PC World Komputer 1998 July & August/Pcwk78b98.iso/Smart30/ENGLISH/PRODUCTS/LOTUS028.DSK/SAMPLES/README.DBT

dBase/FoxBase/XBase/FoxPro Database File | 1994-08-01 | 89KB | 1,800 lines

README
The budget database allows you track budget items by department,
fiscal quarter, and fiscal year. It also allows you to make
revisions to the estimated budget and run variance reports.
Before using any Approach template, be sure to make a backup
copy.
Adding Budget Records
To start adding your own budget estimates to the file:
1. Click the Add Budget Item button at the top of the screen and
fill out the budget fields. If you leave fields blank, reports
may not be accurate. Use the Tab key to move from field to field.
ck budget items by department,
fiscal quarter, and fiscal year. It also allows you to make
revisions to the estimated budget and run variance reports.
Before using any Approach template, be sure to make a backup
copy.
Adding Budget Records
To start adding your own budget estimates to the file:
1. Click the Add Budget Item button at the top of the screen and
fill out the budget fields. If you leave fields blank, reports
may not be accurate. Use
Each template has been set up with sample data so that you can
easily understand their purpose. Once you've explored the
templates, refer to this guide for information on how to delete
the sample data and start adding your own data.
Buttons are also provided to help you navigate through the
templates. Some buttons take you to a mode called 'Preview' where
 reports are displayed on the screen. In 'Preview,' you do not
have access to on-screen buttons. To get out of 'Preview,' try
one of these methods:
1) click the browse button in the top button panel.
2) choose View:Switch View File and switch to the first view in
the menu. Then click the browse button.ow to delete
the sample data and start adding your own data.
Buttons are also provided to help you navigate through the
templates. Some buttons take you to a mode called 'Preview' where
 reports are displayed on the screen. In 'Preview,' you do not
have access to on-screen buttons. To get out of 'Preview,' try
A template is a database that has already been set up, so that
you can start using it to run your business right away. For
example, rather than create a database from scratch to store your
 customer's names and addresses, a customer database is included
as a template in the Approach template set. All you have to do is
 start adding names.
The Approach business templates are organized into two folders:
1) Smallbiz, which includes templates for small businesses, and
2) Largebiz, which includes templates for large businesses.
eady been set up, so that
you can start using it to run your business right away. For
example, rather than create a database from scratch to store your
 customer's names and addresses, a customer database is included
as a template in the Approach template set. All you have to do is
 start adding names.
The Approach business templates are organized into two folders:
1) Smallbiz, which includes templates for small businesses, and
2) Largebiz, which
Large Business Templates
1) Budget
The budget database allows you track budget items by department,
fiscal quarter, and fiscal year. It also allows you to make
revisions to the estimated budget and run variance reports.
2) Calls
The calls database stores contacts with your business prospects.
It operates as a background file for the Prospects database
included in the largebiz folder. To access the prospect
management features of Calls, open and use the Prospects
database.
3) Confroom
Confroom is an on-line conference room scheduler for large
businesses. With it, employees can reserve conference rooms as
needed.
4) Customer
The customer database keeps track of basic customer information,
such as their address and main contact names. With it you can
quickly and easily access customer information and print customer
 lists. The customer database is connected or joined to the order
 & invoicing file, which can do your orders and accounts
receivable.
5) Custsvc
Custsvc is a file that stores all customer service contacts with
your customer base. From it you can run daily and monthly tallys
to determine the various reasons customers call in; print mailing
 labels for all literature requests at the end of a day; generate
 monthly rep tallies to determine which customer service reps are
 handling the greatest volume; and quickly look up a customer's
contact history.
WINHELP EXE
LMOUSE  COM
6) Employee
The employee file stores such employee information as an
employee's hire date, social security number, and emergency
contact. From the employee file you can print internal phone
lists, keep track of when your employees are up for review, and
look up the pay and pay grade history of a particular employee.
7) Inventry
The inventory file stores all debits and credits to inventory. It
 is connected or joined to the Orders file included in the large
business templates. The orders file subtracts inventory based on
your orders. To replenish inventory, you can generate and fax a
supplier order.ber, and emergency
contact. From the employee file you can print internal phone
lists, keep track of when your employees are up for review, and
look up the pay and pay grade history of a particular employee.
7) Inventry
The inventory file stores all debits and credits to inventory. It
 is connected or joined to the Orders file included in the large
business templates. The ord
 The inventory file includes an inventory on hand report which
allows you to assess your inventory levels quickly and easily.
Inventry is also joined to the Products file included with the
large business templates.
8) Orders
Orders allows you to enter orders, generate invoices, enter
payments to invoices as they are received, and generate accounts
receivables reports. Orders is joined to the Products, Inventry,
and Customers files included in the large business templates.
9) Products
The products file stores production information, such as a
product's price, supplier, cost, and description. From the
products file you can print price lists and run an inventory on
hand report. Products is joined to the inventry (inventory) file
included in the large business templates.
10) Prospects
Prospect keeps track of prospects and the contacts you make with
them. It quickly generates daily tickler reports for you, and has
 easy letter writing and mailing label printing built-in. The
prospect file also allows you toon information, such as a
product's price, supplier, cost, and description. From the
products file you can print price lists and run an inventory on
hand report. Products is joined to the inventry (inventory) file
included in the large business templates.
10) Prospects
Prospect keeps track of prospects and the contacts you make with
them. It quickly generates daily tickler reports for you, and has
 easy letter writing and mailing label pri
 estimate when you might close a prospect, and the dollar value
of the close. From this information it generates forecast reports
 by fiscal quarter.
11) Review
The review file stores employee reviews. It works as a background
 file to the Employee database included with the large business
templates. Access features of the review file by opening and
using the Employee database.
1) Assets
Assests is intended to maintain a list of your personal assests
for insurance purposes. In it you can keep track of personal
assests, where they are located, and their value.
2) Calls
The calls database stores contacts with your business leads. It
operates as a background file for the Lead Manager included in
the smallbiz folder. To access the lead management features of
Calls, open and use the Leadmgr database.123R5   INI
INTERNATGRP
3) Employee
Employees stores such information as an employee's hire date,
social security number, and wage and overtime hourly rates. From
this file you can print phone lists, and keep track of when your
employees are up for review. The employee file is connected to
Payroll, included with the small business templates.
4) Payroll
Enter daily regular and overtime hours worked for your employees
in the payroll file, and have it calculate net pay, witholdings,
gross pay, and print payroll checks. Payroll is joined to the
Employee for wage and witholding information.
social security number, and wage and overtime hourly rates. From
this file you can print phone lists, and keep track of when your
employees are up for review. The employee file is connected to
Payroll, included with the small business templates.
4) Payroll
Enter daily regular and overtime hours worked for your employees
in the payroll file, and have it calculate net pay, witholdings,
gross pay, and print payro
5) Review
The review file stores employee reviews. It works as a background
 file to the Employee database included with the small business
templates. Access features of the review file by opening and
using the Employee database.
6) TimeMgr
Time Manager keeps track of your personal to-do list, including
calls that need to be made, letters that need to be sent,
meetings, and general to-do items. The time manger generates your
 daily to-do lists, and automatically places unfinished items
from the past onto that list.
This concludes the template description portion of the template
guide.  To return to the Introduction screen, click the Back to
intro button.the review file by opening and
using the Employee database.
6) TimeMgr
Time Manager keeps track of your personal to-do list, including
calls that need to be made, letters that need to be sent,
meetings, and general to-do items. The time manger generates your
 daily to-do lists, and automatically places unfinished item
Before making any changes to the Approach templates, it is a good
 idea to make a backup of the files. If you're running windows,
this can be done by using the File Manager. The Copy command
under the File menu will allow you to copy the templates to
another directory.
In order to begin using any of the Approach templates, you must
first clear out the sample data. This can be done with the
DeleteFound Set command under the Records menu. Delete Found Set
will delete all of your records. In the bottom portion of the
screen you will find a record count to assist you.
 backup of the files. If you're running windows,
this can be done by using the File Manager. The Copy command
under the File menu will allow you to copy the templates to
another directory.
In order to begin using any of the Approach templates, you must
first clear out the sample data. This can be done with the
DeleteFound Set command under the Records menu. Delete Found Set
will delete all of your reco
This portion of the template guide will describe the following:
1) how to delete the sample IB logo and replace it with your own.
2) basics on changing, adding, or deleting fields.
3) how to change the data value choices for  checkboxes or radio
buttons.
4) other special circumstances.
This section will not explain in detail how to lay out screens,
add fields, un-join joined files, or create additional reports.
For this information, refer to the "For Additional Information"
section of this guide, or consult the Approach user guide.scribe the following:
1) how to delete the sample IB logo and replace it with your own.
2) basics on changing, adding, or deleting fields.
3) how to change the data value choices for  checkboxes or radio
buttons.
4) other special circumstances.
This section will not explain in detail how to lay out screens,
add fields, un-join joined files, or create additional reports.
For this information, refer to the "For Additional Information"
section
How to delete the sample IB logo and replace it with your own:
(If you have not already done so, make a backup ot the templates
before proceeding.)
Deleting the sample IB logo
The sample IB logo is included in several places throughout each
template. To delete the logos in a file:
1. Open the file you wish to customize.
2. Choose Design from the View menu.
3. Point your mouse at the IB logo and click on it once.
4. Press the [backspace/delete] key on your keyboard.
5. Choose Switch from the View menu.te the sample IB logo and replace it with your own:
(If you have not already done so, make a backup ot the templates
before proceeding.)
Deleting the sample IB logo
The sample IB logo is included in several places throughout each
template. To delete the logos in a file:
1. Open the file you wish to customize.
2. Choose Design from the View menu.
3. Point your mouse at the IB logo and click on it once.
4. Press the [backspace/delete] key on your keyboard.
5. Choose Switch
The menu will display a list of screens or views. The first view
listed should be highlighted and should have a checkmark next to
it. This indicates you are viewing data from the first view in
the file. You will need to go through all the views listed and
delete the IB logo from each.
6. Select the next view listed under View:Switch.
7. If there is an IB logo displayed on this view, click it with
the mouse and delete it.
8. Select the third view listed under View:Switch.
9. If there is an IB logo on this view, click it and press the
Backspace key on your keyboard.
10. Continue this process until you have gone through all the
views in the file.
iewing data from the first view in
the file. You will need to go through all the views listed and
delete the IB logo from each.
6. Select the next view listed under View:Switch.
7. If there is an IB logo displayed on this view, click it with
the mouse and delete it.
8. Select the third view listed under View:Switch.
9. If there
11. Choose View: Switch and switch back to the first view in the
file.
Special circumstance: If you are currently in the Orders file,
switch to the SECOND view in the file called Order Information.
12. Choose View:Browse from the menu.
13. Choose File:Save View File.
Continue to the next section, Placing your own logo on the
screen.rospects database
included in the largebiz folder. To access the prospect
management features of Calls, open and use the Prospects
database.
How to place your own logo on the screen:
You can customize the Approach templates by adding your own logo
to such screens as an invoice (in the Orders file), product price
 lists (in the Products file),  employee phone lists (in the
Employees file), and more.
To include your logo in these templates, you will need to have an
 electronic copy of it, either on your hard drive, on diskette,
or on the network. Approach accepts graphics that are stored in
the following formats:
Windows bitmap
Encapsulated Postscript
Windows Metafilen customize the Approach templates by adding your own logo
to such screens as an invoice (in the Orders file), product price
 lists (in the Products file),  employee phone lists (in the
Employees file), and more.
To include your logo in these templates, you will need to have an
 electronic copy of it, either on your hard drive, on diskette,
or on the network. Approach accepts graphics that are stored in
the following formats:
Windows b
To place your logo into a file:
1. Open the file you want to customize with your own logo.
2. Choose View:Design.
If you are looking at a screen that you want to place your logo
3. Click the portion of the screen where you want your logo to be
 placed; for example in the upper left corner.
4. Choose Edit:Paste from file.
5. Maneuver through the paths until you find the folder where
your logo resides.
6. Doubleclick your logo.
Your logo will be placed on the screen. You may need to move it
or resize it before you continue.
To move your logo:
7. Click it once with your mouse and drag it into place
If you are looking at a screen that you want to place your logo
3. Click the portion of the screen where you want your logo to be
 placed; for example in the upper left corner.
4. Choose Edit:Paste from file.
5. Maneuver through the paths until you find the folder where
your logo resides.
6. Doubleclick your logo.
Your logo will be placed on the screen. You may need to m
To resize your logo:
8. Click it once to select it.
When you click the logo, small black square resize handles will
be displayed in each corner of the logo.
9. Click one of the resize handles and drag inward to make it
smaller, or outward to make it larger.
If you make a mistake, choose Edit:Undo.
Now you need to look through the other screens in the file and
determine other places where your logo would go. First, copy it
in its new size.
10. Click the logo once to select it.
11. Choose Edit:Copy.
12. Choose View:Switch.
The menu will display a list of screens or views. The first view
listed should be highlighted and should have a checkmark next to
it. This indicates you are viewing drag inward to make it
smaller, or outward to make it larger.
If you make a mistake, choose Edit:Undo.
Now you need to look through the other screens in the file and
determine other places where your logo would go. First, copy it
in its new size.
10. Click the logo once to select it.
11. Choo
the first form or view in the file.
13. From the views listed, select the second view.
14. Examine this view and determine whether or not the addition
of your logo would be appropriate. If it is,
15. Choose Edit:Copy.
16. Drag your logo to an appropriate position on the view.
17. Use the View:Switch menu to go to the third view in the file.
18. If appropriate, choose Edit:Copy to place your logo on the
third view.
18. Continue pasting your logo onto appropriate views. When you
have finished looking at all the views in the file,RETURN TO THE
FIRST.
19. Choose View:Browse.
Choose File:Save View File. and determine whether or not the addition
of your logo would be appropriate. If it is,
15. Choose Edit:Copy.
16. Drag your logo to an appropriate position on the view.
17. Use the View:Switch menu to go to the third view in the file.
18. If appropriate, choose Edit:Copy to place your logo on the
third view.
18. Continue pasting your logo onto appropriate views. When you
have fini
Changing, adding, or deleting fields:
All the Approach templates can be customized by adding, changing,
 or deleting fields, forms, and reports. If you have not already
done so, make a backup of the templates before attempting to make
 changes.
Note: Changes should not be attempted without some knowledge of
design mode, field definition, and joins.
Note: because Approach is a relational database, some fields that
 are used in one file may actually originate from a different
file. Exercise caution when deleting or changing fields, as they
may affect other files.ustomized by adding, changing,
 or deleting fields, forms, and reports. If you have not already
done so, make a backup of the templates before attempting to make
 changes.
Note: Changes should not be attempted without some knowledge of
design mode, field definition, and joins.
Note: because Approach is a relational database, some fields that
 are used in one file may actually originate from a different
file.
Special Case:
Do not delete the records in the Confroom (Conference Room)
Scheduler. Instead, follow the instructions on Customizing the
templates later in this guide.
Information on how to delete the sample IB logo and place your
own logo on the screen are included under Customizing the
templates later in this guide.the review file by opening and
using the Employee database.
To delete a field:
1. Open the file you will be deleting a field from.
2. Choose View:Design.
3. Choose File:Field definition.
4. Scroll through the field list until you locate the field you
wish to delete.
5. Click the field to select it.
6. Click the delete button.
7. Click OK and choose View:Browse.
8. To save changes, choose File:Save View File.
To change a field you don't need into one you do:
1. Choose View:Design.
2. Choose File:Field Definition.TERNATGRP
3. Scroll through the field list until you locate the field you
wish to change.
4. Select the field and re-name it, change its type, or its field
 length.
5. Click Change.
6. Click OK.
7. Choose View:Browse.
8. To save the change, choose File:Save view file.
For more information on changing field calculations, summaries,
or changing fields in other files, consult the Approach user
guide.ees
in the payroll file, and have it calculate net pay, witholdings,
gross pay, and print payro
How to change the checkbox or radio button choices:
Some templates have fields with specific choices that can be
selected. For example, in the Customer database, there are 4
radio buttons that allow you to categorize a customer as a
dealer, distributor, restaurant, or other. You can change these
choices by doing the following.
1. Open a file whose value choices you wish to change.
2. Choose View:Design.
3. Double-click on one of the choices.
In the lower left corner of the dialog that is displayed, you
will see a box with "On-Value." ces:
Some templates have fields with specific choices that can be
selected. For example, in the Customer database, there are 4
radio buttons that allow you to categorize a customer as a
dealer, distributor, restaurant, or other. You can change these
choices by doing the following.
1. Open a file whose value choices you wish to change.
2. Choose View:Design.
3. Double-click on one of the choices.
In the lower left corner of the dialog th
4. Highlight the on-value and type an option that is pertinent to
 your business.
In the upper right corner is a "Label" box.
5. Highlight the label text and re-type the same option that you
typed as an on-value.
6. Click OK.
7. Contine changing the other choices in the same manner.
To add another radio button or checkbox choice:
1. Select one of the existing choices by clicking it once.
2. Choose Edit:Copy then Edit:Paste
3. Drag the copied choice to an open spot on the screen.ur reco
4. Double-click the copied choice and change its label and
on-value as needed.
5. When finished, choose View:Browse.
6. Choose File:Save view file.
Special circumstances
Customizing the Conference Room Scheduler
The Confroom file needs to be set up with a calendar of dates for
 each of your company's conference rooms. This is a time
consuming task up-front, but once its completed the file requires
 little maintenance.
Refer to "Go to a specific template-Conference Room Scheduler"
for more information.
the copied choice and change its label and
on-value as needed.
5. When finished, choose View:Browse.
6. Choose File:Save view file.
Special circumstances
Customizing the Conference Room Scheduler
The Confroom file needs to be set up with a calendar of dates for
 each of your company's conference rooms. This is a time
consuming task up-front, but once its completed the file requires
 little maintenance.
Refer to "Go to a specific template-Conference Room Scheduler"
To revise a budget amount and track the difference between the
two amounts:
1. Select the budget item by clicking on it.
2. Click the Revise Budget Item button.
3. Copy the amount in the Current Amount field into the Original
Amount field.
4. Enter the new amount in the Current Amount field.
5. Enter the revision date into the Revision Date field .
6. Click the Done button to return to the budget spreadsheet.
To sort your budget records:
1. Click the Sort button at the top of the budget screen.
2. Select a field to sort by on the left side of the sort dialog,
 click Add, then click OK.get item by clicking on it.
2. Click the Revise Budget Item button.
3. Copy the amount in the Current Amount field into the Original
Amount field.
4. Enter the new amount in the Current Amount field.
5. Enter the revision date into the Revision Date field .
6. Click the Done button to return to the budget spreadsheet.
To sort your budget records:
1. Click the Sort button at the top of the bud
To see a report,
1. Click the Reports button.
2. Select a report.
To get out of the report...
All reports go to a mode called 'preview' where the designed
'Done' buttons cannot be accessed. To get out of preview:
1. Click the browse icon (it is in the top button panel, second
icon from the left, and looks like 3 stacked pages).
2. Click the done button at the top of the screen.
click it with
the mouse and delete it.
8. Select the third view listed under View:Switch.
9. If there
The Calls file operates as a background file to 'PROSPECT;' the
prospect manager included in the large business templates. Do not
 open and use this file. Instead, open and use the Prospect
Manager which automatically accesses Calls.e menu.
13. Choose File:Save View File.
Continue to the next section, Placing your own logo on the
screen.rospects database
included in the largebiz folder. To access the prospect
management features of Calls, open and use the Prospects
database.
Confroom is an on-line conference room scheduler for large
businesses. With it, employees can reserve conference rooms as
needed.
Setup
The conference room scheduler has been set up with date records
for 1992, using a ficticious conference room name, "Route 66."
Your first task will be to change these date records to have the
name of a conference room at your company. If your company has
more than one conference room, you will need to create additional
 date records for the rest of the conference rooms in your
company.room scheduler for large
businesses. With it, employees can reserve conference rooms as
needed.
Setup
The conference room scheduler has been set up with date records
for 1992, using a ficticious conference room name, "Route 66."
Your first task will be to change these date records to have the
name of a conference room at your company. If your company has
more than one conference room, you will need to create additional
 date records for the rest
Changing the Ficticious "Route 66" to a conference room in your
company:
1. Open Confroom.
2. Click the Setup button.
The setup screen should display a list of dates with the name
"Route 66."
3. Choose Records: Show All.
4. Click inside the first Route 66.
5. Highlight and delete "Route 66."
6. Type in the name of one of your conference rooms.
7. Choose Records: Fill Field.
This will replace all "Route 66" records with the name of the
conference room you just typed. Use this same method to change
the capacity of the conference room.
nce room in your
company:
1. Open Confroom.
2. Click the Setup button.
The setup screen should display a list of dates with the name
"Route 66."
3. Choose Records: Show All.
4. Click inside the first Route 66.
5. Highlight and delete "Route 66."
6. Type in the name of one of your conference rooms.
7. Choose Records: Fill Field.
This will replace all "Route 66" records with the name of the
conference room you just typed. Use this same me
To add additional conference rooms to the file
This is a time consuming task. You will need to create
approximately a year's worth of date records for each conference
room at your company. To do so:
1. Choose Records: New Record.
2. Type in the first date you will be using this scheduler
on-line.
3. Create a new record for the next date.
4. Type in the next date.
5. Continue this process untill there is sufficient time for
scheduling.
6. Choose Records: Find.
7. Click inside the Room field, type an equal to sign (=), and
press Enter on your keyboard. consuming task. You will need to create
approximately a year's worth of date records for each conference
room at your company. To do so:
1. Choose Records: New Record.
2. Type in the first date you will be using this scheduler
on-line.
3. Create a new record for the next date.
4. Type in the next date.
5. Continue this process untill there is sufficient time for
scheduling.
6. Choose Records: Find.
7. Click inside the Ro
8. Click inside the first empty room field and type another
conference room name.
9. Choose Records:Fill Field to replace all these new records
with blank room fields with the conference room you just typed.
10. Continue this process for all conference rooms in your
company.
11. Click Done.
tch menu to go to the third view in the file.
18. If appropriate, choose Edit:Copy to place your logo on the
third view.
18. Continue pasting your logo onto appropriate views. When you
have fini
Using the Conference Room Scheduler
To check the availability of a conference room:
1. Click the Check Availability button.
2. Select the availability you want to check.
If you select All Conference Rooms Today:
Approach will find all today's conference room schedules, and
will display the first conference room found. To go to the next
conference room for today, click the Next Record button, which
looks like a right arrow at the top of the screen.
ginate from a different
file.
If you select A Specific Room Today:
Approach will take you to a screen that asks what room you are
interested in.
1. Press Tab.
2. Type the name of the room and press Enter.
Approach will display today's schedule for that room.
If you select a Specific Room for Some Other Date:
Approach will ask you for the room name and the date.
1. Press Tab.
2. Type the name of the conference room.
3. Type the date and press Enter.
If you select All Rooms for Another Date:
Approach will ask you to specifiy the date.
1. Press Tab.
2. Type the date and press Enter.
Approach will find all conference room schedules for the date
specified, and will display the first conference room found. To
go to the next conference room for today, click the Next Record
button, which looks like a right arrow at the top of the screen.into one you do:
1. Choose View:Design.
2. Choose File:Field Definition.TERNATGRP
To schedule a time
To schedule a time, you must be looking at the proper room and
date of your meeting. Just click inside the time of your meeting,
 type your name, extension, and comments.
If your meeting time is at half-hour or quarter-hour increments,
utilize the notes/comments field to indicate your meeting time.
If you are not looking at the proper room and date:
1. Click the Schedule a Time button.
2. Press Tab.
3. Type the conference room name, then the date and press Enter.o
To remove a meeting time:
1. Click the Remove a Time button.
2. Press Tab.
3. Type the conference room name, then the date and press Enter.
4. Remove your name, extension, and notes from the time assigned.
For more information on how to customize or modify files, refer
to your user guide, or refer to the "for more information"
section of this help system.choices you wish to change.
2. Choose View:Design.
3. Double-click on one of the choices.
In the lower left corner of the dialog th
The customer database keeps track of basic customer information,
such as their address and main contact names. With it you can
quickly and easily access customer information and print customer
 lists. The customer database is connected or joined to the order
 & invoicing file, which can do your orders and accounts
receivable.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further. Both
the Setup and the Customize sections can be accessed from the
introduction screen.
es. With it you can
quickly and easily access customer information and print customer
 lists. The customer database is connected or joined to the order
 & invoicing file, which can do your orders and accounts
receivable.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize e
Custsvc is a file that stores all customer service contacts with
your customer base. From it you can run daily and monthly tallys
to determine the various reasons customers call in. From in you
can also print mailing labels for all literature requests at the
end of a day; generate monthly rep tallies to determine which
customer service reps are handling the greatest volume; and
quickly look up a customer's contact history.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further. Both
the Setup and the Customize sections can be accessed from the
introduction screen.
rint mailing labels for all literature requests at the
end of a day; generate monthly rep tallies to determine which
customer service reps are handling the greatest volume; and
quickly look up a customer's contact history.
Before using any Approach template, be sure to make a backup
Adding Customers
To start adding your own customers to the file,
1. From the Records menu choose New Record.
2. Type the appropriate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: there are 4 radio buttons on the customer information
screen which specify the type of customer you are entering;
dealer, distributor, restaurant and other. You can change these
radio buttons to be relevant to your business. The section,
Customizing the Templates explains how.rs
To start adding your own customers to the file,
1. From the Records menu choose New Record.
2. Type the appropriate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: there are 4 radio buttons on the customer information
screen which specify the type of customer you are entering;
dealer, distributor, restaurant and other. You can change these
radio buttons to be relevant to your business. The section,
Customizing the T
Seeing your customers in a List
To see your customers in a list:
1. Click the List button
Locating one or a few customers
1. Click the Find... button.
2. Click OK at the next dialog.
3. Type a find criterion in the next screen, for example 'Miller'
 in the Last Name field to locate Dave Miller
4. Press ENTER on your keyboard.
If the system found more than one record that matched your find
request, click the List button to see all records found.sted under View:Switch.
9. If there
To Print a letter or a Fax Cover Sheet for the customer you are
viewing:
1. Click the Letter or the Send Fax button.
2. Type the letter or the fax information.
3. Click Print, then Done.
To print mailing labels:
1. Click Find... to locate the set of names you will be printing
mailing labels for, OR choose Show All from the Records menu to
print mailing labels for all customers.
2. Type your search criterion, and press Enter. For example, to
print mailing labels for everyone in California, type CA in the
State field.r Sheet for the customer you are
viewing:
1. Click the Letter or the Send Fax button.
2. Type the letter or the fax information.
3. Click Print, then Done.
To print mailing labels:
1. Click Find... to locate the set of names you will be printing
mailing labels for, OR choose Show All from the Records menu to
print mailing labels for all customers.
2. Type your search criterion, and press Enter. For example, to
print mailing labels for everyone in Ca
3. Click the Print Labels button.
4. Click Continue at the next dialog.
5. Click OK at the Print dialog.
For more information on how to customize or modify files, refer
to your user guide, or refer to the "for more information"
section of this help system.ute 66."
Your first task will be to change these date records to have the
name of a conference room at your company. If your company has
more than one conference room, you will need to create additional
 date records for the rest
To begin adding customer contacts;
1. Choose Records: New Record.
2. Fill out each field on the contact record, pressing Tab
between fields. Leave the completion status of the record at 'N'
until the customer's request has been taken care of. The system
is designed to print mailing labels at the end of the day for
those customers that requested literature or some other printed
response. After the labels have been generated you can change the
 completion status to 'Y.'
Note: in the Phone Rep field a list of values pops out. These can
 be changed to the names of your customer service reps. Read the
Customizing the Templates portion of this guide to learn how.
the record at 'N'
until the customer's request has been taken care of. The system
is designed to print mailing labels at the end of the day for
those customers that requested literature or some other printed
response. After the labels have been generated you can change the
 completion status to 'Y.'
Note: in the
To find out who needs to be followed-up on today:
1. Click the Show Today's Calls button.
To Update Unfinished Calls to Finished Status:
1. Click the Unfinished Calls button to bring forward all
unfinished calls.
2. For those calls that have been taken care of, click the 'Y'
radio button, indicating that the call has been finished.
To Print Mailing Labels at the end of the day for all customers
that requested product literature or some other type of written
response:
1. Click the Print Today's Labels button.
2. Click OK at the Print dialog.
3. Change the 'N' status of these records to 'Y.'Unfinished Calls to Finished Status:
1. Click the Unfinished Calls button to bring forward all
unfinished calls.
2. For those calls that have been taken care of, click the 'Y'
radio button, indicating that the call has been finished.
To Print Mailing Labels at the end of the day for all customers
that requested product literature or some other type of written
response:
1. Click the P
To Find all contact history for a given customer:
1. Click the Look Up Customer button.
2. Click inside the Company name and/or the Caller name and press
 Enter on your keyboard.
If you get a 'No records match this request'' warning, check the
spelling and capitalization of your entry.
To View a Tally of Today's Calls:
1. Click the Today's Tally button.
To get out of the tally screen:
1. Choose Switch:List  from the View Menu.
2. Choose Preview  from the File Menu (to deselect preview and
return to browse). history for a given customer:
1. Click the Look Up Customer button.
2. Click inside the Company name and/or the Caller name and press
 Enter on your keyboard.
If you get a 'No records match this request'' warning, check the
spelling and capitalization of your entry.
To View a Tally of Today's Calls:
1. Click the Today's Tally button.
To get out of the tally screen:
1. Choose Switch:List  from the View Menu.
2. Choose Preview  from the File Menu (to deselect pre
To see another report:
1. Click the Reports button.
2. Select a report.
To get out of the report...
All reports go to a mode called 'preview' where the designed
'Done' buttons cannot be accessed. to get out of preview:
1.Choose Switch: List   from the View menu.
2. Choose Preview from the File Menu (to deselect preview and
return to browse).
ce room for today, click the Next Record button, which
looks like a right arrow at the top of the screen.
ginate from a different
file.
The inventory file stores all debits and credits to inventory. It
 is connected or joined to the Orders file which atuomatically
debits inventory as you fill out orders.  To replenish inventory,
 you can generate and fax a supplier order. The inventory file
includes an inventory on hand report which allows you to assess
your inventory levels quickly and easily. Inventry is also joined
 to the Products file which keeps track of your product names and
 numbers.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further. To use
 Inventry, be sure to delete sample records from Orders,
Products, and Inventry. The inventory file
includes an inventory on hand report which allows you to assess
your inventory levels quickly and easily. Inventry is also joined
 to the Products file which keeps track of your product names and
 numbers.
Before using any Approach t
To add beginning balances to inventory
1. Open the Products file and enter all your product names and
numbers in the Products file.
2. Open Inventry and choose New Record from the Records menu
3. Leave the Amount Ordered, Date Ordered, and invoice number
fields blank.
4. Click inside the Amount Added field. If the inventory on hand
for a particular product is positive (there is inventory in
stock), enter the product's inventory amount in the Amount Added
field.
5. Click inside the Amount Subtracted field. If the inventory on
hand is negative (there are more orders than you have stock for,
and you have no product backordered), enter your inventory amount
 in the Amount Subtracted field.eave the Amount Ordered, Date Ordered, and invoice number
fields blank.
4. Click inside the Amount Added field. If the inventory on hand
for a particular product is positive (there is inventory in
stock), enter the product's inventory amount in the Amount Added
field.
5. Click inside the Amo
6. Fill in the Date and Item Number.
If you have correctly entered all your product names and numbers
in the Products file, when you type in an item number and press
TAB on the inventory screen, you will automatically see the
product's name and supplier. If this does not happen, check the
spelling of the item number in both the inventory file and the
products file, to see that they are both the same.
7. Type 'Beginning Inventory' in the Notes field.
8. Continue entering the beginning balances of all your products
by choosing Records:New Record.ctly entered all your product names and numbers
in the Products file, when you type in an item number and press
TAB on the inventory screen, you will automatically see the
product's name and supplier. If this does not happen, check the
spelling of the item number in both the inventory file and the
products file, to see that they are both the same.
7. Type 'Beginning Inventory' in the Notes field.
8. Continue entering the beginnin
To Enter Reductions to Inventory:
The Orders file automatically reduces inventory for you. Use the
order screen in the Orders file too enter all reductions,
including damaged merchandise, etc.
To Add to Inventory
You can either enter inventory additions as you receive inventory
 into stock, or you can enter inventory as it is ordered, print a
 supplier order form, then later enter the amount received when
it arrives.
 one of the choices.
In the lower left corner of the dialog th
 To enter additions to inventory as it is received and skip the
supplier order process:
1. Open the Inventory file
2. Choose Records: New Record
3. Do not enter information in the Amount Ordered and Date
Ordered fields.
4. Click inside the Amount Added field.
5. For the first product received, enter the quantity received
6. Skip / tab through the Amount Subtracted field
7. Click inside the Date field and enter today's date
8. Tab to the Item Number and enter the item number
9. Continue entering new records for all products received. received and skip the
supplier order process:
1. Open the Inventory file
2. Choose Records: New Record
3. Do not enter information in the Amount Ordered and Date
Ordered fields.
4. Click inside the Amount Added field.
5. For the first product received, enter the quantity received
6. Skip / tab through the Amount Subtracted field
7. Click inside the Date field and enter today's date
8. Tab to the Item Number and enter the item number
9. Continu
 To enter an order to a supplier and Fax or mail that order to
your supplier:
1. Open the Inventory file
2. Choose Records: New Record
3. Click into the Amount Ordered field and enter the quantity of
a product you are ordering more of
4. Tab to the Date Ordered field and enter today's date
5. Skip / tab through the Amount Added, Amount Subtracted, Date
and Invoice Number fields
7. Click inside the Item Number field and enter the product's
number
9. Continue entering new records for all products you are
ordering
upplier and Fax or mail that order to
your supplier:
1. Open the Inventory file
2. Choose Records: New Record
3. Click into the Amount Ordered field and enter the quantity of
a product you are ordering more of
4. Tab to the Date Ordered field and enter today's date
5. Skip / tab through the Amount Added, Amount Subtracted, Date
and Invoice Number fields
7. Click inside the Item Number field and enter the product's
number
9. Continue entering new records for
To Print an Order Form and even a Fax Cover Sheet:
When you're finished entering the products you are ordering from
a specific supplier:
1. Click the Fax Order to Supplier button
2. Click Continue at the next dialog
3. Type the name of the supplier you are ordering from, and
today's date if you entered all your order records today. If you
entered your order records yesterday, type yesterday.
4. If you want to print the Fax Cover Sheet, Type the pertinent
Fax Information and then click the Continue button. If you do not
 need a Fax Cover Sheet, Click Continue without entering any
information. ordering from
a specific supplier:
1. Click the Fax Order to Supplier button
2. Click Continue at the next dialog
3. Type the name of the supplier you are ordering from, and
today's date if you entered all your order records today. If you
entered your order records yesterday, type yesterday.
4. If you want to print the Fax Cover Sheet, Type the pertinent
Fax Information and then click
5. At the print dialog, click Print if you are printing the Fax
Cover Sheet, click Cancel if your are not.
The order form will be displayed
6. Click Print to print the order form.
7. Click Done to return to the Inventory Screen.
8. Choose Records: Show All to see all inventory records.
To Enter an order once it has been received:
1. Click the Find Order button
2. Type the name of the supplier whose shipment you've just
received, and the date the products were orderedh.
9. If there
3. For each product received, click inside the Amount Added field
 and enter the amount that was actually received.
4. For each product received, click inside the Date field and
enter the Date received.
To See your Inventory on Hand balances:
1. Click the On Hand button
To get out of the report:
1. Choose View: Switch: Worksheet
2. Choose File: Preview to exit preview and go to browse. Type your search criterion, and press Enter. For example, to
print mailing labels for everyone in Ca
Orders allows you to enter orders, generate invoices, enter
payments to invoices as they are received, and generate accounts
receivables reports. Orders is joined to the Products, Inventry,
and Customers files included in the large business templates. If
you use Inventory and Products with the Orders file, Approach
will keep track of your inventory balances for you.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further. Both
the Setup and the Customize sections can be accessed from the
introduction screen.
Orders is joined to the Products, Inventry,
and Customers files included in the large business templates. If
you use Inventory and Products with the Orders file, Approach
will keep track of your inventory balances for you.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how
Before you use Orders
To save a great deal of data entry time, enter your customers in
the Customers/Address Book file, and your Products in the
Products file. Both these files are included on the templates
disk. Both Customers and Products will need an ID number, i.e. an
 Account Number for each of your customers, and an Item Number
for each of your products.
If you will not be using the Customer and Product files with the
order system, consult the User Guide to change the Join Options
of this file before continuing.
If you want your inventory to be automatically debited with
orders, also use the Inventry file included with these templates.
 For more information on each of these files, consult their
sections in this guide.ducts will need an ID number, i.e. an
 Account Number for each of your customers, and an Item Number
for each of your products.
If you will not be using the Customer and Product files with the
order system, consult the User Guide to change the Join Optio
To begin adding your own orders to the file:
1. Choose Records: New Record
2. Fill out the Invoice Number field and press Tab. The invoice
date field will automatically be filled in for you.
Note: Approach can automatically enter sequencial numbers for
your invoice number field-consult the User's Guide to find out
3. Enter the customer's account number. This should trigger
automatic entry of the customer name, address, shipping address,
etc. from the Customer file when you press TAB. If it does not,
check your customer file to see that you spelled/typed the
account no. the same in both files.and press Tab. The invoice
date field will automatically be filled in for you.
Note: Approach can automatically enter sequencial numbers for
your invoice number field-consult the User's Guide to find out
3. Enter the customer's account number. This should trigger
automatic entry of the customer name, address, shipping address,
etc. from the Customer file when you pre
4. Enter a P.O. Number if applicable in the P.O. Number field.
If you're storing your customers in the Customers file, and if
you've typed the account code correctly, the billing information
should be filled out for you. Shipping information should also be
 filled in, and you can continue to the section of the order
where products purchased will be entered.
Note: If you do not plan on using the Customer file, you will
need to change the join options for the orders file. Consult your
 user guide.
5. Click inside the Item Number field on the first line, type the
 item number of the first item sold, and press Tab.d if
you've typed the account code correctly, the billing information
should be filled out for you. Shipping information should also be
 filled in, and you can continue to the section of the order
where products purchased will be entered.
Note: If you do not plan on using the Customer file, you will
need to change the join options for the orders file. Consult your
If you have properly filled out this product information in the
Products file, and if you have spelled the item number correctly,
 the product description and price should be filled in for you.
6. Tab to quantity and type the quantity ordered. The amount will
 be figured for you.
7. To add a new product to the order, CHOOSE RECORDS:NEW RECORD
WHILE YOUR CURSOR IS STILL IN THE QUANTITY FIELD on the first
line. The cursor MUST be in the Quantity field, the Item Number
field, or the Product Description field to add a new product to
the order. You will not be able to just click inside the second
line.
m number correctly,
 the product description and price should be filled in for you.
6. Tab to quantity and type the quantity ordered. The amount will
 be figured for you.
7. To add a new product to the order, CHOOSE RECORDS:NEW RECORD
WHILE YOUR CURSOR IS STILL IN THE QUANTITY FIELD on the first
line. The cursor MUST be in the Quantity field, the Item Number
field, or the Produ
8. Continue filling out the order with products, choosing New
Record for each.
Note: You can place more than 4 products on an order. For
information on how to increase the number of products ordered,
consult the Repeating Panels section of the User Guide.
9. To create another order, choose New Record when your cursor is
 anywhere but in the products section of the order.
To Print an Invoice for an Order:
1. Click the Print This Invoice button.
Before using any Approach t
To Enter a payment to an order when it has been received:
1. Click the Find an Order button.
2. Click inside the Invoice Number field on the find dialog and
type the number of the invoice that was paid for.
3. Press ENTER on your keyboard.
4. Click the Enter Payment Received button.
5. Enter the payment amount and payment date, and click Done.
To View Accounts Receivable:
1. Click the Accounts Receivable button.t's inventory amount in the Amount Added
field.
5. Click inside the Amo
To get out of the Accounts Receivable report or the Sales Report:
1. Choose File:Preview to get out of Preview
2. Click the Done button at the top of the screen.
To view the Sales Report:
1. Click the Sales Report button.
2. When finished, choose File:Preview to exit preview.
3. Click the Done button.he item number in both the inventory file and the
products file, to see that they are both the same.
7. Type 'Beginning Inventory' in the Notes field.
8. Continue entering the beginnin
The product database keeps track of basic product information,
such as the item number, description, price, and supplier. With
it you can quickly and easily access product information and
print price lists. The product database is connected or joined to
 the orders file, which can do your orders and accounts
receivable.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further. Both
the Setup and the Customize sections can be accessed from the
introduction screen.
rice, and supplier. With
it you can quickly and easily access product information and
print price lists. The product database is connected or joined to
 the orders file, which can do your orders and accounts
receivable.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each t
Adding Products
To start adding your own products to the file:
1. From the Records menu choose New Record.
2. Type the appropriate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: there are 4 radio buttons on the product information screen
 which specify the unit of measurement of the product; 8 oz
bottle, 6-pack, etc. There are also radio buttons indicating
product type. You can change these radio buttons to be relevant
to your business. The section, Customizing the Templates explains
 how.
Note: the on-hand section is filled in automatically from the
Inventory file.priate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: there are 4 radio buttons on the product information screen
 which specify the unit of measurement of the product; 8 oz
bottle, 6-pack, etc. There are also radio buttons indicating
product type. You can change these radio buttons to be relevant
to your busines
To see your products in a list:
1. Click the List button.
To locate one or a few products:
1. Click the Find... button.
2. Click OK at the next dialog.
3. Type a find criterion in the next screen and press ENTER on
the keyboard. For example, typing, "AB Distributors" in the
Supplier Name field would locate all products that are supplied
by AB Distributors.
If the system found more than one record that matched your find
request, click the List button to see all records found in a
list.
To see your products in a list:
1. Click the List button.
To locate one or a few products:
1. Click the Find... button.
2. Click OK at the next dialog.
3. Type a find criterion in the next screen and press ENTER on
the keyboard. For example, typing, "AB Distributors" in the
Supplier Name field would locate all products that are supplied
by AB Distributors.
If the system found more than one record that matched your find
request, click the List button to see all records found in a
To check the inventory levels of each product:
1. Click the Check Inventory button.
To get out of the Inventory report:
1. Choose View:Switch:Product Information.
2. Choose File:Preview to exit preview.
For more information on how to customize or modify files, refer
to your user guide, or refer to the "for more information"
section of this template guide.records yesterday, type yesterday.
4. If you want to print the Fax Cover Sheet, Type the pertinent
Fax Information and then click
Time Manager keeps track of your to-do lists. It prints daily
reminders of the things that need to be completed, and you can
letters and envelopes to contacts with it.
Be sure to make a backup of this file before using it.
To start adding your own to do list to the Time Manager:
1. Click the Add New Item button.
2. Enter the date you will be starting a project, calling a
contact, or attending a meeting.
you've just
received, and the date the products were orderedh.
9. If there
3. Click inside the Do What? field and select Appointment, call,
or to-do item, depending on what your next action will be.
4. Tab to the With Whom field and type the name of the contact
you will be following up on or meeting with. If you want, press
Return on your keyboard and enter their company name on the
second line.
5. Tab to the Notes field and enter what needs to be done.
6. Tab to the Time field and enter the time you want to complete
this to-do item, if appropriate.
The Completed field will default to 'N' for No until you complete
 the to-do item. do item, depending on what your next action will be.
4. Tab to the With Whom field and type the name of the contact
you will be following up on or meeting with. If you want, press
Return on your keyboard and enter their company name on the
second line.
5. Tab to the Notes field and enter what needs to be done.
6. Tab to the Time field and enter the time you want to complete
this to-do item, if appropriate.
To send a letter to a contact:
1. Select one of the contat's to-do items in the list.
2. Click the Send a Letter button.
3. Click inside the addressee area and fill in the contacts
address.
4. Click after 'Dear:' and type the appropriate salutation name.
5. Click into the letter body and type a letter.
6. Click Print Letter to print the letter.
7. Click Print Envelope.
8. Click Done to return to the to-do list.
To see today's to do list:
1. Click Today's to-do list.de to find out how
As items are completed off today's to-do list, change the
Completed? field from 'N' to 'Y.'
To see a to-do list for a day other than today:
1. Click the Other Day's to-do list.
To see all unfinished items, that is, all to-do items that are
still marked incomplete (Completed? = 'n'):
1. Click the Unfinished Items button.
tem Number
for each of your products.
If you will not be using the Customer and Product files with the
order system, consult the User Guide to change the Join Optio
Prospecting keeps track of in-depth lead information, as well as
your contact diary for each lead. It quickly generates daily
tickler reports for you, and has easy letter writing and mailing
label printing built-in. The prospecting file also allows you to
 estimate when you might close a prospect, and the dollar value
of the close. From this information it generates forecast reports
 by fiscal quarter.
Be sure to make a backup of prospecting before using or modifying
To begin adding your own leads to Prospecting:
1. Choose Records:New Recordll as
your contact diary for each lead. It quickly generates daily
tickler reports for you, and has easy letter writing and mailing
label printing built-in. The prospecting file also allows you to
 estimate when you might close a prospect, and the dollar value
of the close. From this information it generates forecast reports
 by fiscal quarter.
Be sure to make a backup of prospecting before using or modifying
To begin
2. Fill out the important lead information, pressing TAB between
fields. The phone number fields are formatted for you--do not
enter the dashes, parenthesis, etc.
Note: The small contact portion of the screen in the lower right
corner fills in automatically as you enter contacts using the 'Do
 Callbacks' button.
To start entering a diary of daily contacts, before any contacts
have been made:
1. Click Do Callbacks
2. Since no contact records have been added yet, click either the
 Today's or the Miseed Contacts buttons.
3. Click OK when Approach warns you that no records matched your
request.atted for you--do not
enter the dashes, parenthesis, etc.
Note: The small contact portion of the screen in the lower right
corner fills in automatically as you enter contacts using the 'Do
 Callbacks' button.
To start entering a diary of daily contacts, before any contacts
have been made:
1. Click Do Callbacks
2. Since no contact records have been added yet, click either the
4. Click inside the date field of the first blank record.
5. Enter the date you contacted a particular lead and press Tab.
6. Enter the name of the company you contacted in the Company
Name field. Be sure you spell the company name the way you
spelled it in the Prospect Information screen.
7. Tab to the 'Did What' field and enter what you did with this
contact.
8. Tab to 'With Whom' and enter the person's name that you spoke
to/wrote to/met with.
9. Click inside the 'Do What' field and select the next action
that should take place with this contact.
10. Click inside 'When' and enter the date they should be
contacted.
r the name of the company you contacted in the Company
Name field. Be sure you spell the company name the way you
spelled it in the Prospect Information screen.
7. Tab to the 'Did What' field and enter what you did with this
contact.
8. Tab to 'With Whom' and enter the person's name that you spoke
to/wrote to/met with.
9. Click inside the 'Do What' field and
Completed will default to 'N' until the next action has been
completed.
11. Continue entering your diary of contacts for the day
12. When finished, click Done.
To View all Today's Call Backs:
1. Click Do Callbacks.
2. Click the Today's Callbacks button.
3. Call your contacts back. As you complete calls, click the
Completed?-Yes  radio button. If the lead needs to be contacted
again, choose Records: New Record and enter today's discussion,
as well as the next contact date.
Note: If you want to put off a contact to a later date, modify
the 'When' field.pleted.
11. Continue entering your diary of contacts for the day
12. When finished, click Done.
To View all Today's Call Backs:
1. Click Do Callbacks.
2. Click the Today's Callbacks button.
3. Call your contacts back. As you complete calls, click the
Completed?-Yes  radio button. If the lead needs to be contacted
again, choose Records: New Record and enter today's discussion,
as well as the next contact date.
Note: If
To see all your missed call backs:
1. Click Do Callbacks.
2. Click the Missed Calls button.
Missed Calls will be displayed. If you complete any on the list,
be sure to change the Completed status from N to Y.
To see all the contacts for a lead:
1. Click the Do Callbacks button.
2. Click the All Calls for a Lead... button.
3. Click inside the Company name and/or the Contact name field
and type the company name and/or the contact name. Be consistent
with spelling.
4. Press Enter to see the contacts.
5. Click Done when finished.. Click Do Callbacks.
2. Click the Missed Calls button.
Missed Calls will be displayed. If you complete any on the list,
be sure to change the Completed status from N to Y.
To see all the contacts for a lead:
1. Click the Do Callbacks button.
2. Click the All Calls for a Lead... button.
3. Click inside the Company name and/or the Contact name field
and type the company name and/or the contact name. Be consistent
with spelling.
4. Press Enter to se
To Look Up a Lead:
1. On the Prospect Information screen, click the Find... button.
2. Click OK at the next dialog.
3. Click inside any field you wish to find on, and type a find
criterion. For example, type a company name in the Company field
at the top to look up a specific company.
4. Press Enter on your keyboard.
To see a List of All you Leads:
1. Click the Show List button on the Prospect Information screen.
ning Inventory' in the Notes field.
8. Continue entering the beginnin
To send a letter or a Fax:
1. In the Prospect Information screen, click Send Letter or Send
2. Type the letter body, and/or the FAX information. If desired,
print the document and click Done to return to the Prospect
Information screen.
To Print Mailing Labels for a group of prospects:
If you want to print labels for all leads:
a. Choose Records:Show All
If you want to print lables for only some leads:
a. Click Find.
b. Click OK.
c. Enter your selection criteria. For example, to print  send a letter or a Fax:
1. In the Prospect Information screen, click Send Letter or Send
2. Type the letter body, and/or the FAX information. If desired,
print the document and click Done to return to the Prospect
Information screen.
To Print Mailing Labels for a group of prospects:
If you want to print labels for all leads:
a. Choose Records:Show All
If you want to print lables for only some leads:
a. Click Find.
b. Click OK.
c. Enter your selection criteria. For example,
labels for everyone in California, type "CA" in the State field.
d. Press Enter on your keyboard.
Then:
1. Click the Print Labels button
2. Click Continue
3. Click OK at the print dialog.
To run a forecast report:
Note: For the forecast report to work, you must be sure to fill
the $ potential, estimated close quarter and year for all
prospects in the database, and update this information as it
changes.
1. Click the Forecast Report button.
dio buttons to be relevant
to your busines
To get out of the forecast report:
1. Choose View:Switch:Lead Information.
2. Choose File:Preview to exit preview.
For more information on how to use Approach databases, consult
your User Guide.n and press ENTER on
the keyboard. For example, typing, "AB Distributors" in the
Supplier Name field would locate all products that are supplied
by AB Distributors.
If the system found more than one record that matched your find
request, click the List button to see all records found in a
Lead Manager keeps track of in-depth lead information, as well as
 your contact diary for each lead. It quickly generates daily
tickler reports for you, and has easy letter writing and mailing
label printing built-in. The leadmgr file also allows you to
estimate when you might close a prospect, and the dollar value of
 the close. From this information it generates forecast reports
by fiscal quarter.
Be sure to make a backup of lead manager before using or
modifying it.
To begin adding your own leads to Prospecting:
1. Choose Records:New Record well as
 your contact diary for each lead. It quickly generates daily
tickler reports for you, and has easy letter writing and mailing
label printing built-in. The leadmgr file also allows you to
estimate when you might close a prospect, and the dollar value of
 the close. From this information it generates forecast reports
by fiscal quarter.
Be sure to make a backup of lead manager before using or
modifying it.
To begin ad
2. Fill out the important lead information, pressing TAB between
fields. The phone number fields are formatted for you--do not
enter the dashes, parenthesis, etc.
Note: The small contact portion of the screen in the lower right
corner fills in automatically as you enter contacts using the 'Do
 Callbacks' button.
To start entering a diary of daily contacts, before any contacts
have been made:
1. Click Do Callbacks
2. Since no contact records have been added yet, click either the
 Today's or the Miseed Contacts buttons.
3. Click OK when Approach warns you that no records matched your
request.atted for you--do not
enter the dashes, parenthesis, etc.
Note: The small contact portion of the screen in the lower right
corner fills in automatically as you enter contacts using the 'Do
 Callbacks' button.
To start entering a diary of daily contacts, before any contacts
have been made:
1. Click Do Callbacks
2. Since no contact records have been added yet, click either the
4. Click inside the date field of the first blank record.
5. Enter the date you contacted a particular lead and press Tab.
6. Enter the name of the company you contacted in the Company
Name field. Be sure you spell the company name the way you
spelled it in the Prospect Information screen.
7. Tab to the 'Did What' field and enter what you did with this
contact.
8. Tab to 'With Whom' and enter the person's name that you spoke
to/wrote to/met with.
9. Click inside the 'Do What' field and select the next action
that should take place with this contact.
10. Click inside 'When' and enter the date they should be
contacted.
r the name of the company you contacted in the Company
Name field. Be sure you spell the company name the way you
spelled it in the Prospect Information screen.
7. Tab to the 'Did What' field and enter what you did with this
contact.
8. Tab to 'With Whom' and enter the person's name that you spoke
to/wrote to/met with.
9. Click inside the 'Do What' field and
Completed will default to 'N' until the next action has been
completed.
11. Continue entering your diary of contacts for the day
12. When finished, click Done.
To View all Today's Call Backs:
1. Click Do Callbacks.
2. Click the Today's Callbacks button.
3. Call your contacts back. As you complete calls, click the
Completed?-Yes  radio button. If the lead needs to be contacted
again, choose Records: New Record and enter today's discussion,
as well as the next contact date.
Note: If you want to put off a contact to a later date, modify
the 'When' field.pleted.
11. Continue entering your diary of contacts for the day
12. When finished, click Done.
To View all Today's Call Backs:
1. Click Do Callbacks.
2. Click the Today's Callbacks button.
3. Call your contacts back. As you complete calls, click the
Completed?-Yes  radio button. If the lead needs to be contacted
again, choose Records: New Record and enter today's discussion,
as well as the next contact date.
Note: If
To see all your missed call backs:
1. Click Do Callbacks.
2. Click the Missed Calls button.
Missed Calls will be displayed. If you complete any on the list,
be sure to change the Completed status from N to Y.
To see all the contacts for a lead:
1. Click the Do Callbacks button.
2. Click the All Calls for a Lead... button.
3. Click inside the Company name and/or the Contact name field
and type the company name and/or the contact name. Be consistent
with spelling.
4. Press Enter to see the contacts.
5. Click Done when finished.. Click Do Callbacks.
2. Click the Missed Calls button.
Missed Calls will be displayed. If you complete any on the list,
be sure to change the Completed status from N to Y.
To see all the contacts for a lead:
1. Click the Do Callbacks button.
2. Click the All Calls for a Lead... button.
3. Click inside the Company name and/or the Contact name field
and type the company name and/or the contact name. Be consistent
with spelling.
4. Press Enter to se
To Look Up a Lead:
1. On the Prospect Information screen, click the Find... button.
2. Click OK at the next dialog.
3. Click inside any field you wish to find on, and type a find
criterion. For example, type a company name in the Company field
at the top to look up a specific company.
4. Press Enter on your keyboard.
To see a List of All you Leads:
1. Click the Show List button on the Prospect Information screen.
e a backup of prospecting before using or modifying
To begin
To send a letter or a Fax:
1. In the Prospect Information screen, click Send Letter or Send
2. Type the letter body, and/or the FAX information. If desired,
print the document and click Done to return to the Prospect
Information screen.
To Print Mailing Labels for a group of prospects:
If you want to print labels for all leads:
a. Choose Records:Show All
If you want to print lables for only some leads:
a. Click Find.
b. Click OK.
c. Enter your selection criteria. For example, to print  send a letter or a Fax:
1. In the Prospect Information screen, click Send Letter or Send
2. Type the letter body, and/or the FAX information. If desired,
print the document and click Done to return to the Prospect
Information screen.
To Print Mailing Labels for a group of prospects:
If you want to print labels for all leads:
a. Choose Records:Show All
If you want to print lables for only some leads:
a. Click Find.
b. Click OK.
c. Enter your selection criteria. For example,
labels for everyone in California, type "CA" in the State field.
d. Press Enter on your keyboard.
Then:
1. Click the Print Labels button
2. Click Continue
3. Click OK at the print dialog.
To run a forecast report:
Note: For the forecast report to work, you must be sure to fill
the $ potential, estimated close quarter and year for all
prospects in the database, and update this information as it
changes.
1. Click the Forecast Report button.
9. Click inside the 'Do What' field and
To get out of the forecast report:
1. Choose View:Switch:Lead Information.
2. Choose File:Preview to exit preview.
For more information on how to use Approach databases, consult
your User Guide.. Click Do Callbacks.
2. Click the Today's Callbacks button.
3. Call your contacts back. As you complete calls, click the
Completed?-Yes  radio button. If the lead needs to be contacted
again, choose Records: New Record and enter today's discussion,
as well as the next contact date.
Note: If
The Calls file operates as a background file to 'Employees;' the
employee database included in the large business templates. Do
not open and use this file. Instead, open and use the Employees
file which automatically accesses Reviews. for a lead:
1. Click the Do Callbacks button.
2. Click the All Calls for a Lead... button.
3. Click inside the Company name and/or the Contact name field
and type the company name and/or the contact name. Be consistent
with spelling.
4. Press Enter to se
Assests can maintain a list of your personal assets for insurance
 purposes. In it you can keep track of personal assests, where
they are located, and their value.
Be sure to make a backup copy of this file before modifying it.
Consult the setup sections of this help system to find out how to
 delete the sample records and customize these templates.
To add your own personal assets:
1. Choose Records: New Record.
2. Enter the Items name in the item field.
3. Select the item's location using one of the location's radio
buttons.personal assets for insurance
 purposes. In it you can keep track of personal assests, where
they are located, and their value.
Be sure to make a backup copy of this file before modifying it.
Consult the setup sections of this help system to find out how to
 delete the sample records and customize these templates.
To add your own personal assets:
1. Choose Records: New Record.
2. Enter the Items name in the item field.
3. Select the item's location
Note: the location radio buttons on the asset information screen
can be changed to better suit your needs.  Consult the section,
'Radio Buttons' in the User Guide to find out how.
4. Continue filling out the asset information, pressing TAB
between fields.
To see a list of your assets:
1. Click List...
To see a different sorted order, for example by location or by
category, click the appropriate button at the top of the list
screen.
To return to the Information Screen:
1. Click View More Information.tion radio buttons on the asset information screen
can be changed to better suit your needs.  Consult the section,
'Radio Buttons' in the User Guide to find out how.
4. Continue filling out the asset information, pressing TAB
between fields.
To see a list of your assets:
1. Click List...
To see a different sorted order, for example by location or by
category, click the appropriate button at the top of the list
screen.
To return to the Information Screen:
1. Click
To look up a specific asset:
1. Click Find.
2. Click OK at the next dialog.
3. Enter a find criterion. For example, click inside the date
purchased field and type 1/1/90...12/31/90 to find all assets
purchased in 1990. Or, click the Living Room radio button to see
all assets in your living room.
4. Press Enter on your keyboard to locate the assets.
5. Click List to see all the records found in a list.
1. Click the Forecast Report button.
dio buttons to be relevant
to your busines
Enter daily hours worked (regular and overtime) for your
employees in the payroll file, and have it calculate net pay,
witholdings, and gross pay, and print payroll checks. Payroll is
joined to the Employee for wage and witholding information.
Payroll is joined to the Employee database in the Small Business
folder. It uses the Employee file to look up each employees
hourly rate. Before using the Payroll file, be sure to enter your
 employee data in the Employees file. Information is looked up
based on Employee Number.
To enter payroll data:
1. Choose Records:New Record.
Each record consists of one employee's hours in one day.oss pay, and print payroll checks. Payroll is
joined to the Employee for wage and witholding information.
Payroll is joined to the Employee database in the Small Business
folder. It uses the Employee file to look up each employees
hourly rate. Before using the Payroll file, be sure to enter your
 employee data in the Employees file. Information is lo
2. Enter the date worked and press Tab.
3. Enter the first employee's employee number. This should
coincide with the employee number entered in the Employee
database. When you PRESS TAB, the system should display this
employees name. If it does not, go back to the Employees file and
 check it for the correct employee number.
4. Enter the regular and over time hours worked by this employee.
5. Continue entering new records for each employee for the day.
ng or
modifying it.
To begin ad
If needed, the system will print out a weekly blank worksheet
where you can keep track of hours in writing, and enter a week's
worth of hours at a time.
To print a blank week worksheet:
1. Click Print Blank Sheet.
2. Click Print Worksheet.
3. Click Daily Entry to return to the entry screen.
To look up all the hours worked by an employee:
1. Click Find Employee/
2. Click inside the No. Field and type the employees number.
3. Press Enter on your keyboard.ed yet, click either the
To locate all hours worked in a date or date range:
1. Click Find Date(s).
2. Click inside the Date field and type the date or date range
you wish to look up. To locate a date range, type the first date
of the range, an elipsis (...) and the last date in the range.
3. Press Enter.
To Calculate pay and print payroll checks:
1. Click Calculate Pay.
2. Click inside the Date field and type the date range that you
want to pay for. Be careful not to include dates you have already
 paid for. To type a date range, type the first date of the
range, an elipsis (...) and the last date in the range; i.e.
4/23/92...4/30/92. or date range
you wish to look up. To locate a date range, type the first date
of the range, an elipsis (...) and the last date in the range.
3. Press Enter.
To Calculate pay and print payroll checks:
1. Click Calculate Pay.
2. Click inside the Date field and type the date range that you
want to pay for. Be careful not to include dates you have already
 paid for.
3. Press Enter on your keyboard.
The payroll system will display each employees total regular and
over time hours, regular and over time rate,  and total net
dollars.
4. Choose View:Browse
5. Click Print this Report if you wish to print this report.
6. Click View Witholdings and Print Checks if you wish to see a
witholding summary and print payroll checks.
7. Click OK at both print dialogs.
ords: New Record and enter today's discussion,
as well as the next contact date.
Note: If
Important: The check format can be modified to fit your blank
checks. Before modifying the check format be sure to get some
practice working in design mode. Make a backup of the file before
 making modifications.
1. Choose View: Design.
2. Choose View:Switch: Checks.
3. Choose View:Show Ruler.
4. Move objects around as necessary. Objects can be moved simply
by clicking on them and dragging.
5. Print your modifications by choosing File:Print.
6. When finished, choose View:Switch:Work List.
7. Choose View:Browse
8. Choose File:Save View File. your blank
checks. Before modifying the check format be sure to get some
practice working in design mode. Make a backup of the file before
 making modifications.
1. Choose View: Design.
2. Choose View:Switch: Checks.
3. Choose View:Show Ruler.
4. Move objects around as necessary. Objects can be moved simply
by clicking on them and dragging.
5. Print your modifications by choosing File:Print.
6. When finished, choose View:Switch:Work Li
Consult any of these resources:
1. The Approach User Guide.
2. Approach Technical Support, the number is printed on the User
Guide.
3. The creators of these templates:
Access
350 Townsend #203
San Francisco, CA 94107
[phone]ield
at the top to look up a specific company.
4. Press Enter on your keyboard.
To see a List of All you Leads:
1. Click the Show List button on the Prospect Information screen.
e a backup of prospecting before using or modifying
To begin
The employee file stores such employee information as an
employee's hire date, social security number, and emergency
contact. From the employee file you can print internal phone
lists, and keep track of when your employees are up for review.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further.
Note: The Small Business Employee file is joined to the payroll
file, so that payroll is calculated based on each employees
hourly rate.
e date, social security number, and emergency
contact. From the employee file you can print internal phone
lists, and keep track of when your employees are up for review.
Before using any Approach template, be sure to make a backup
copy. Read the setup sections of this guide to find out how to
delete sample records and customize each template further.
Note: The Small Business Employee file is joined to the payrol
Adding Employees
To start adding your own employees to the file,
1. From the Records menu choose New Record.
2. Type the appropriate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: Some payroll information is automatically entered for you.
For example, the Social Security percentage defaults to 6%. To
change these defaults, look up Field Definition:Options in the
User Guide.
To See an Employee List:
1. Click the List Alpha button to see a list alphabetized by last
 name.your own employees to the file,
1. From the Records menu choose New Record.
2. Type the appropriate information into each field. Use the Tab
key on your keyboard to move from field to field.
Note: Some payroll information is automatically entered for you.
For example, the Social Security percentage defaults to 6%. To
change these defaults, look up Field Definition:Options in the
User Guide.
To See an Employee List:
1. Click the List Alpha button
To go to an Employee record from the employee list screen:
1. Click on the employee in the list you wish to view more
information on.
2. Click the Info Screen button at the top of the list.
To locate an employee or a few employees:
1. Click the Find button.
2. Click OK at the next dialog.
3. Type a find request in one of the fields on the screen, for
example, to see a list of employees in the marketing department,
type 'Marketing'  in the department field; to find David Miller,
type 'Miller' in the last name field.ord from the employee list screen:
1. Click on the employee in the list you wish to view more
information on.
2. Click the Info Screen button at the top of the list.
To locate an employee or a few employees:
1. Click the Find button.
2. Click OK at the next dialog.
3. Type a find request in one of the fields on the screen, for
example, to see a list of employees in the marketing department,
type 'Marketing'  in the department field; to find David Miller,
type
The system will then display a list of all employees that matched
 your find criterion.
To See a List of All Employees Scheduled for Review:
1. Click the Review List button.
The Review List button displays all employees under the month
they are scheduled for a review. Review dates are based upon hire
 date.