Telesales Activity Inquiry

Telesales Activity Inquiry is found on the Tele-Sales Inquiry menu, 2-7.  The inquiry includes all Tele-Sales Activities for each prospect.  This is very helpful to review past contact activity entries.  The most current activity appears first.  All information and comments stored in the activity are included on the inquiry.  The inquiry can also be printed.

 

Tele-Sales activity contacts remain on the system until they are purged through the Activity History Purge or deleted through Activity File Maintenance, see Section IV.

 

Enter Data

 

The printer selection screen appears to select a printer if the inquiry is printed.

 

There are five ways to access the prospect and it's activity.  They are to input the actual prospect number, select an individual prospect by accessing the master prospect, or perform an alpha name search, customer number search, or phone number search.

 

The access prompts are as follows.

 

Pros #/Name:              Cust #/Phone:

Telemarketer Or A'll:

Display M'aster Or I'ndividual:

 

 

Entering an E or a / slash at all of the above prompts exits the inquiry.  An up arrow key to go back one space may be entered at all of the above prompts.

 

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

 

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

  

 

 

Enter Data  (Cont’d)

 

 

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

  

 

 

Enter Data  (Cont'd)

 

Pros #/Name:       Cust #/Phone:

Telemarketer Or A'll:

Display M'aster or I'ndividual:

 

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

 

Telemarketer Or A'll:

 

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

 

In all of the 4 above described prospect access methods, the cursor proceeds to the following prompt once you have input the access data and entered the telemarketer number or all.

 

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.  If you want to display master prospects only, enter a M.  If you want to display master and individual prospects, enter an I.  When you have input a specific prospect number and you enter an I for individual, you access that prospect and it's data in the Activity Inquiry 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 and you bypass the searches and immediately access the prospect.

  

 

 

Enter Data  (Cont'd)

 

When you enter a M for master, only master prospects appear to choose from.  Selecting one of them displays the individual prospects that are assigned to the chosen master.  The master prospect also redisplays.  This is the fifth way of accessing prospects.  You are basically accessing the individual records by selecting the master prospect.  In the example, master prospect number 47338 is selected.  The individual prospect that is assigned to 47338 is displayed, which is 47340.  Note:  The master 47338 is also redisplayed and is noted with an * asterisk.  Keep in mind that if you entered a specific telemarketer number, only prospects that are assigned to that telemarketer are displayed.  If you accessed the master prospect with an alpha search, or customer or phone number search, they do not display unless the individual prospects have the same telemarketer.  In the example, the master prospect 47338 is accessed by the customer number.  This prospect is selected.  The individual prospects display  Note:  All of the individual prospect records display from the master if the master is accessed by prospect number.  Also keep in mind that if you input a specific prospect number and then input a M for master, no prospects display if the specific prospect that you entered is not a master prospect.

 

  

 

 

Enter Data  (Cont'd)

 

Display M'aster Or I'ndividual:

 

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

 

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

 

 

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

  

 

 

Enter Data  (Cont'd)

 

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

 

 

Also if you look at the sample on page 479 you see that prospect 47339 is not included.  That is because this prospect is assigned a different customer number, than the master prospect 47338 and the other individual prospect 47340.

 

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

 

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, 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.

  

 

 

Enter Data  (Cont'd)

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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 6 choices.  The second prompt appears when the selections are greater than 5 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 reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  One of the two following prompts 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)

 

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

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

 

The first prompt appears until the last selection screen is reached.  The second prompt 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 desired master prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  Enter a P for previous to go back one screen of prospect choices.  You may go back and forward as many screens as exist.

 

When the prospect choice selection screen is displayed for individual prospects or you have selected a master prospect from the master prospect selection screen, the cursor is at one of the 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 6 choices.  The second prompt appears when the selections are greater than 5 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 prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  One of the two following prompts appears.

 

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

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

  

 

 

Enter Data  (Cont'd)

 

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 desired prospect number that you want to access.  If a number is input that does not exist, the prompt Selection Is Out Of Range appears. The cursor returns for reinput.  Enter a N for next or carriage return to accept the default of a N for next to view the next screen of prospect choices.  Enter a P for previous to go back one screen of prospect choices.  You may go back and forward as many screens as exist.

 

Once a prospect is selected or input, any comments that are stored in Prospect File Maintenance for that prospect are displayed.  The cursor is at one of the two following prompts.

 

Press 'CR' To Continue

Press 'CR' To Continue Or C'ancel

 

 

The first prompt appears if the prospect comments are less than 15 lines.  Entering a carriage return accesses any activity.  The second prompt appears if the comments exceed 14 lines.  Entering a C to cancel displays the activity.  Entering a carriage return displays the rest of the comments and then the activity is accessed.

  

 

Enter Data  (Cont'd)

 

If there are no prior activity entries, the prompt No Activity For This Prospect appears.  The cursor returns to the Additional Inquiries (Y/N) prompt.  When there is at least one prior activity entry, the cursor is at one of the two following prompts.

 

Do You Want A Printed Copy (Y/N)

Display N'ext, Or E'nd: N

 

 

The first prompt appears when there is only one screen of contacts.  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 access the Do You Want A Printed Copy prompt.  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:

 

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 exist.  Enter an E to access the Do You Want A Printed Copy prompt.

 

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 following prompt appears.

 

Additional Inquiries (Y/N)

 

Enter a Y to return to the Pros #/Name: prompt for input of another prospect.  Enter a N for no to exit the inquiry.

  

 

 

Program Results

 

The Tele-Sales Activity Inquiry heading displays or prints the following information for the prospect that you are accessing.  See the following example.

 

 

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

 

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

 

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.

 

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

 

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

 

Ext.:  The phone extension number from field 22 in Prospect File Maintenance.

 

Customer:  The prospect's A/R customer number, field 3 in Prospect File Maintenance.

 

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

 

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

 

Next Contact Date:  The next contact date that is stored in field 42 in Prospect File Maintenance.  This is the date that you are supposed to contact the prospect.

  

 

 

Program Results  (Cont'd)

 

User Def-20:  Whatever is stored in field 12, User Def-20 in Prospect File Maintenance.

 

User Def-10:  Whatever is stored in field 13, User Def-10 in Prospect File Maintenance.

 

C Prc:  A Y appears if contract pricing is available on this customer.  A N appears if it is not.  The field that is used is field 26 in the Accounts Receivable Customer File Maintenance program of the assigned customer number in the Prospect File.

 

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

 

The following information appears or prints for each activity record found.  The most current activity displays or prints first.

 

Date  The date the contact was made.

 

Tm # Telemarketer  The number and name of the telemarketer that made the contact.

 

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

 

Order No.  If an order was entered on the activity, the assigned order number appears.

 

Order Amt.  The total dollar amount of all of the items that were entered on the order.  This is the amount of the items on the original entry of the order.  Any Order File Maintenance or voiding of the order is not reflected.

 

All of the contact messages display.