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.po 0.5" .rm 7" .mt 0" .mb 0" Surefire Contact System Help Document The context number is the page number and is set with @HELP(context). Context # Description ƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒƒ 2 Main Menu 3 Profile 4 Notes - Profile Notes, Add Notes, Edit Notes 5 Actions - Profile Actions, Add Actions, Edit Actions 6 Agenda - Agenda, Scheduling 7 Correspondence 8 Reports 9 Accounting 10 Travel Expenses 11 P & L, Cash Flow 12 Off-Hours ä.pa Getting around in Surefire Contact Manager Welcome to Surefire Contact Manager. We offer these tips to get you quickly using and enjoying its features. This screen is the main menu of Surefire Contact Manager. From here you may access all the Contact Manager features. Use buttons on this screen or those located at the tops of some screens to go to other screens or to perform specific actions. Profiles is an example of a button. Move between buttons by using Home/End or the arrow keys . Press Enter to activate a button. Esc will always gets you back to the previous screen (but NOT to DOS) Press F2 anytime in Surefire Contact Manager to display information about the current screen. Press Page Down for more Help Pressing F1 will provide help about the Surefire System and will discuss how to use general word-processing features. "Fields" are generally those areas of the screen that are underlined (on monochrome) or reversed (on color). Fields allow you to type in text, numbers or dates. Move from field to field by using Home/End or the arrow keys . Press F10 to access the Surefire Menu Bar. Once here, use the arrow keys to select and open one of the seven Menus. Press Shift + F10 to see the Surefire keystroke Hint Line at the bottom of the screen. It will remain until you press Shift + F10 again. To exit from Surefire Contact Manager to DOS, press ALT + X. Remember to first press ESC to close any open windows. Press Page Down for more Help Choose Button - Profiles to see and maintain Lead, Prospect and Customer Information. This also allows account management and order processing. Agenda to see your schedule for today and to schedule appointments. Reports to generate reports such as Call reports, Win/Loss reports and Followup and Account Lists. Correspondence to send Letters, Memos or generate Mailing Labels. Accounting to track Travel Expenses and generate Financial Statements. Off-Hours to see Restaurant and Accomodations Guides, and other Entertainment information. Press Esc to exit from Help ä.pa Choose Button - Activities to see the call history of displayed client or to schedule a follow-up action. Notes to see or add other information about the client. Correspondence to send a letter to this client. Profile Fields In general, many fields allow "Zoom" for a list of choices. Press ALT + Z on these fields to see choices, use to position cursor on desired choice and press Enter to put choice in the field. These fields are used for other than addressing. Type: Is profile a prospect, customer, etc? Zoom for types. Business: Client's main business. Zoom for businesses. Source: How client was found. Zoom for sources. Ref'd by: Name of person who referred this client. Prob: Likelihood to buy. Zoom for probability categories. Terr #: Number corresponding to the territory of the client. Potential: Estimated maximum sales possible in dollars. Tag: Use this Y/N field to do arbitrary profile selections. To Add a new profile - 1) Press Acct # to put a unique account number (time stamp) in Account #: field, or enter your own unique account code. 2) Enter the appropriate information for screens 1 and 2. 3) Press ALT + A to add the record to the profile data base. 4) To add another, Use ALT + Y to clear the field and repeat above. Searching for Profile records ˛ Before searching, if an 'S' is in the status line, press ALT + K to clear the previous search. ˛ After searching, use F8 and F7 to go forward and backward through the records that were found. The following examples show a few of the most common ways to search: To find the profile of a known client - 1) Enter the client name in the Client: field. 2) Press ALT + S. The profile will be displayed if found. To find all clients who have a "Hot" sales probability - 1) Enter Hot in the Prob: field. 2) Press ALT + S to do the search. 3) Press F8 to display each profile. To Update an existing profile - 1) Use a search to display the record to be updated. 2) Change the desired fields. 3) Press ALT + U to update the profile in the data base. To Delete a profile record - 1) Use a search to display the record to be deleted. 2) Press ALT + F5 to delete the recored. PLEASE REFER to CHAPTERS 17 and 21 of the SUREFIRE USER'S GUIDE for complete information on using Surefire databases. ä.pa PROFILE NOTES Screen Choose Button - Add Notes to write a new note for this profile. Edit Notes to change or delete an existing note. This screen shows additional freeform information about the current profile along with the date on which it was noted. Use notes for personal information about contacts, addition financial information, directions to the place of business, etc. When looking at this screen, use Page Down to look at more notes and Page Up to go back to 1st screen. Press F3 to put cursor back on buttons. ADD NOTES Screen Enter information in the Date and Note fields and press ALT + A to add the note for the current profile. Do not change the account number or client information. EDIT NOTES Screen Use F8 and F7 to display each note corresponding to the current profile. Enter new information in the Date and Note fields and press ALT + U to update the displayed note. Do not change the account number or client information. Press ALT + F5 to delete the displayed note. PLEASE REFER to CHAPTERS 17 and 21 of the SUREFIRE USER'S GUIDE for complete information on using Surefire databases. ä.pa LOGGED ACTIVITIES Screen Choose Button - New Activity to log a new activity or follow-up for this profile. Scheduled Activities to see future activities for this profile. Edit Activities to change information about an activity that already occured. This screen shows a history of activities, most recent first, with the current profile. These are activities such as calls made, letters written, demonstrations given, etc. When looking at this screen, you can use Page Down to look at more activities and Page Up to go back to the 1st screen. Press F3 to put cursor back on buttons. NEW ACTIVITY Screen Use View Agenda to see if there are conflicts with desired follow-up date. Type in a activity information, then press ALT+A to Add. Activity Fields - Some fields allow "Zoom" for a list of choices. Press ALT + Z on these fields to see choices, use to position cursor on desired choice and press Enter to put choice in the field. Date: Date the activity was logged. Activity Type: Meeting, Phone call, etc.. Zoom for types. Duration: How much time did it take in hours? Comment: Remarks about this activity. The following fields pertain to scheduling a follow-up. Status: Status of follow-up. Set to "Open" when scheduled. Date: Date to follow-up. Default is 2 weeks from logged date. Time: Time to follow-up as hours:minutes. (ex. 10:15 am, 2:30 pm) Action Type: Phone, Send Letter, etc.. Zoom for action types. Priority: 1 - 9 where 1 is highest priority. Comment: Remarks about follow-up. EDIT ACTIVITIES Screen Use View Agenda to see if there are conflicts with desired follow-up date. See above for a description of activity fields. Press F8/F7 to see activities. Type changes, then use ALT+U to Update SCHEDULED PROFILE ACTIVITIES Screen This screen shows future activies from "Today" onward that have been scheduled with the current profile. When looking at this screen, you can use Page Down to look at more activities and Page Up to go back to the 1st screen. Press F3 to put cursor back on buttons. Choose Button - Check-off Activity to log the fact that a scheduled activity was either completed or cancelled. ä.pa AGENDA and SCHEDULE ENTRY Screens Use the Agenda screen for reviewing currently scheduled daily activities. These may be initial or followup appointments with clients, or other appointments such as staff meetings, dentist, etc. You will see appointments that have been scheduled through the Schedule Entry screen (see below) and through the Activity screens accessible from the Profile. When you select Agenda from the Surefire Contact System Main menu, you will see all activities or appointments scheduled for "Today" as well as any missed or non-completed appointments. Choose Button - Schedule/Edit Activity to Add, Edit or Log a scheduled activity. Log Activity to log the fact that an unscheduled activity occurred. Select to browse and choose an entry for this agenda date. Then use F8 and F7 to display each appointment. Profile to view the profile associated with a chosen entry. List to look at the entire agenda for the displayed date (or week starting at the displayed date). Next Day to look at the day after the agenda date. Prev Day to look at the day before the agenda date. This Week to look at the week starting on the agenda date. Next Week to look at the week starting one week after agenda date. Prev Week to look at the week starting one week before agenda date. Notes to enter a personal note that does not pertain to a profile. Move from field to field by using Home/End or the arrow keys . To use the agenda, you may type in any date. The day of the week will be displayed when you move off the field to choose any button. Description of Agenda Information - Date: The date of the appointment. Time: The time of the appointment. Priority: The priority of the appointment. Client (Subject) Appointment concerns this client (from profile) or subject (if unrelated to profile). Comment: Additional information about appointment. Type: The type of appointment, Meeting, Phone Call, etc. SCHEDULE ENTRY Screen Use this screen to schedule something that is unrelated to a profile record such as a staff meeting or dentist appointment. You may also enter information that is not scheduled to track long term goals. Once here you can press Esc to return to AGENDA. New appointment - Type in schedule information, then press ALT+A to add the appointment. Existing appointment - Press F8/F7 to see each existing appointment. When the one you want to change or log is displayed: 1) Enter changes and press ALT+U to Update the entry. OR 2) Choose Completed or Cancelled to log the appointment. Schedule Fields - Date: Date of the appointment. Day: Day of the week (filled in automatically) Time: Time of the appointment. Activity Type: Type of appointment, Meeting, Phone Call, etc. Zoom (ALT + Z) for types. Priority: 1 - 9 where 1 is highest priority. Status: Status of the appointment. Default is Open. Subject: What or who is this appointment about. Comment: More information about the appointment.ä.pa SUREFIRE CONTACT MANAGER CORRESPONDANCE First time setup - The first time you access any of the letters or envelopes, you should type your company name and address in the area designated by <..>. You may clear this area if you will be printing on letterhead stationery. You should access Correspondance from the Surefire Contact Manager menu. Then, choose a specific correspondance type. For types other than New Letter, Switch to Document Edit and type the appropriate text for the body of the letter. Then, save the letter by pressing ALT + F, choosing Save... and choosing OK in the Save File window. Access from PROFILE versus SUREFIRE CONTACT SYSTEM menu - When Correspondance is accessed from the Profile Data screen, any item you select will automatically fill in data from the current profile. This is useful for sending letters to a specific client. When Correspondance is accessed from the Contact Manager main menu, no information will be pre-filled. This is useful for setting up a database query to send letters or generate mailing labels for many clients at one time. See Mail Merge below for more information. Print a single letter - To print a letter, press ALT + F, choose Print... and press PRINT. Mail Merge - After choosing the desired Correspondance item, you must indicate the persons or companies from the Profile with which you wish to correspond. You do this by building a query or selecting a stored query. A query allows such things as selecting all records in a given zipcode or city; clients with expected sales potential in some range; etc. Building a Query - Move the cursor to any field, and press ALT + D to open the Data men Then choose Build Query... Press F1 for help on building a query. Once a query is built or a stored query has been selected, you may perform a merge operation to generate and print all letters or mailing labels. Press ALT + F, choose Print... and press SEARCH & PRINT. Autosizing of fields - To remove extra space from fields, press ALT + O, and choose Text. Then Print the letter or mailing label. Adding a new menu choice to Correspondance - To add other standard letters, first choose New Letter. Type the desired text into the body of the letter and Save the document with a new name. Press Esc to return to Correspondance. To add the button, you must switch to Document Edit mode. Press F3 to free the cursor. Position the cursor for the new button and choose Create... from the Field menu. Press F1 for help if needed. Once the button is there, you should copy the field command from the New Letter button. To do this, choose Commands... from the Field menu to open the Command window. Press F1 for help on copying and editing field commands. After the command has been copied to the new button, change the name in the @GODOC command to that of the new document. Press Esc to close the window. Since the Correspondance document has been changed, Save it. Your letter is now accessible from the menu.ä.pa SUREFIRE REPORTS Screen Use this screen to access reports that present or analyze data that you have stored in Surefire Contact System. Choose Button - Account List (no address) to list all profile records without addresses. This shows Client, Business Type, Contact and Phone. Account List with address to list all profile records with addresses. This shows Client, Address, Contact and Phone. Activity/Call History to see a report of all activities noted for profiles for four weeks prior to the current date. Follow-up List to see the follow-up dates for all profiles that have outstanding scheduled follow-up appointments. Won/Lost Report to see a report of closed versus unclosed sales. See below for a further description of each report. ACCOUNT LIST (no address) Report Choose Button - Alphabetically to produce an alphabetized profile list Business to produce a profile list sorted by business type. Select Client to look at single list items. Press F8 to see each item then choose Profile to see full profile for the item. Profile after Select Client to see full profile for the item. ACCOUNT LIST with address Report Choose Button - Alphabetically to produce an alphabetized profile list State to produce a profile list sorted by state. Select Client to look at single list items. Press F8 to see each item then choose Profile to see full profile for the item. Profile after Select Client to see full profile for the item. ACTIVITY/CALL HISTORY Report This report shows the Date, client name, comment about the activity, and the type of activity. Choose Button - New Report to see a new report based on the current beginning and ending dates. Move to and change the beginning and ending dates before choosing this button. Select Client to look at single list items. Press F8 to see each item then choose Profile to see full profile for the item. Profile after Select Client to see full profile for the item. FOLLOW-UP Report This report lists all outstanding scheduled activities appointments that have not been Completed or Cancelled Choose Button - List to regenerate the report after looking at single items. Select Client to look at single list items. Press F8 to see each item then choose Profile to see full profile for the item. Profile after Select Client to see full profile for the item. WON/LOST Report This report lists whether a sale has been "Closed", whether the client has purchased from a "Competitor" or whether there was "No Close" for some other reason. To use this report, you must log one of these 3 activity codes from the Edit or New Activity Screen. Choose Button - List to regenerate the report after looking at single items. Select Client to look at single list items. Press F8 to see each item then choose Profile to see full profile for the item. Profile after Select Client to see full profile for the item. PLEASE REFER to CHAPTERS 22 of the SUREFIRE USER'S GUIDE for complete information on creating your own Surefire Contacts reports.ä.pa SUREFIRE ACCOUNTING Screen This screen leads to spreadsheet-like forms and documents that allow you to manage the financial state of your business. Additional menu items may be added to a track or calculate information specific to your business or accounting needs such as training expenses, etc. Choose Button - Travel Expenses to calculate current and to review past expenses. Financial Statements to generate Profit & Loss and Cash Flow statements. ä.pa This screen keeps travel expense information for a given week on a daily basis in a printable form. By using database queries, you may analyze past travel expenses for any time period. Travel Expense Fields - Name: Your name. Purpose: The reason for the trip. Week Beginning: The date representing the Sunday that started the week of travel. Location: The city in which expenses are incurred. LODGING: Expenses for hotel, motel, etc for each day. MEALS: Expenses for each of 3 meals for a day. TRAVEL: Cost of the actual transportation by category. MISC. Other costs incurred during the trip. Moving around and Calculating Use the arrow keys or Home and End to move among cells and fields Enter the values for the appropriate fields and press F9 to Calculate the spreadsheet. Printing the expense report - To print the expense report, press ALT + F, choose Print... and press PRINT. Adding an Expense Report to the Database Once the information for the week is entered, you may press ALT+A to add the travel expense record for that week. PLEASE REFER to CHAPTER 16 of the SUREFIRE USER'S GUIDE for complete information on using Spreadsheets in Surefire. ä.pa Profit and Loss, Cash Flow Screens The first screen presented is a Profit and Loss statement. It is used to calculate the profit and loss for your business on a twelve month basis. The Cash Flow statement, on the following page, allows the entry of information used to manage the cash flow of your business on a twelve month basis. Some fields in Cash Flow are automatically filled-in with data from the P & L. To display Cash Flow - Press CTRL + Page Down. To display Profit and Loss - Press CTRL + Page Up. Moving around and Calculating Use the arrow keys or Home and End to move among cells and fields Enter the values for the appropriate fields and press F9 to Calculate the spreadsheet. Printing the P&L and Cash Flow - To print the Profit and Loss/Cash Flow statements, press ALT + F, choose Print... and press PRINT. Since this is an extra wide document, each visible page will be printed on 2 8´ x 11 sheets of paper that show the entire statement when placed side by side. Profit and Loss Fields - Each entry is totaled downward for a month and across for the year. Revenues: revenue on a per-product basis. Total Revenues: total revenues from all products. Cost of Sales: cost on a per-product basis. Total Cost of Sales: total costs from all products. Gross Profit: total revenues - total costs Itemized Expenses: salaries, insurance, advertising, phone, etc. Total Expenses: total of itemized expenses Net profit: gross profit - total expenses Cash Flow Fields - Each entry is totaled downward for a month and across for the year. Cash on Hand: cash at the start of a month Cash Receipts: revenue, credit cards, loans, etc. Total Cash Receipts: Total Cash Available: cash on hand + total cash receipts Cash Paid Out: cost of sales, expenses(from P&L), etc. Total Cash Paid Out: Cash Flow: total cash available - total cash paid out Cash Position: cash on hand - cash flow Other Essential Data: sales volume, accounts receivable/payable, bad debt, inventory on hand, depreciation. Customizing the Spreadsheet In the text fields along the left edge of the screen you may type the names of specific categories of interest to you. Now save the document using the Save choice on the File menu. Every time you display this screen, those categories will be there. PLEASE REFER to CHAPTER 16 of the SUREFIRE USER'S GUIDE for complete information on using Spreadsheets in Surefire. ä.pa OFF-HOURS Screen This is the place to come when you have made the big sale, when you need inspiration or when you are traveling to another city. Piaf, Inc has provided some jokes and pithy sayings. You may of course add your own words of wisdom to this database. For Dining, Accomodations and Entertainment, you may either enter your own information or import the data from other Surefire Contact System users. The documents are already there. A database will be created automatically the first time an entry is added. To add an entry to any database - 1) Choose one of the menu buttons 2) Enter the information in the fields provided. Some fields have choices that you may select. Press (ALT + Z) when the cursor is in a field to see them. You may edit this list by pressing CTRL + Z. Type each new selection on its own line and press Enter. After the list is complete, press ESC. 3) Press ALT + A to add the record. Choose Button - Dining to see information on Restaurants, Pubs, etc. Accommodations to see information on Hotels, Motels, Inns, etc Entertainment to see information on Attractions, Theater, and Clubs Wise Words to enter your own Inspirational and Motivational sayings for any occasion.