3.– CLICK ON THE HELP BUTTON WITHIN THE [MAIN MENU] FILE IN FILEMAKER FOR
INSTRUCTIONS AND INFORMATION.
4.- YOU CAN RETURN TO THE [MAIN MENU] FILE AT ANY TIME BY PRESSING [] AND [1] THEN
CLICK ON THE HELP BUTTON WITHIN THE [MAIN MENU] FILE IN FILEMAKER FOR
INSTRUCTIONS AND INFORMATION.
Version History:
What's new on version 3.0?
* Main Menu: New button (Line PO Items) and script to open that file at the startup, such file is relational to Products and Purchase Orders.
* Contacts: Better interface, minor bugs corrected for Y2K compliance, scripts have been modified to allow the user to cancel any transaction/script that needs password verification, the age field is not automatically calculated it now has a script/button defined to calculate only when needed.
* Invoices: Scripts have been modified to allow the user to cancel any transaction/script that needs password verification, minor bugs corrected for Y2K compliance, some minor changes in the interface and printed forms.
* Contacts and Invoices: keeps track of returned checks unpaid (bounced checks) and close(1) an open account automatically if three or more bounced checks are received in the same account.
* Products: Now its relational to the Purchase Orders file to add any new items or products purchased.
* Purchase Orders: Now relational to the Products file to keep track of the open to buy products or items. It now doesn't allow to purchase products or items if the open to buy level is higher than the products planed to purchase.
(1) Reverts the credit limit to $0.00 not allowing future unpaid orders.
What's new on version 2.0?
Contacts and Invoices:
* Validates credit card numbers. It doesn't tell you whether the credit card has cleared the bank, but rather serves as a way to prevent typos. The algorithm is able to determine if the digits in the card follow the correct pattern. If the credit card number is invalid it will show a red note below the credit card number field as: "Credit Card Number: INVALID". If the credit card number entered is correct it will only display "Credit Card Number" in black type.
* Print total number of pages in a statement. (i.e. PAGE 1 OF 15).
* All calculations are faster than any previous version.
* Most of the scripts have been "tuned up" for speed.
This business solution is shareware. After paying the corresponding fee, you are allowed to modify it in any form to adapt it to your company needs, but you are not authorized to sell it or distribute it, except a password protected version with all the documentation.
This preview version is fully functional, but without a password you won’t be able to modify any scripts, fields, or printed forms on some files (files marked with and (*) and (**) in the Main Menu Help Section).
A single user license $75.00 per user.
A site license costs $300.00 and covers a building.
A world-wide license costs $500.00 and it covers all locations for your organization.
After paying the shareware fee all future updates will be free of charge, the new password to unlock any new version will be sent to you by e-mail.
How to Pay:
Mail:
If you are paying with USD Check or Money Order you should send it to:
EL SOL DE MEXICO
132-31 59TH AVENUE, 1ST FLOOR
FLUSHING, NY 11355-5242
USA
If you pay via check, it must be a check drawn in US Dollars.
Payments send via postal mail take time to reach us and then up to 10 days for processing. Again, if you include a correct e-mail address, you will hear from us when the order is processed. And we will send you the password so you can adapt any scripts, fields or printed form from this Integrated Solution Database.
Please include with your payment: your company name, contact name, address, phone & fax number and e-mail address. Your password will be sent to you by e-mail and first class mail along with your payment receipt.
To report any bugs or have questions before paying the shareware fee:
While we hope you don’t find any bugs, if you do let us know!
The more information you can include the more likely we are to be able to fix it. Report any bugs or send comments and question by e-mail to: elsoldemex@aol.com or by fax at: (718) 460-3106.
(2) This files are used to keep track of checking account, and print laser checks (Checking Account database performs a script related to Dollar Amount-English database to create the dollar amount in words [English only]). It is also used to keep track of purchase orders and payments.
(3) This files are not needed for this business solution, some of them are included with the FileMaker Pro Version 3.0 and later. The shareware fee is for the rest of the files.
Please note that in any field named Contact No. or Contact I.D. or Account Number, you must type the account number from the Contacts database. Some scripts requires a password to complete the transaction, the password to be used is the current user name [not the password used to unlock the program]. The reason for this security step is to avoid cancellation of invoices, accounts closed, credit limit increases, etc.
Below you will find the documentation for each of the files included in this relational solution (alfabetically sorted). You may find that this solution will work as is, but you may wish to make changes to customize this solution for your business. Either way this documentation is included to help you use this solution. You will find that some of this documentation can be found in some of the files on special help layouts. Click on the help button in each file to see this general help.
ACTIVITY LOG
Description
Use this database to track messages and contacts with your customers. This file is related to the Contacts database.
How to use this solution
Anytime you wish to track correspondence with a contact, go to the Contacts database, find a contact, and click the New Activity button. Choose which type of action to take: a call, letter, or fax. Click OK and enter the information for the call, the contents of the letter, or the message for the fax.
Note that much of the work of entering your address and the customer’s address has already been done. You can edit your address information in the Main Menu preferences. The customer’s information is taken from the Contacts database.
Entering Information
Call Entry
Enter notes about the phone call in the Notes field and select an appropriate Action Status and Action Type.
Letter Entry
To create a letter, type the contents of the letter in the Letter Contents field and click the Print Letter button to print a copy of the letter.
Fax Entry
To create a fax, type the contents of the fax message in the Fax Message field and click the Print Fax button to print a copy of the fax.
ADDRESSES
Description
This file is related to Contacts and stores the information about address, company name, contact name and zip code, it is also used to generate bar codes for all correspondence that will be printed and keeps track of modified, date time, field name, and user who modified the field values.
CHECKING ACCOUNT
Description
This file is related to Contacts and Purchase Orders databases and is used to keep track of all your checking account transactions such as deposits, cash withdrawals, checks paid, fees, etc.
Entering Information
Purchase Order
You can type a purchase order number in this field if the payment/check is for a purchase order. By doing so you will see a list of the checks made for a specific purchase order in the Purchase Orders database, the Purchase Orders database will calculate the amount due for that P.O. if payments have been made by check. The purchase order number is useful only when making a payment for a related purchase order. The easiest way to make a check for a specific purchase order is going to the Purchase Orders database and select make check/payment from the scripts menu.
Payer Number (Account/Contact)
This field is used to get the information from the Contacts database, such as company name, address, etc. If you select the script on the Purchase Orders database, the account number will appear automatically or if you have asigned a value to the purchase order number. However if the payment is not for a related purchase order you can type an account number from the Contacts database, by doing so the correct company, contact, address, etc. will be obtained from the Contacts database. You can also make checks payable to others not related to the Contacts or Purchase Orders database by typing the corresponding information in the available fields.
Transaction or Check Number
Type your check or reference number on this field, no descriptions of the transactions are permitted until a valid value is given to the Transaction number field.
If you haven’t enter a contact information on the Contacts database, use the second field to enter that information manually and be able to print the checks. Always use the print check button to print a check, since the print button includes a script to calculate the amount paid and convert such amount to words in English.
CONTACTS
Description
Use this file to keep track of people you need to contact such as customers. The Contacts database contains information such as a customer’s name, phone number, address and many more options such as contact type, open account information (if you intend to open an account for a contact). Please note that this file works along with other related databases such as addresses, phone numbers, etc. The file includes predefined reports for printing customer profiles, phone lists, and mailing labels.
How to use this solution
Buttons
Data Entry: Click on this button from any layout on this file to go to the data entry layout.
View as List: Click on this button from any layout on this file to see your contacts in list view.
Sales Rep. Info: Click on this button from any layout on this file to see the sales representative (not the contact) information so you can enter important information about your sales representative such as emergency contact, emergency number, social security, select salary, etc.
Personal Info: Click on this button to see the personal information for this contact, by clicking on this button you will see the same layout as the Sales Rep. Info, but instead of going to the assigned sales representative information it will take you to the current contact information.
Go to Invoices: Click on this button from any layout on this file to go to the Invoices database. Please note that if no invoices have been made for this contact, it will show the Invoices database with no records present. Select find all records or use your find criteria to see any specific invoice.
Go to Invoices | Acc: Click on this button to go to the Invoices database. By clicking on this button you will see the invoices made to this account as a list. Select the invoice you would like to see from that list.
Go to Main Menu: Clicking on this button will go to the Main Menu database, you can also select this script from the scripts menu or by pressing [Apple] and [1] from any database file.
Enter Notes: Click on this button to enter staff notes, such notes will appear on the [General Staff Notes & Credit References] field.
Select Acc for Inv.: Click on this button to select this account for an invoice you are currently working on. Use this script if you are sure you are on the correct invoice in the Invoices database. Otherwise it will replace the account number and information to an invoice already made. For security purposes and obvious reasons, this script is password protected, the password to be entered is the current user name as you have entered it in the preferences of FileMaker.
Select Acc for P.O.: Click on this button to select this account for a purchase order you are currently working on. Use this script if you are sure you are on the correct purchase order in the Purchase Orders database. Otherwise it will replace the account number and information to a purchase order already made.
Find: To enter find mode.
Reports: Use it to select reports to be printed such as envelopes, labels, etc.
Perform Calculation: Click on this button to perform the calculation for the sales representative account status.
Phone Icon: Clicking the phone icon will use your modem or speaker to dial the phone number and keep track of that phone call.
Action History Icon: Click on this icon to create a new activity such as letter, fax or phone call or to see the activity listed next to the icon (if available).
There are a few hidden buttons (scripts performed when you click on a field) on this file and are password protected, just to mention some of them are Sales Representative Number, Commission Rate, Payment Terms, Credit Limit.
Entering Information
CONTACT INFORMATION
Enter the company name, contact name and address for a contact.
PHONE | FAX | INTERNET
Type in phone numbers to reach a contact, select from the list of locations such as home, work, or school, and type the times at which the contact can be reached. You can enter as many phone numbers as needed for any contact by typing a new phone number in the last available space next to the phone icon. Clicking the phone icon will use your modem or speaker to dial the phone number.
ACTION HISTORY
Click on any activity in the list to view all the information for that activity. To enter a new activity for the current contact, click on the small button. An activity is a type of correspondence that should be performed for the current contact such as a phone call, fax, or letter. Because each activity is stored in the Activity Log database, you can enter as many activities as needed for any contact. To view additional activities for a contact, click on the scroll bar to the right of the activity list.
FIELDS LOCATED AT THE BOTTOM OF THIS LAYOUT
Kind of Account, Contact Type, Priority, Referred by, Classification | Kind of Business, Included for Mail?, List Share?, Distribution?.
BLACK BACKGROUND WHITE LETTERS FIELDS
If your primary business is a newspaper, or magazine, or any other kind of subscription, this is good for your business.
Newspr. to Send: Enter the number of newspaper or magazines that you want to send to this contact.
Start | End Issue No: Left field: Start - Right field: End.
Sent | Remaining: Left field: Sent - Right field: Remaining.
FINANCIAL INFORMATION
No further information or instructions needed. :-)
OPEN ACCOUNT AND CREDIT INFORMATION
Sales Representative Number: Enter an account number from the Contacts database to select that contact as a sales representative for this account.
Sales Representative Name: Automatically calculated after a valid value is entered in the sales representative number.
Commission Rate: Enter the percentage for commission rate for this sales representative.
(type the number as a decimal e.g. for 8.25% type 0.825)
Total Commission: Calculated automatically from the Invoices database.
Amount due by Sales Representative: Calculated automatically from the Invoices database.
Language for Invoices: Select the language in which you want your invoices to be printed and send to this account. (there are currently two options: English and Spanish).
Authorized by: Type the name of the person who authorized or open this account.
Payment Terms: Select the payment terms from the pop-up list or type a new value.
No. of Ret. Checks: This field keeps track of any returned (bounced) checks from the Invoices database.
Credit Limit: Type the credit limit you want to assign for this contact.
Total Amount due by Client: Calculated automatically from the Invoices database.
Available Credit: Calculated automatically from the Invoices database.
Total Purchases: Calculated automatically from the Invoices database. Please note that this amount is for the orders already paid, this field does not count the unpaid invoices or orders.
How to customize this solution
If the built-in label report does not match the labels you use, edit the existing layout or create a new layout. Choose Layout from the Select menu. Select New Layout from the Edit menu, click the Labels radio button and choose the proper Avery label in the menu. For details on formatting a label layout, see the FileMaker Pro documentation.
Change or add to the values in the pop-up lists for Contact Priority, Type, Phone Number Locations, or Personal Title.
DOLLAR AMOUNT - ENGLISH
Description
This database file is used by the file Checking Account to create amount in words (English). The actual amount in English words are stored in this file.
INVOICES
Description
Use this file to create and keep track of invoices for your customers. The Invoices database allows you to bill a customer for products or services they have purchased. Product information is looked up from the Products database and customer information is obtained from the Contacts database, and each item purchased is stored in a file called Line Items. The Invoices database ties all this information into a single form which you can print as invoice, invoice past due, statement, etc. You can select what kind of form to print from the script menu, or click on the Print Invoice icon, the corresponding form will be printed automatically.
How to use this solution
Buttons
No further information or instructions needed. :-)
ENTERING INFORMATION
Purchaser Information
Type in a contact ID from the Contacts database or click on top of the Account Number field to activate the script/button. Company name, address, phone number, etc. is obtained from the Contacts database.
Shipping Information
Click on the icon for shipping details to enter information such as the shipment location, cost, weight, carrier type, priority, and tracking number.
Products Purchased
Type in a product ID from the Products database in the first available row. Or click on the Find Product to activate a script to find a specific product. After you find the correct product, click on the (Select this Product) button on the right top part of the layout. Product price and descriptions are automatically looked up from the Products database. Also enter the quantity of product purchased. Because each product purchased is stored in the Line Items database, you can enter as many products as needed for an invoice by typing a new product ID in the first available space in the list. To view additional products purchased for an invoice, click on the scroll bar to the right of the products list.
All remaining fields: No further information or instructions needed. :-)
Print Invoice (button): Everytime you click on this button it will print the corresponding form according to invoice days old, amount due, etc. To print statements or another form select the corresponding script from the scripts menu.
How to customize this solution
Change or add to the values in the pop-up lists for Carrier, Shipping Priority, Payment Method, and Credit Card Type.
JOB APPLICATION
Description
Use this form to collect standard applicant information. The form contains fields for an applicant's skills, education, experience, personal information, and references. Simply print the form and use as needed.
How to use this solution
Enter the data from the application form into the database file. You can then search the file to identify all candidates who match specific job criteria.
How to customize this solution
You can modify the form's layout to duplicate your own employee application form. Add your company logo to the Job Application report by copying or importing a picture to the layout. For details on importing a picture, see the FileMaker Pro documentation.
Modify the value list for the skills listed on the Skills layout. In Layout mode, select the Skills field in the Skills layout and choose Field Format… from the Format menu. In the pop-up menu after "using value list", select Define Value Lists…. Edit the list of skills to match those you are seeking.
LETTERS
Description
Use this database to write letters to send to people in the Contacts database.
How to use this solution
Letters are always entered from the Activity Log database but are stored in this file to allow for an unlimited number of letters.
TO ENTER A LETTER
- Go to the Contacts database and find or create the contact record.
- Create an activity by clicking on the New Activity button under Action History.
- Click on the Letter button and type the letter you wish to send.
This letter will be stored in the Letters database and is logged as an activity. Because the Letters database is related to the Activity Log database, all letters for a particular contact can be viewed from the Contacts database.
LINE CHECKS
Description
This database file is used by the Checking Account database to store payments made to a contact. To enter a check line for a check number, open the Checking Account database and type check number.
LINE ITEMS
Description
The Line Items database is used to track individual items purchased by a customer and is related to the Invoices database.
How to use this solution
Line items are always entered from the Invoices database but are stored in this file to allow for an unlimited number of items to be purchased.
TO ENTER A LINE ITEM
- Go to the Invoices database and find or create an invoice record.
- Type a product ID into the first available row in the list of products purchased.
A new line item record will be created and stored in the Line Items database. Because the Line Items database is related to Invoices, all line items for a particular invoice can be viewed from the Invoices database.
LINE PO ITEMS
Description
This database file is used by the Purchase Orders database to store items purchased. To enter an item for a product purchase, open the Purchase Orders database and type the required information.
MAIN MENU
Description
Use the Main Menu database to navigate to the solution files and set general preferences.
How to use this solution
To set preferences for solution files.
- Click on the Preferences button.
- You can enter your address, a company logo, or set the default style for creating new letters.
Address
User Name
Enter your name as you would like to see it appear on letters, invoices, fax cover sheets, statements and all related printed forms.
Company Name and Address
Enter your company address information as you would like to see it appear on letters, invoices, fax cover sheets, statements and all related printed form.
Logos
Letter Logo
Paste a graphic into the Letter Logo field to add your own logo to the top of letters printed from the Integrated Solution. The Logo Location preference can be used to display the letter logo at the top of a letter towards the left, center, or right margin.
Company Logo Plain
Paste a graphic into this field to display your own logo at the top left corner of each of the Integrated Solution files.
Company Logo Disabled
Paste a graphic into this field to display a disabled version of your logo at the top left corner of the Integrated Solution files when there is a custom dialog showing (e.g. when no records are found).
Standard Letter
Logo Location
Select a default location for the Letter Logo at the left, center, or right side at the top of letters printed from the Integrated Solution.
Letter Type
Select a default letter style for the formatting of paragraphs in letters. Four choices are available: block/modified and formal/informal. Block letters do not use indents whereas modified style letters have a one tab indent at the beginning of each paragraph. Formal letters use the full name of the addressee whereas informal style letters use only the first name.
Letter Close
Select from one of seven choices for a default closing statement for letters such as “Respectfully Yours”, “Your Truly”, “Best Wishes”, etc.
Miscellaneous
Printing Options
Select an option for printing or previewing a report to control how reports are displayed. You can choose print only, preview only, or preview and then print.
Tax Rate
Enter the tax rate that should be used for calculating invoice totals. Values should be entered as a decimal such as .0825. Most of other files (e.g. invoices) uses their own tax rate which can be specified as .0825 but will be displayed as 8.25%.
Product ID
Select the type of ID to be entered for a product when a new product record is created. Sequential Serial Number - a number that starts at 1 and is incremented by one. Text and Sequential Number will enter the first character of the first 3 words in the short description and a sequential number. Selecting None will allow you to enter your own Product ID.
How to customize this solution
Add your own buttons to the main menu layout to open other databases that you use.
MEMORANDUM
No further description or instructions are needed. :-)
MESSAGES
No further description or instructions are needed. :-)
PHONE NUMBERS
This database file is used by the file Contacts to store phone numbers.
To enter a phone number for a Contact, open the Contacts database and type the phone number there.
PHONE NUMBERS
Description
This file is used to track customer phone numbers and is related to the Contacts database. Having a separate database for phone numbers allows you to store as many different types of phone numbers as you need to reach someone. For instance, you can store phone numbers for work, home, school, mobile, and other locations as well as internet addresses.
How to use this solution
Phone numbers are always entered from the Contacts database but are stored in this file to allow for an unlimited number of contact phone numbers.
TO ENTER A PHONE NUMBER
- Go to the Contacts database and find or create a contact record.
- Type a phone number into the first available space in the phone number list.
A new phone number record will be created and stored in the Phone Numbers database. Because the Phone Numbers database is related to Contacts, all phone numbers for a particular person can be viewed from the Contacts database.
How to customize this solution
To change or add to the values for the Phone Number Location field, go to the Contacts database and edit the value list there.
PRODUCTS
Description
Use the Products database to enter information on products or services that you sell. This product information is used by the Invoices database to look up prices and product descriptions when creating a customer invoice.
How to use this solution
Enter a record for each product that you sell. Information on product price and description is looked up in the Invoices database based on the Product ID.
Entering information
Product Information
Enter the product type, a short description, long description, short description in Spanish, the cost, the selling price, other charges cost such as fee for a returned check and the unit weight of the product.
General Comments
Enter any notes on the product here.
Vendor Information
Type in a contact ID from the Contacts database in the Vendor ID field. Company name and address is obtained from the Contacts database.
Inventory
Type in the necessary information. Note that this file is now relational to the Purchase Orders database and the available quantity is updated if more products from the same items have been purchased or ordered from the Purchase Orders database.
PURCHASE ORDERS
Description
Use the Purchase Orders database to create purchase orders for items or products you buy and sell.
Entering information
Supplier Number
Type in a contact ID from the Contacts database. Company name and address is obtained from the Contacts database.
Bill to Account No.
There’s a trick to make it work. Instead of typing a first name in the Contacts database, enter the account number you have with the vendor, such as credit card number.
The box at the bottom right corner of the layout
This space shows the checks made to this company to pay this purchase order.
Everytime you want to make a payment for a particular purchase order, select Make Check/Payment from the scripts menu. To print a purchase order or print insertion order. Click on the reports icon and select the corresponding form. Please note that any items purchased or ordered from this file will modify the available quantity in the Products database.
WE HOPE THIS INFORMATION ANSWER ALL YOUR QUESTIONS REGARDING THIS PROGRAM.
ALL REGISTERED USERS HAVE UNLIMITED FREE SUPPORT BY E-MAIL ONLY, SEND YOUR QUESTIONS TO: elsoldemex@aol.com
