Sales Activity Entry

 

The main purpose of the Sales Management system is to provide the sales reps with as much information as possible on their existing prospects and maintain consistent contacts with their prospects.  Your sales reps not only want to find new customers, but also want to maintain existing customers.  They want to sell new equipment and maintain contact on equipment that has already been sold so that it can be upgraded at the proper time.

 

The main purpose of the Sales Activity Entry program is to contact the prospect and enter a sales activity entry.  It also provides extensive information on the prospect.  When the sales activity is entered, a next contact date can be input.  The next contact date is used to generate another contact for that prospect.  The program is also used to create a contact based on information stored in the Prospect Files, such as specific zip codes, territories, or the existing machines of the prospects.  From the activity entries, information is provided to management on the activity and productivity of the sales reps.  Sales Activity Entry is found on the Sales Management Data Entry menu, 1-1.

 

The Sales Activity Entry program can be used in three different ways.  The first is for the operator to have full control over the entry.  The operator inputs the prospect that was contacted.  This is based on printing out the Sales Contact Sheets.  The Sales Contact Sheets print all of the prospects that need to be contacted based on a next contact date that was input on prior sales activity entries.  The Sales Contact Sheets can also be printed by specific information that is stored for the prospects, such as specific zip codes, prospects' current machines, territories, SIC codes, and other sorts.  The sales reps turn in the completed Sales Contact Sheets, and the results would be entered through the Enter Sales Activity program.  This is basically a manual operation of the Enter Sales Activity program.  The operator uses the Sales Contact Sheets to contact the prospects and enter the results of the contact.  This probably is the most commonly used method to enter sales reps contacts.

 

 

 

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, machines, SIC Codes, and more.

 

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, alpha name, current machine, or the probability percentage that the sale occurs.  The automated version is designed to replace the need for a hard copy of the Sales Contact Sheets.  The automated index is useful when you have one operator who has a project to contact a specific population of your prospects.  The contact is primarily by telephone.  As an example, you want to call all prospects within a specified sales territory, all that have a specific machine, or all whose existing service contract is expiring.  You could also create the index using the same parameters for which the Sales Contact Sheets are printed.  Your data entry operator would then use the hard copy of the Sales Contact Sheets to enter the sales activity results, but the prospects display automatically.  The contact sheets must be in an order similar to that of the screen.

 

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.  Thus, if you have more than one sales prospector with the  same initials, each operator's initials must be unique.  NOTE: If you are using  the LMS Security package, input the unique operator initials in the Security Master Maintenance program.  These are  the default initials in Sales Management. 

 

The third use of the program is a combination of the first and second.  The automated contact entries are created.  However, the operator can also enter a manual contact activity while entering the contacts.  This means he/she could enter someone who is not in the current contact index.  This is helpful when your data entry operator is entering from the Sales Contact Sheets.  The automated index is created to match the way that the Sales Contact Sheets are printed.  Because the hard copies of the contact sheets do not come back to them in the same order that they printed, the automated entry could be interrupted and activity entered 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 Sales Activity Entry.  The operator is allowed access to various inquiry programs.  These are the Sales Management Activity Inquiry, Contract Inquiry, Service History Inquiry, Sales History Inquiry, Machine Inquiry By Customer, A/R Inquiry, Invoice/Order Inquiry, Customer Profile, Coupon Inquiry, Open Order Inquiry and Prospect File Maintenance.

 

While inputting a 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.  The sales probability percent, the product, price, and meter click rate that are quoted are written back to the Prospect File for future reference.

 

When entering sales activity, the operator has the option to have the system dial the phone number of the prospects for them.  This is an optional feature available in Sales Management for a nominal fee.  Prior to implementation of this option, please contact the LMS Support Department for assistance in defining the hardware and software variables.

 

 

 

 

Enter Data

 

Input Screen

 

Transaction Date

 

The transaction date that is input at the menu prompt upon entering the Sales Activity Entry program is the default contact date when the activity is entered.  The default contact date can be overridden during the activity entry.  (MMDDYY)

 

Initials

 

The initials are assigned to the index that the operator is generating.  If you are using the LMS Security package, the initials default based on what was entered in the Security Master Maintenance program.  (3 Alphanumeric)

 

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

 

 

 

Enter Data

 

Input Screen

 

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

 

 

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)

 

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  (Cont'd)

 

Input Screen  (Cont'd)

 

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 Sales Management 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.  This index can be accessed on any terminal, PC Connect, or flip screen.  Thus, if you have more than one sales prospector with the same initials, each operator's initials must be 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.  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 prospect that you already contacted or not contacting a prospect 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.  If there is an existing contact index assigned to the operator's 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 also are able to enter activity on prospects that are not within the current index that you are creating.

 

Enter a N for no not to 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 also are 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 sales activity contacts by selecting or inputting the specific prospect.  The operator uses the Sales Contact Sheets to know what prospects they want to access.  If an existing automated contact index exists, it is not accessible when an A is input.

 

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

There is an internal security system within the Sales Management system.  This is activated by creating a master password and a password for each individual sales rep.  See Section IV page 488 and 498 for details on activating the security passwords.  When the security system is activated at your site, the following prompt appears after inputting an A at the Rebuild Index prompt.  If you have not activated the Sales Management Security system, the prompt does not appear.

 

Enter Sales Rep Number, Or A'll

 

 

Enter a / slash to return to the Rebuild Index prompt.  Enter an A for all to have the ability to access all prospects regardless of the sales rep that is assigned to the prospect.  Enter an individual sales rep to access only those prospects that are assigned to that sales rep number.  If an invalid sales rep number is input, the prompt Invalid Sales Rep appears.  The cursor returns for re-input.  (4 Alphanumeric)

 

When an individual sales rep number is input, the following prompt appears.

 

Enter Your Sales Rep Password

 

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Enter Your Sales Rep Password

 

 

The only allowable input is the individual sales rep password that is assigned to the inputted sales rep number or the master password.  When an incorrect password is entered, the prompt This Is An Invalid Password. appears.  The cursor returns to the Rebuild Index prompt.  The program is not accessed.  When the correct individual sales rep password is entered, only prospects that are assigned to the inputted sales rep number are accessible.  When the master password is input, all prospects, regardless of the assigned sales rep, are accessible. Basically by entering the master password, you have overridden the individual sales rep number that was input.  Note  The password that you enter never displays on the terminal.  (4 Alphanumeric)

 

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When an A for all is entered at the Enter Sales Rep Number prompt the cursor is at the following prompt.

 

Enter SM Master Password

 

 

Enter the master password.  This allows access to all prospects regardless of the assigned sales rep number.  If an incorrect password is input, the prompt This Is An Invalid Password. appears.  The cursor returns to the Rebuild Index prompt.  The program is not accessed.

 

When a N for no is input at the Rebuild Index prompt, the password prompt also appears if the Sales Management Security system is activated.  If an A for all or a range of sales reps was input when the automated index was created, the Enter SM Master Password prompt appears.  Operation is the same as described above.  If a specific sales rep was input when the index was created, the Enter Your Sales Rep Password prompt appears.  Operation is the same as described above.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry

 

When a Y for yes is input at the Rebuild Index prompt, the password prompt also appears if the Sales Management Security system is activated.  The password prompt appears after the input of the desired sales reps.  If an A for all or a range of sales reps is input at the beginning and ending sales rep prompts, the Enter SM Master Password appears.  Operation is the same as described above.  If a specific sales rep is input at the beginning and ending sales rep prompts, the Enter Your Sales Rep Password prompt appears.  Operation is the same as described above.

 

Rebuild Index (Y'es, N'o, 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 except for the password prompt when applicable.  The program immediately accesses the Manual 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.  After the security password, if applicable, is input, the cursor is at the following prompt.

 

Continue (Y/N)

 

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

 

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 continues on to the following prompt.

 

Sort By Z'ip Code, N'ame, I'tem, Or P'robability Percent

 

 

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

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 being created based on the next contact date.  Prospects that have the same next contact date display in the order of one of the four 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 four above sort options.

 

Sort By Z'ip Code, N'ame, I'tem, Or P'robability Percent

 

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 probability percent of sale, highest to lowest.  This is the probability percent stored in the Prospect File, field 75 in Prospect File Maintenance.  Within the same probability percent the prospects display in prospect number order, smallest to largest.

 

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 an I to display the prospects in item number order, smallest to largest item number.  The item number that is used is the prospects current machine.  This is field 52, Model, in Prospect File Maintenance.  Prospects with the same item number display in item number/ serial number order, smallest to largest serial number.  The serial number is from field 53 in Prospect File Maintenance.  Prospects with no serial number and the same item number display in the alpha order of the company name.  Those prospects with the same name would appear in smallest to largest prospect number.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

Sort By Z'ip Code, N'ame, I'tem, Or P'robability Percent

 

Enter a P to display the prospects in probability percent of sale order, highest probability to lowest (Ex. 100% to 0%).  This is the probability percent stored in the Prospect File, field 75 in Prospect File Maintenance.  Within the same probability percent, the prospects display in company name alpha order.  Those with the same name 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.

 

Once you have indicated the order that you want the prospects to appear, you must input what prospects 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 a 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 competitor code.  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.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

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 automatically display 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 re-input.  If an ending date is entered that is less than the beginning date, the prompt Beginning Date Is Greater Than Ending appears.  The cursor returns for re-input.  Note:  Entering a number for the year that is less than 68 is translated as a year in the 21^st  century.  A year 67 is not considered as less than year 94, and the program accepts it.  (MMDDYY)

 

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 enter the date for the desired Monday 032497.  At the ending date prompt, you enter the date for Friday of that week 032897.  All prospects that have a next contact date of 03/24/97 to 03/28/97 are considered to be added to the contact index.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

The next contact date that is used is as follows:  If there is a next contact date in the Prospect File, field 77 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 automatically displayed for an entry.  If there is no next contact date in field 77 in Prospect File Maintenance, the Sales Activity File is checked for that prospect.  The very last activity record for the prospect is checked.  If there is a next contact date found in that last activity record and it falls within the designated next contact date range, the prospect is added to the index.  This is a protection mechanism.  If someone accidentally zeroed out the next contact date in the Prospect File, the prospect still displays for a contact.  If there is no next contact date in the very last activity record for the prospect, the very next activity record is checked.  If that record had a next contact date within the range, the prospect is added.  The reason this occurs is that a contact may have been entered for the prospect based on a mass contact index, such as contact all prospects within a certain territory.  No next contact date is entered, and the operator mistakenly zeroes out the Prospect File's next contact date.  The next contact date that was zeroed out might have been within the range and from that next activity record.  Thus, the program would still find the next contact date and add it to the index.  The program looks no farther than the last two activity contacts.

 

The next prompts appears 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 must 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  (Cont'd)

 

Beginning Sales Rep Or A'll

Ending Sales Rep

 

You may enter a specific, range, or all sales reps.  The sales rep number that is used is the Prospect File's sales rep, field 14 in Prospect File Maintenance.  Enter the desired specific or beginning range sales rep number.  Enter the desired ending sales rep number.  If an ending number is input that is less than the beginning number, the prompt Beginning Sales Rep Number Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of sales rep numbers, only prospects with those sales rep numbers are added to the contact index.  Enter an A for all to include prospects assigned to all sales reps.  Note:  The input to these prompts produces the Sales Management Security password prompts if the security system is activated. (4 Digits Or A For All)

 

Beginning Zip Code or A'll

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 number, the prompt Beginning Zip Code Is Greater Than Ending appears.  The cursor returns for re-input.  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  (Cont'd)

 

Beginning Item Number Or A'll

Ending Item Number

 

You may enter a specific, range, or all items.  The item number that is used is the Prospect File's model no., field 52 in Prospect File Maintenance.  This is the customers current machine.  Enter the desired specific or beginning range item number.  Enter the desired ending item number.  If an ending item number is input that is less than the beginning number, the prompt Beginning Item Number Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of item numbers, only prospects with those item numbers within the range are added to the contact index.  Enter an A for all to include prospects with all or no item numbers.  (18 Alphanumeric)

 

Beginning Contract Exp Date Or A'll

Ending Contract Exp Date

 

You may enter a specific, range, or all contract expiration dates.  The date that is used is the Prospect File's contract expires date, field 64 in Prospect File Maintenance.  This is the expiration date of the current service contract of the prospects machine.  Enter the desired specific or beginning range of contract expiration dates.  Enter the desired ending contract expiration date.  If an ending number is input that is less than the beginning date, the prompt Beginning Date Is Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of expiration dates, only prospects with contract expire dates within the range are added to the contact index. Enter an A for all to include prospects with all or no contract expires date.  (MMDDYY Or A For All)

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

Beginning Competitor Or A'll

Ending Competitor

 

You may enter a specific, range, or all competitor codes.  The code that is used is the Prospect File's competitor code, field 54 in Prospect File Maintenance.  Competitor codes are designed in Code File Maintenance.  They are used to identify the competing business who sold the prospect's current machine or is attempting to sell to the prospect.  Enter the desired specific or beginning range of competitor codes.  Enter the desired ending competitor code.  If an ending number is input that is less than the beginning code, the prompt Beginning Competitor Code Is Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of competitor codes, only prospects with a competitor code within the range are added to the contact index.  Enter an A for all to include prospects with all or no competitor code.  (4 Digits Or A For All)

 

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 15 in Prospect File Maintenance.  Territory codes are designed in the Billing system's, 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 that is less than the beginning code is input, the prompt Beginning Territory Greater Than Ending appears.  The cursor returns for re-input.  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 16 in Prospect File Maintenance.  County codes are designed in the Billing system's, County Code File Maintenance.  County codes are designed to identify the prospects or customers country.  Enter the desired specific or beginning range of county codes.  Enter the desired ending county code.  If an ending number that is less than the beginning code is input, the prompt Beginning County Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of county codes, only prospects with a county code within the range will be 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 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 13 in Prospect File Maintenance.  SIC codes are Standard Industry Classification Codes that are not designed within the LMS software.  They are codes used to identify the prospects business type.  Enter the desired specific or beginning range of SIC codes.  Enter the desired ending SIC code. If an ending number that is less than the beginning code is input, the prompt Beginning SIC Code Is Greater Than Ending appears.  The cursor returns for re-input.  When inputting a specific or range of SIC codes, only prospects with a 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 be a Machine/Customer Prospect File, a prospect that has more than one machine has multiple prospect files.  One is designated as the master prospect and the others as individual prospects.  If there is only one Prospect File for the customer, that is the 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 masters and individuals, enter a N for no.  Master and individual prospects are included.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

Include Master Prospects Only (Y/N)

 

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 would 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), 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.  If you were targeting by machine then you would want to include the individual prospects.  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.

 

Once the input prompts and 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 in which the prospects appear is 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 03/24/97to 03/28/97.  All prospects with a next contact date of 03/24/97 appear first followed by 03/25/97 and up through 03/28/97.  Within the same dates, the prospects appear in zip code, name, item, or probability percent of sale order depending upon the selected option when the index was created.  Note:  When the name or zip code or item or probability percent 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.

 

 

 

Enter Data  (Cont'd)

 

Input Screen For Automated Entry  (Cont'd)

 

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, re-enter the program to continue the input on the prospects in the current index using the same initials.  Never  rebuild your index until you have checked 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.  

Sales Activity Entry   (Cont'd)

 

 

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 input 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 56.  There are seven 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, item number search, and item and serial number search.

 

Remember:  If you are using the Sales Management Security Password system and an individual sales reps password has been input when first entering the program, the only prospects that display are those assigned to the corresponding sales rep number.  This applies to all seven access methods.  As an example, if sales rep 10 was input with the corresponding sales rep 10 password then only prospects assigned to sales rep 10 in the Prospect File are accessible.  Inputting the master password allows access to all prospects.

 

The access prompts are as follows.

 

Pros #/Name:          Cust #/Phone:

Item Number:          Serial #:

Display M'aster Or I'ndividual:

 

Sales Activity Entry   (Cont'd)

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

Pros #/Name:          Cust #/Phone:

Item Number:          Serial #:

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 Sales Management Data Entry menu.  An up arrow key to go back one space may be entered at all of the above prompts beginning with 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 prospect number, the program enters the prospect alpha name search.  If you have input an individual sales rep password when entering the program, the prospect number that you input must be assigned to the corresponding sales rep number.  If the prospect has a different sales rep number, the prompt You Do Not Have Access To This Prospect appears.  The cursor returns to the Pros #/Name prompt.

 

 

If you do not know the desired prospect's number, you may enter up to 25 alphanumeric characters at the Pros #/Name prompt.  The program accesses an alpha search on the prospects' names found in the Prospect File.  Only prospects that have a name that matches exactly with the input appear.

 

If you do not know the prospect's 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).  The program displays prospects that have the exact same customer number or phone number.  You may also carriage return at the Cust #/Phone: prompt to access the Item Number: prompt.

Sales Activity Entry   (Cont'd)

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

When the cursor is at the Item Number: prompt, you may input an item and view all of the prospects that have that specific item in field 52 in Prospect File Maintenance.  This is the prospects current machine..  A carriage return at the Item Number: prompt returns the cursor to the Pros #/Name: prompt.  When an item number is input that is a valid item number in the inventory Item File and this item is not found in any of the prospects, the prompt Item Number Not Found In Prospect File appears.  The cursor returns to the Item Number: prompt.  If the item number that you enter is found in at least one prospect record, the cursor moves to the Serial # prompt.

 

Sales Activity Entry   (Cont'd)

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Contd)

 

At the Item Number: prompt is the ability to do an item number or item description search.  This is helpful if you are not sure of the exact item number.  Because you can enter an item in the Prospect File that is not a valid item number, you also can input an invalid item number.  If that is found in at least one Prospect File, you enter the item search choice screen.  Note:  For those of you that are entering model numbers and not the actual Item File item number in field 52 of Prospect File Maintenance, the system considers this an invalid item.  A message, * Not Found In Item File * appears next to an invalid item that is found in the Prospect File.  Note:  In order for an invalid item to be shown in the item search screen, you must enter the item number exactly as it is found in the Prospect File.  The program does not perform a search on an invalid item.  As an example, in the following example item 21 is an invalid item that is found in at least one Prospect File.  Notice that the input at the Item Number prompt was 21.  Also notice the valid item numbers that are found.  If a 2 was entered at the Item Number prompt then item 21 does not display.  The rest of the items would display as they are found in the Item File.

 

 

 

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Item Number:

 

To perform an item alpha search, you may enter up to 18 alphanumeric characters.  To perform an item description search enter a \ (left pointing slash) and the desired description.  You may enter up to 32 alphanumeric characters. 

 

 

The following information is included on the item selection screen.

 

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

 

Item Number  The full item number.

 

Item Description  The full item description.  If the item number is not found in the Item File, the message *Not Found In Item File* appears.

 

P.C.  The product class the item is assigned to.

 

When the item choice screen is accessed, the cursor is at one of the two following prompts.

 

Select Item Choice, Or E'nd:

Display N'ext, Select Item Choice, Or E'nd: N

 

The first prompt appears when there are more than 15 item selections.  The second prompt appears when there are less than 15 item selections.  Enter an E to exit the item selections.  The cursor returns to the Item Number prompt.  Input the line number that corresponds with the desired item.  If a line number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor return for re-input.  Enter a N for next or carriage return to accept the default of a N for next.  When a N for next is input, the cursor is at one of the two following prompts.

 

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

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

Display P'revious, Select Item Choice, Or E'nd:

 

The first prompt appear until the last screen is reached.  The second prompt appears when the last screen is accessed.  Enter an E to exit the item selections.  The cursor returns to the Item Number prompt.  Input the line number that corresponds with the desired item.  If a line number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for re-input.  Enter a N for next or carriage return to accept the default of a N for next.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  If an item number is selected from the item choice selection screen and it is not found in at least one Prospect File, the prompt Item Number Not Found In Prospect File appears.  The cursor returns to the Item Number prompt.

 

When an item is input or selected through the item choice screen and it is found in at least one prospect, the cursor proceeds to the Serial # prompt.  If a carriage return is entered, the program displays the prospects based on the input of item number only.  If you know the specific serial number, enter it.  Input at this prompt must match exactly with the input in field 53 in Prospect File Maintenance.  When a serial number is input, prospects that have the specific item and serial number that was input are displayed.  If the item and serial number that was input is not found in at least one Prospect File, the prompt Item/Serial Number Not Found In Prospect File appears.  The cursor returns to the Serial # prompt for re-input.  (18 Alphanumeric)

 

In all of the 6 above described prospect access methods, the cursor proceeds to the following prompt once you have entered the access input.

 

Display M'aster Or I'ndividual:

 

At this prompt, you must define whether or not you want to display or access the master prospects or individuals.  To display master prospects only, enter a M.  To display master and individual prospects enter an I.  When you have input a specific prospect number and an I for individual, you access that prospect and it's data in the Manual Sales Activity 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 to bypass the searches and immediately access the prospect.

 

 

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

When you enter a M for master, only master prospects appear to choose from.  Selecting the master displays the individual prospects that are assigned to the chosen master.  The master prospect also is redisplayed.  This is the seventh way of accessing prospects.  You are basically accessing the individual records by selecting the master prospect.  In the example, master prospect number 47325 is selected.  After selection of the master prospect, 47325, the individual prospects are displayed.  Note:  The master 47325 is 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 sales rep password, only prospects that are assigned to that sales rep display.  If you accessed the master prospect with an alpha search, or customer or phone number search, or item/serial number search, unless the individual prospects have the same data they will not display.  In the previous example, the master prospect 47325 was accessed by an alpha name search.  The prospect was than selected.  The individual prospects display.  If their name did not begin with THE WORLD they would not be displayed.  All of the individual records would display from the master if the master was accessed by prospect number.  Also keep in mind that if you entered a specific prospect number and then input a M for master, if the prospect that you entered is not a master prospect, no prospect is displayed.

 

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, they appear in customer number order.  If they are accessed by phone number, they appear in phone number order.  If they are accessed by item or item/serial number order, they appear in item number serial number order, smallest to largest.  Note:  There is no secondary sort.  Prospects with the same name or number appear in the order they were added into the Prospect File.

 

The following 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, item number, item and 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.

 

 

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

Contact:  The full contact name that is stored in field 26 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.

 

Item:  The complete item number of the prospects current machine.  This is field 52 in Prospect File Maintenance.

 

Serial:  The complete serial number of the prospects current machine.  This is field 53 in Prospect File Maintenance.

 

Date Next Contact:  The next contact date, field 77 in Prospect File Maintenance.

 

Loc 1:  The complete location 1, field 56 in Prospect File Maintenance.

 

Loc 2:  The complete location 2, field 57 in Prospect File Maintenance.

 

When the prospect choice selection screen is displayed for master prospects only, the cursor is at one of the 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 are less than 5 choices.  The second prompt appears when the selections are greater than 4 choices.  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 re-input.  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 appears.

 

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

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

 

 

 

Enter Data  (Cont'd)

 

Accessing Prospects Through Manual Sales Activity  (Cont'd)

 

The first prompt appears until the last selection screen is reached.  The second prompt appears when the last 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 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 re-input.  Enter N for next or carriage return to accept the default of N for next to view the next screen of prospect choices.  Enter P for previous to go back one screen of prospect choices.  You may go back and forward as many screens as exist.

 

When the prospect choice selection screen is displayed for individual prospects or a master prospect has been selected from the master prospect selection screen, the cursor is at one of the 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 are less than 5 choices.  The second prompt appears when the selections are greater than 4 choices.  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 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 re-input.  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 appears.

 

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 appears 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 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 re-input.  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 sales activity entry program is accessed.

 

 

 

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.  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 are less than 15 comment lines for the prospect.  Entering a carriage return exits the display of the comments and displays the sales activity entry option screen.  Note:  If there are no prospect comments, the sales activity entry option screen appear when the prospect is accessed.

 

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 displays the sales activity entry option screen.

 

The display of the manual and automated activity entry option screen is very similar.  There are three possible screens.  See the following example for the three screens all displaying the same prospect.  The screen which displays is based on how the screen is accessed.

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Contd)

 

The first example is the option screen that appears when the program is entered for manual input only.  There is no contact index.  The second example is the option screen that appears when the program is entered after building a contact index or using the existing contact index.  The third example is the interruption of the automatic activity entry screen to enter the manual activity entry screen.  In all three screens, the cursor is at the Enter Procedure Choice prompt once the prospect is displayed.

 

Manual Entry Screen

 

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Automated Entry Screen

 

 

Interrupted Automated Entry to Enter Manual Entry Screen

 

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

Notice in all three examples that options 1 to 11 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 Sales Management Data Entry menu.  In the first example, which is the manual activity option screen, entering a N, 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.

 

On the second example, which is 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 appears.  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.

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

A P for previous displays the prospect prior to the one you are on.  Note:  Remember 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.  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 re-input.

 

 

An I for interrupt may also be entered.  When an I is input you exit the automated sales activity option screen and enter the manual sales activity option screen.  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)

 

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 access that prospect and perform the same inquiries and programs and enter a sales activity.  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 can 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, the prospect still displays for a contact as it is still in a buffer when you return to the automated screen.  If you end out of the program and come back in, the prospect does not display.  Do not enter a sales activity through the manual mode when you already had the prospect displayed on the automated screen.  Also, note that 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 does 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)

 

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, the third possible screen appears.  The only additional option is to input an R for Return To Automated.  Entering an 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, redisplays.

 

 

 

 

 

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 appear.  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.

 

Item:  The item number of the prospects current machine.  This is field 52 in Prospect File Maintenance.

 

Serial:  The serial number of the prospects current machine.  This is field 53 in Prospect File Maintenance.

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

Next Contact Date:  When you are in the manual sales activity entry screen, the next contact date that is displayed is the next contact date from field 77 in Prospect File Maintenance.  When you are in the automated sales activity screen but have not created the index based on a next contact date range, the next contact date that is displayed is the next contact date from field 77 in Prospect File Maintenance.  When you are in the automated sales activity screen and have created the index based on a next contact date range, the next contact date that added the prospect to the index displays.  See page 33 to 34 for an explanation of which next contact dates are used to add to the index.

 

Last Contact Date:  The contact date of the last sales management activity entry found for the prospect.

 

Location 1 and 2  Whatever is in fields 56 and 57 in Prospect File Maintenance.  This is information pertaining to the location of the prospect's current machine.  In the example on page 59 location 1 and 2 are THIS IS LOCATION NUMBER 1 AND THIS IS LOCATION NUMBER 2.

 

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

 

Prospect Contact:  This is the contact name stored in field 26 in Prospect File Maintenance.

 

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

 

 

 

Enter Data  (Cont'd)

 

Manual And Automated Activity Entry Screen  (Cont'd)

 

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

 

Prospect SRep:  The sales rep number assigned to the prospect, stored in field 14 in Prospect File Maintenance.

 

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 Accounts Receivable system.  The purpose of this is to alert you to a problem with credit before you contact that prospect.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen

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 are able to access numerous information on that customer to aid you in the sales process.  Operation 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 Sales Management 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 that are placed at the customer number that is stored in field 3 in Prospect File Maintenance appear in the inquiry.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen

Machine Inquiry By Customer  (Cont'd)

 

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

 

 

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 completed or a N is input, the inquiry is exited.  The cursor returns to the sales activity entry screen and is at the Enter Procedure Choice prompt.  The prospect redisplays.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen

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 redisplays.

 

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 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 in the Machine Placement program.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen

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.  This is 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.  This is 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 current customer.

 

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 Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen

 

The following information is displayed on the first screen of the inquiry.  See the following example, contract 2535.

 

 

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 Activity 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.  See the following example, contract 2552.

 

 

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 display.

 

Sold To:  The sold to customer number.  This is the customer number to which the contract is billed.  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 display.

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity 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.  See >>, contract 2739. When the % full is 100 % or above, the heading and percentage blink.  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 only prints 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 display.

 

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.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Header Screen  (Cont'd)

 

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 never is printed by the Meter Card Report.

 

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 for the machines on the contract.

 

Auto Renewal  This field is not applicable.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact 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 that is displayed on the first screen or contract header screen still displays.  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.

 

See the following for an example, contract 2647.  All messages, 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 Contact Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen

 

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 and which accesses 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 re-input.

 

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)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

All messages, item number lines, and serial number lines are included on the inquiry.  They appear in the order in which they are on the contract.  The program assigns a line number to each item line and serial line.  This is the number that can be input to access the detail of that line.  A message line does not have a computer assigned line number.  The following information is displayed for the item number lines on the contract.

 

No.  The computer assigned line number.

 

Item Number  The item number of the machine.

 

Description  The description of the item from the contract.

 

Qty  The quantity of machines assigned to that line item.

 

Base  The base charge for one machine.

 

Extend  The base charge times the quantity.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

If the item is a non-metered item, such as an accessory or fax or typewriter, the serial number assigned to the item displays without a computer assigned line number.  Note:  A Y in the field Enter Meter Readings is what determines that a serial number is a metered machine.  The Contact: name from the Serial File and the Serv. Plan: from the Serial File also display.  See the following example, contract 3002, item number SORTER and serial number R56, for an example.

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

The following information is displayed for the serial number lines on the contract.

 

No.  The computer assigned line number used to access the serial line detail inquiry.

 

Serial #  The full serial number.

 

Copies Inc.:  A method 2 contract prints what is stored in the Copies Included field on the contract on that serial number line.  A method 1 contract displays a number only if the first quantity break is greater than 0 and the first quantity rate is 0.  A method 3 or 4 contract never displays copies included.

 

Serv. Plan:  The service plan of the machine from the Serial File.

 

Start Meter:  The contract starting meter of the machine.

 

Last Meter:  This is a meter reading from the Contract Line Item File.  This can be viewed in field 3 in Meter File Maintenance.  If there is no current meter card meter, the last reading date also displays.  This date is also from Meter File Maintenance field 5.  If you look at the example, for contract 3002, you see that there is no current meter, only a last meter.  Thus, a meter was entered and than billed.  Thus, there is no current meter that needs to be billed for serial number 100, item number EP200.

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Contract Line Item Screen  (Cont'd)

 

Current Meter/Date:  The current meter reading and date from the Contract Line Item File.  This can be viewed in field 4 in Meter Readings File Maintenance.  See the following example, contract 2655.  Notice that there is a last and current meter reading for this contract.  Thus this is a method 1 contract that has a current meter reading entered and it has not been billed.

 

 

Last Service Meter/Date:  The last service call meter and date from the Serial File.

 

Service Copies:  If there are any service copies stored in the Contract Line Item File, they display.

 

AMV:  The average monthly volume from the Serial File.

 

Contact:  The contact name from the Serial File.  This can be accessed in the program Machine Placement.

 

The location 1 and 2 from the Serial File display after the contact name.  This can be accessed in Machine Placement.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen

 

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

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

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

Display P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

 

When the computer assigned line number is input to access the line detail of an item number line, one of the two following prompts appears.

 

Enter 'CR' To Redisplay Contract

Display N'ext, Or E' To Redisplay Contract N

 

 

The first prompt appears when the number of levels assigned to the item line are less than 9 levels.  The second prompt appears when the levels exceed 8 levels.  Enter an E or a carriage return to return to the second screen which shows all of the item and serial numbers that are on the contract.  Enter a N to access the next screen of levels.  When a N for next is entered, one of the two following prompts appears.

 

Display N'ext, P'revious, Or E' To Redisplay Contract

Display P'revious, Or E' To Redisplay Contract

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Contd)

 

Display N'ext, P'revious, Or E' To Redisplay Contract

Display P'revious, Or E' To Redisplay Contract

 

The first prompt appears until the last screen of levels is accessed.  The second prompt appears when the last screen of levels is reached. Enter a N to access the next screen.  Enter a P to go back one screen.  Enter an E to return to the second screen which shows all of the item and serial numbers that are on the contract.

 

The following additional information is displayed on the item number detail screen.

 

Level  The number assigned to the level.

 

S/A No. (Machine)  The sales analysis item number assigned to the level.

 

SP  The service plan assigned to the level.

 

Amount  The dollar amount assigned to the level.

 

Tax 1/Tax 2  If tax code per line item is activated, the tax codes assigned to the level displays.

 

SRep 1

SRep 2  If sales rep per line item is activated, the sales reps assigned to the level displays.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Cont'd)

 

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

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

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

Display P'revious, R'edisplay Contract, Enter Line # For Detail, Or E'nd

 

When the computer assigned line number is input to access the line detail of a serial number line, the following prompt appears.

 

Enter Quantity Break # To Display S/A Detail Or 'CR' To Redisplay Contract

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Cont'd)

 

Enter Quantity Break # To Display S/A Detail Or 'CR' To Redisplay Contract

 

There are seven possible quantity breaks for a method 1 or 4 contract.  You may enter a number 1 through 7 and view the detail of the levels on that quantity break.  As an example, entering a 2 accesses the line detail of quantity break and rate number 2.  A carriage return returns the cursor to the second screen of the inquiry, which displays the item and serial numbers that are on the contract.  If a quantity break number is input that is not used on the contract, the message Quantity Break # Is Not Used appears, and the cursor returns for re-input.

 

The following additional information is displayed on the serial line detail screen.

 

Item Number:  The item number of the serial number that was selected.

 

Serial Number:  The serial number of the line that was selected.

 

Monthly Copies:  The number of copies made for months January through Dec. are displayed.  The information is from the entry of the meter readings in the program Enter Meter Readings.  These fields can be accessed in Meter Reading File Maintenance.

 

Qty. Break Rate  The seven possible quantity breaks and their corresponding rates.

 

When a quantity break number is input, one of the two following prompts appears.

 

Enter 'CR' To Redisplay Meter Billing Detail

Display N'ext, Or E' To Redisplay Meter Billing Detail N

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Cont'd)

 

Enter 'CR' To Redisplay Meter Billing Detail

Display N'ext, Or E' To Redisplay Meter Billing Detail N

 

 

The first prompt appears when the number of levels assigned to the quantity break are less than 9 levels.  The second prompt appears when the levels exceed 8 levels.  Enter an E or a carriage return to return to the meter detail screen which shows all of the quantity breaks and rates for the selected serial number.  Enter a N to access the next screen of levels on the quantity break.  When a N for next is entered, one of the two following prompts appears.

 

Display N'ext, P'revious, Or E' To Redisplay Meter Billing Detail N

Display P'revious, Or E' To Redisplay Meter Billing Detail

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Contract Inquiry  (Cont'd)

Item And Serial Number Line Detail Screen  (Cont'd)

 

Display N'ext, P'revious, Or E' To Redisplay Meter Billing Detail N

Display P'revious, Or E' To Redisplay Meter Billing Detail

 

The first prompt appears until the last screen of levels is accessed.  The second prompt appears when the last screen of levels is reached.  Enter a N to access the next screen.  Enter a P to go back one screen.  Enter an E to return to the meter detail screen which shows all of the quantity breaks and rates for the selected serial number.

 

The following additional information is displayed on the quantity break detail screen.

 

Level  The number assigned to the level.

 

S/A No. (Meter)  The sales analysis item number assigned to the level.

 

SP  The service plan assigned to the level.

 

Amount  The dollar amount assigned to the level.

 

Tax 1

Tax 2  If tax code per line item is activated, the tax codes assigned to the level display.

 

SRep 1

SRep 2  If sales rep per line item is activated, the sales reps assigned to the level display.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry

 

Enter Procedure Choice

 

Enter a 3 to access Service History Inquiry.  The inquiry allows you to view service history of machines assigned to prospects that are current customers.  This may be useful to aid you in identifying machines that need alot of service, and it may be time for upgrades.

 

After inputting a 3, the printer selection appears allowing you to select a printer to print the inquiry, if desired.  The cursor is at the following prompt.

 

Enter Item No.

 

 

Enter END or / slash or the ESC key to exit the inquiry and return to the Enter Procedure Choice prompt.  The prospect that you were on redisplays.  Input the desired item number.  Any valid item and serial number found in your system's Serial File is accessible. (18 Alphanumeric)

 

Serial Number

 

An up arrow key returns the cursor to the Enter Item No. prompt.  Enter the desired serial number.  (18 Alphanumeric)

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Beginning Date Or A'll

Ending Date

 

An up arrow key returns the cursor to the Serial Number prompt.  Enter an A for all to view all of the service history on the machine.  To view only service history that is within a specific date range, enter the desired beginning and ending service call dates.  If an invalid date is input, the prompt Invalid Date -- Enter Again appears, and the cursor returns for re-input.  If an ending date is entered that is lower than the beginning date, the prompt Beginning Date Is Greater Than Ending Date appears, and the cursor returns for re-input.  (MMDDYY)

 

An additional prompt appears if the Machine Tracking Switch is activated in your system.

 

Display S'ervice Calls, C'ustody Calls Or A'll Calls

 

Enter a S to only view or print calls created through the Service Dispatch system.  No CU Custody type calls are included.  Enter a C to only view or print CU custody type calls.  Regular service calls are not included.  Enter an A for all to include service and custody calls.

 

If a valid machine is entered, the parameter screen appears.  The parameters are selected when entering a service ticket.  If a meter reading is entered on that service call, the reading and date display.  The cursor is at the following prompt.

 

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

Enter a Y to print the parameters screen.  Enter a N not to print the screen.

 

After the parameters are printed or a N for no not to print is input, the cursor is at the following prompt.

 

Display More Machine History (Y/N)

 

Enter a N not to display the machine service history detail.  Enter a Y to display the machine service history detail.  When a Y for yes is input, the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Display N'ext, P'revious, Or E'nd

Would You Like A Printed Copy Of The Screen (Y/N)

 

 

The first prompt appears if there is more than one screen of service history.  Enter a N to view the next page.  Enter a P to go back one screen.  Enter an E to exit the history display.  When the last screen is reached, the prompt No More History Records Found appears.  The second prompt appear when the last screen of history is displayed, or an E to end is entered.  Enter a N for no not to print the service history.  Enter a Y for yes to print the history.  When a Y for yes to print is input, the following prompt appears.

 

Do You Want Cost Of Parts To Print (Y/N)

 

Enter a Y to include the cost of any parts on the history.  Enter a N not to print the cost of the parts.

 

When a N not to print or the printing is completed, the cursor is at the following prompt.

 

Additional Inquiries (Y/N)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Additional Inquiries (Y/N)

 

Enter a Y to return to the Item No. prompt for another service history inquiry.  Enter a N to exit the Service History Inquiry program.  The cursor returns to the Activity Entry program at the Enter Procedure Choice prompt.  The prospect that you were on redisplays.

 

Following is the information included on the service history detail screen.  The calls print in most recent call date order.

 

Date:  The call date of the service call.

 

Call:  The service call number.

 

Mech. Time:  The mechanical time that the machine was worked on.  If the service ticket has not been entered, Service Report Not Entered appears.

 

Meter:  The meter reading entered during the entry of the service ticket.

 

Action:  An EM, PM, CC, HP, or SH appears.

 

Lst.PM:  The last PM date.

 

Tech:  The technician number and name assigned to the call.

 

Problem:  The description of the problem code entered.

 

Location:  The description of the location code entered.

 

Reason:  The description of the reason code entered.

 

Correction:  The description of the correction code entered.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Service History Inquiry  (Cont'd)

 

Remarks:  This field is no longer used for service calls generated through the Service Dispatch system.  There may be remarks on very old service calls or calls entered through Prior Service History.  Machine Tracking CU custody calls have remarks which state the program in which the transaction occurred.

 

Any parts input during Parts Entry appear.  The quantity, item description, and EM or PM display for each part.  A cost and price appear if they are input during the ticket entry.  An HP appears if the part is entered on a hold for parts call.

 

All of the service call messages display.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales History Inquiry

 

Enter Procedure Choice

 

Enter a 4 to access the Sales History Inquiry program.  If the prospect that you are accessing is a current customer, you may view the customers sales history.  The customer number that is assigned to the displayed prospect is accessed automatically.  Viewing the customer's sales history may be helpful in determining when an equipment upgrade is needed.  When a 4 is input the following prompt appears.

 

Enter Generic Name, Beginning Product Class, A'll, Or E'nd

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales History Inquiry  (Cont'd)

 

Enter Generic Name, Beginning Product Class, A'll, Or E'nd

 

An up arrow key (shift the 6 key) to go back one space or an E to end returns the cursor to the Enter Procedure Choice prompt.  A generic name or a product class number or range can be entered to view the sales history for the displayed customer.  Generic names are created in Order Entry in the Association Table, 3-4.  Up to a 6 character alphanumeric name is created which relates to a specific product or product line.  An example could be PARTS or TONER or GMA.  The product class numbers that are associated with the generic name are input in the Association Table.  Enter the desired generic name, beginning product class number, or an A for all to access all product classes.   If alpha characters are input and there is no generic name  matches that input.  The prompt Invalid Generic Name appears, and the cursor returns for re-input.  If a prospect is accessed that is not assigned a valid customer number, the prompt Invalid Customer Number appears.  The cursor returns to the Enter Procedure Choice prompt.  (6 Alphanumeric)

 

If a beginning product class is input the following prompt appears.

 

Enter Ending Product Class

 

Enter the desired ending product class number.  If an ending number is input that is less than the beginning number, the prompt Beginning Product Class Greater Than Ending appears.  The cursor returns for re-input.  An up arrow key to go back one space may be entered.  (4 Digits)

 

After the desired product classes or generic name is entered, the cursor enters the Customer Sales History Inquiry.  The cursor is at the following prompt.

 

Print Voided Records (Y'es N'o)

 

Enter a N for no to not include invoices or credit memos that have been voided.  Enter a Y for yes to include voided records.  An ESC escape key exits the inquiry and returns the cursor to the Enter Procedure Choice prompt.  The prospect redisplays.  If the prospect that you are viewing has no sales history in any product class, the prompt No Records For This Customer appears.  The cursor returns to the Enter Procedure Choice prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales History Inquiry  (Cont'd)

 

If there is sales history on the customer, the cursor is at one of the two following prompts.

 

Display Next, Enter Specific Order Or Invoice #, Or End:  N

Display Next, Previous, Enter Specific Order Or Invoice #, Or End:  N

 

 

The first prompt appears on the first selection screen.  The second prompt appears when the following selection screens are accessed.  Enter a carriage return to view the next screen of sales history.  Enter a P to view the previous screen of sales history.  Once the last screen is reached or an E to end is input, the inquiry is exited.  Enter an invoice or order number to access the Invoice/Order Inquiry screen.  See page 119 for more details on the Invoice/Order Inquiry program.  Note:  The Invoice/Order Inquiry can be accessed by entering any inoice or order number.  The number does not have to be currently displayed on the Sales History By Customer screen or assigned to the customer number.  If the order or invoice number is not found, an Invoice Was Purged message displays.  When exiting the Order/Invoice Inquiry, you return to the previously-displayed Sales History By Customer screen. 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales History Inquiry  (Cont'd)

 

The displayed sales history is in smallest to largest selected product class number order.  Within each product class, the sales history is printed in item number order followed by invoice number order.  Sales history contains all items that are invoiced through Order Entry, Billing, Contracts and Service Ticket Entry, charged and not charged.  Sales history remains on the system until it is purged.  Purging of the sales history is normally done by the accounting department.

 

The following information is included for the customer.

 

Branch  The branch number from the Customer File.

 

Account#  The customer number and name.

 

Address  The city and state from the Customer File.

 

Arbal  The current Accounts Receivable balance.

 

BUYING GROUP:  A buying group number stored in field 27 in Customer File Maintenance.

 

CONTRACT PRICING:  A Y or a N displays from field 26 in Customer File Maintenance.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales History Inquiry  (Cont'd)

 

The following information is included for each item found in the history.

 

PC  The product class of the item on an invoice, credit memo, or no charge service ticket entry.

 

Item Number  The item number and item description on the invoice, credit memo, or no charge service ticket entry.

 

UM  The unit of measure entered on the record.  If a broken pack is entered, the unit of measure is at EA.

 

Units  The quantity that was invoiced or credited.  A negative sign reflects a credit memo or void.

 

Paid  The actual price that was charged for that item on the invoice or credit memo.  This is for a quantity of one.

 

GP%  The gross profit percent of the difference between the sales and the cost of the item.

 

Slm  The sales rep number assigned to the item for that transaction.

 

Date  The invoice date and invoice or credit memo number.  No charge service ticket entry items have an invoice number.

 

Price  The current price of the item, which is stored in Item File Maintenance.  This is the price for a quantity of one.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales Mgmt Activity Inquiry

 

Enter Procedure Choice

 

Enter a 5 to access the Sales Mgmt Activity Inquiry program.  The prospect that you are accessing appears automatically.  All past sales activity entries are displayed.  The most recent contact appears first.

 

Upon entry to the program, the printer selection screen appears to allow you to select a printer, if you decide you want to print the inquiry.  If there are no prior activity entries, the prompt No Activity For This Prospect appears.  The cursor returns to the Enter Procedure Choice prompt.  When there is at least one prior activity entry, the cursor is at one of the two following prompts.

 

Press 'CR' To Continue

Display N'ext, Or E'nd: N

 

 

The first prompt appears when there is only one screen of contacts.  Enter a carriage return to exit the Sales Mgmt Activity Inquiry.  The second prompt appears when there is more than one screen of contacts.  Enter a N or carriage return to accept the default of a N for next.  The next screen of contacts appears.  Enter an E to exit the inquiry.  When a N for next is entered, one of the two following prompts appears.

 

Display N'ext, P'revious, Or E'nd:

Display P'revious, Or E'nd:

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales Mgmt Activity Inquiry  (Contd)

 

Display N'ext, P'revious, Or E'nd:

Display P'revious, Or E'nd:

 

The first prompt appears until the last screen is reached.  The second prompt appears when the last screen is reached.  Enter a N to view the next screen.  Enter a P to view the previous screen.  You may go forward and back as many screens as possible.  Enter an E to exit the inquiry.

 

When a carriage return to exit or an E to end is input, the following prompt appears.

 

Do You Want A Printed Copy (Y/N)

 

Enter a Y to print all of the activity found on the inquiry screen.  Enter a N not to print the activity.  When the printing is completed or a N for no is input, the inquiry is exited.  The cursor returns to the Enter Procedure Choice prompt.  The prospect you were on redisplays.

 

The following information appears in the Sales Mgmt Activity Inquiry screen.  This inquiry is very helpful in providing information on prior sales activity contacts.

 

Date  The date the contact is made.

 

SRep  The sales rep number of the sales rep who made the contact.

 

Person Contacted  The name of the person that is entered as the contact person.

 

Activity  The description of the activity code that is input on the contact activity entry.  Activity codes are created in Code File Maintenance.  They should be designed to provide a brief account of what transpired during the contact.

 

Results  The description of the results code that is input on the contact activity entry.  Results codes are created in Code File Maintenance.  They should be designed to provide a brief account of what transpired from the contact.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Sales Mgmt Activity Inquiry  (Contd)

 

Prob  The probability percent that the sale occurs.  This is the percent that is entered on the contact.

 

Product:  The item or model number of the machine or product that was quoted to the prospect on that contact.

 

Price:  The price of the product that was quoted to the prospect on that contact.

 

Click:  The service contract meter click rate that was quoted on that contact.

 

Next Contact Date  The next contact date that was entered.

 

All of the contact messages are displayed.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact Entry Screen  (Cont'd)

Prospect File Maintenance

 

Enter Procedure Choice

 

Enter a 6 to access Prospect File Maintenance.  The cursor is at the following prompt.

 

Enter Procedure Type A'dd C'hange D'elete E'nd

 

Entering an E exits Prospect File Maintenance.  The cursor returns to the Enter Procedure Choice prompt.  The prospect that you were originally accessing redisplays.

 

Enter an A to add a prospect.  Operation is exactly the same as when a prospect is added through Prospect File Maintenance on the File Maintenance menu.  See Section IV, Prospect File Maintenance for operating instructions.  It is helpful to you to be able to add prospects while in the Sales Activity Entry screen.  After contacting a prospect, you may find that you need to add an individual prospect record to add additional machines.  After the prospect is added or a slash to cancel the add is input, the cursor returns to the Enter Procedure Type A'dd C'hange D'elete E'nd prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Contact Entry Screen  (Cont'd)

Prospect File Maintenance  (Contd)

 

Enter Procedure Type A'dd C'hange D'elete E'nd

 

Enter a C to change the prospect that you were accessing on the Sales Activity Entry screen.  The prospect that you were accessing is the only prospect that you are able to change.  When a C is input, that prospect's information is displayed.  The cursor is at the Enter Fld prompt.

 

 

Operation is the same as changing a prospect through Prospect File Maintenance on the File Maintenance menu.  See Section IV, Prospect File Maintenance for operating instructions.  After the change mode on the prospect is exited, either with a slash or after the input of the comments, the cursor returns to the Enter Procedure Type A'dd C'hange D'elete E'nd prompt.  Note:  You may do a change and then add or delete as many prospects as you want.  If you input a C for change, you only are able to change the prospect that you were on when you entered Prospect File Maintenance.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Prospect File Maintenance  (Cont'd)

 

Enter a D to delete a prospect.  You may delete prospects that you have access to within the boundaries of the Sales Management Security password system.  There is one exception to this rule.  That is you cannot delete the prospect that you were accessing on the Sales Activity Entry screen.  This applies in both the manual and automated entry screen.  If you wanted to delete the prospect, you can go to Prospect File Maintenance on the File Maintenance menu and perform the deletion.  If an attempt is made to delete the prospect that you were accessing on the Sales Activity Entry screen, the following prompt appears.

 

You Can Not Delete The Prospect You Are Accessing In Sales Activity Entry. Deletion Must Be Made Through File Maintenance.  Press 'CR' To Continue.

 

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Prospect File Maintenance  (Cont'd)

 

You Can Not Delete The Prospect You Are Accessing In Sales Activity Entry. Deletion Must Be Made Through File Maintenance.  Press 'CR' To Continue.

 

A carriage return returns the cursor to the Enter Procedure Type A'dd C'hange D'elete E'nd prompt.

 

Operation of a delete of a prospect is the same as deleting a prospect through Prospect File Maintenance on the File Maintenance menu.  See Section IV, Prospect File Maintenance for operating instructions.  After a prospect is deleted or the deletion is cancelled, the cursor returns to the Enter Procedure Type A'dd C'hange D'elete E'nd prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry

 

Enter Procedure Choice

 

Enter a 7 to access the A/R Inquiry.  This is the Accounts Receivable Inquiry.  If the prospect is an existing customer, the inquiry allows you to view their current A/R and A/R history.  The prospect you are displaying is accessed automatically.  If the inquiry is entered for a prospect that is not an existing customer, the prompt Invalid Customer No. Or Phone No. appears.  The cursor returns to the Enter Procedure Choice prompt.

 

A message can be assigned to a customer through the Customer/Tech Message File Maintenance program.  This program is found in Service, 3-18 or Billing 3-24.  If one exists for the current customer, it is displayed upon entering the A/R Inquiry.  This is not the same message that is stored in Prospect File Maintenance.  The cursor is at the following prompt.

 

'CR' To Continue

 

 

Enter a carriage return to exit the message display and access the A/R detail.  Note:  Customer messages cannot be modified in the Sales Activity Entry program.

 

The customer's A/R account detail displays.  If a customer is input that has no current Accounts Receivable records, the following prompt appears.

 

Customer Has No Current A/R -- Master A/R = ########

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

 

Customer Has No Current A/R -- Master A/R = ########

 

The bill to account number is listed.  If it is different than the ship to account, you could access the prospect that is assigned the bill to customer number.  Remember:  In the manual input screen, you can do a customer number search.

 

When the detail appears, the cursor is at one of the two following prompts.

 

Display O`ptions E'nd

Display N'ext P'revious O'ptions E'nd N

 

 

If there is only one screen of A/R detail or there is no A/R detail, the Display O'ptions E'nd prompt appears.  If there is more than one screen of A/R detail, the Display N'ext P'revious O'ptions E'nd N prompt displays.  Entering a N for next or a carriage return to accept the default of a N accesses the next screen of A/R detail.  Entering a P for previous on the first screen redisplays the first screen.  When the next screen is accessed, one of the two following prompts appears.

 

Display N'ext P'revious O'ptions E'nd N

Display P'revious O'ptions E'nd

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

 

Display N'ext P'revious O'ptions E'nd N

Display P'revious O'ptions E'nd

 

The first prompt appears until the last screen is reached.  Once the last screen is reached the second prompt displays.  Enter a N to proceed to the next screen of A/R detail.  Enter a P for previous to go back one screen.

 

The following information is displayed on the A/R Account Detail Inquiry screen.

 

Cust.No.  The bill to customer number, name, and city.

 

AR Bal.  The current A/R balance on the account.  This appears on every screen of the account.

 

Inv.No  The invoice number of the A/R record.

 

Company Number and A/R Item Type  The company number that is assigned to the invoice.  The item type that is assigned to the invoice.  Only invoice and credit memo type transactions have an item type.

 

Tac  Transaction Accounting Code.  This is the type of transaction.

 

Tdate  The transaction date.  This is the invoice date on an invoice or credit memo record.  This is the transaction date on an A/R transaction such as an ART or PMT.

 

Amount  This is the amount of the transaction for that specific line.

 

Paid  This is the amount paid for that specific line.

 

Balance  This is the balance of the invoice for that specific transaction.  If there is more than one line of transactions for an invoice, look at the very last transaction record to find the ending balance of the invoice.

 

C/M.No  Credit Memo Number

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options

 

Ref  Any reference that is assigned to the record.  This can be a purchase order number, contract number, or an installment number.  It also is any reference entered during the Cash Posting program.  The Cash Posting program also inserts a date when more than one payment record is applied to an invoice.

 

Lstpmt  The last payment date on that specific transaction line.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd N

Display P'revious O'ptions E'nd

 

The operation of a N for next and a P for previous is described on page 103.  Entering an O for options produces this prompt.

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

Enter Specific Invoice #

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

An up arrow key may be entered to go back one space.  The options mode is exited.  The cursor returns to the Display N'ext P'revious prompts.

 

There is the ability to enter a specific invoice number.  This is very helpful on a large account when you are checking on a specific invoice.  Rather than searching through all of the screens for the invoice, the invoice number can be entered at the above prompt.

 

If the invoice that is entered is found on the account, that record displays.  If there is more than one transaction line for the invoice, all of the transactions are displayed.  The cursor is at the following prompt.

 

Press 'CR' To Display Invoice Inquiry

 

A carriage return is the only acceptable entry.  This chains the program to the Invoice Inquiry.  If the invoice header and line items have not been purged, the invoice detail can be viewed.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

Enter Specific Invoice #  (Cont'd)

 

The cursor is at one of the three following prompts.

 

Next, Goto Last Screen, Serial Number Linkage, End

Previous, Serial Number Linkage, End

Serial Number Linkage or End

 

 

The first prompt appears if the invoice inquiry exceeds more than one screen.  The second prompt appears when the last of multiple invoice detail screens is reached.  The third prompt appears when only one screen of invoice detail is available.  Enter a N to display the next page of detail.  Enter a G to display the last of several order or invoice detail screens.  Enter a S to access the serial number linkage screen.  Enter a P to display the previous page of detail when paging through the inquiry.  Enter an E to exit the inquiry.  When the E to end is input, the cursor returns to the original A/R Inquiry screen where the O for options was entered.  The Display N'ext P'revious O'ptions prompts appears.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

Enter Specific Invoice #  (Cont'd)

 

If the invoice number that was entered is not in the current A/R detail but is in the customer's A/R History File, the invoice is accessed.  The Invoice Inquiry can be viewed if the invoice has not purged.

 

If the invoice number that was entered is not in the displayed account's current A/R or A/R History File, the prompt Customer / Invoice Record Not Found displays.

 

The cursor is at the Press 'CR' To Display Invoice Inquiry prompt.  The invoice may still be viewed if it has not been purged from the Invoice Files.  This could be a common occurrence.  The A/R and A/R History has been purged but the Invoice Files have not.  The invoice could be viewed even if the invoice is on a different account as long as it has not been purged from the system.

 

If the Invoice Files have been purged or have never existed, the following prompt appears.  The cursor returns to the original screen where the O for options was entered.

 

Invoice Was Purged

 

Note:  When trying to view an installment invoice in order to access the A/R detail, you must enter the installment invoice number.  However, the Invoice File is not accessible.  In order to view the Invoice Inquiry on an installment invoice, you must enter the invoice number less the installment number.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

H For History

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

An invoice becomes a part of the A/R History File when the invoice has a balance of zero and the Accounts Receivable/Order Purge has been run.  To view the A/R History records, enter a H.  If there is no A/R History found, this prompt appears.

 

Customer Has No A/R History

Press 'CR' To Continue

 

A carriage return returns the cursor to the original screen where the options prompt is entered.  Note:  A customer may not have any current A/R but still can have history.  When accessing a customer that has no current A/R, the options prompt can still be entered to access the History File.

 

If there is history found, one of the following prompts appears.

 

Display N'ext P'revious O'ptions E'nd N

Display O'ptions E'nd

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

H For History

 

Display N'ext P'revious O'ptions E'nd N

Display O'ptions E'nd

 

The first prompt appears if there is more than one screen of A/R History.  The second appears if there is only one screen of history.  Note:   On the example, the heading now says Customer A/R History Inquiry.  Thus, you can tell when you are in the history data versus the current A/R.

 

If there is more than one screen of A/R history when the last screen is accessed, the prompt Display P'revious O'ptions E'nd appears.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd

Display P'revious O'ptions E'nd

 

Enter a N for next to access the next screen of the history display.  Enter a P for previous to go back one screen of history.  To exit the A/R History Inquiry, enter an E to end.  The cursor returns to the first screen of the current A/R detail.  The heading now says Customer A/R Inquiry.  The cursor is at the Display N'ext P'revious O'ptions prompts.

 

To access the options prompt when viewing the A/R History, enter an O.  The following prompt appears.

 

Enter Specific Invoice #, D'ate Range, Or E'nd

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

H For History

 

Enter Specific Invoice #, D'ate Range, Or E'nd

 

 

Enter an E to exit the options prompt.  The cursor is at the A/R History Inquiry Display N'ext P'revious O'ptions prompts.

 

There are two options within the A/R History Inquiry.  They are to enter a specific invoice and the date range option.  The operation of these activities is exactly the same as described for the current A/R inquiry.  A specific invoice number, which is in the current A/R, could also be input through the A/R History options and vice versa.  See page 108 for operation of specific invoice and page 112 for the date range option.  When performing the date range option within the A/R History Inquiry, the cursor exits the history inquiry and returns to the current A/R inquiry.  Entering a specific invoice returns the cursor to the A/R History Inquiry on the original screen upon which the option prompt is input.

 

The A/R History Inquiry displays the same information as the current A/R screen  Remember:  An invoice does not become a part of the History File until the invoice has a balance of zero, and the Accounts Receivable/Order Purge has been run.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

D For Date Range

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

To access the date range option enter a D.  This allows the display of records that are within a specified time period.  This includes the invoice date and the payment date.  Thus, all A/R records that have an invoice date or a payment date within the specified time period appear.  When a D for date range is entered, these prompts display.

 

Beginning Date:

Ending Date:

 

 

An up arrow or / slash at the Beginning Date prompt returns the cursor to the Enter Specific Invoice # prompt.  An up arrow key at Ending Date returns the cursor to the Beginning Date prompt.  Enter the desired date range in this format MMDDYY.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input.  If an ending date is input that is less than the beginning date, the prompt Beginning Date Greater Than Ending appears. The cursor returns for re-input.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

D For Date Range  (Cont'd)

 

Note that the heading Date Range prints next to the Customer A/R Inquiry title.  This tells you that you are in the date range option.  Every invoice that is included either has a Tdate transaction date or a Lstpmt last payment date within the time span.  Thus, you can view all invoices that are created or paid within the designated time span.  The program always displays all of the lines of the record if at least one line has a date within the specified range.  When entering a date range option in the A/R History Inquiry, only records found in the History File are accessible.  When entering the date range option in the current A/R Inquiry, no A/R History records are accessed.

 

When there are no records found within the specified date range a blank detail screen appears.  The Date Range heading displays.  When the date range option is entered within the A/R History Inquiry, a message Customer Has No A/R History - Press 'CR' To Continue appears.  A carriage return exits the history inquiry and returns to the first screen of the current A/R Inquiry.

 

After inputting the date range prompt, one of the following prompts appears.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd N

 

The first prompt appears when there is only one screen or no records found within the date range.  The second prompt appears if there is more than one screen of records.  Enter a N for next to view the next screen.  Enter a P for previous to go back one screen.  Once the last screen is reached, the prompt Display P'revious O'ptions E'nd, appears.  Entering an E to end exits the date range screen.  The first screen of the current A/R detail displays.  Entering an O for options displays the Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd prompt.  You still are in the date range screen until something is entered at this prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

 

The last options available are the ability to view only open or paid records.  This option is not available in the A/R History Inquiry as only paid records are in the History File.  A record appears in the open screen if it has a balance greater than zero or a credit balance.  A partially paid invoice is considered open as it does not have a balance of zero.  A record appears in the paid screen if it has a balance of zero or is a zero invoice.

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

Enter an O to view only open invoices.  Enter a P to view paid invoices.

 

If the option of paid or open is entered and there are no records found, a blank detail screen appears.  The heading of Paid or Open Invoices displays.  If there are records or there are no records found, one of the following prompts displays.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd N

 

The first prompt appears when there is only one screen or no records found in the paid or open.  The second prompt appears if there is more than one screen of records.  Enter a N for next to view the next screen.  Enter a P for previous to go back one screen.  Once the last screen is reached, the prompt Display P'revious O'ptions E'nd, appears.  Entering an E to end exits the open or paid screen.  The first screen of the current A/R detail displays.  Entering an O for options displays the Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd prompt.  You still are in the open or paid screen until something is entered at this prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

 

Enter Specific Invoice #, H'istory, D'ate Range, O'pen, P'aid, Or E'nd

 

Entering an E to end exits the option screen.  The original screen that was displayed when the O for option was entered is accessed.  Thus, if you were in the Open Invoice Inquiry and entered an O for options then ended out, the open screen is displayed.  If you were in the current A/R and ended out of this prompt, the current A/R screen appears.

 

The options screen must be ended before the account can be exited.  Once you are back at the original prompts in the current A/R detail, inputting an E at one of the three following prompts exits the account.

 

Display O'ptions E'nd

Display N'ext P'revious O'ptions E'nd

Display P'revious O'ptions E'nd

 

After entering an E to end, this prompt appears.  Remember:  You only get this prompt after exiting the options screens and the current A/R detail screen.  You also get the aging breakdown.

 

Do You Wish To Print C'urrent A/R, H'istory, B'oth, Or N'one N

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

 

Do You Wish To Print C'urrent A/R, H'istory, B'oth, Or N'one N

 

 

Enter a C to print a hard copy of the current A/R detail.  Enter a H to print a hard copy of the A/R History detail.  Enter a B for both to print a hard copy of the current and the history.  Not to print a hard copy enter a N or a carriage return to accept the default of a N for none.  When a C, a H, or a B is entered, the printer routine appears.  Select the desired printer.  If the history option or both is selected and there is no history on the account, the prompt Customer Has No A/R History - Press 'CR' To Continue appears.  The current A/R detail is printed if the both option is entered.

 

All of the information that displays on the A/R Inquiry screen is printed.  The A/R History printout does not include the aging or customer information because there is no aging in the history as all invoices are paid.  All of the records on the account are printed.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

 

After the account is printed or a N for none not to print the account is entered, this prompt appears.

 

Press 'CR' To Continue

 

Enter a carriage return to exit the A/R Inquiry.  The cursor returns to the Enter Procedure Choice prompt.  The prospect you were on redisplays.

 

When the Do You Wish To Print C'urrent A/R, H'istory, B'oth, Or N'one prompt is displayed, additional information appears on the screen.  This also is included on the hard copy of the current A/R.  The information that is displayed or printed is as follows.

 

Aging Breakdown  Over ### Current  The current A/R balance is aged into the proper number of days.  The aging breakdown is defined in Global Record 0.  Each invoice has it's original transaction or invoice date compared to the system date.  The balance of the invoice is added to the appropriate breakdown.  The aging breakdown is always for the total A/R regardless of what screen the account was ended out of.  It is not the aging breakdown of the displayed screen.

 

Credit Limit  An amount prints if there is an amount entered in field 13 in the Customer File Maintenance program.

 

Terms  The description of the terms code that is stored in field 11 in the Customer File Maintenance program.  Note:  If this is C.O.D., it flashes.

 

Contract Pricing  This appears if field 26 in the Customer File Maintenance program has a Y for yes.

 

Special Instructions  Whatever is entered in field 10 in the Customer File Maintenance program displays.

 

P.O Required  This appears if field 25 in the Customer File Maintenance program has a Y for yes.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

A/R Inquiry  (Cont'd)

O For Options  (Cont'd)

 

See the following examples of the printed current A/R and A/R history.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry

 

Enter Procedure Choice

 

Enter an 8 to access the Invoice/Order Inquiry.  The inquiry allows you to input an invoice or order number and view the detail of the invoice or order.

 

The cursor is at the following prompt.

 

Enter Order/Invoice # Or E'nd

 

 

Enter an E to exit the inquiry.  The cursor returns to the Enter Procedure Choice prompt.  The prospect that you were on redisplays.  Enter the desired order or invoice number.  If a number is input that is not on the system, the prompt Order/Invoice Not Found displays.  The cursor returns for re-input.  If the number that is input exists as an order and an invoice, the following prompt appears. (8 Digits or E)

 

Do You Wish To See The I'nvoice Or O'rder?

 

Enter an I to view the invoice.  Enter an O to view the order.

 

When an order or invoice is displayed one of the following three prompts appears.

 

Next, Goto Last Screen, Serial Number Linkage, End

Previous, Serial Number Linkage, End

Serial Number Linkage or End

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

Next, Goto Last Screen, Serial Number Linkage, End

Previous, Serial Number Linkage, End

Serial Number Linkage or End

 

The first prompt appears if the order or invoice inquiry exceeds more than one screen.  The second prompt appears when the last of multiple order or invoice detail screens is reached.  The third prompt appears when only one screen of order or invoice detail is available.  Enter a N to display the next page of detail.  Enter a G to display the last of several order or invoice detail screens.  Enter a S to access the serial number linkage screen.  Enter a P to display the previous page of detail when paging through the inquiry.  Enter an E to exit the inquiry.  The cursor returns to the Enter Order/Invoice # Or E'nd prompt.

 

Entering a G displays the last of several order or invoice detail screens.  The Previous, Serial Number Linkage, End prompt becomes available.  Entering a P at this point displays the page prior to the last page of detail rather than the page displayed before entering the G for Goto Last Screen.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

The following information appears in the order inquiry header:  customer number, cutomer P.O./reference number, class, order date, the assigned terms code, the assigned tax codes, the order number, the sold to customer name and address, the ship to customer name and address, the freight carrier, special instructions (if any), the bill to customer number, company number, and branch number.

 

The order inquiry provides detailed information for each item included on the order.  The order inquiry screen displays the following order information:  line number, item number, item description, the quantity of the item ordered, the quantity of the item shipped, the quantity of the item back-ordered (if any), the items unit of measure, and the extended price of the item (item price x item quantity).

 

The order inquiry provides the following detailed information for each item included on the order:  warehouse from which the item is shipped, invoice number, invoice date, date on which the item on the invoice shipped (if item is shipped).  See the following example of an order inquiry, order number 4731.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

If the order has yet to be released, the invoice number, invoice date, and invoice ship date are not available.  See the following example of an order that is not released, order number 4734.

 

 

After the order is released, the invoice number, invoice date, and invoice ship date are available.  The invoice information displayed for the order line is always that from the latest release of the order.  If the order line is back-ordered, no invoice ship date appears.  See the following example of an order that is released, order number 4732.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

See the following example of an order with multiple releases, order number 4733.  Note the varied invoice information for the order lines.

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

If any items and messages on the order are part of a kit, each item and message in the kit is noted by an asterisk.  The total price of the kit and each items individual price display.  The total of the order (total of the items extended prices) displays at the bottom of every order inquiry screen.  Note:  This total is the total of the order rather than the total of the individual screen.

 

If an order is voided, the message *VOIDED* displays between the order inquiry header and order inquiry line information.  If an orders invoice has been voided, the message *VOID* displays in the order line following the invoice information.  See the following example of a voided order with a voided invoice, order number 4735 and invoice number 94461.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

The following information appears in the invoice inquiry header:  customer number, cutomer P.O./reference number, class, order date, the assigned terms code, the assigned tax codes, the invoice number, the invoice shipping date, the order date, the order number, sold to customer name and address, ship to customer name and address, the freight carrier, special insructions (if any), the bill to customer number, company number, and branch number.  Note:  The Order Date and Order Number fields are blank if the invoice is not created from an order.  See the following example of the invoice inquiry header, invoice number 94458.

 

 

The invoice inquiry provides detailed information on an invoice.  The invoice inquiry screen displays the following invoice information per item number:  line number, item number, item description, the quantity of the item ordered, the quantity of the item shipped, the quantity of the item back-ordered (if any), the items unit of measure, the extended price of the item (item price x item quantity), and the warehouse from which the item is shipped.  See the following example of the invoice items, invoice number 94458.

 

Sales Activity Entry  (Cont'd)

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

See the following example of an invoice inquiry, invoice number 94458.

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

If any items and messages on the invoice are part of a kit, each item and message in the kit is noted by an asterisk.  The total price of the kit and each items individual price display.  The subtotal of the invoice (total of the items extended prices) displays near the bottom of the invoice inquiry screen.  The freight charge displays under the invoice subtotal.  The sales tax of the invoice displays under the freight charge.  The total of the invoice (total = subtotal + freight + sales tax) displays at the bottom of the invoice inquiry screen.  Note:  The subtotal, freight charge, sales tax, and total apply to the total invoice rather than the individual screen.

 

If an order is voided after the invoice is created , the message *VOID* displays after the number in the Order Number field of the invoice inquiry header.  The message *VOIDED* also appears between the invoice inquiry header and invoice inquiry line information.  See the following example of a voided order on an invoice and a voided invoice with a voided order, invoice number 94461.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

Next, Goto Last Screen, Serial Number Linkage, End

Previous, Serial Number Linkage, End

Serial Number Linkage or End

 

While viewing an order, entering a S at any of the previous prompts accesses the serial number linkage screen.  The following prompt appears.

 

Enter Specific Invoice #

 

 

Enter a specific invoice number to view which items on that invoice are linked to a serial number.  Any invoice number can be entered.  It does not have to appear on the order inquiry screen.  If you carriage return without entering an invoice number, one of the previous prompts redisplays.  If you enter an invalid invoice number, enter an invoice number that has no sales history, or enter an invoice number on which no items are linked to a serial number, the message Sales History Not Found appears.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

The serial number linkage screen displays the item number, serial number, contract number, service plan, and a meter reading (if one was entered) for every item on the invoice that is linked to a serialized item number.  The following prompt displays.

 

End or Return to Inquiry  R

 

 

Carriage return to exit the serial number linkage screen and return to the order inquiry.  Enter an E to exit and access the Enter Order/Invoice # Or End prompt.

 

The information appearing on the serial number linkage screen is taken from the Sales History File (Shhist.dt).  If an item on the invoice is not linked to a serial number, it does not appear on the serial number linkage screen.  If a back-ordered item appears on the invoice, it does not appear on the serial number linkage screen because it is not yet in the Sales History File.  If the back-ordered item is part of a kit which is already shipped, it appears on the serial number linkage screen because the kits items are in the Sales History File.  If a serialized item number, such as a machine, appears on the serial number linkage screen, the serial number of the item displays after the item number.  A serialized item number appears on the serial number linkage screen when it is sold on that specific invoice.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

See the following example of the serial number linkage screen.  Note the serialized item number, 2110A, because it was sold on the invoice.

 

 

Sales Activity Entry  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

Next, Goto Last Screen, Serial Number Linkage, End

Previous, Serial Number Linkage, End

Serial Number Linkage or End

 

While viewing an invoice, entering a S at any of the previous prompts accesses the serial number linkage screen, which displays the items on the invoice that are linked to a serial number.  The following prompt displays.

 

End or Return to Inquiry  R

 

 

Carriage return to exit the serial number linkage screen and return to order inquiry.  Enter an E to exit and access the Enter Order/Invoice # Or End prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

See the following example on an invoice header.  The following information is included in the header when viewing an invoice or order: 

 

 

Cust No.  The ship to customer number.

 

Cust.PO/Refer  The purchase order number.

 

Class  The assigned sales class.  A class of 10 indicates the order is entered through Tele-Sales.

 

Date  The invoice or order date.

 

Terms  The assigned terms code.

 

Tax1  The assigned tax code 1.

 

Tax2  The assigned tax code 2.

 

Slm  The sales rep or telemarketer number assigned to the order or invoice.

 

Ord.No./Inv.No.  The order number if an order inquiry or the invoice number if an invoice inquiry.

 

Shipping Date  The shipping date of the invoice if an invoice inquiry.

 

Order Date  The order date of the order associated with the invoice.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

Order Number  The order number of the order associated with the invoice.

 

SOLD TO  The complete name and address of the bill to customer.

 

SHIP TO  The complete name and address of the ship to customer.

 

S/Via  The assigned ship via (freight carrier).

 

From  A shipped from entered in the invoice or order header overrides.

 

Spec  Special instructions.

 

A/R#  The bill to customer number.

 

Co  The assigned company number.

 

Br #  The assigned branch number.

Sales Activity Entry  (Cont'd)

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

All of the items and messages that were input on the invoice or order display.  The following information is included for each item when viewing an invoice or order:

 

 

Ln  The number assigned to the order or invoice line.

 

Item No.  The item number.

 

Description  Twenty five characters of the items description display.

 

Ord  The total number of the item ordered.

 

Shptd  The total number of the item shipped.

 

B/O  The total number of the item back ordered.

 

UM  The assigned unit of measure for the item.

 

Ext.Price  The extended price of the item (quantity x price).

 

WH#  The number of the warehouse from which the item is shipped.

 

Inv#  The invoice number generated for the released order line if an order inquiry.

 

Inv Date  The invoice date for the released order line if an order inquiry.

 

Inv Ship Date  The date on which the order line shipped in an order inquiry.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Invoice/Order Inquiry  (Cont'd)

 

See the following example on the serial number linkage screen.  The header information is the same as that found on either the order inquiry or the invoice inquiry screen depending on which is used to access the serial number linkage screen.  The following information is available for each line of the serial number linkage screen: 

 

 

Item Number  The item number from the invoice which is linked to a serialized item number.  The serialized item itself appears on the serial number linkage screen if it was also sold on the invoice.

 

Linked Serial  The serial number of the machine to which the item on the invoice is linked.

 

Contract #  The contract number of the machine that the item was linked to.

 

Service Plan  The service plan of the machine that the item was linked to.

 

Meter Reading  The meter reading if it was entered.

Sales Activity Entry  (Cont'd) 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Orders By Customer

 

Enter Procedure Choice

 

Enter a 9 to access Orders By Customer to view all orders assigned to the current prospects Ship To and Bill To customer numbers.  All orders that display first are those assigned to the prospects Ship To customer number.  All orders assigned to that Ship To customer number are viewable regardless of their associated Bill To customer numbers.  These orders are displayed in order number order.  The following orders are all orders assigned to the current customers Bill To customer number regardless of their associated Ship To customer numbers.  All orders assigned to the Bill To customer number displayed in the header are viewable.  These orders are displayed in Ship To customer number order and then in Ship To customer name order.  The inquiry provides the current customers Bill To and Ship To customer numbers, order numbers assigned to the current customers Ship To customer number, order numbers assigned to the current customers Bill To customer number, order dates, reference/P.O. numbers (if available), invoice numbers (if available), and the Ship To customer names.  You can then access the Order/Invoice Inquiry and view the details of a record.

 

If the prospect is an existing customer, that customer number is accessed automatically when the inquiry is selected.  If the prospect is not an existing customer, the prompt Invalid Customer appears.  The cursor returns to the Enter Procedure Choice prompt.  If the prospect is an existing customer but has no orders, the prompt No Customer Orders appears.  The cursor returns to the Enter Procedure Choice prompt.  If the prospect has existing orders, the cursor is at one of the two following prompts.

 

Enter Specific Order Or Invoice #, Or E'nd:

Display N'ext, Enter Specific Order Or Invoice #, Or E'nd: N

 

The first prompt appears when there is only one screen of orders.  The second prompt appears when there is more than one screen of orders.  Enter an E to exit the inquiry.  The cursor returns to the Enter Procedure Choice prompt.  Enter a N for next or carriage return for the default of a N for next to view the next screen of orders.  Enter a specific invoice or order number to access the Invoice/ Order Inquiry.  Note:  The order or invoice number does not have to appear on the inquiry to be viewed.  If an invoice or order number is input that is invalid or has purged, the prompt Order Or Invoice Number Not Found appears.  The cursor returns for reinput.  When a customer has more than one screen of orders and a N for next is input, one of the two following prompts appears.

Sales Activity Entry  (Cont'd) 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Orders By Customer  (Contd)

 

Display N'ext, P'revious, Enter Specific Order Or Invoice #, Or E'nd:N

Display P'revious, Enter Specific Order Or Invoice #, Or E'nd:

 

The first prompt appears until the last screen of orders is reached.  The second prompt appears when the last screen of orders is reached.  Enter an E to exit the inquiry.  The cursor returns to the Enter Procedure Choice prompt.  Enter a N for next or carriage return for the default of a N for next to view the next screen of orders.  Enter a P to go back one screen.  You may go back and forward as many screens as possible.  Enter a specific invoice or order number.  If an invoice or order number is input that is invalid or has purged, the prompt Order Or Invoice Number Not Found appears.  The cursor returns for reinput.  When a valid order or invoice number is input, the header and line item detail of the order or invoice display.  See page 119 for details.

 

The following information is included on the inquiry.

 

 

Cust No./Name  The customer number and name.  The Bill To customer number assigned to the current customer in the Customer File.

 

Br  The branch number that is assigned to the customer in Customer File Maintenance.
Sales Activity Entry  (Cont'd) 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Orders By Customer  (Contd)

 

SRep  Sales rep 1 that is assigned in Customer File Maintenance.  Note:  This is not the sales rep assigned in the Prospect File.

 

A/R Bal  The current Accounts Receivable balance stored in the Custd File (the Customer File).  This is the A/R balance of the entered account number.

 

Open Ord  The current open order amount stored in the Custd File.

 

Sales YTD  The current sales year to date amount stored in the Custd File.

 

Ship To Customer:  The Ship To customer number to which the following orders are assigned.

 

Order No.  The order number.  If the order has been voided the word VOID appears after the order number.  See order number 4815.  All orders appear until they are purged from the system.

 

Ord Date  The order date.

 

Refer/PO No  Anything that is stored in the purchase order field on the order.

 

Inv No  The most current invoice release of the order.  If the invoice has been voided, the word VOID appears before the invoice number.

 

Ship To Name  The name of the ship to customer assigned to the order.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

Enter Procedure Choice

 

Enter a 10 to access the Customer Profile Inquiry.  If the prospect is an existing customer, it is accessed automatically by the inquiry program.  The inquiry provides Accounts Receivable and sales information along with an average days to pay figure and a high credit figure.  If the prospect that is being accessed is not a valid customer, the prompt Invalid Customer Number appears.  The cursor returns to the Enter Procedure Choice prompt and redisplays the prospect.

 

When a 10 is input, the cursor is at the following prompt.  Note:  The following prompt does not appear unless you have purchased the LMS Collection system.  The Collection system switch must be set to a Y for yes in the program Handling Status File Maintenance.

 

Recalculate Average Days To Pay (Y/N)

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

The inquiry includes a calculation of average days to pay.  Enter a Y to calculate this figure.  The figure is recalculated using the current Accounts Receivable and A/R History.  The figure is stored in the Custd File.  Depending upon the number of records on a customer's account, the recalculation of this figure may take some time.  The data does not display until the calculation is completed.  The more invoices on the account, the longer it takes.  If you do not want to take the time to recalculate the average days to pay, input a N for no.  The recalculation of the figure does not occur.  The average days to pay display with the figure that was calculated the last time this customer was entered in the Customer Profile Inquiry and a recalculation was done.  If the customer has never had an average days to pay calculated, the figure is zero.

 

The data is displayed.  The cursor is at the following prompt.  The cursor immediately goes to this prompt after entry to the program if you do not have the LMS Collection system activated.

 

Do You Wish To Print The Customer Profile (Y/N)

 

Enter a Y for yes to print the information displayed on the screen.  The printer selection appears to allow selection of a printer.  Enter a N to not print the inquiry.  When a N is input or the printing is completed, the cursor returns to the Enter Procedure Choice prompt.  An ESC escape key also exits the inquiry.  The prospect that you were on redisplays.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

The following information is included in the inquiry.  The information relates to the customer number that is being accessed.  The information is from the Custd File.  See the following example.

 

 

Cust.No./Name  The customer number that you are accessing is displayed.  The full name and address of the ship to and bill to account stored in the Customer File appears.

 

Master A/R  The bill to customer number assigned to the number that is being accessed.

 

Contact  The contact name stored in Customer File Maintenance, field 9.

 

BR  The branch number stored in Customer File Maintenance, field 18.

 

Tax 1  The tax code stored in Customer File Maintenance, field 21.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

Phone  The phone number stored in Customer File Maintenance, field 8.

 

Sales Rep  The sales rep stored in Customer File Maintenance, field 32.

 

Tax 2  The tax code stored in Customer File Maintenance, field 22.

 

Fax The fax number stored in Customer File Maintenance, field 20.

 

Term  The terms code stored in Customer File Maintenance, field 11.

 

Invoices MTD  YTD  Last Year  The number of invoices and credit memos, month to date, year to date, and last year.

 

Sales    MTD  YTD  Last Year  The current amount of sales month to date, year to date, and last year.

 

Note, the sales amounts are assigned to the ship to customer number, thus on an account that is strictly a bill to account these may be zero.

 

Date Added  The month and year that the customer was added to the Customer File through Customer File Maintenance.

 

Avg Days To Pay  The calculation for average days to pay is as follows.  Current invoices that have a balance of zero and have a payment applied are included in the calculation.  Invoices in the A/R History File are also included.  Only records with an INV (invoice) Tac Code and PMT (payment) Tac codes are selected.  An invoice with a balance of zero is not included if there are any other types of transactions besides payments.  As an example, if an invoice had an adjustment or an ART (Accounts Receivable Transfer) or a credit memo applied, the invoice is not included in the calculation.  This applies even if there was also a payment on the invoice.  Also, an invoice that is created as a zero invoice is not included in the calculation.  The number of days between the invoice date and the most recent payment date is then calculated for each invoice that is to be included.  These days are added together.  This figure is divided by the number of invoices that had their days calculated.  The average days to pay is only calculated in the Customer Profile program.  It is stored in the Custd File.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

As an example, a customer has two current invoices that are fully paid.  They also have 5 invoices in the A/R History File.  These invoices are paid with payments only.  The invoice and payment dates of the invoices that are in the A/R History File are as follows:

 

Invoice 80200            Invoice Date 04/03/96          Payment Date 05/31/96 = 58 days

Invoice 80755            Invoice Date 07/04/96          Payment Date 08/01/96 = 28 days

Invoice 80801            Invoice Date 07/10/96          Payment Date 08/15/93 = 36 days Invoice 81200            Invoice Date 10/03/96          Payment Date 11/19/96 = 47 days

Invoice 81467            Invoice Date 10/17/96          Payment Date 11/29/96 = 43 days

 

The invoices that are in the current A/R File and are paid in full are as follows.

 

Invoice 81399            Invoice Date 10/12/96          Payment Date 12/01/96 = 50 days

Invoice 81625            Invoice Date 11/10/96          Payment Date 12/17/93 = 37 days

 

The calculation is:  58 + 28 + 36 + 47 + 43 + 50 + 37 = 299/7 = 42.7 = 43 Average Days To Pay.

 

A/R Balance  This is the current Accounts Receivable balance.

 

Order Value  This is the current open order value stored in the Custd File.

 

Limit  This is the credit limit stored in Customer File Maintenance, field 13.

 

Available  This is Limit minus A/R Balance and Order Value.  A negative sign means the customer is over their defined credit limit.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

 

High Credit  This is the highest A/R balance the customer has had.  This figure is only available if you have the Collection system.  The high credit figure is stored in the Custd File.  The Custd File is updated with this figure in two ways.  The first is by entering a customer into the Customer Profile program.  The program checks to see if the Collection System switch is set to yes.  If it is, it checks the Custd File to see what the current High Credit figure is.  If the current A/R balance is higher than the current High Credit, the current A/R balance becomes the current high credit figure in the Custd File.  The second way is when the A/R End Of Day Processing is run.  The End of Day Processing program checks to see if the Collection System switch is set to yes.  If it is, all of the customers have their current A/R balance compared to the current high credit figure stored in the Custd File.  If the current A/R balance is greater than that becomes the current high credit figure and writes into the Custd File.

 

As an example, on Dec. 2 a customer's A/R balance is $6230.00.  This is also the high credit figure as of Dec. 2.  No transactions occurred until Dec. 20 when a payment is made of $1500.00, making the current A/R balance $4730.00.  When running End of Day Processing on Dec. 20 or entering the customer in the Customer Profile program, the current A/R balance of $4730.00 is compared to the high credit figure of $6230.00.  The figure of $4730.00 is less than $6230.00 so the high credit figure stored in the Custd File remains as $6230.00.  Once the A/R balance exceeds $6230.00, the number replaces the $6230.00 as the high credit figure.

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Coupon Inquiry

 

Enter Procedure Choice

 

Enter an 11 to access the Coupon Inquiry By Customer.  Note:  If you do not have access to the Coupon System programs then there is not a choice 11 displayed.  Option 11 only appears if the Coupon System switch is set to a Y for yes.  The inquiry is helpful to view any coupon books of an existing customer.  The prospect that is being displayed is automatically accessed by the Coupon Inquiry.

 

If the prospect that is being accessed does not have any coupon books or is not a valid customer, the prompt Customer Has No Coupons appears.  The inquiry is exited and the cursor returns to the Enter Procedure Choice prompt.  The prospect that you were on redisplays.

 

When a prospect that has a valid coupon book is accessed, the information is displayed.  If the customer has more than one coupon book, the coupon book with the smallest coupon book number displays first.  The cursor is at one of the two following prompts.

 

Continue With Next Coupon (Y/N)

Next Page (Y/N)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Coupon Inquiry  (Contd)

 

Continue With Next Coupon (Y/N)

Next Page (Y/N)

 

The first prompt appears if there is only one screen of items and messages on the coupon book.  The second prompt appears if there is more than one screen to display on the coupon book.

 

Continue With Next Coupon (Y/N)

 

Enter a N for no not to view the next coupon assigned to the customer.  The inquiry is exited.  The cursor returns to the Enter Procedure Choice prompt, redisplaying the accessed prospect.  Enter a Y for yes to view the next coupon book assigned to the customer.  The coupon books appears in numeric order, smallest to largest coupon book number.  When a Y is input and the last coupon book is reached for that customer, the prompt No More Coupons appears.  The inquiry is exited.  The cursor returns to the Enter Procedure Choice prompt redisplaying the prospect.

 

Next Page (Y/N)

 

Enter a N for no to exit the displayed coupon book.  Enter a Y for yes to view the next screen of items and messages that are on the coupon book.  When the last screen is reached or a N for no is input, the prompt Continue With Next Coupon (Y/N) appears.

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Coupon Inquiry  (Contd)

 

The following information displays for each coupon book.  See the following example, coupon book 100

 

 

No. Coupons Left  This is the number of coupons left to be redeemed. No. Coupons - No. Coupons Used - No. Credit Coupons

 

Bill-To Customer  The bill to customer number of the ship to customer from the Customer File.  Note:  This is not the bill to number that was entered on the Coupon Book invoice.  The bill to number is not stored in the Coupon Files.

 

Name  The current customer name from the Customer File.

 

Address 1

Address 2

City State Zip Code  The current address 1 and 2, city, state, and zip code from the Customer File.

 

Phone  Field 8 from Customer File Maintenance of the ship to customer.

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Coupon Inquiry  (Contd)

 

Date Of Invoice  The system date that the Coupon Book invoice was created.

 

Sales Rep  The sales rep number that was assigned to the Invoice header on the Coupon Book invoice.

 

Invoice Number  The invoice number that was assigned to the Coupon Book invoice.

 

No. Coupons  The total number of coupons that are on the coupon book.  This is the amount that was invoiced to the customer on the Coupon Book invoice.

 

No. Coupons Last Release  When a coupon is redeemed an order is entered through Order Entry or Order File Maintenance.  This is the number of coupons that are redeemed on the order.  The Coupon File stores the most current order.  Voiding or deleting an order for the coupon, zeroes this out.  You may also redeem a coupon through Service Ticket Entry.  Service Ticket Entry also updates this field with the amount of coupons redeemed on the service ticket.  Voiding the service ticket zeroes this out.

 

No. Coupons Used  When a coupon is redeemed an order or service ticket is entered through Order Entry, Order File Maintenance or Service Ticket Entry.  This is the total number of coupons that have been redeemed through all of the programs.  This is the total redemptions not just the most current.

 

Last Order/Call No.  This is the last order or service call number that the coupon book had a coupon redeemed.  This can be zeroed out by Order Void, Void Service Invoices, or a deletion through Order File Maintenance.

 

No. Credit Coupons  If a credit memo is entered on the Coupon Book invoice, the number of coupons credited displays.  If more than one credit is issued, this would be the total number.

 

Last Release Date  This is the system date on which the last order number for the coupon was created.

 

Selling Price  This is the total amount of the coupon book that was invoiced to the customer.  This is not for one coupon but the entire book.

 

Expiration Date  This is the expiration date that was entered when the Coupon Book invoice was created.

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Coupon Inquiry  (Contd)

 

Model No.  This is the model number that was entered when the Coupon Book invoice was created.

 

Serial No.  This is the serial number that was entered when the Coupon Book invoice was created.

 

Coupon Type  This is the coupon book item number used when creating the Coupon Book invoice.

 

Item

Description

Qty  All of the items and messages that were entered on the Coupon Book invoice display in the order in which they were entered on the invoice.  The current Item File description displays.  The quantity of the items for one coupon displays.

 

That completes the inquiries and file maintenance programs that can be accessed through the sales activity entry screen.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity

 

Enter Procedure Choice

 

Enter an E to enter a sales activity contact.  This is where you input the information relating to the actual contact with the prospect.  Operation is the same when entering activity from the manual or automated entry screen.

 

The first step in entering the contact activity is the input of comments.  Having the comments first allows you to enter what the prospect is saying if you are speaking to him/her on the telephone.  Or if you are entering comments from the Sales Contact Sheets you can input them before deciding the next contact date.  There is no limit to the amount of comments that can be entered.  The comments are stored in the sales management activity contact record.  They can be viewed in the Activity Inquiry.  The Sales Contact Sheets print the first line of the comments for prior sales activity.  Enter the first line as the most important information.  The cursor is at the following prompt.

 

Comments

1)

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Comments

1)

 

The cursor is at comment line 1.  A / slash to cancel at the first space on comment line 1 exits the activity entry.  The cursor returns to the Enter Procedure Choice prompt and redisplays the current prospect .  Enter the desired comments.  Each line of comments can be 74 alphanumeric characters.  A carriage return is what ends the original input of the comments.  So, if a carriage return is entered at the first space in comment line 1, you have completed the first input of the comments.  Once input has been entered on comment line 1, a carriage return moves the cursor to comment line 2 for more comments or a carriage return ends the initial input of comments.  A slash / to cancel at the first space in any of the comment lines exits the activity entry.  All comments entered before the slash are deleted.

 

Once the initial comments are completed the cursor is at one of the two following prompts.

 

Display N'ext, Or E'nd: N

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Display N'ext, Or E'nd: N

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

You have a chance to modify the comments that were just entered.  The first prompt appears if the comments that were entered exceed 7 lines.  The second prompt appears when the comments are 7 lines or less.  A / slash to cancel may be entered at the Enter A'dd - C'hange - D'elete prompt.  This exits the activity entry and redisplays the prospect.  The cursor is at the Enter Procedure Choice prompt.  If you slash to cancel, the program deletes all of the comments that you have entered for that prospect.  You have to re-enter them when you return to the activity entry.

 

Enter a N for next to view the next screen of comments.  Enter an E to display the Enter A'dd, C'hange, D'elete prompt.  When a N for next is input the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd: N

Display P'revious, Or E'nd:

 

The first prompt appears until the last screen is reached.  Once the last screen of comments is accessed, the second prompt displays.  Enter a N to view the next screen of comments.  Enter a P to go back one screen of comments.  Enter an E to display the Enter A'dd, C'hange D'elete prompt.  You may go back and forward as many screens as possible.

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

To add additional comments enter an A for add.  The cursor is at the following prompt.

 

Enter Comment - 'CR' To Continue

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Enter Comment - 'CR' To Continue

 

 

Enter the desired comment.  The comment is added automatically to the end of the comments.  Thus, if comment line 2 is the last comment line, an add adds comment line 3.  Each line of comments can be 74 alphanumeric characters.  You may add as many comment lines as you want.  A carriage return at the first prompt in the comment (under the E in enter) exits the add mode.  The cursor returns to the A'dd C'hange D'elete prompt or if the comments exceed 7 lines, the N'ext E'nd prompt.

 

Enter a C to change a comment line.  The following prompt appears.

 

Enter Comment Number You Want To Change - E'nd

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Enter Comment Number You Want To Change - E'nd

 

 

Enter an E to end to return to the A'dd C'hange D'elete or N'ext E'nd prompt.  Enter the line number of the comment line that you want to change.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # appears.  The acceptable line number range is displayed.  Once a valid line number is input the cursor is at the following prompt.

 

Enter New Comment

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Enter New Comment

 

A carriage return at the first prompt (the E in enter) inserts a blank comment line and erases what was in that line.  You must key in the desired comment.  Whatever was originally entered is replaced.  Once the comment is completed, the cursor returns to the Enter Comment Number You Want To Change - E'nd prompt.  Note:  Until you exit the change mode, the changes you made on the comment line are not displayed. (74 Alphanumeric)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

Enter a D to delete a comment line.  The following prompt appears.

 

Enter Comment Number You Want To Delete - D'elete Entire Comment - E'nd

 

 

Enter an E to return to the A'dd C'hange D'elete or N'ext E'nd prompt.  Enter the line number of the comment that you want to delete.  When a comment is deleted, any comments below the deleted line are renumbered automatically.  If a line number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # appears.  The acceptable line number range is displayed.  Enter a D to delete the entire comment.  When you delete one line or the entire comment, the cursor returns to the A'dd C'hange D'elete or N'ext E'nd prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Contd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Comment

 

To exit the entry of comments enter a carriage return.  You may make other modifications to the comments through the Activity Maintenance program.

 

After the comment entry is completed, the cursor continues on to the following prompt.

 

Sales Rep:

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity

 

Sales Rep:

 

Enter the number of the sales rep who is or has made the contact with the prospect.  A default sales rep number appears on the second activity entry.  The default sales rep number is whatever number was input on the prior activity entry.  The default sales rep can be overridden, if desired.  If an invalid sales rep number is input, the prompt Invalid Sales Rep appears.  The cursor returns for re-input.  Input the correct sales rep number as any productivity or activity reports reflect the sales rep that is input.  An up arrow key to go back one space returns the cursor to the comments entry.  A / slash to cancel exits the activity entry.  The cursor returns to the Enter Procedure Choice prompt and redisplays the prospect that you were on.  No activity record or comments are created.  (4 Digits)

 

Date Of Contact:

 

This is the date on which the actual contact with the prospect was made.  A default date appears.  The default date is the transaction date that was input at the menu prompt when entering the Sales Activity Entry program.  A carriage return accepts the default date.  This can be overridden, if desired.  Enter as MMDDYY.  If an invalid date is input, the prompt Invalid Date --- Enter Again appears.  The cursor returns for re-input.  An up arrow key to go back one space returns the cursor to the Sales Rep prompt.  Note:  When up arrowing, the default sales rep number redisplays.  A / slash to cancel exits the activity entry.  No contact record or comments are created.  The cursor returns to the Enter Procedure Choice prompt, and the prospect redisplays.

 

Person Contacted:

 

Enter the name of the person that you are speaking to or spoke to when the prospect was contacted.  The name that is entered is stored in the activity contact record.  An up arrow key to go back one space may be input.  When up arrowing, the date of contact returns to the default date.  A / slash to cancel exits the activity entry.  No contact record is created.  Any comments that were entered are deleted.  The cursor returns to the Enter Procedure Choice prompt.  The prospect that you were on redisplays.  (20 Alphanumeric)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Activity Code Or I'nquiry:

 

Activity codes are created in Code File Maintenance.  They are designed to identify what the sales rep intends on doing based on the contact with the prospect, such as setting up a demo.  The code is stored in the activity record.  The description of the code appears in the Sales Mgmt Activity Inquiry and prints on the Sales Contact Sheets.  The code is also used in the activity and productivity reports.  Enter the desired code.  If an invalid code is input, the prompt Invalid Activity Code appears. The cursor returns for re-input.  Note:  The program checks for a valid sales code.  However, it does not know which codes are created as activity codes.  You may return through the input entering no activity code, if desired.  You may up arrow back one space.  You may / slash to cancel.  When a / slash is input, no activity record or comments are created.  The cursor returns to the Enter Procedure Choice prompt and the prospect redisplays.  (4 Digits)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

You may also perform an inquiry at the Activity Code Or I'nquiry prompt.  The inquiry allows you to view the existing activity codes replacing the need for a paper code list.  When an I for inquiry is input, the cursor is at the following prompt.

 

 

The codes and the description of the codes are displayed.  The determining factor on what codes are displayed is based on the input in the Sales Control File.  In this file, you can define what the beginning and ending code number is of your activity codes.  Thus, you only view the codes that fall within the defined beginning and ending code number.  If you do not define a beginning and ending code number, all of the codes that are in your Code File are displayed in the inquiry.  See Section IV, Sales Control File for the setup of the beginning and ending code number.  Note:  If the number of codes does not exceed one screen, the above prompt does not appear.  The codes display but the cursor remains at the Activity Code Or I'nquiry prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Display N'ext, Or E'nd:N

 

Enter a N for next to view the next screen of activity codes.  Enter an E to exit the inquiry.  The cursor returns to the Activity Code Or I'nquiry: prompt.  Input the desired code.  When a N for next is input, the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd:N

Display P'revious, Or E'nd

 

The first prompt appears until the last screen of codes is displayed.  The second prompt appears once the last screen of codes is reached.  Enter a N for next to view the next screen of codes.  Enter a P for previous to go back one screen of codes.  You may go forward and back as many screens as possible.  Enter an E to exit the inquiry and return to the Activity Code Or I'nquiry: prompt.  Input the desired code.

 

Results Code Or I'nquiry:

 

Results codes are created in Code File Maintenance.  They are designed to identify the results of the activity contact, such as close of sale.  The code is stored in the activity record.  The description of the code appears in the Sales Mgmt Activity Inquiry and prints on the Sales Contact Sheets.  The code is also used in the activity and productivity reports.  Enter the desired code.  If an invalid code is input, the prompt Invalid Results Code appears.  The cursor returns for re-input.  Note:  The program knows when a sales code is invalid but does not know if the entered code is actually a results code.  You may return through the input entering no results code, if desired.  You may up arrow back one space.  You may / slash to cancel.  When a / slash is input, no activity record or comments are created.  The cursor returns to the Enter Procedure Choice prompt, and the prospect redisplays.  (4 Digits)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

You may also perform an inquiry at the Results Code Or I'nquiry prompt.  The inquiry allows you to view the existing results codes replacing the need for a paper code list.  When an I for inquiry is input, the cursor is at the following prompt.

 

Display N'ext, Or E'nd:N

 

 

The codes and the description of the codes display.  The determining factor on what codes are displayed is based on the input in the Sales Control File.  In this file you can define the beginning and ending code number of your results codes.  Thus, you only view the codes that fall within the defined beginning and ending code number.  If you do not define a beginning and ending code number, all of the codes that are in your Code File display in the inquiry.  See Section IV, Sales Control File for the setup of the beginning and ending code number.  Note:  If the number of codes does not exceed one screen, the above prompt does not appear.  The codes display, but the cursor remains at the Results Code Or I'nquiry prompt.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Enter a N for next to view the next screen of results codes.  Enter an E to exit the inquiry.  The cursor returns to the Results Code Or I'nquiry: prompt.  Input the desired code.  When a N for next is input, the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd:N

Display P'revious, Or E'nd

 

The first prompt appears until the last screen of codes is displayed.  The second prompt appears once the last screen of codes is reached.  Enter a N for next to view the next screen of codes.  Enter a P for previous to go back one screen of codes.  You may go forward and back as many screens as possible.  Enter an E to exit the inquiry and return to the Results Code Or I'nquiry: prompt.  Input the desired code.

 

Next Contact Date:

 

Enter the date that you want to re-contact the prospect.  The date is stored in the sales activity contact record and the Prospect File, field 77 in Prospect File Maintenance.  The date is used by the Sales Contact Sheets and the Automated Activity Entry program to generate another contact.  An up arrow key to go back one space may be entered.  A / slash to cancel exits the activity entry.  No contact record or comments are created.  The cursor returns to the Enter Procedure Choice prompt and the current prospect redisplays. 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Next Contact Date:

 

 

There is a default date if there is a contact interval stored in Prospect File Maintenance, field 19.  The stored contact interval is displayed on the screen.  The default date is from the entered date of contact plus the contact interval number of days.  Weekends are counted, but the default date does not fall on a weekend.  If the contact interval number of days calculates to be on a weekend, the default date is always the next Monday.  A prompt Default Date Has Been Adjusted For Monday Through Friday appears.  A carriage return accepts the displayed date.  To override, input the date as MMDDYY.  If an invalid date is entered, the prompt Invalid Date -- Enter Again appears.  The default date redisplays.  If a date is input that is less than the date of contact, the prompt Date Of Next Contact Must Be After Date Of Contact appears.  The cursor returns for re-input.

 

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

There is one more way to have the computer calculate the next contact date.  This can also be used to override the contact interval stored in the Prospect File.  Enter a D for days at the Next Contact Date prompt.  When a D is input the following prompt appears.

 

Enter Number Of Days For Next Contact Date:

 

 

Input the desired contact interval number of days.  The next contact date is calculated from the entered date of contact plus the inputted number of days.  Weekends will be counted but the default date does not fall on a weekend.  The adjusted date is the Monday after the weekend.  You may up arrow back to the next contact date prompt. (3 Digits)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Next Contact Date

 

There is only one way to enter no next contact date.  You must input a 0 zero.  When a 0 zero is input, the following prompt appears.

 

Update Prospect File With No Next Contact Date (Y/N)

 

 

Enter a Y for yes to update Prospect File Maintenance, field 77 with no next contact date.  Field 77 in Prospect File Maintenance has no next contact date.  Thus, the programs do not generate or print a contact based on a next contact date found within the Prospect File.  Enter a N for no not to erase the next contact date that is in field 77 in Prospect File Maintenance.  Thus, whatever next contact date is in the Prospect File remains and is replaced with no date.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Update Prospect File With No Next Contact Date (Y/N)

 

There may be a situation where an activity is being input that does not need to generate a next contact.  As an example, you are having the sales secretary contact all prospects with a birthday in April.  Or you are entering contacts based on a general population factor such as territory.  The same prospects have a next contact date that was entered on prior activity entries by the sales rep.  Thus, the sales rep does not want the next contact date erased by this general contact.  Inputting a N for no leaves the sales reps next contact date in the Prospect File so that the prospect has a contact generated when it is due.  Note:  The input person can view on the screen what the next contact date was prior to this activity entry.  As an additional note, always view what the next contact date was when you are entering a general population contact so you do not overwrite what the sales rep had wanted as the next contact date.

 

If the next contact date is zeroed out accidentally, a date can be entered through Prospect File Maintenance.  There is also a protection built into the rebuilding of the automated index based on next contact date.  See page 33 to 34.  The Sales Contact Sheets have the same feature.

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

The following applies only if you are using the Automated Activity index based on a next contact date range.

 

If a next contact date that falls within the current contact index beginning and ending next contact date range is input, the prospect is not deleted from the contact index.  This allows the prospect to appear again for another contact.  However, the contact record that redisplays is not the original contact record until the index is rebuilt.  As an example, the next contact date range is 01/17/97 to 01/21/97.  A prospect is added to the index because the customer has a next contact date of 01/17/97.  On 01/17/97 the prospect is called and the contact person is not available until 01/20/97.  The sales mgmt operator decides to enter a contact and 01/20/97 as the next contact date.  This contact is stored in the Sales Activity File and is the last contact made.  However, when the prospect displays, the contact the information that appears on the automatic contact entry screen is the same as it was when the 01/17/97 contact record appeared.  The next contact date displays as 01/17/97 and in that next contact date order.  Remember:  You can do a Sales Mgmt Activity Inquiry to see the details of what went on in prior activity contacts.  If the contact index was rebuilt on 01/18/97 for the same next contact date range, the prospect appears with a next contact date of 01/20/97.

 

The information stated in the above paragraph does not apply if the contact activity is entered through the manual activity entry screen with the interrupt feature.  The prospect in the current contact index is deleted as described on page 57.

 

After the Next Contact Date is entered, the cursor continues on to the following prompt.  This applies to both manual and automated entry.

 

Probability % (50% = 50):

 

You may enter a percentage which you feel reflects the probability that the sale will occur.  This percentage is stored in the Prospect File.  This is field 75 in Prospect File Maintenance.  If any number is input from 0 to 999, that input overwrites what is currently in field 75.  If you do not want to change what is in field 75 in the Prospect File, do not enter a number just carriage return through the prompt.  When a carriage return is input, whatever is currently in field 75 remains.  Entering a 0 zero makes the probability percent 0%.  An up arrow key to go back one space is allowed.  Note:  Any default next contact date redisplays if it was overridden.  A / slash to cancel exits the entry.  No activity record or comments are created.  The cursor returns to the Enter Procedure Choice prompt and redisplays the prospect.  (0 - 999)

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Product Quoted:

 

You may enter the item number of the product that you have quoted to the prospect.  Entry of an invalid item number is allowed.  However, if the item number that is input is a valid item number in the Item File, the description of the item number appears.  You may carriage return and enter no product.  When a product is input, it writes back to the Prospect File.  The item number is written into field 81 in Prospect File Maintenance.  If there already is an item in field 81 in Prospect File Maintenance, whatever is in field 81 automatically moves to field 84 in Prospect File Maintenance.  If there was a product in field 84, it moves into field 87 in Prospect File Maintenance.  If there was a product in field 87, it product is deleted.  Thus, you can maintain three products quoted.  Note:  If for some reason you have products in field 84 and 87 but nothing in field 81, the entered product quoted is written into field 81.  However, fields 84 and 87 remain unchanged.  Also, whenever a product is input, the date of contact also writes into field 83 Date in Prospect File Maintenance.  The dates in fields 86 and 89 also move with their corresponding product fields.  An up arrow key to go back one space is allowed.  A / slash to cancel exits the entry and no activity record or comments are created.  The prospect redisplays, and the cursor is at the Enter Procedure Choice prompt.  (18 Alphanumeric)

 

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Price Quoted:

 

You may enter the quoted price of the product that you have quoted to the prospect.  You may carriage return and enter no price, if desired.  When a price is input, it writes back to the Prospect File.  Note:  No update occurs if a price is input without a product quoted.  The price quoted is written into field 82 in Prospect File Maintenance.  If there already is a price quoted in field 82 in Prospect File Maintenance, whatever is in field 82 automatically moves to field 85 in Prospect File Maintenance.  If there is a price quoted in field 85, it moves into field 88 in Prospect File Maintenance.  If there is a price quoted in field 88, it is deleted.  Thus, you can maintain three products and their price.  An up arrow key to go back one space is allowed.  A / slash to cancel exits the entry and no activity record or comments are created.  The prospect is redisplayed, and the cursor returns to the Enter Procedure Choice prompt.  (9 Digits - No Decimal Point)

 

Click Rate Quoted (X.XXXXXX):

 

You may enter a meter charge click rate that you have quoted to the prospect.  This click rate is stored in the Prospect File.  This is field 74 in Prospect File Maintenance.  If any number is input from 0 to 99999999, it overwrites what is currently in field 74.  If you do not want to change what is in field 74 in the Prospect File, do not enter a number just carriage return through the prompt.  When a carriage return is input, whatever is currently in field 74 remains.  Entering a 0 zero makes the click rate blank.  An up arrow key to go back one space is allowed.  A / slash to cancel exits the entry.  No activity record or comments are created.  The cursor returns to the Enter Procedure Choice prompt and redisplays the prospect.  Entry of the click rate allows 6 decimal places.  Thus, to input 2 cents a copy enter 020000.  (0 - 9999999 - No Decimal Point)

 

All of the fields from Sales Rep to Click Rate Quoted are written into the Sales Activity record.  The comments are also written into the Sales Activity record.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters

 

Do You Wish To Print A Letter (Y/N)

 

 

A sales letter can be printed by entering a Y for yes.  Enter a N for no to not print a sales letter.  Standard sales letters can be created in the Sales Letters File Maintenance program.  See Section IV for full details on the creation of the sales letters.  An up arrow key to go back one space is allowed.  A / slash to cancel exits the activity entry.  No activity record or comments are created.  The cursor returns to the Enter Procedure Choice prompt, and the prospect redisplays.

 

When a Y for yes is input, the cursor is at the following prompt.

 

Enter Letter Number, I'nquiry Or F'ile Maintenance

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

Enter Letter Number, I'nquiry Or F'ile Maintenance

 

 

When a sales letter is created, it is assigned a number.  Each sales letter has a different number.  Enter the number of the sales letter that you want to print and send to the prospect that you are contacting.  If a number is entered that does not exist, the prompt Invalid Letter Number appears, and the cursor returns for re-input.  If you decide you do not want to print a sales letter for the displayed prospect, enter a carriage return.  The program proceeds to the next prompt.  You may also up arrow back to the Do You Wish To Print A Letter prompt.  A / slash to cancel exits the activity entry, and no record or comments are created.  The cursor returns to the Enter Procedure Choice prompt and redisplays the prospect.  Once a letter number is input, the printer selection option screen appears to allow you to select the desired printer.  The letters are designed to be printed on a laser printer, 10 CPI.  The top and left margin is defined in the Sales Control File, see Section IV.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

Enter Letter Number, I'nquiry Or F'ile Maintenance

 

You may also enter an I for inquiry and view a listing of all of the sales letters that are on your system.  The inquiry is to help you decide which letter to send.  If the number of sales letters exceeds 6 letters, the cursor is at the following prompt.

 

Display N'ext, Or E'nd: N

 

Enter an E to return to the Enter Letter Number, I'nquiry Or F'ile Maintenance prompt.  Enter a N for next or a carriage return to accept the default of a N for next.  The next screen of letters appears.  When a N is input, the cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Or E'nd: N

Display P'revious, Or E'nd:

 

The first prompt appears until the last screen of letters is reached.  The second prompt appears when the last screen is reached.  Enter an E to return to the Enter Letter Number I'nquiry Or F'ile Maintenance prompt.  Enter a N to go to the next screen.  Enter a P to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

The following information is included on the Sales Letter Inquiry.

 

 

Sales Letter  The number assigned to the letter.

 

Description  The description assigned to the letter.  Descriptions should be designed so you can identify the purpose and content of the letter.  This helps you select which letter you want to send.  If each sales rep wants his/her own letters, you should have the name or number of your sales rep in the description.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

Enter Letter Number, I'nquiry Or F'ile Maintenance

 

Since the sales letters are a standard designed letter and there are so many variations needed, you may enter a F to chain directly to the Sales Letters File Maintenance program. 

 

 

This allows you to add, change, or delete a sales letter.  When you exit the Sales Letter File Maintenance program, you return to the entry of the sales activity.  You can enter the letter number that you just modified, and it prints with your modifications.  Note, these are not temporary changes to the letters.  They are permanent changes and remain until the letter is modified again.  That is one reason why you may want to create separate standard letters for each different sales rep.  That way they will only modify their own letters.  Also this may help prevent two people from changing the same letter at the same time.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

When a F for file maintenance is input, the cursor is at the following prompt in the Sales Letter File Maintenance program.

 

Enter Procedure Type A'dd C'hange D'elete E'nd

 

 

Operation of the add, change, and delete options are the same as described in Section IV, Sales Letter File Maintenance.  See Section IV for operating instructions.  You may access as many sales letters as you desire.  Inputting an E to end exits the Sales Letter File Maintenance program and returns to the sales activity entry of the current prospect.  The cursor is at the Enter Letter Number, I'nquiry Or F'ile Maintenance prompt.  You may enter the inquiry or the file maintenance program as many times as you desire.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

See the following example of a sales letter printed through the Sales Activity Entry program.  The following information is included on sales letters printed through the Sales Activity Entry program.

 

 

The date that is printed is the current system date, which is 6/03/97 on the example.

 

The contact name that is entered during this sales activity entry prints below the date.  In the example, this is MARY HENDERSON.  This always prints in capital letters.

 

The complete address from the Prospect File prints in capital letters.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

The letter always uses Dear and the inputted contact name from the activity record you are entering.  The program print the characters prior to the first space found in the contact name.  As an example, Mary Henderson is entered as the contact name.  The first space appears after the y in Mary.  Thus, the program prints Dear Mary.  Keep this in mind when you enter the contact name if you intend on printing a sales letter.  If you were to enter Ms. Mary Henderson as the contact name, the program print Dear Ms.:  This prints in capital letters if the closing salutation was input as capital letters when the sales letter was created or modified.  This prints in small letters if the salutation was input in small letters.  In the example, the salutation SINCERELY, is printed in capital letters.  Thus, DEAR MARY: is printed in capital letters.

 

The actual text of the letter is defined when the letter is created or modified in Sales Letter File Maintenance.  A blank line in between the text causes a new paragraph.  There is a maximum of 11 lines of text and 70 characters per line.  The 11 lines of text includes paragraph lines.

 

The closing salutation, name, and job title are input when the letter is created or modified in Sales Letter File Maintenance.  The salutation prints two lines down from the last line of text in the letter.  The sales person's name and job title always print four lines down from the salutation and can be in small or capital letters.

 

After the letter is printed or no letter is printed, the entry of the sales activity is completed.  The Prospect File and the Activity File are updated as described earlier.  The Prospect File also has the total contacts field incremented by one.  This is reflected in field 78 Total Contacts in Prospect File Maintenance.  Field 76 Last Contact in Prospect File Maintenance also is updated.  Any changes to the entry has to be done in the Activity or Prospect File Maintenance programs.  You can no longer up arrow back or cancel the entry.

 

While the updating is occurring, the prompt Prospect In Use On Another Task appears if someone is accessing that prospect on another terminal in Prospect File Maintenance.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

After the Prospect and Activity File are updated, the cursor continues on to the last prompt.

 

Activity Added.  Do You Wish To Change The Prospect Record (Y/N)

 

 

Enter a Y to enter the Prospect File Maintenance program.  This allows you to change the prospect that you are accessing.  Enter a N for no not to enter the Prospect File Maintenance program.

 

When a Y for yes to enter Prospect File Maintenance is input, the current prospect is accessed automatically and that prospect's data is displayed.  The program is in the change mode automatically.  You only are able to do changes on the prospect for which you were accessing and entering the activity.  No adds or deletes are allowed.  The cursor is at the following prompt.

 

Enter Fld

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

Print Sales Letters  (Cont'd)

 

Enter Fld

 

 

Operation at this point is exactly the same as doing a change in Prospect File Maintenance off of the menu.  A carriage return accesses the second screen of Prospect File Maintenance.  The fields that are updated by the activity entry are reflected.  A carriage return at the second screen accesses the prospect comments.  A carriage return at comments or a / slash to cancel at the Enter Fld prompts exits Prospect File Maintenance.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Enter Activity  (Cont'd)

 

Once Prospect File Maintenance is exited or a N for no at the prompt Activity Added.  Do You Wish To Change The Prospect Record? (Y/N) is input, the prospect that you are accessing is exited.  If you were in the manual sales activity screen, the cursor is at the Pros #/Name prompt in the manual sales activity screen.  Entry of another prospect can than be made.  If you were in the manual sales activity screen from the interrupt option, you may enter an E at the Pros #/Name prompt to return to the automated or enter another prospect in the manual screen and enter END at the Enter Procedure Choice prompt to exit the program.  If you were in the automated sales activity screen, the next prospect in the index is displayed.

 

 

 

Enter Data  (Cont'd)

 

Manual and Automated Activity Entry Screen  (Cont'd)

Dial Out

 

The auto-dial feature replaces the need for the operator to dial the phone number to contact the customer.  The dial command is given and the call is made through a modem connection.  The same auto-dial feature is also available in the Contact Entry program found in the Collections, and Tele-Sales modules.  Auto dial is also available in the Contract module when entering meter readings.  There is a required operator set up to use this feature.  The set up functions are shared by all of the programs that have the auto-dial feature.  Thus, activating the feature for one module basically activates it for all of the modules.

 

If the auto-dial has never been used at your site in any of the modules, there is needed assistance from the LMS Support Department prior to implementation of the feature.  This includes defining the hardware and software needed to use auto-dial.  There is a nominal fee for this implementation.  The connections to the modem vary based on whether a PC is used or a CRT.  Thus, even after the initial set up for one module, there may be additional charges to activate the feature for more operators.

 

The first step to activate the feature is to connect the LMS Support Department.  They deal with the hardware requirements.  In order for the program to function with auto-dial, the feature must be activated in the Auto-Dial Control File.  The next operator set up procedure is to enter all of the local telephone prefixes into the Dial-Out Table.  This is done through the program Dial-Out Table Maintenance.  After the software and hardware requirements are met the auto-dial feature is available to be used.

  

 

 

Enter Data  (Cont'd)

 

Automated Activity Entry Screen  (Cont'd)

Dial Out

 

Enter Procedure Choice

 

 

Enter a D to have the system automatically dial the customer phone number.  If the automatic dial-out feature is not activated at your site, the prompt This Function Is Not Available displays and the cursor returns for re-input.

 

The phone number that is dialed is the phone number stored in the Prospect File.

If the number found is invalid or blank, the message:  Invalid Telephone Number - Revise in Prospect File Maintenance appears.  A number is considered invalid when the stored phone number is not at least 10 digits long.  The proper phone number format is 608-784-8400 or 6087848400.  After the D is input, the program displays the full phone number, however, the area code is stripped prior to the system dialing the phone number if the prefix and area code are defined in the Dial-Out Table.  This is used for local toll free calls. 

 

  

Enter Data  (Cont'd)

 

Automated Activity Entry Screen  (Cont'd)

Dial Out  (Contd)

 

When a valid number is found, the message Dialing ### appears.  The number that is dialed is displayed.  At this point, the system begins dialing the modem commands and the phone number.  After the wait, a Pick Up the Telephone message is displayed.

 

 

  

 

 

Enter Data  (Cont'd)

 

Automated Activity Entry Screen  (Cont'd)

Dial Out  (Contd)

 

At this point, the system should have had enough time to dial the phone number.  The operator needs to pickup the line.  If the operator does not pickup the line within the wait time defined in the Auto-Dial Control File, the line goes dead.  After the messages are displayed, the cursor returns to the  Enter The Procedure Prompt.  At this point, if the call went through successfully, the operator can continue to enter enter information for this cusotmer.  Otherwise, when picking up the phone, the operator may discover that the line is busy and need to redial by typing the D for dial again.