example, if you built a contact index on two terminals or flip screens using different operator initials, entering an activity would not delete the prospect out of the other index if that prospect was also in that index.

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

When the automated screen is interrupted and the manual screen is entered, the cursor is at the Pros #/Name: prompt.  You may enter an E to return to the Automated Entry screen.

 

 

When a prospect is accessed in the Manual Entry screen from the Automated Entry screen, the third possible screen appears.

 

 

The only additional option is to input a R for Return To Automated.  Entering a R exits the manual screen and returns to the automated screen.  The prospect, that was being displayed in the automated screen when the interrupt was entered, is redisplayed.

  

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

The information that is displayed for each prospect accessed in the manual or automated option screen is as follows.

 

 

Prospect Full Name and Address  The prospect's full company name and address appears.  This is the current company name, field 4 in Prospect File Maintenance.  The address lines are fields 5 through 9 in Prospect File Maintenance.

 

Phone:  The phone number from field 10 in Prospect File Maintenance.

 

Ext:  The phone number extension of the first contact name, field 22 in Prospect File Maintenance.

 

Customer No.:  The prospect's A/R customer number, field 3 in Prospect File Maintenance.

 

Next Contact Date:  The next contact date that is stored in field 42 in Prospect File Maintenance.  This is the date that added the prospect to the automated contact index, if the index was created based on a next contact date range.  This is the date that you are supposed to contact the prospect.

 

Whatever is stored in field 12, User Def-20 in Prospect File Maintenance displays after the next contact date.

 

Last Contact Date:  The contact date of the last Tele-Sales activity entry for the prospect.  This is from field 40 in Prospect File Maintenance.

 

Whatever is stored in field 13, User Def-10: in Prospect File Maintenance, displays after the last contact date.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

 

Cont Price:  A Y appears if contract pricing is available on this customer.  A N appears if it is not.  The field that is used is field 26 in the Billing/Accounts Receivable Customer File Maintenance program of the assigned customer number in the Prospect File.  Contract pricing is used when entering an order.

 

Fax:  The fax number, field 19 in Prospect File Maintenance.

 

Class:  The classification number assigned to the prospect.  This is field 15 in Prospect File Maintenance.

 

Buying Group:  If a buying group is assigned to the customer, the buying group number displays.  This is field 27 in the Billing/Accounts Receivable Customer File Maintenance program of the assigned customer number in the Prospect File.  Buying group works with contract pricing when entering an order.

 

Last Contact Name:  This is the contact name that was entered on the last Tele-Sales activity record found for that prospect.  Thus, this is the name of the person that was talked to the last time the prospect was contacted and an activity entry was input.

 

Prospect Contact:  This is the contact name stored in field 20 in Prospect File Maintenance.

 

Prospect Number:  This is the individual prospect number assigned to the prospect.

 

Master Prospect Number  This is the master prospect number assigned to the prospect.  Note:  If this is a master prospect than the prospect number and master prospect number is the same.

 

Telemarketer:  This is the telemarketer number assigned to the prospect stored in field 11 in Prospect File Maintenance.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

If the prospect is a current customer in your Accounts Receivable system, you may see a flashing message, ** Lockout For Credit **. 

 

 

This appears if a Y for yes is in field 12 Credit Alert in the program Customer File Maintenance found in the Billing/Accounts Receivable module.  The purpose of this is to alert you to a problem with credit before you contact that prospect.  Note:  You will not be able to enter activity or an order for a customer that is on credit lock.  The automatic dialing of  the prospect's phone number is also not available if credit lock is on.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Machine Inquiry By Customer

 

When a prospect is displayed there are numerous options and programs that can be entered.  These programs provide information on the prospect.  If the prospect is a current customer in your Accounts Receivable system, you can access information on that customer to aid you in the sales process.  Operations in the inquiries and programs are the same in the automated and manual entry screens.  All of the options are accessed at the following prompt.

 

Enter Procedure Choice

 

 

Enter END to exit the program and return to the Tele-Sales Data Entry menu.

 

Enter a 1 to access Machine Inquiry By Customer.  If the prospect is a valid customer in the Accounts Receivable system, the program automatically accesses that customer number.  All machines placed at the customer number stored in field 3 of Prospect File Maintenance appear in the inquiry.

 

The printer selection appears allowing you to select a printer to print the inquiry, if desired.  The cursor is at one of the two following prompts.

 

Next Page Y'es N'o

Would You Like A Printed Copy Of The Screen Y'es N'o

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Machine Inquiry By Customer  (Cont'd)

 

Next Page Y'es N'o

Would You Like A Printed Copy Of The Screen Y'es N'o

 

 

 

The first prompt appears when there is more than one page of machines for the customer.  Enter a Y to display the next page.  Enter a N not to display the next page.  The second prompt appears when there is only one screen of machines, the last screen is reached, or a N for no for next page is input.  Enter a Y to print all of the machines included on the inquiry.  Enter a N not to print the machines.  When the printing is complete or a N is input, the inquiry is exited.  The cursor returns to the sales activity entry screen at the Enter Procedure Choice prompt.  The prospect is redisplayed.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Machine Inquiry By Customer  (Cont'd)

 

If the prospect has no machines, the prompt Customer Has No Machines On Their Site appears.  The cursor returns to the Enter Procedure Choice prompt.  If the prospect does not have a valid customer number, the prompt Invalid Customer appears.  The cursor returns to the Enter Procedure Choice prompt.  In both cases, the prospect is redisplayed.

 

The following information is displayed in the Machine Inquiry By Customer.  This inquiry is helpful when you want to view all of the machines that are placed at the customer number that is assigned to the prospect.  The inquiry includes all machines that are placed at the site including custody machines.

 

Customer No. and Name

 

Item No.  The item number of the machine.

 

Serial No.  The serial number of the machine.

 

Machine Description  The machine's description from the Serial File.

 

Sold/Rent  The date the machine was placed.  This is field 7 in the Machine Placement program.

 

Comment  A comment stored in the Serial File.  This is also in the Machine Placement program.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Machine Inquiry By Customer  (Cont'd)

 

Maintenance Agree. No. #####  Group No. #####

Rental Agree. No. #####  Group No. #####

Lease Agree. No. #####  Group No. #####

At Site But No Contract

Machine Is On Custody

 

One of the above displays for each machine.  This is the current placement or contract status of the machine.

 

Location:  The location 1 and 2 from the Serial File.  These are fields 31 and 32 in the Machine Placement program.

 

SP:  This is the service plan from the Serial File.  This is field 46 in the Machine Placement program.

 

Last PM:  The last PM meter reading and date from the Serial File.  These are fields 14 and 15 in the Serial File Maintenance program.

 

Month PM Due  The month PM due from the Serial File.  This is field 41 in the Machine Placement program.

 

Contact:  This is the contact name from the Serial File.  This is field 24 in the Machine Placement program.

  

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry

 

Enter Procedure Choice

 

Enter a 2 to access the Contract Inquiry.  The following prompt appears.

 

Enter Contract Number - E'nd

 

 

An up arrow key to go back one space may be input.  The cursor returns to the Enter Procedure Choice prompt.  Any valid contract number is accepted.  The contract does not have to belong to the displayed customer.  If an invalid contract number is entered, the prompt Invalid Contract No. appears.  The cursor returns to the Enter Procedure Choice prompt. (8 Digits)

 

Once a valid contract number is entered, the cursor is at the following prompt.

 

Press 'CR' To Display Line Items - C'ancel To End Inquiry

 

A C to cancel exits the displayed contract.  The cursor returns to the Enter Procedure Choice prompt and redisplays the customer that you were on.

 

A carriage return accesses the second screen of the Contract Inquiry, which displays the items and serial numbers that are on the contract.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen

 

The following information is displayed on the first screen of the inquiry.

 

 

Contract Type *  The contract type, Maintenance, Rental Or Lease displays.

 

Contract No.  The contract number.

 

Group Bill No.  The group bill contract number.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Contd)

 

Inactive  The word inactive displays and blinks if the contract is on inactive status.  Use contract 2552 for an example.

 

 

Ship To:  The ship to customer number.  This is where the machine is placed.  The complete ship to company name, address 1 and 2, city, state and zip code from the Contract header is displayed.

 

Sold To:  The sold to customer number.  This is the customer number that the contract is billed to.  If the ship to and sold to customer number is the same, no bill to name or address displays.  If they are different, the full bill to name, address 1 and 2, city, state, and zip code from the Customer File displays.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Contd)

 

% Full  If the contract is a meter billing method 2 or 3 contract, the contract's percent full calculation is displayed.  When the % full is 100 % or above, the heading and percentage blinks.  If the contract has more than one machine or is in a batch billed group, all of the machines on the contract or group have their meter readings included in the calculation.  The highest meter reading found in the Serial File is used for the current meter reading.  This is the contract or service meter reading.  The calculation for % Full is as follows.

 

Current Meter Reading - Starting Meter - Service Copies = Copies Made. Copies Made/Copies Included(Method 2) or Expiration Copies(Method 3) = % Full.  Note, a method 3 contract that is in a group only reads the expiration copies from the master contract.  A method 2 contract, that is a batch bill contract or in a batch billed group, only reads the copies included from the first machine on the master contract.

 

 

Target Mr:  This only appears on a meter billing method 2 or 3 contract.  This is the target meter reading, which is the meter reading that needs to be met in order to exceed the copies included or expiration copies.  This is the starting meter plus the copies included or expiration copies.  On a contract with more than one machine or a batch billed group, the combined starting meter is used to calculate the target meter.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Cont'd)

 

Contact:  This is the contact name stored in the Contract header.

 

PO/Ref:  This is the purchase order number stored in the Contract header.

 

Batch Bill?  A Y for yes displays if this is a batch billed contract.  A N for no displays if this is not a batch billed contract.  This is field 25 in Contract Changes.

 

Detail?  The heading prints only if batch bill is a Y for yes.  A Y prints if the Print Detail Of Meter Per Machine is a yes on the contract.  A N prints if it is a N for no.  This is field 26 in Contract Changes.

 

Sales Rep 1: Sales Rep 2:  The sales rep number 1 and 2 that are stored in the Contract header.

 

Tax Code 1: Tax Code 2:  The tax code 1 and 2 that are stored in the Contract header.

 

The following information prints under the *Contract* heading.  This is the base side of the contract.

 

Start Date  The start date of the contract.

 

Expiration Date  The expiration date of the contract.

 

Equity Expiration  This is a place to store a date upon which a rental machine must be purchased by the customer.

 

Billing Period  This is the billing cycle of the base charge.  As an example, 12 equals 1 year, 1 equals monthly, and 3 equals quarterly.

 

Due Date  This is the due date of the base charge.

 

Bill Days  This field is not applicable except when a 99 is stored.  A meter card is never printed by the Meter Card Report.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Cont'd)

 

Bill In Arrears  If the base billing time period should go back in time, a Y for yes appears.  A N for no means the base billing time period goes forward in time.

 

The following information prints under the *Meter* heading.  This is the meter billing side of the contract.

 

Billing Method  The meter billing method.

 

Billing Period  This is the billing cycle of the meter charge.  As an example, 12 equals 1 year, 1 equals monthly, and 3 equals quarterly.

 

Due Date  This is the due date of the meter charge.  A method 3 contract never has a copy due date.  A method 2 contract only has a copy due date when it reaches the copies allowed on the contract.

 

Bill Days  This field is not applicable.

 

Expiration Copies  This is the amount of copies allowed on a method 3 contract.  This is the amount stored in the contract that is displayed.

 

Days To First Reading  This is only applicable on method 2 or 3 contracts.  This is the number of days from the start date to the day that you want to enter the first meter reading on the machines on the contract.

 

Auto Renewal  This field is not applicable.

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen

 

The second screen displays all of the messages, item numbers, and serial numbers that are on the contract.  Some of the information displayed on the first screen or contract header screen continues to display.  This is the information beginning at Contract Type through Batch Bill and Detail.  A method 3 contract displays the expiration copies amount under the Target Mr, after the heading Exp. Cop.:.  A method 3 contract in a group displays the expiration copies from the master contract only.

 

All messages and item and serial number lines display.  The cursor is at one of the two following prompts.

 

R'edisplay Contract, Enter Line # For Detail, Or E'nd:

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd:N

 

  

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Contd)

 

R'edisplay Contract, Enter Line # For Detail, Or E'nd:

Display N'ext, R'edisplay Contract, Enter Line # For Detail, Or E'nd:N

 

The first prompt appears when only one screen is needed to display all of the messages and item and serial numbers on the contract.  The second prompt appears when more than one screen is needed to display all of the information.  Enter a R to redisplay the first screen of the inquiry for that contract.  Enter a N for next to view the rest of the items, serial numbers, and messages that are on the contract.  Enter an E to exit the inquiry for that contract.  The cursor returns to the Enter Contract Number Or 'CR' For Other Access Options: for input of another contract or to exit the program.  Each item and serial number line is assigned a number.  This number can be input to access the detail screen of that item or serial number line.  If a line number is input that does not exist, the prompt Selection Is Out Of Range appears, and the cursor returns for reinput.

 

When a N for next is input, the cursor is at one of the two following prompts.

 

Display Next, Previous, Redisplay Contract, Enter Line # For Detail, Or E'nd:N Display Previous, Redisplay Contract, Enter Line # For Detail, Or E'nd:

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is reached.  Enter a N for next to access the next screen.  Entering a P for previous accesses one screen back.  You may go forward and back as many screens as possible.  Enter a R to access the first screen of the Contract Inquiry, which displays the header and date detail.  Enter an E to exit that contract and return to the Enter Contract Number prompt.  Enter the corresponding line number to access the detail of that line.

  

 

 

Enter Data  (Cont'd)