Software of the Month Club 1996 June

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----------------------------------------------------------------------------- Distributed by Data-Plane Inc., Box 4733, Federal Way, WA 98063 Please register this program by sending $25 to the above address. ----------------------------------------------------------------------------- DESCRIPTION ----------------------------------------------------------------------------- This program is intended for use by anyone who operates in a marketing environment....and who wants to keep track of his/her leads. It is, in its current form, dedicated to Home Improvement Contractors...but may be used by others whose business interests run along parallel lines. This program will be enhanced in a compatible fashion as time goes by. Your input will be appreciated. It is currently being used by several Contractors with very happy results. It is very friendly, intuitive...and very fast. It definitely reduces the work load of keeping track of leads and customers over other methods. It sorts and collates...and keeps track of past and future appointments and sales. It provides a hard copy means of distributing leads....and receiving reports back from salesmen in the field. Several other rudimentary, but useful reports are also generated. Please feel free to distribute this current version. ----------------------------------------------------------------------------- BACKUP ----------------------------------------------------------------------------- Always make a back-up copy of the sub-directory contents prior to install or re-install or update....etc. ----------------------------------------------------------------------------- INSTALL ----------------------------------------------------------------------------- Copy contents into sub-directory of your choice on the Hard drive. Type: C:\subdirectory> INSTALL Thereafter: C:\subdirectory> TELE This procedure also applies for updates. î ----------------------------------------------------------------------------- TELEMARKETER NOTES ----------------------------------------------------------------------------- *) Recent enhancements may require a minimum of editing on the "Result" field. *) Restricted to VGA color monitors which can display 132 columns by 25 rows or more....and Epson(fx) compatible printers (dot matrix). *) Canon BJ-200ex printers are ok. *) Please keep Printer on at all times. Printer must be Epson (fx) dot matrix compatible. *) P+M $$$ fields pertain to Pitch/Miss estimates. A valid P+M lead is counted only when a dollar amount appears in this field. *) Valid Sale $$$ are counted only when the word "sale/done" appears in the Result Field. Otherwise, the Sale $$$ value is considered Rescinded or Credit TD. *) Valid leads are counted when the Appointment field has today's date or earlier; and is not zero nor blank. Statistics are computed using Valid leads only. *) Searches and other matches are performed left justified free text. E.g., 9410 = all days in the month of October, 1994. *) If stray characters appear in records....simply overstrike a character to force a modify of record. The record will be filtered and fixed. Likewise, if fields appear not to align on hard copy print outs. *) Field titles/labels cannot be changed in this version. Field sizes and types are also set and cannot be changed. Future versions will be enhanced along these lines....and will be compatible. *) Be consistent! Always enter phone numbers the same way. Subsequent searches can be frustrating if one clerk enters them one way....and another enters them differently. *) If you press a Function Key....the program drops down to a sub-menu. If you press the same key again....the program pops back up to the parent menu. This is the general rule. Exceptions will be noted. *) Unregistered use of this program is free for approximately 1000 records. î ----------------------------------------------------------------------------- CHANGES ----------------------------------------------------------------------------- If you have v6.12 or earlier, please note that we have changed the key word "*DONE*" in the Result field to "DONE". You must change your database to accommodate this change: 1) Search the Result field for "*DONE" and "DONE*" 2) For each match found: Press <F3> = Matrix Press <esc> The Result field will change and today's date will appear in the Result Date field; which can be overriden manually. See the section on the "RESULT FIELD". ----------------------------------------------------------------------------- KEYS ----------------------------------------------------------------------------- *) When indicated: *) F1 = New Entry. *) F2 = Print Page....................Duplicates. *) F3 = Matrix/profile................Archive/Save/Backup. *) F4 = Tax computations. *) F5 = Sale Breakdown. *) F6 = Bid Breakdown (P/M). *) F7 = n/a. *) F8 = P&L statement(s). *) F9 = Sort. ----------------------------------------------------------------------------- FORMAT CONTROL ----------------------------------------------------------------------------- When displayed, the following keys control the display: [Home] = Left justify. [End] = Toggle left to right. [PgUp|PgDn] = Scroll. [Tab] = One field right. [Shft-Tab] = One field left. [Alt-C] = Cut line. [Alt-O] = Open line. [Alt-P] = Paste line. [Ins] = Insert character. [Del] = Delete character. [Esc] = Return to parent menu | Abort print ops. î ----------------------------------------------------------------------------- MODESET ----------------------------------------------------------------------------- This program allows the user to select columns and rows from the default character sets available with the on-board graphics card. Select one which pleases the user....and makes sense for the application. You may change the character set anytime by returning to this program. Type "MODESET <Enter>" Your system must be able to display 132 columns....and at least 25 rows. If you are given no options....then this program is incompatible with your system. 30 or less rows are the most desirable for display and print. A prolog menu of mode|font selections by manufacturer is presented first. Select a manufacturer whose protocol matches your graphic card. For example, Diamond cards comply with the Tseng Labs protocol. If none of these selections work, try the Automatic option. It will also yield additional fonts to those available with the menu. You may want to try them. If you make the wrong selection, you will know soon enough. The screen will not be readable. Go back to "MODESET", and try again. î ----------------------------------------------------------------------------- INTERVAL ----------------------------------------------------------------------------- This feature establishes temporal limits for subsequent searches and other operations. Limits may be input as follows: Start: 9501__ End : 9502__ Process only those items whose appointment dates fall within the month of January, 1995. Default upon startup is always: Start: 000000 End : 999999 (infinity) Default changes with Appointment print and some other features. Pay attention to this parameter! When searching on the Result field, the Result Date field controls the process. Nevertheless, the Appointment field should reflect the Date of Sale or Date of P&M. ----------------------------------------------------------------------------- RESULT FIELD ----------------------------------------------------------------------------- *) The "RESULT" field has several Key Words: *) SALE = Sale in progress. *) SOLD = Completed and funded. *) DONE = Interchangeable with Sold. *) RESCIND = Rescinded. *) TD = Credit TD. *) DELETE = This record is eligible for deletion. Presence in this field prevents record deletion when other result has been attained. This field is controlled by entries via the Matrix. The Result Date field will automatically be updated. If it is not accurate you may override the date field with the correct date. ----------------------------------------------------------------------------- ACTION FIELD ----------------------------------------------------------------------------- *) The "ACTION" field has several Key Words: *) WORKING = Working. *) CANCELLED = Appointment cancelled by prospect. *) NOT HOME = Prospect was not home. *) NO SHOW = Salesman did not show. *) ONE LEG = Husband or wife not present. This field is controlled by entries via the Matrix. î ----------------------------------------------------------------------------- TAX TABLES ----------------------------------------------------------------------------- The system will operate with or without the presence of the appropriate tax rate tables. These files may be modified from the main menu as follows: <A>dd = Add an item to the appropriate tax table. <M>odify = Modify an item. Serves recall by "City" name. <R>eview = View / review tax table. Items may be modified. Table sorted alphabetically. <C>ode = Allows free text search of tax table by Tax Code. Table sorted by Tax Code. The expected format of an item is as follows: City/County Name = Alpha Tax Code = Alpha-numeric (5 characters) Local Tax Rate = " " " " " State Tax Rate = " " " " " Total Tax Rate = Fractional value between 0000 -> .9999 City/County Name must be literal. For example: New York New York City (these are different) New York County Misspelled City names may be accomodated by double entry; each spelled differently. "County" may also be spelled "Cnty". Enter it twice with both spellings if your staff tends to misspell....or different individuals spell it either way. Results are the same, if Code & Rates are same. Total tax rate will be computed for you. However, you may override for anomolies in the jurisdiction. Incorrect entries will be flagged. î ----------------------------------------------------------------------------- "HNAME.TXT" ----------------------------------------------------------------------------- "HNAME.TXT" is an ascii file the contents of which shall be printed on selected reports. If you desire you may change the contents to reflect your own preference and identity. Please do not delete/erase this file. ----------------------------------------------------------------------------- RATINGS ----------------------------------------------------------------------------- On a scale of 0-5 please rate the quality of the lead, irregardless of the outcome of the presentation or any other parameter. It is a measure of the Telemarketer's performance as rated by the salesman. A blank means no opinion. î ----------------------------------------------------------------------------- BREAKDOWN FORMS ----------------------------------------------------------------------------- These forms may be used to prepare Bid-Proposals.....or keep track of P+M's; or a breakdown of prices contributing to the Sale Price. Press <F_5> for the SALE form. No change if total less than $1.00 Press <F_6> for the BID/P+M form. No change if total less than $1.00 Additional Active Keys in this mode are: F_2 = Print page. F_3/esc/end = Return to parent record. F_4 = Tax breakdown. F_5/esc/end = Return to parent record. F_6/esc/end = Return to parent record. F_9 = Sort. Tab = Move right one field. Shift-Tab = Move left one field. Cursor-Right = Move right one field/character. Cursor-Left = Move left one field/character. Home = Left justify. The form has several fields: Line Number Sub Contractor / Supplier Code Item Description Price (+/-) This form controls the "Sale" & "P+M" fields. All numeric fields are (+/-). In order to make the Balance Sheet function....enter at least one line indicating the Sale Price on the "Sale Breakdown" form. The tax shown is charged to the customer. Filling in the "Sale Breakdown" form itemizes what was charged and agreed to by the customer at time of sale. It provides a record in case there is a dispute or a modification to the original agreement. Filling in the "Bid Breakdown" form itemizes what was charged and NOT agreed to by the customer at time of presentation. In other words, there was No Sale. It provides a record in case the Customer changes his mind and wants to re-enter negotiations. Both forms are very useful in case the Salesman has departed or is otherwise not available at a critical moment. Suggestion: Print out, or make up a blank form, for your salesmen to fill in. î ----------------------------------------------------------------------------- BALANCE SHEET ----------------------------------------------------------------------------- The "Balance Sheet" keeps track of job costs at all times; and up to the minute "Profit / Loss". Sale Price, for the purpose of computing P&L, must be entered on the "Sale Form". If expediency is desired, simply enter one line described as "Sale". Press <F_8>. The system will drop down through the Sale Form; where it picks up the Sale Price. Press <F_8> again...and the Balance sheet will be pulled down. Active Keys in this mode are as above...and in addition: Alt-C = Cut out the highlighted line. Store to buffer. Alt-O = Open up line; drop down all lines below. Alt-P = Paste last "Cut" line to highlighted line. A "Cut" line may be pasted repetitively until replaced by a new "Cut". The above actions will be defeated, if they would cause the last line to drop out and be lost. If it is desired to enter repeat information; e.g., Sub, Invoice date, Invoice Number.......do the following: On a blank line, enter the data for the three fields; Alt-C to cut the data to the buffer; Alt-P as many times as desired. The above information will be entered each time. î The Balance sheet has several fields: Line Number Sub Contractor / Supplier / Vendor Code Date of Invoice Vendor Invoice Number Item Description Category (eg., Labor, Materials, etc....) Charges (+/-) Tax as per invoice. Check # Bank Code / Credit Card Code. Date of Check / Payment. Dollar amount of check / credit card charge. Balance owed to vendor per item. If a sub-contractor submits an estimate for a job....enter his bid as you would any other item.....but enter "ESTIMATE" in the Invoice# field. Later, these can be converted to completed jobs....or deleted. In addition, hard copy print outs show column totals; Net Profit / Loss, and Ratios (%) of the various Categories. All numeric fields are (+/-). ----------------------------------------------------------------------------- COST PROJECTIONS ----------------------------------------------------------------------------- Enter all estimated costs into the P&L. Enter "ESTIMATE" in the Invoice No. field. As actual invoices come in, make the appropriate changes. î ----------------------------------------------------------------------------- CODES ----------------------------------------------------------------------------- Codes are user defineable. Make up your own. So long as you are consistent the system works. For example, "Joe the Carpenter" may be coded as "JOE". Whatever makes sense to you. This same rule applies to Category. "L" might stand for labor....."M" for materials.....etc. Keep a list of these codes and what they mean. Future editions will ask for this information as input. ----------------------------------------------------------------------------- CATEGORY ----------------------------------------------------------------------------- The Category field is broken up into two parts; a Major & Minor Category coded using any combination of 0-9,A-Z (36 characters; yielding 36^2=1296 possible combinations or categories). The Major Category is the entire field; or the left most character when the field is one character. The Minor Category is always the right most character of the field only. For example: Major categories: | M | = Materials; general...... | MW | = Materials; windows...... | ML | = Materials; lumber....... | S | = Subcontractor Labor....... | SM | = Subcontractor supplied materials....... | I | = Inhouse Labor....... | IM | = Inhouse supplied materials....... In the above examples, "W" & "L" & "S" are sub-categories. With this arrangement it is possible to search on the sub-category alone. ----------------------------------------------------------------------------- BANK ----------------------------------------------------------------------------- May be coded for different banks; or for different accounts. For example, if all business is done with one bank, you may have various accounts. Therefore, use codes such as "01", "02", etc...... Each code stands for a unique account. Use codes such as "BA" for Bank of America, "KB" for Key bank, etc...... Selection of codes is user defined. Make up your own codes and be consistent. ----------------------------------------------------------------------------- CREDIT CARDS ----------------------------------------------------------------------------- Items paid for by credit card should be entered as follows: Check # = Authorization Code / Referral Code (last five digits) Bank = Credit Card abbreviation Credit Card Abbreviations: AE = American Express MC = Master Card VS = Visa DS = Discover Card ?? = etc........ Items paid in should be indicated by a negative amount. Items paid out are positive or credits. î ----------------------------------------------------------------------------- SUB / SUPPLIER DATABASE ----------------------------------------------------------------------------- This database contains the Code/Abbreviations for Sub / Suppliers and their respective Names, address, phone numbers and a list of their specialties displayed as "KEYWORDS". Deletions from this database are prohibited. ----------------------------------------------------------------------------- KEYWORDS ----------------------------------------------------------------------------- Keywords are a list of sub/supplier specialties separated by [spaces]. For example, "JOE" might have a list as follows: keyword: Windows Siding Painting Electric Plumbing Roof Labor î ----------------------------------------------------------------------------- MATRIX ----------------------------------------------------------------------------- This is more or less an abbreviated profile of your customer. The system will accept any alpha-numeric for input. For the moment we have been using "x's" & blanks. It has been suggested that a rating system may be established by enter- ing for example A-Z to represent order of importance with regard to each customer....or order of preference....or etc. We invite you to experiment, and hopefully report back to us, what may be helpful to others. It has been suggested that each data entry clerk use his/her own alpha code. In this way the User may be readily identified. With regard to NEED, we have been rating the options from 9-1; where "9" equals most needed. The highest entry appears in the NEED field. Only entries with a "number" will be transferred to this field. Otherwise, the NEED field may be edited directly. Whatever is entered thusly, will not be changed if no number appears in the matrix element. If no changes occur to the Matrix....nothing will be done. ----------------------------------------------------------------------------- NEED ----------------------------------------------------------------------------- This field is encoded by the user to indicate primary prospect interest. It is optional...but useful. It will be overwritten with the highest entry appearing in the matrix. Matrix entries to this element should be 0-9...with "9" being the greatest need. ----------------------------------------------------------------------------- MATRIX SEARCH ----------------------------------------------------------------------------- Enter the element name. For example, "Sale", "Done", "FHA", "Single", etc. See the Lead Sheet print out for the names of the Matrix Elements. The output always shows "Result" & "$Amount" where a sale has occurred. Therefore, a search for "Window", also yields a picture of how many prospects who initially expressed an interest in windows...also purchased. The output from this operation also shows the element entry. î ----------------------------------------------------------------------------- DELETING RECORDS ----------------------------------------------------------------------------- It is not possible to totally eradicate a record. If you desire to remove a record....mark it "Delete" in the Matrix. It will not be deleted until the next application of "New Entry". Until that time, the contents of the record are preserved. This procedure prevents the unforgiveable from befalling the unsuspecting. ----------------------------------------------------------------------------- SEARCH ----------------------------------------------------------------------------- Searches are executed left justified. For example, if you search for "373" as a phone number, you will find all phone numbers which begin with "373". If you have trouble finding a phone number, it may be embedded in area code + the number; use the Free Text option. ----------------------------------------------------------------------------- FREE TEXT SEARCH ----------------------------------------------------------------------------- Free text may be used to find key words; e.g., "Roof" in the need field; or anyone named "Joe". Also, Phone Numbers that may appear anywhere. î ----------------------------------------------------------------------------- DATES ----------------------------------------------------------------------------- The creation date of the record appears in the lower right hand of the comments field. Also shown, are the Last date and Previous date any change was made to record. These fields may not be modified by the user. ----------------------------------------------------------------------------- ARCHIVING ----------------------------------------------------------------------------- The save/archive option, archives in the "LZH" format. Therefore, the command to de-archive is: C:\sub-directory> LHA E TELEMARK *.* ----------------------------------------------------------------------------- MULTIPLE COMPUTERS ----------------------------------------------------------------------------- Each computer must first be loaded with the programs from the original source diskette or file(s). Thereafter, the archived database(s) may be de-archived into each computer in accordance with the "LZH" format. Only the newer files will survive the transfer. ----------------------------------------------------------------------------- USER ID ----------------------------------------------------------------------------- The default system comes unprotected; with no "User Id" password. If you do not enter one, the system will not check for a password. However, once established, it cannot be erased. It can only be changed. Case may be important, depending on the version. î ----------------------------------------------------------------------------- P & L SUMMARY ----------------------------------------------------------------------------- This option is a search thru the entire P&L database; delimited to the item option(s); delimited by the "interval limits". Enter "*" for all sub/suppliers. Description is a "free text" search; i.e., the occurence of the "argument" anywhere in the description field. Whereas, all other searches are left justified; i.e., the "argument" must appear as the first element, to the left, in the field. Therefore, a search & report may be made looking for the word "Nails" in any invoice. These summaries are sensitive to the "interval limits". ----------------------------------------------------------------------------- JOB | PARAMETER ----------------------------------------------------------------------------- With regard to P&L summaries, a search is made of all relevant databases, using the input argument as the qualifying Search Parameter. For example, search for all items for Supplier "ABCD". For each matching item, "Parameter Cost" is updated; also, for each item appearing in that Job, "Job Cost" is updated. Thus, it is possible to compute the ratio of costs for that supplier, to all other costs. "Parameter Cost" = Cost of items matching "Parameter" only. "Job Cost" = Cost of all items found in matching parameter jobs. ----------------------------------------------------------------------------- ABBREVIATIONS ----------------------------------------------------------------------------- "P+M" Pitch and miss....... "Term" Number of monthly payments. "NS" Salesman No Show. "NH" Customer not home. "NI" No Interest. "TD" Credit turn down. "CU" Credit Union. "BK" Bankrupt. î ----------------------------------------------------------------------------- CHARGES ----------------------------------------------------------------------------- This program cost $1200.00 initial purchase price + $.50 / record / month. The program may be operated on only one computer per customer. Additional computers shall be assessed a 10% surcharge per computer. Prices subject to change without notice. Registered users receive 10% discount across the board. We reserve the right to refuse sale to any individual or company. ----------------------------------------------------------------------------- SUGGESTONS ----------------------------------------------------------------------------- *) Create a separate record for each sale made to the same client. *) Enter Sub-contractor estimates on the P&L Balance sheet. Mark the Invoice field as "ESTIMATE". When the final bill comes in, change the entry. This will allow you to anticipate some costs. ----------------------------------------------------------------------------- * Acknowledgments * ----------------------------------------------------------------------------- Data-Plane Inc. gratefully acknowledges the permission granted to use LHA.EXE (c)Yoshi, 1991-92 provided by K.Okubo. IBM(tm) is the registered trademark of International Business Machines. MS-DOS(tm) is the registered trademark of MicroSoft Incorporated. ----------------------------------------------------------------------------- end --- î