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IN-CONTROL [TM] THE BUSINESS TOOL THAT PUTS YOU IN CONTROL Of your marketing information-- --on persons --on activities IN-CONTROL [TM] Table of contents Contents Pages User License Agreement................................................. Benefits of using IN-CONTROL [TM].....................................I Questions answered by this program..................................III Installation.........................................................VI Preface to the Tutorials............................................... Tutorial 1: Creating 1 new record in the Person File..................1 Tutorial 2: Adding 2 records into the Activity File...................8 Tutorial 3: Creating expense reports from those 2 activities.........19 Tutorial 4: Creating appointment schedules...........................25 Tutorial 5: Search through data......................................33 Tutorial 6: 'Layer-in' concept.......................................43 Registration Card............................................Appendix A Service Agreement............................................Appendix B ACS User License Agreement: ACS 2116 E. Arapaho, Suite 226 Richardson, TX 75081 September 1, 1986 You may: a. Use the program on a single microcomputer on which the package was designed to operate. b. Copy the documentation or object code in whole and distribute it to any other user who wishes to evaluate this software prior to their becoming a Registered User. c. Become a Registered User by sending a check or money order for $ 49 to ACS. Warranty Disclaimer: Limitation of Liability Limit of Liability: Neither ACS nor Juskovitch Corporation shall have any liability or responsibility to you, the customer, or any other person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by the ACS IN-CONTROL [TM] Person an Activity tracking system provided by Juskovitch Corporation or ACS, including, but not limited to interruption of service, loss of business or anticipatory profits or consequential damages resulting from the use or operation of ACS IN-CONTROL [TM]. Neither Juskovitch Corporation nor ACS make any warranty, express or implied, with respect to the enclosed documentation, including, without limitation, any user's manual, reference manual, software program, or software disks, or their performance, merchantability, or fitness for any particular purpose. Proprietary Notice: This document and the software described herein are the proprietary and trade secret information of ACS and Juskovitch Corporation. They have been provided pursuant to this agreement containing restrictions on its use. The program documentation, program design, and design of program screens are also protected by federal copyright and trademark law. None of these items may be incorporated into any other program or programs, in part or whole, without the express prior written permission of ACS. Trademark: IN-CONTROL [TM] is a trademark of ACS. Service: All service and user support are provided as per the ACS Service Agreement. Acknowledgment by user and acceptance of liability: You acknowledge that you have read this agreement and understand it and agree to be bound by its terms and conditions. You further agree that it is the complete and exclusive statement of the agreement between us which supersedes any proposal or prior written agreement, oral or written, and any other communications between us relating to the subject matter of this agreement. BENEFITS of Using IN-CONTROL [TM] BENEFITS: 1) On line documentation: EVERYTHING IS ON-LINE! This is a powerful system, but all information you need is on-line. At every main level or menu, there is a HELP screen. 2) Speed of data search: FAST SEARCH CAPABILITY ***FAST SEARCH OPTION--lets you retrieve names, activities, or messages by any word or words that you entered into the comments section--from last week or 5 years ago! Other search options include first or last name, phone number, city, or zip code. FAST! FAST! FAST! You can retrieve summary information on 10 consecutive people out of 1,000,000 in 8 seconds! 3) Rolodex features ***An electronic Rolodex with detail information on people: name, address, zip,city, comments, and 'referred by'--for up to 1,000,000,000 of them! The Person file contains all of those names that you would normally put into a Rolodex system. From this list you can generate reports sorted by name, address, city, zip and phone number. 4) Appointments: Ability to annotate appointments before and after the fact. A reminder of todays' appointments and commitments, with full notes made at the time of information input. Ability to annotate expenses and keep an expense log for all activity and appointments. APPOINTMENT SCHEDULES AND GRAPHICS 4 different appointment schedules, including 'TODAY'S APPOINTMENTS', as well as an on-line graphics display of appointments for any 14 day period. benefits - page I 5) Keep "layers" of data separate. "LAYER-IN" ABILITY ***This feature allows you to "layer-in" lists of names from other sources, and still keep all reports and labels separate! This means that if you have 1,000 names in the electronic Rolodex and you purchase a list of prospects from someone that has 10,000 names, you can enter them into the program and yet keep them separate from the original 1,000 when generating labels or reports. All told, you can "layer-in" 99,999,999 different layers or groups of prospects, without one layer overlapping the other when you produce labels or reports! In this way, the program is flexible enough so that it will have multiple uses for you. 6) Other: SECRETARIAL INPUT: In your absence , he or she can input into your appointment system. Later you can create appointment schedules. ALL REPORTS FIT INTO A STANDARD BRIEFCASE! All of the reports are printed out on standard 8 1/2" by 11" computer paper (at 12cpi) , so that you can carry this information with you when you are on the road. This frees you from having to be tied to your computer in order to retrieve prospect data. For example, while you are in a hotel room at 10PM, you can refer to your reports to answer questions such as: "Who are my prospects in Denver, the names of the contacts at each company, their phone numbers, and what comments have I recorded about them in the electronic Rolodex as well as on any subsequent prospecting phone calls I made to them?" SYSTEM REQUIREMENTS AND PROGRAM SPECIFICATIONS: Hardware required: IBM PC, PC-compatible, or MS-DOS computer 384 KB memory 2 floppy drives Specifications: DBASE III [TM] compiled (stand alone product, nothing extra required) 1,000,000,000 records per file (person or activities) 99,999,999 categories or "layers" of data permitted benefits - page II QUESTIONS PEOPLE ASK: Business people ask questions about performance and Specific Applications BUSINESS PEOPLE ASK: "Does a menu-driven system exist that meets my needs?" The answer to all of the following questions is: "Yes, yes, yes: IN-CONTROL [TM] does." A TICKLER FILE: "My needs are simple. My appointments are mostly of a short-term nature, no more than 4 to 5 weeks in the future. About 10 percent of them are rescheduled, but by and large the quantity of information I deal with is limited. All I want to do is to push one button every morning and generate a one-page report that fits into my briefcase and shows me all appointments for that day, along with a lengthy comment for every appointment, entered at the time the appointment had originally been made. In this way, I know what I have to do that day. Before each appointment, I can brief myself from the comment that appears below each person or company whose name appears on the daily appointments schedule. Does any system like this exist." LONG CLOSE CYCLE: "I market a product to Utility companies that has a long close cycle. Each sale and all of the presentations that precede the sale are a team effort, yet we have a hard time coordinating the appointments and presentations that our customers. Is there any simple way to coordinate these activities and is there a tool that allows one member of the team to make appointments that will then be easily communicated to the other members of the team in a standardized format?" EMPLOYEE TURNOVER AND TRAINING: "When an employee leaves our division, he or she has been acting in a specialized capacity on a team that deals with the customer. Once that person leaves, we go through the same cycle every time. Since we have not standardized the way each person tracks their activity with the customers, each employee keeps a folder or folders in their desk. When they leave, nobody has time to look at those folders and the replacement employee can't make any sense out of what is in the folders. Hence, the training and replacement phase in employee turnover seems to be slow and expensive. Is there a tool that standardizes the information kept on activities performed for customers and then presents that data in a form that new employees can use to brief themselves?" questions - page III MANAGING MAILING LABELS: "I have a tough time managing my mailing labels. When my business first began, I used a software program that created labels for my 500 customers. Then I purchased a mailing list with 5000 names. Since then, I have had 3 different advertising campaigns, each with an average response of 2000 names. I now have 11,500 names in the program. The last time I tried to print out labels, the program tried to print out all of them before the printer ran out of labels! Look, I have 5 different blocks of data, but the program doesn't know that. Is there any program that can group my data, whether I have 5 blocks of data or 99,999,999 blocks, so that I can select which of those groups to print out? Once I get that under control, I would then like to be able to select mailings to one zip code, a range of zip codes (such as south Florida), one company letter, or a range of companies (such as all "T"'s, or all "F"'s through "T"'s). Is there any menu-driven program that will give me these features within any one block of data, as well as for all of the blocks combined, at my option?" MULTIPLE COMMITMENTS MADE TO ANY ONE CUSTOMER: "I am a supervisor in a service area. Some of my customers require multiple commitments. In effect, I have to create an individual schedule for each one that shows what I committed to do. This process is time consuming, difficult to update, and prone to error. Also, each employee has his or her own way of doing this. For example, one customer may have a service problem that requires we commit to sending a technician to their site every third Thursday for 4 months starting this Christmas. Another customer may require service every seventh Wednesday for 6 months, beginning next September 1. Yet another client may need service on a date of the month instead of day of the week, such as on the 1st, 3rd, 9th, and 21st of every month beginning in next June and continuing for 18 months." "Is there a system that will automatically generate the activities and appointments for any one customer for any period of time, for either the day of the week or the date of the month, and will give me the choice of any sequencing, such as every week, every 3rd week, or every 15th week? Does any system exist that will do all of this with less than 10 words of direction from me?" TRACKING EXPENSE DATA: "After I set up my appointments, is there a simple way to go back to those records, enter an expense item and then later summarize those expenses by customer, for any period of time, by salesman or customer support person? Does a menu-driven program exist that can do this for me?" questions - page IV TRAVELING SALESMEN: "When I'm on the road, I often need this type of information: Who are our prospects in Denver, what activities or appointments have occurred in the past with each one, and what comments did the salesperson make at that time? Is there a painless way to just push a button and have reports in my briefcase, on standard 8 1/2 by 11 inch paper, that give me this data? Also, in my absence, is there a way my secretary can take inquiries from prospects and record them into a system that requires no learning on her part and yet generates a report upon my return of who called and their comments. Does a product exit that does all of these things?" COLLECTIONS OFFICER IN BANK "I'm a collections officer in a bank. We have a hard time tracking collections activity: on whom have we called and what activities have occurred with each customer? Does a simple, menu-driven system exist that would allow me the flexibility of modifying an off-the-shelf software package to do what I need done in a bank? Further, can I make these modifications once from a menu and from then on the program would remember my unique nomenclature. I guess what I really want is a way of standardizing the way we track collections activity." questions - page V INSTALLATION: Instructions for Installing IN-CONTROL [TM] INSTRUCTIONS FOR MANUFACTURING AND INSTALLING IN-CONTROL [TM] if you captured these files from a bulletin board: A) Manufacturing an executable program Overview There are 4 steps to creating an executable program. 1) If you captured this program from a bulletin board, you should have these four files: SALE-A.ARC <=== Help & support files (if floppy, drive A) SALE-B.ARC <=== Executable code (if floppy, drive B) SALE-C.ARC <=== Executable code (if floppy, drive B) SALE-D.ARC <=== This tutorial These 4 large files are the ACS IN-CONTROL [TM] Libraries. 2) Split-out (or un-archive) the individual files from these 4 Libraries. 3) SALE-D.ARC contains this documentation file, SALESDOC. To print it out, make sure your printer is on line and the paper is set to the top of form. Then enter: COPY SALESDOC LPT1: 4) Run ACS-PERS.EXE B) Manufacturing an executable program: Procedure for a Hard Disk Step 1: Capture the 4 ACS IN-CONTROL [TM] Library files from a bulletin board system with your modem. Step 2: Create a subdirectory on your hard disk named 'ACS' and move the 3 Libraries into it. This step then requires a public domain utility called ARC.COM or ARC.EXE. Multiple versions of this exist. If, for example, you are using ARC50.EXE, then the commands to split out the files would be: C>ARC E SALE-A.ARC C>ARC E SALE-B.ARC C>ARC E SALE-C.ARC C>ARC E SALE-D.ARC The 'E' stands for Extract. Step 3: After all of the individual files have been split out from the 4 Libraries, you are ready to execute the program that will make your system operational. To do this, execute: C>ACS-PERS <======this file will reside in your ACS subdirectory. Installation - page VI C) Manufacturing an executable program: Procedure for a Floppy-based system Step 1: Capture the 4 ACS IN-CONTROL [TM] Library files from a bulletin board system with your modem. Step 2: Each library will require one 360 KB disk. The library with documentation, SALE-D.ARC, contains this tutorial and is used only for you to print it out. To print out the tutorial file, SALESDOC, make sure your printer is on line and that your paper is set to the top of the form. Enter this command: COPY SALESDOC LPT1: The other 3 libraries, SALE-A.ARC, SALE-B.ARC, and SALE-C.ARC, contain the executable program and support files. This step then requires a public domain utility called ARC.COM or ARC.EXE. Multiple versions of this exist. You must, however, use version 5.0 or later. Create three formatted floppy disks, each with a copy of your archive program, such as ARC.EXE. Label the first disk 'ACS Person System HELP DISK: Drive A', the second one 'ACS Person System PROGRAM DISK: DRIVE B:', and the third disk label 'ACS Person System TUTORIAL'. Make sure that the first disk is formatted as 'bootable, and contains 'COMMAND.COM'. [You create a 'bootable' disk with this format command: FORMAT A:/S] Step 3: Place SALE-A.ARC into drive A. Place your first disk, labeled 'ACS Person System HELP DISK' into drive B. Enter the following command: B>ARC E A:SALE-A.ARC <=='E' means 'extract' This will take the one large archive file on drive A and split it into many little files on drive B. Step 4: Place SALE-B.ARC into drive A. Then put your second formatted disk labeled 'ACS Person System PROGRAM DISK' into drive B, and enter the following command: B>ARC E A:SALE-B.ARC Stop 5: Place SALE-C.ARC into drive A. With the 'ACS Person System PROGRAM DISK' still in drive B from Step 4, enter the following command: B>ARC E A:SALE-C.ARC Step 6: Place SALE-D.ARC into drive A. The insert the third formatted disk, labeled 'ACS Person System TUTORIAL', into drive B, and enter the following: B>ARC E A:SALE-D.ARC Installation - page VII Step 7: Now go back to each of your 3 formatted disks and remove ARC.EXE from each of them. Step 8: Place the 'ACS HELP DISK' in drive A and the 'ACS PROGRAM DISK' in drive B. Go to drive A and execute the following command: B>ACS-PERS -----------------Help Screen------------------- HELP SCREENS Many of the menus have a HELP option. To access these, just push the "H" key (no quotes, no [RETURN] key). By using your arrows and [Pg Up], [Pg Dn] keys, you can move around the HELP file. When you are finished looking at the HELP screen, enter [ESC] to return to the main program menu. Almost every menu has a HELP screen. Some menus have another assistance-type screen called SAMPLE REPORTS or SAMPLE LABELS. To access these, you would enter an "S". One menu may branch down to a number of other menus. Think of these as branches on a tree. Regardless of how far down the tree you go, you can always return to the next higher level by typing an "R". By typing an "R" repeatedly, you can always return back to the beginning, the Main Program Menu. Installation - page VIII INSTRUCTIONS FOR INSTALLING IN-CONTROL [TM] Three ready-to-run disks The disks are labeled: Disk 1: SALES-A <--- This is the 'HELP' disk Disk 2: SALES-B <--- This is the 'PROGRAM' disk. Contains ACS-PERS.EXE & ACS1OV.OVL Disk 3: SALESDOC <--- This is the Tutorial -----If you run this program on a floppy-based system:----- Disk 1 should be formatted as a 'bootable' disk. If not, copy the files from SALES-A to a disk that you have formatted with this command: FORMAT A:/S To verify if your disk is 'bootable', check for the existence of a file named 'COMMAND.COM'. The format instruction above should have placed this file onto your 'bootable disk'. Place disk 1 into drive A and disk 2 into drive B. Disk 2 contains the executable program code, while disk 1 has the Help and support files. Enter this command from drive B: B:ACS-PERS <==== this will execute the main program Disk 3, the sales documentation and tutorial, is not used while the program is running. It contains this 60 page tutorial and can be printed out will this command: COPY SALESDOC LPT1: If you wish to browse through this text file before printing it out, you can use a utility named 'LIST.COM' that already exists on disk 3, with this command: LIST SALESDOC -----If you run this program on a Hard Disk----- Create a subdirectory on your hard disk, such as \ACS, then copy all files from all three disks into that subdirectory. From within that subdirectory, enter this command to run the program: ACS-PERS <---- will execute ACS-PERS.EXE To print out the tutorial, enter this command: COPY SALESDOC LPT1: If you wish to browse through the tutorial file, enter this command: LIST SALESDOC -----Note on "Help" options----- Many of the menus have a HELP option. To access these, just push the "H" key (no quotes, no [RETURN] key). By using your arrows and [Pg Up], [Pg Dn] keys, you can move around the HELP file. When you are finished looking at the HELP screen, enter [ESC] to return to the main program menu. Almost every menu has a HELP screen. Some menus have another assistance-type screen called SAMPLE REPORTS or SAMPLE LABELS. To access these, you would enter an "S". One menu may branch down to a number of other menus. Think of these as branches on a tree. Regardless of how far down the tree you go, you can always return to the next higher level by typing an "R". By doing this repeatedly, you can always return back to the beginning, the Main Program Menu. Installation - page IX PREFACE TO THE TUTORIALS This program relates activities to persons. It will summarize dollars spent for any activity or group of activities, for any person, for any period of time. Thus it is ideal for tracking expense data on a person or prospect, but it can also be used to summarize collections, subscriptions, or any monies received for any one person or group of persons. Before entering an activity record, you must first create one main record in the Person file. From this record will be related all activities about that person. Stated another way, you cannot enter an activity into the Activity file unless you first have an entry in the Person file. There is one exception, though. If someone is using the program in your absence, such as a secretary, the program will allow him or her to enter an unlimited number of activities for a person called 'NEW'. This exception is intended to be used intermittently in your absence and allows you to identify those activities that were recorded while you were gone. Definition of 'Company Name': In the Person file you will observe these three fields: First Name : Last Name : Full Company name of Person : Let's say that you are making an entry for 'John Doe' and he has no company name. Make these three entries: First Name :John <====enter this Last Name :Doe <=====enter this Full Company name of Person :John Doe <====enter 'John Doe' as the company name if he has no company. Observing how the program shows appointments: Bring up the program (ACS-PERS.EXE) the first time with this command: ACS-PERS. This will take you through the system installation process and will then present you with the Main Program Menu. Once you see this, exit the program with an 'X'. After you have left the program , set the system date to January 2, 1986, with the following command: C>DATE <====== enter this command Current date is Mon 12-01-1986 Enter new date: 1-02-1986 <==== enter this date A number of appointment records are in the Test Data that reflect appointments made during the 2 weeks following January 2, 1986. Now invoke the Prospect Tracking System by entering: ACS-PERS. The program will then give you an analysis of the appointments for that day, as well a graphics presentation of all appointments for the next two weeks. (It does this if you have at least one appointment for today.) PREFACE TO THE TUTORIALS Continued A Preview of the options that customize this system: Accessing the Custom Options: Let's say that you don't want the program to show you the appointments every time you bring up the program. Once you arrive at the Main Program Menu, you will observe Option 5, Other Maintenance. Enter a '5' (without quotes), and you will then be at the Maintenance Menu. At this menu, you have a number of options. Later you can come back to this part and explore the meaning of the various options by reading through the 'Help' file. For now, enter 'C' to access: C) Special features to customize this system to your needs You will then see the Custom Options Menu. For now, we are only interested in option 4, 4) Toggle initial graphics image for Appointments Before selecting option 4, let's go to the Help file to understand exactly what this option does. Do this by entering an 'H' for Help. Once you have done this, you will be in the Help file for the Custom Options Menu. Using the Up and Down arrows on your keyboard, scroll through the Help file until you come to the explanation for Option 4. After you have understood what Option 4 will do for you, select the 'ESCAPE' key to exit from the Help file. You will then be back at the Custom Options Menu. For now, enter '4' once and watch the screen. The message to the right of Option 4 will change from [now on] to [now off]. After you have observed this change, select '4' once more so that [now off] becomes [now on], thereby restoring the original setting. Later on, when you become more proficient with the program, come back to the Custom Options Menu and experiment with the various options available to you. (You can, for example, change the name used throughout the program for Expenses to Collections or Revenues. Many of the names and titles used throughout this program can be modified through the Custom Options menu.) For the time being, return to the Main Program Menu by entering 'R' twice. Then exit the Main Program Menu by entering an 'X'. Once you have returned to your default drive, change the DATE back to the true current date with the DATE command. TUTORIAL ONE: Creating one new record in the Person File tutorial 1 - page 1 The first menu you see when you invoke IN-CONTROL [TM] is: ============================================================================= ------------------------ Person and Activity Tracking System ------------ | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= With IN-CONTROL [TM] you can relate activities to the Person File, such as phone calls to prospects or inquiries from customers. From the activities are generated future appointments, management and expense reports. PURPOSE OF TUTORIALS: The purpose of these tutorials will be to show you how the Person file integrates with the Activities file and how reports and expense summaries are generated from them within IN-CONTROL [TM]. tutorial 1 - page 2 ============================================== | Adding a Record to the Person File | =============================================== Let's say that you acquired the business card, below, from someone at a recent trade show. BUSINESS CARD: ----------------------------------------------------------- | Paul Bowen | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card is scribbled the note: "Sells to OEMs only." To bring this into IN-CONTROL [TM], go to the Main Program Menu, then invoke '1' for the Person File. You will then see: ============================================================================= | Person and Activity Tracking System | | PERSON FILE ---------------------------------------------------------- | | ---------------------------------------------------------- | | | A to ADD data | | G to GET/EDIT data | | | | | | L to print mailing LABELS | | | | H for Help/Tutorial on Person File | | | | R to RETURN to main menu | | | ---------------------------------------------------------- | | PLEASE ENTER YOUR CHOICE : | ============================================================================ tutorial 1 - page 3 Enter an 'A'. You will see the blank screen as below. ============================================================================= ---------------------- Person and Activity Tracking System -------------- | | Date / / | Name of Contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name : Last Name : Full Company name of Person : ****Address of Person **** Address1 : Address2 : City : State TX Zip Code 0 Phone Number :( )000-0000 Comment one : Comment two : Referred by : Date expenses were last summarized : / / Time of update : Summary of expenses for this Person, all activities : 0.00 Category Selected 1 MAKE AS MANY ENTRIES AS YOU WANT. | WHEN DONE ENTER BLANKS FOR COMPANY NAME | | ============================================================================= You can add data into this screen just by moving your cursor around. After you have finished entering data, hit the 'ENTER' or 'RETURN' key enough times so that you go to the end of the screen. You will then automatically move to the next screen. In this manner, you can enter one screen (or record) after the other. If you want to stop entering data, leave this field blank that says: Full Company name of Person : This field is important because the computer keeps track of each record by the name that you enter here. Later on, when you want to search for an existing record, you have to enter the name that you had originally entered. Anyway, enter the data from the business card that you saw earlier. Make sure that you enter 'ACS' (all caps) for 'Full Company name of Person'. The program uses this item to search for other data. When you come to the field named 'COMMENT1', enter the handwritten comment written on the back of the card: "Sells to OEMs only". Later on, you can search for any of the keywords, such as "OEM" or "Sells". You would do this from the Main Program Menu, Search Through Data, option 6. For now, just enter the text as shown, then push the [RETURN] key enough to go to the bottom of the screen. When you are finished, you will see this on the bottom of the screen. MAKE AS MANY ENTRIES AS YOU WANT. WHEN DONE ENTER BLANKS FOR COMPANY NAME Press Any Key When Ready tutorial 1 - page 4 When you push the [RETURN] or [ENTER] key again, you will see another blank screen. The program assumes you are finished entering records when you leave this field blank: Full Company name of Person : Since you are now looking at a blank record, push the [RETURN] key enough times to go to the bottom of the screen, or, as a short cut, hold down these two keys at the same time: [CONTROL] [C]. This has the effect of 'flipping' to the bottom of the screen during data entry or edit. This is true wherever you are in the program. ============================================== | Returning to the Person File Menu | =============================================== Now go to the "G" option. You should see (with slightly different data): ============================================================================= | Date 04/15/86 | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. | First Name :John D. Last Name :Cauble, Jr. Full Company name of Person : Accounting & Tax Service ****Address of Person **** Address1 :11056 Shady Trail Address2 :Suite 101 City :Dallas State TX Zip Code 75229 Phone Number :(214)357-5454 Comment one :He is the accountant who does some work for Lolir Lectronics Comment two :(also call (214) 357-5461) Referred by : Date expenses were last summarized :01/01/01 Time of update :11:22:20 Summary of expenses for this Person, all activities : 0.00 Category Selected 1 ENTER N FOR NEXT, P FOR PREVIOUS | S FOR SEARCH, M FOR MORE COMMANDS | RETURN EXIT F7 MULTI PRINT | ============================================================================= This is the screen that you saw a second ago, but with some other commands at the bottom: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT F7 MULTI PRINT This means that if you enter an "S", you can search for a record. If you enter an "N", you will go to the next record in the file. If you re-enter a "P", you will go back one record, to the prior one. We'll come to "M" in just a minute. tutorial 1 - page 5 For now, enter "S". You should hear a beep, and the screen will then go blank. Note that the cursor has now moved to the this line (or field): Full Company name of Person : Enter the letters 'ACS' (all caps), followed by a [RETURN]. The program should show you the record for the company whose information you entered earlier from the business card. When you search for records, you use the company name to retrieve any record. The company name is important because, with this piece of information, the computer can locate any record in the file. The company name must have the same capitalization as you originally entered it. If you wish, you can make a partial entry. For example, let's say that you had originally entered "General Motors". If, in searching for this record, you entered "Ge", you would find it, or a record close enough to it that you could use the "P" and "N" option to find it. Why would you have a close match, but not a perfect one? Let's say that you had originally made two entries: "General Motors" and "General Foods". If you searched for "Ge", the first record satisfying this requirement would not be "General Motors", but "General Foods". But right behind it would be the record for "General Motors", just like in a 3 by 5 card box. Anyway, with the "S" option, you can search anywhere you want, but you must always put some value there, not just a blank. If the computer can't find any match at all, it will say: NOT FOUND TRY AGAIN(Y/N)? If you want to try again to search for another record, enter "Y"; otherwise, enter an "N" for no. After entering the "N", you will be back to the prior menu, on the bottom of which is: ENTER N FOR NEXT, P FOR PREVIOUS S FOR SEARCH, M FOR MORE COMMANDS RETURN EXIT F7 MULTI PRINT Enter an "M" for more commands. You will then hear a beep and some new commands will appear: ENTER E TO EDIT, D TO DELETE, P TO PRINT, PRESS RETURN WHEN DONE If you wish to edit this record, enter the "E". After doing this, you will hear a beep, the screen will blink, and you should see this message on the bottom: ENTER ALL CHANGES tutorial 1 - page 6 When you see this, it means that you can move around the screen as much as you wish using the arrows or hitting "ENTER". Make any changes you wish. When you come to the end of the screen, you will then see: ANY MORE CHANGES (Y/N)? N If you say "Y", then you can continue making changes to this record. Otherwise, by entering an "N" , or just by hitting "ENTER", you will then see this again: ENTER E TO EDIT, D TO DELETE P TO PRINT PRESS RETURN WHEN DONE If you wish to delete this or any record, enter the "D" option. You should see: ENTER E TO EDIT, D TO DELETE, P TO PRINT ARE YOU SURE(Y/N)?N This system automatically inserts an "N" to this answer unless you override it by entering a "Y". If you do enter a "Y", you will then see: ENTER E TO EDIT, D TO DELETE, P TO PRINT PRESS RETURN WHEN DONE Press "ENTER". After you go back one or two screens, you will then be back to the main menu for the Person File. Note that you enter the "R" option to get back to the last menu. This is true from any menu. "R" will get you back to the last menu. After entering an "R", you should have returned to the Main Program Menu. tutorial 1 - page 7 TUTORIAL TWO: Adding two records into the Activity file for the one record just entered into the Person file tutorial 2 - page 8 ADDING RECORDS TO THE ACTIVITY FILE: TUTORIAL FOR ACTIVITIES FILE OVERVIEW The Activities file serves 3 purposes: 1) As you contact people over the phone, the screen will identify to you detail information on that person as soon as you input the company name into the Activity screen, or the first few letters of the company name. 2) In your absence, your secretary may be receiving inquiries for you. In those cases where the caller already has a record entered into the Person file, your secretary will see all of the detail information about that person in 2 seconds. If, on the other hand, that inquiry is from a person not known to you, your secretary will then be able to enter a message plus some more detail information, such as name, address, and zip code. This achieves two objectives: a) You or your secretary can input data into the Activity file on any person, regardless of whether or not they are already in the Person file. b) Messages taken in your absence into the 'NEW' category will not be lost but will be grouped together in the activity reports, with their comments and phone numbers. In this way, you can follow up on all inquiries made in your absence, even if your secretary recorded partial messages. 3) All of the activities--both incoming inquiries and outgoing prospecting calls--will generate reports, sorted by name, dates, company name, comments, that will help you track and then follow up on those calls. Observe that if the person is already in the Person file, a lot of information is displayed either to you or to your secretary, but you input only 3 new items per activity: "COMMENTS", "DATE OF NEXT APPOINTMENT OR COMMITMENT", and "EXPENSES FROM THIS ACTIVITY". tutorial 2 - page 9 From the Main Program Menu, you should see this screen: ============================================================================= | ------------------------ Person and Activity Tracking System ------------ | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= Select option 2, Activities File. You should then see this menu: ============================================================================= Person and Activity Tracking System | | Activity File | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 1 to automatically make future activities | | (for Appointments) | | 2 for four week/99 year universal calendar | | | | H for Help/Tutorial on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================ tutorial 2 - page 10 ====================================================================== | ADDING A 1ST RECORD: | | CALLER OR PERSON ALREADY IN PERSON FILE | | | | | | (inquiry made to you or your secretary from an existing prospect, | | or prospecting call that you make to your prospect) | | This example uses the TEST DATA that comes with the demo. | ====================================================================== (A to ADD data) When you invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= -------------------- Person and Activity Tracking System --------------- | Activity File | | Full Company Name for Person :NEW (defaults to NEW. If you are finished entering records, | touch the space bar three or four times to remove the NEW) | | ============================================================================= Let's say that you have a prospect named "ACS" in the Person file that you are about to call, but that you have forgotten how it is spelled. In this case, enter just the first letter, or "A" (without the quotes), and the program will search for all companies that begin with that first letter. Full Company Name for Person :A Observe that as you typed in the "A" over the word "NEW"" (the default name), you could also enter the space bar once or twice to clear out the 2 characters following "A", although you don't have to do this. Whatever letter appears first will dictate the search for similarly named companies. [NOTE: Here are the three alternate events that could occur as you enter a name or letter into the blank spaces on the above screen. 1) The program looks to see if the word "NEW" is there. If so, it sets up a 'NEW" record. (or) 2) You type in a name that is in the Person file. The program then retrieves all detail information and displays it to you. This set step is described in a few lines. (or) 3) You enter a company name that the system doesn't recognize. It then takes the first letter that you entered, in this case "A", and searches the Person file for all companies beginning with that name. The program then presents that list to you, along with first and last name of the contact, and his or her phone number.] tutorial 2 - page 11 After you have typed in an "A", you will see the following screen: ============================================================================= The system could not find your entry. | | These are the records in the Person File that begin with the first | letter of the name you just inputted. They appear with the name of the Person, followed by the first and last name of the contact. When you input the name of the Person, the spelling and capitalization should be exactly the same as the entry in the Person File. [To change search width of 1 character(s), go to the Maintenance Menu, option 9] ACS : Paul Bowen, (214)690-6017 Accounting & Tax Service : John D. Cauble, Jr., (214)357-5454 Addmaster/Marchant : Hugh Clary, (818)358-2395 | Press any key to continue... | | ============================================================================= The first record is the one you just inputted. The second and third records are from the Test Data that comes with this demo. Remember the correct spelling of the Company name. After you press any key, you will then see the following screen: ============================================================================= ----------------- Person and Activity Tracking System ------------------ | Activity File | Full Company Name for Person :NEW Observe that at this menu, you must enter either the word "NEW"(without quotes) or the full name of your prospect's company name, as stored in the Person file. If you are unsure of how the name is stored, enter the first letter and the program will display to you all companies beginning with that first letter. | | ============================================================================= Now enter the name "ACS" into the space occupied by the word "NEW", as in (note all upper and lower case conventions): enter this Full Company Name for Person :ACS <===================== tutorial 2 - page 12 You will then see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Bowen, (214)690-6017 | Comments from the Person Master file about ACS : Sells to OEMs only. | | | ============================================================================= The purpose of this screen is to show you the original comments from the Person file about this prospect. After you then enter any key, you will see the following screen: ============================================================================= -------------------- Person and Activity Tracking System --------------- | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Bowen Full Company name of Person : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : | Date of next Appointment 01/01/01 | How much expense did you incur on this activity : 0.00 | ============================================================================ tutorial 2 - page 13 This screen serves to collect 3 items from you: COMMENTS : (200 characters) DATE OF NEXT APPOINTMENT: <=====leave the default date alone unless you have an appointment. EXPENSES FROM THIS ACTIVITY: On this activity, lets enter the following: COMMENTS: "Show demo at 9am for modem 212A." DATE OF NEXT APPOINTMENT:"12/10/88" <=====do not use any quotes EXPENSE:"50" Later on, you can search through all of your comments for any word that you entered or any partial word by going to the Main Program Menu and invoking Option 6, Search Through Data. Once that search has identified the activity record in which that word or group of characters has occurred, it will display the full comment and prospect name to you for each occurrence. Observe also that if you enter an appointment into this screen, a whole set of appointment schedules is available to you from the Main program Menu, Option 8, Appointment Schedules. Also, any expense item you enter for this prospect can be summarized later for any prospect, for any period of time, using Option 4, main program menu, FINANCIAL REPORTS. In any case, after you have entered the information about that prospect, you will see the following line appear on the bottom of your screen: IF YOU WISH TO IGNORE THIS ENTRY, ENTER A "1" Press any key to continue... If you enter a "1" (without the quotes), then this entire record is forgotten. Otherwise, this activity record is appended to the Activity file. The reason for this is to give you the option of ignoring prospecting calls that were not completed while you waited on the phone. Note that if you enter nothing in the 4 fields indicated above, the record is still saved under that name of that prospect, unless you issue the "1" to ignore it. tutorial 2 - page 14 ====================================================================== | ADDING A 2ND RECORD | | CALLER OR PERSON ALREADY IN PERSON FILE | | | ====================================================================== You should now be back to this menu for the Activity file: ============================================================================= ----------------------- Person and Activity Tracking System ------------ | Activity File | | |--------------------------------------------------------| | | |========================================================| | | | A to ADD data | | G to GET/EDIT data | | 1 to automatically make future activities | | (for Appointments) | | 2 for four week/99 year universal calendar | | | | H for Help/Tutorial on Activity File | | | | R to RETURN to prior menu | | | |--------------------------------------------------------| | PLEASE ENTER YOUR CHOICE : | | ============================================================================= Let's repeat the last process and add another activity record for ACS. As you again invoke the "A" option from the Activity menu, you will see this screen: ============================================================================= ----------------------- Person and Activity Tracking System ------------ | Activity File | | Full Company Name for Person :NEW (defaults to NEW. If you are finished entering records, | touch the space bar three or four times to remove the NEW) | | ============================================================================= Type the letters "ACS" over the word "NEW", followed by [RETURN]. enter this Full Company Name for Person :ACS <================= tutorial 2 - page 15 You will again see the following screen: ============================================================================= The contact for ACS is : | | Mr. Paul Bowen, (214)690-6017 | Comments from the Person File about ACS : Sells to OEMs only. | Press any key to continue... | | ============================================================================ The purpose of this screen is to show you the original comments from the Person file about this prospect. After you then enter any key, you will see the following screen: ============================================================================= ----------------------- Person and Activity Tracking System ------------ | | | Name of contact: Addressed as (Mr., Ms., Miss or Mrs.) :Mr. First Name :Paul Last Name :Bowen Full Company name of Person : ACS Category Selected 1 Activity date :08/04/86 Time :21:24:25 Address line one :2116 E. Arapaho Address line two :Suite 226 City :Richardson State TX Zip code 75081 Phone number :(214)690-6017 Comments : Date of next Appointments 01/01/01 How much expense did you incur on this activity : 0.00 | | | ============================================================================ tutorial 2 - page 16 On this activity, lets enter the following: COMMENTS: "Mail product literature and check back with prospect on Monday." DATE OF NEXT APPOINTMENT:"12/15/88" <=====do not use any quotes EXPENSE:"35" When you are finished entering these values, enter [RETURN] enough times so that you return back to the menu for the Activity file. ============== | SUMMARY : | ============== You have created two activities records for 'ACS', each with following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with prospect on Monday." Observe that you did very little data entry for each activity, even though a lot of detail information was presented to you about each prospect--information that you input only once into the Person file! tutorial 2 - page 17 ================================ | OTHER ITEMS ON THE MENU | | FOR THE ACTIVITIES FILE | ================================= ================================ | OPTION "G" | | RETRIEVING AN EXISTING RECORD | ================================= (G to GET/EDIT data) This option operates the same way as the Person file Tutorial/Help screen describes it. Once you understand how to retrieve a record using the "G" option in the Person file, then you can do the same in about any other part of the program. Observe that when you search for a record in the Activity file, you are looking for a company name, using the "S" option within the "G" screen (as described in the Person file Tutorial). You can test this by entering an "S", then adding "ACS" to the company name to search for. Once you find the first "ACS" record, you can then look at the records "behind" that first one, using the "F" and "P" options (Forward and Prior) to flip back and forth to see each record. All activity records for any one prospect are grouped together by date, then time of message. ============== | OPTION 1: | ============== (1 to automatically make future activities.) This option will allow you to create multiple activities in the future. From this menu, you can generate one activity every 3 weeks for 18 months for one person. Another possibility is to make activities every day for a 3 week period. A third example would be to create activities on alternating Thursdays for one person for 24 months. You can elect to make those activities on a day of the week, such as every third Thursday, or on a date of the month, such as making activities on the 1st, 5th, and 18th of every month for one person. The possibilities are unlimited! tutorial 2 - page 18 TUTORIAL THREE: Creating Expense reports from the two records entered into the Activity file in Tutorial 2: tutorial 3 - page 19 ============================================== | Generating Financial | | reports from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== From the Main Program Menu, you should see this screen: ============================================================================= | ------------------------ Person and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 3 - page 20 Select option 4, Expenses Report. You should then see this menu: ============================================================================= | ------------------------ Person and Activity Tracking System -------------- | | Start Date Expense Summary Menu End Date |-------------| |-------------------| |--------------| | 01/01/01 | | Please Choose One | | 12/12/99 | |-------------| |-------------------| |--------------| 1) Change Start/Stop Date of Summary 2) Select Person Being Summarized : 3) Summarize and Post all Expenses from the Activity File [must do this first before invoking the next option] 4) Generate Summary Report to Printer H) Help Screen S) Sample Summary Reports R) Return to Prior Menu Date of most recent posting: 07/13/86 Person to be summarized: ALL | Category Selected (defaults to ALL): ALL | | ============================================================================= Now select option 3. You should then see the following items on the screen: (Some of them are from Test Data.) ============================================================================= UPDATING ALL OF THE RECORDS IN THE PERSON FILE | SUMMARIZING ALL DETAIL COST RECORDS FROM THE ACTIVITY FILE | | ACS, Category is : 1 $ 50.00, occurred on 07/13/86 <======These 2 dates are when you first $ 35.00, occurred on 07/13/86 entered the records Total Expenses= $ 85.00 into the Activity File Fourcolor Data Systems, Category is : 1 $ 33.50, occurred on 03/17/86 Total Expenses= $ 33.50 Lolir Lectronics, Category is : 1 $ 40.00, occurred on 04/18/86 $ 22.50, occurred on 04/22/86 $ 18.50, occurred on 05/03/86 Total Expenses= $ 81.00 Texas Commerce Plumbing, Category is : 1 $ 21.50, occurred on 03/17/86 $ 27.50, occurred on 03/17/86 $ 40.00, occurred on 04/22/86 | Total Expenses= $ 89.00 | Press any key to continue... | ============================================================================= tutorial 3 - page 21 The first entries you see under 'ACS' are from the two activity records you entered earlier in Tutorial Two. The records that follow those two are from the test data that comes with the demo disks. For now, ignore that phrase: 'Category is : 1'. Observe that the date following 'occurred on' is the date the activity was originally entered. After entering [RETURN], you should be back to the Expense Summary Menu. If so, enter option 4: 4) Generate Summary Report to printer You will then see: ============================================================================= | | | Now sorting the files : If you wish to send this report to a text file for later viewing, enter a "1" now. Enter any other key to print out your report now, including [RETURN]. | | | ============================================================================= Enter a '1' (no parentheses). You will then see the following screen: ============================================================================= If you elect to view this file now, enter "V". Otherwise, enter | any other key, including [RETURN] | | ============================================================================= Enter a 'V' (no parentheses) to view the report that you have created. After you have entered a 'V', you should see the report that is on the top of the next page. tutorial 3 - page 22 ============================================================================= | | Page No. 1 START DATE =01/01/01, END DATE =12/12/99 | 07/13/86 SUMMARY EXPENSE REPORT sorted by name with full address, phone number, and contact printed out ** PERSON : ACS TOTAL $ = 85.00, 2116 E. Arapaho, Suite 226,Richardson, TX, 75081, (214)690-6017, Paul Bowen, Sells to OEMs only. ** PERSON : Fourcolor Data Systems TOTAL $ = 33.50, 7011 Malabar Street, ,Dayton, OH, 45459, (513)433-3780, Steve Takiff, also, call 800-3-4-color, they produce FASTBASE III ** PERSON : Lolir Lectronics TOTAL $ = 81.00, 13933 N. Central Expressway, Suite 212,Dallas, TX, 75243, (214)234-8032, Alan Lolir, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system ** PERSON : Texas Commerce Plumbing TOTAL $ = 89.00, 11056 Shady Trail, Suite,Dallas, TX, 75229, (214)357-5454, David Beard, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing | ACS HELP Keys: PgUp PgDn Arrows ESC=exit | | ============================================================================= Observe in this report that each company is followed by the information that you entered once into the Person file, including the comment. After you are finished browsing though this report, push the [ESCAPE] key once to return back to the Expense Summary Menu. Also, the program will default to summarizing all activities for persons who are in the Person file. If you wish, you can select just one name on which to summarize expenses. To verify this, select option 2: 2) Select person being summarized : tutorial 3 - page 23 If you had selected one company name, such as 'ACS', then the Expense report would be summarized on that one name only. In this way, you can focus the report on one company or on all companies that have activities with expense items entered into the Activity File. In addition to selecting by company name, you can select the time period on which you wish to summarize your expenses. This defaults to 99 years, but you can change this by selecting option 1: 1) Change Start/Stop Date of Summary With this option, you can select any period you wish, from a 2 week period that occurred 5 years ago to last months expenses. Whatever dates you select will appear on the top of the report that you then create. If you are unsure of options 1 through 4 mean, you can call up the Help file, option H), which will explain option by option what each one does. Try this now. (When you are finished with the Help screen, push the [ESCAPE] key one to come back to the Expense Summary Menu. ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Expense Summary Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the main program menu, below: ============================================================================= ------------------------ Person and Activity Tracking System ----------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= tutorial 3 - page 24 TUTORIAL FOUR: Creating Appointment reports from the two records entered into the Activity file: tutorial 4 - page 25 ============================================== | Generating Appointment | | schedules from | | the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== =================================================================================== From the Main Program Menu, you should see this screen: ============================================================================= | ------------------------ Person and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= Select option 8, Appointments. You should this message, then the following Appointments Menu: ============================================================================= The program is now doing some sorting and indexing. | Please wait until the system is finished sorting | before touching the keyboard. | tutorial 4 - page 26 ============================================================================ ------------------------ Person and Activity Tracking System ----------- | | Appointments Menu | *****Make sure your printer is on line before choosing***** --------------------- | Please Choose One | --------------------- 1) List out all prior Appointments (Occurring prior to today) 2) Produce today's Appointments 3) Print all future Appointments, excluding today's 4) Print all future Appointments, including today's 5) Display a graphics image of any 14 day prior of Appointments 6) Select your start/stop date for Appointments, then print out H) Help Screen for Appointments Menu S) Sample schedules R) Return to prior menu | | | ============================================================================= Select option 4. (Print all future Appointments, including today's). After you have selected this print option, or any print option for that matter, the program will first ask you if you want to send this report to a text file for later viewing. Answer 'yes' to this question by entering a '1'. A few seconds later, the program will then ask you if you wish to view the report now. Answering 'yes' to this question by entering a 'V'. You will then see the following report: ============================================================================= | Page No. 1 ALL FUTURE APPOINTMENTS, INCLUDING TODAY'S | 07/27/86 | ** DATE : 12/10/88 December 10, ACS, Paul Bowen,(214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Show demo at 9am for modem 212A. ** DATE : 12/15/88 December 15, ACS, Paul Bowen, (214)690-6017, 2116 E. Arapaho, Suite 226, Richardson, TX, Mail product literature and check back with prospect on Monday. | | ============================================================================= tutorial 4 - page 27 To see all of this report in the text file, you will have to scroll left and right by using the left and right arrows on the numeric keypad. You will observe, first of all, that each appointment date has its own unique comment, which is the comment that you entered each time you created an activity record. Secondly, you will observe that even though a lot of information appears for each appointment, such as name, address, zip code, and phone number, you did not have to enter hardly any of it yourself. In other words, the data that you entered once in the Person file is drawn over to each activity record that you create, without you having to re-enter it every time. In any case, to leave the report that you are viewing, push the [ESCAPE] key once and you should return to the Appointments Menu. If you wish clarification of what each of the first 4 options means, push the 'H' key for help and then browse around the Help screen, reading the definitions of options 1 through 4. When you are finished, push the [ESCAPE] key again to return to the Appointments Menu. From the Appointments Menu, select option 5: 5) Display a graphics image of any 14 day period of Appointments When you see the following menu, enter '12/10/88' as the starting date for your graphics display of Appointments: ============================================================================= | | ------------------------ Person and Activity Tracking System ---------- | Enter the starting date for your Appointments To use as the starting point for this Graphics chart. Date 12/10/88 <=============enter '12/10/88', the date of your first appointment. Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments Scale: 1.00 | | | ============================================================================= tutorial 4 - page 28 After pushing [RETURN] once or twice, you will see a graphics image on your screen similar to the one below. The numbers on the leftmost axis represent the number of appointments that you had scheduled in the past for the days represented on the bottom axis. ============================================================================= | |17 | |16 | |15 |14 |13 |12 |11 |10 | 9 | 8 | 7 | 6 | 5 | 4 | 3 | 2 ___ ____ | 1 / \ / \ | --- --- --- --- --- --- --- --- --- --- --- --- --- --- Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Appointments for 14 days Starting from 12/10/88, Saturday, December 10 | [Press any key to continue] | ------ Person and Activity Tracking System ----- | ============================================================================= Push any key to return to the Appointments Menu. In addition to the 2 activities that you have created for 'ACS', you can also, examine the 10 activities that came with your Test Data. To do this, select option 1: 1) List out all prior Appointments (Occurring prior to today) The program will again give you some options on creating a text file or printing it out now. Indicate that you want to send the report to a text file and that you want to view it now. You should then see the report on the next page: tutorial 4 - page 29 ============================================================================= | Page No. 1 PRIOR APPOINTMENTS | 07/30/86 | ** DATE : 01/02/86 January 2, Fourcolor Data Systems, Steve Takiff, (513)433-3780, 7011 Malabar Street, , Dayton, OH, See Steve at 9am for a presentation January 2, Sabet Electronics, Doug Quach, (214)783-4950, 13650 Floyd, Suite 104, Dallas, TX, Meet him at his store tomorrow for a demo. ** DATE : 01/03/86 January 3, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, John would like have a conference call with his customer to see if my service will help him (at 6PM) January 3, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, Will meet with Hugh by conference call on Friday at 3PM January 3, Micro Distribution Center, Tom Lin, (214)437-6775, 1701 N. Greenville, Suite 905, Richardson, TX, Meet Tom at 11:00 AM to discuss pricing for his new line. January 3, Texas Commerce Plumbing, David Beard, (214)357-5454, 11056 Shady Trail, Suite, Dallas, TX, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM ** DATE : 01/06/86 January 6, Accounting & Tax Service, John D. Cauble, Jr., (214)357-5454, 11056 Shady Trail, Suite 101, Dallas, TX, We recently sent him some literature. Meet with John to clarify how it pertains to his tax service (10AM) ** DATE : 01/07/86 January 7, Rex Evilsizor, Rex Evilsizor, (817)282-6977, , , Forth Worth, TX, Meet with Rex on Tuesday at 11AM to clarify his subscription system requirements. ** DATE : 01/09/86 January 9, Addmaster/Marchant, Hugh Clary, (818)358-2395, 2000 South Myrtle Ave, , Monrovia, CA, I committed to Hugh to deliver a prototype of the custom register system to him by Thursday at 4PM ** DATE : 01/10/86 January 10, North American Investment Corp., Ben Scotkin, (800)537-2580, 1951 N.W. 19th Street, Suite 200, Boca Raton, FL, On trip to Florida, meet with Ben on Friday at 10am | | ============================================================================= tutorial 4 - page 30 After you have examined this report, push the [ESCAPE] key once to return to the Appointments Menu. You will notice that these appointments were set up in the past during the period 01/02/86 through 01/10/86. To see this graphically, push option 5: 5) Display a graphics image of any 14 day period of Appointments When you come to the screen below, enter '01/02/86' into starting date box. ============================================================================= ------------------------ Person and Activity Tracking System ----------- | Enter the starting date for your Appointments | To use as the starting point for this Graphics chart. | Date 01/02/86 <==============enter '01/02/86' Enter the scale you wish to use for the Leftmost vertical axis. It defaults to 1, but you can use a decimal (such as .75) if you wish to zoom in, on your Appointments | Scale: 1.00 | | ============================================================================= The resultant graphics image will be similar to the one you did earlier in this tutorial, but with the 10 appointments displayed for the 14 day period that you requested. Do not worry that you did not set these up. The activity records and their corresponding master records in the Person file were already created for you in the Test Data as a means to give you some existing data to manipulate. In any case the bottom of the graphics image for this period of appointments will look like this: ============================================================================= Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed | Appointments for 14 days | Starting from 01/02/86, Thursday, January 2 | [Press any key to continue] | ------ Person and Activity Tracking System ----- | ============================================================================= After looking over the graphics image, push [RETURN] once to return to the Appointments Menu. tutorial 4 - page 31 ============================================== | Returning to the | | Main Program Menu | | | =============================================== You should be at the Appointments Menu. Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | ------------------------ Person and Activity Tracking System ----------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= tutorial 4 - page 32 TUTORIAL FIVE: Using the Search option to locate information tutorial 5 - page 33 ============================================== | Searching for Data | | and information | | in the 2 records | | that you added to the Activity | | File (Tutorial 2) | =============================================== In Tutorial 1, you added a record to the Person file based on this business card: BUSINESS CARD: ----------------------------------------------------------- | Paul Bowen | | ACS | | | | 2116 E. Arapaho | | Suite 226 | | Richardson, TX 75081 | | | | Phone: (214) 690-6017 | | | ------------------------------------------------------------ On the back of this card was scribbled the note: "Sells to OEMs only." In Tutorial 2 you added these two Activity records for 'ACS', each with the following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with prospect on Monday." In this tutorial you can search for any first, last, or company name that you wish. Also, you can select records based on any comment that you entered, such as '212A' or 'literature' tutorial 5 - page 34 From the Main Program Menu, you should see this screen: ============================================================================= ------------------------ Person and Activity Tracking System ---------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected : ALL | ============================================================================= Select option 6, Search Through Data. You should see the following 'Fast Search Through Data Menu': ============================================================================= ------------------------ Person and Activity Tracking System ---------- | | Fast Search Through Data Menu | --------------------- | Please Choose One | --------------------- 1) Lightning fast search through Person file (First or last name, Company name.) exact capitalization required: 2) Slower search through Person file ---exact capitalization not required --- 3) Search Activity File, exact caps or position within text not required Go through comments, first & last name, city, Person 4) Search Person File, similar to option 3. Go through comments, first & last name, city, Person H) Help R) Return to prior menu | | Category Selected (defaults to ALL): ALL | ============================================================================= tutorial 5 - page 35 If you want to know in detail what options 1 through 4 are for, then go to the Help file by selecting 'H'. For now select option 1 by typing a '1': 1) Lightning fast search through Person file You should then see this screen. It gives you a choice in searching for either the first, last, or company name. With this option, you could search for all 'Bill's or 'Smith's in your file. ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name To indicate which of the three you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, or 3 for COMPANY NAME. | | ============================================================================= Enter a '1' for First Name. You should then see: ============================================================================= | | | Fast Search through Person File (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Person name you wish to search for. If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the person file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================= tutorial 5 - page 36 Enter the first name 'Paul', followed by a [RETURN]. ============================================================================= | | | enter this | Enter your letter, letters, or word followed by RETURN: Paul <========== | | ============================================================================= You should then see the following list of records in the Person file that has a first name of 'Paul': ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: Paul | ACS : Mr. Paul Bowen, (214)690-6017 <==============program will display | Press any key to continue... this. | ============================================================================= Enter [RETURN] 2 or 3 times, so that you get back to the 'Fast Search Through Data Menu'. Then select option 1 again by entering a '1': 1) Lightning fast search through Person file You should then see this screen: ============================================================================= | | | With this option, you can search for any one of the following: First Name Last Name Company Name To indicate which of the three you wish to search for, enter a | 1 for FIRST NAME, 2 for LAST NAME, or 3 for COMPANY NAME. | | ============================================================================= This time select '3'. This will allow you to search for any company name. tutorial 5 - page 37 You should then see: ============================================================================= | | Fast Search through Person File | (First or last name, or Company name.) ----Exact Capitalization Not Required---- Enter the Person name you wish to search for. If you enter one value, then the system will show you all of the records in the file with the first letter that satisfies your search. For example, if you enter "H" then all of items that begin with H will appear. If you enter two letters, such as RI, then all of those items that have the same first two characters in your selected field will appear. Observe that in this search, capitalization DOES NOT matter in in your input and in the person file. Once you are finished with your searches, enter 'RETURN' without any values. | | Enter your letter, letters, or word followed by RETURN: | ============================================================================ This time enter a 'A', as below, followed by the [RETURN] key: ============================================================================= | | | Enter your letter, letters, or word followed by RETURN: A <============== | | ============================================================================= You will then see this list of companies that start with the letter 'A'. Observe that 'ACS' is the record that you entered into the Person File earlier in Tutorial 1, while the other 2 records are the Test Data that came with this tutorial. If you had entered 'ACS' instead of 'A' in your search, then the program would have listed out the one record that met your request, 'ACS'. ============================================================================= | | Once you are finished with your searches, enter 'RETURN' without | any values. Enter your letter, letters, or word followed by RETURN: A ACS : Mr. Paul Bowen, (214)690-6017 Accounting & Tax Service : Mr. John D. Cauble, Jr., (214)357-5454 | Addmaster/Marchant : Mr. Hugh Clary, (818)358-2395 | Press any key to continue... | ============================================================================= tutorial 5 - page 38 Go back to the 'Fast Search Through Data Menu' by pushing the [RETURN] once or twice. Once there, select option 3 by entering a '3': 3) Search Activity File You should then see this screen: ============================================================================= | | Search through comments, first & last name, Company name, city | (Activity File) Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as other names or identifiers, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Earlier, in Tutorial 2 , you had added these two Activity records for 'ACS', each with following comments, expense items, and future appointments: FUTURE ACTIVITY COMMENTS: EXPENSE APPOINTMENTS #1 "Show demo at 9am for modem 212A." $50 12/10/88 #2 "Mail product literature and 35 12/15/88 check back with prospect on Monday." Now you are going to search for these activities by key words, such as a comment, or a city. For now, enter '212a', followed by the [RETURN] key. ============================================================================= | | When you are finished, enter 'RETURN' without any data. | enter this Enter the letters or word you wish to search for: 212a <============== ACS, 07/27/86, Paul Bowen, Richardson, Show demo at 9am for modem 212A. | | Press any key to continue... | ============================================================================= tutorial 5 - page 39 After you see the prior screen, push [RETURN] once. When the program prompts you again, enter the word 'demo', followed by [RETURN]. You should then see a listing of all the activity records that contain 'demo', one of which is the activity record that you entered. The remainder are Test Data that came with this tutorial. In this way, you can isolate activities by keywords. ============================================================================= | | | Enter the letters or word you wish to search for: demo ACS, 07/27/86, Paul Bowen, Richardson, Show demo at 9am for modem 212A. Lolir Lectronics, 04/18/86, Alan Lolir, Dallas, purchased SBT demo disk set for Alan. Sabet Electronics, 01/01/86, Doug Quach, Dallas, Meet him at his store tomorrow for a demo. Texas Commerce Plumbing, 01/01/86, David Beard, Dallas, John would like to see the SBT demo book. Meet him at the Shady Trail office at 1PM Texas Commerce Plumbing, 04/22/86, David Beard, Dallas, Purchased SBT accounting software demo for him. | | Press any key to continue... | ============================================================================= Now push [RETURN] a couple of times so that you return to the 'Fast Search Through Data Menu'. In Tutorial 1, you entered this comment for ACS: "Sells to OEMs only." Now you are going to search for the keyword 'OEM' in the Person File. To do that, select option 4: 4) Search Person File, similar to option 3. You will then see the following menu (next page): tutorial 5 - page 40 ============================================================================= | Search through comments, first & last name, Company name, city | (Person File) | Enter the word or letters that you wish to search for. This program will search through all of the words in the comments fields, as well as ID or names fields, and pick out all of those records that match your inquiry. Observe that in this search, capitalization does not matter either in your input or in the file. Also, observe that it doesn't matter where the word is located in the comment in order for this search to be successful. When you are finished, enter 'RETURN' without any data. | | Enter the letters or word you wish to search for: | ============================================================================= Enter 'OEM', followed by a [RETURN]. You should then see the activity record that has 'OEM' in the comment. ============================================================================= enter this | Enter the letters or word you wish to search for: OEM <================== | ACS, Paul Bowen, Richardson, Sells to OEMs only ,(214)690-6017 | | Press any key to continue... | ============================================================================= You can also search for a city, or a first or last name. In options 3 and 4, you do not have to select which of those you want to find. These two search options will automatically search through first, last, and company name, as well as city and comments. To test this while you are still in option 3, enter 'DALL' to pull out all of those records in the Person File that are in Dallas. ============================================================================= enter this | Enter the letters or word you wish to search for: DALL <============== | Accounting & Tax Service, John D. Cauble, Jr., Dallas, He is the accountant who does some work for Lolir Lectronics (also call (214) 357-5461),(214)357- 5454 Lolir Lectronics, Alan Lolir, Dallas, also, call 234-8056 ("Shari"), Jerry Prado works here John Cauble will bring up SBT system,(214)234-8032 Sabet Electronics, Doug Quach, Dallas, He is owner (or co-owner with Twan), has some programming skills, and tried to bring up a Dbase III POS system himself,(214)783-4950 Texas Commerce Plumbing, David Beard, Dallas, interested in an estimating program, handling material,labor hours,markup,rate, for plumbing,(214)357- 5454 | | Press any key to continue... | ============================================================================= tutorial 5 - page 41 Observe that these are all of the records in Dallas. To pull out those in Richardson, enter 'RICH', followed by a [RETURN]. ============================================================================= enter this | Enter the letters or word you wish to search for: RICH <=============== | ACS, Paul Bowen, Richardson, Sells to OEMs only ,(214)690-6017 | Micro Distribution Center, Tom Lin, Richardson, is this the same as the Taiwanese Mfg (Larry at 644-9396)? ,(214)437-6775 P.O. BOX, Alyce Fisher, Richardson, they currently have an 8bit system, written in compiled basic,and would like to upgrade.,(214)783-8581 | | Press any key to continue... | ============================================================================= Push the [RETURN] key twice. You should now be at the 'Fast Search Through Data Menu'. ============================================== | Returning to the | | Main Program Menu | | | =============================================== Select the Return option by pushing 'R' once (no quotes), and you should be back to the Main Program Menu, below: ============================================================================= | ------------------------ Person and Activity Tracking System ---------- | | ACS Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | | Category Selected :ALL | ============================================================================= tutorial 5 - page 42 TUTORIAL SIX: An overview of the 'Layer-in' concept: tutorial 6 - page 43 "LAYER-IN" ABILITY This feature allows you to "layer-in" lists of names from other sources, and still keep all reports and labels separate! This means that if you have 1,000 names in the Person File and you purchase a list of prospects from someone that has 10,000 names, you can enter them into the Person File and yet keep them separate from the original 1,000 when generating labels or reports. All told, you can "layer-in" 99,999,999 different layers or groups of prospects, without one layer overlapping the other when you produce labels or reports! In this way, the program is flexible enough so that it will have multiple uses for you. The Main Program Menu has option 8: 8) Select Category ============================================================================= ------------------------ Person and Activity Tracking System ---------- | | ACS | Main Program Menu --------------- --------------------- ---------------- | 07/26/86 | | Please Choose One | | 09:26:09 | --------------- --------------------- ---------------- 1) Person File and Mailing Labels 2) Activities File 3) Management Reports 4) Expenses Report 5) Other Maintenance 6) Search Through Data 7) Appointments 8) Select Category X) Exit System | Category Selected : ALL | | ============================================================================= tutorial 6 - page 44 With option 8, you can assign a unique category number to each grouping of persons in the Person File. Let's say that your Person File contains names of prospects. Once you identify a new group of prospects, such as a newly-purchased mailing list, you can separate them by assigning a unique CATEGORY number to the group while you are entering their information into the Person File. From that point on, anytime you wish to segregate that block of records from either the Person File or Activity file, just go to the main program menu and enter the CATEGORY option, screen 8. In summary, you can select any one group of persons in the Person File by going to option 8 and entering the category number of that specific group. At that point, the program appears to be dedicated to just that group of records and everything else appears to have disappeared. Later, if you wish to combine all records in the Person File together, you would go to option 8 and enter a '0' for Category Number. To help you remember what category each number represented, go to the Maintenance Menu, option 3, to bring up the reference file of all numbers you assigned to the categories, as well as two descriptions per number. tutorial 6 - page 45 Registration Card Mail to: ACS 2116 E. Arapaho, Suite 226 Richardson, TX 75081 Please register my Software. A check or money order is enclosed for $49. I have read and understand the terms and conditions set forth in the ACS User License Agreement, a copy of which I have received. Date ___________________________________________________________ Signature ______________________________________________________ Your Name ______________________________________________________ Address ________________________________________________________ City ___________________________________________________________ State/Zip ______________________________________________________ Phone Number (include area code): Work ________________________________________________________ Home ________________________________________________________ Registration - Appendix A Return this Service Agreement to: ACS 2116 E. Arapaho, Suite 226 Richardson, TX 75081 ACS IN-CONTROL [TM] Service Agreement This service agreement is designed to help the user with any questions as to the operation of IN-CONTROL [TM], the ACS Person and Activity tracking system. It does not matter whether the question is one of a Prospecting or Sales nature, a program procedure, or a simple one of how to install your particular company with ACS IN-CONTROL [TM]. AGREEMENT TERM: This service agreement works much like the warranty on your car (12 months or 12,000 miles whichever comes first). The difference is that with the ACS SERVICE AGREEMENT, you have three different measures: 1) 12 months, 2) 60 minutes, or 3) 5 calls whichever comes first. Once one of these categories expire you will need to renew this service agreement before any additional help can be given. AGREEMENT COST: $50.00 AGREEMENT CONDITIONS: YOU PAY FOR THE COST OF THE TELEPHONE CALL. Obviously due to the tremendous price the ACS sells its' software for, we cannot offer a 800 toll free number for service as other packages might offer. If our lines are not available we will return the call on a collect basis. TIME BEGINS AND ENDS WITH THE SERVICE REPRESENTATIVE. We do not begin logging your call until you begin discussing your question with our support staff. I have read and agree to the conditions of the ACS IN-CONTROL [TM] SERVICE AGREEMENT. Enclosed is my check, money order, or cashiers check for $50.00 End User Signature_______________________________________________ Date____________________________ Address__________________________________________________________ City______________________________________ State_________________ Zip______________________ Phone Number (include area code): Work ________________________________________________________ Home ________________________________________________________ Service Agreement - Appendix B