SALES POWER ORGANIZER User Manual KEYCON TECHNOLOGIES, INC. Making Computing Easier is the Key Introduction Definition of Shareware Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. Disclaimer - Agreement Users of the Sales POWER Organizer must accept this disclaimer of warranty: "The Sales POWER Organizer is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of the Sales POWER Organizer." The Sales POWER Organizer is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using the Sales POWER Organizer and continue to use the Sales POWER Organizer after a reasonable trial period, you must make a registration payment of $ 79 to Keycon Technologies, Inc. The $ 79 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. IND-1 Commercial users of the Sales POWER Organizer must register and pay for their copies of the Sales POWER Organizer within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Keycon Technologies, Inc. Anyone distributing the Sales POWER Organizer for any kind of remuneration must first contact Keycon Technologies, Inc. at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering the Sales POWER Organizer immediately (However Keycon Technologies, Inc. must still be advised so that the distributor can be kept up-to-date with the latest version of the Sales POWER Organizer). You are encouraged to pass a copy of the Sales POWER Organizer along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the Sales POWER Organizer software. IND-2 Association of Shareware Professionals Ombudsman Policy Keycon Technologies, Inc. is a member of the Association of Shareware Professionals (ASP). The ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX 616-788-2765 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536." IND-3 Chapter 1 Installing the Sales POWER Organizer The Sales POWER Organizer program includes an installation program for MS-DOS systems. The Sales POWER Organizer program files are provided in a compressed file format on three (3) 3.5" diskettes. You can install the Sales POWER Organizer for MS-DOS from either the MS-DOS command prompt or DOSSHELL (MS-DOS V5.0 and higher). To load from the command prompt, type A: or B:, which will change your working directory to the diskette drive where the SPOLOAD.EXE file is located. Then, type SPOLOAD, followed by ENTER, to start the Sales POWER Organizer installer program. Optionally, you can install the Sales POWER Organizer from the hard disk directory by typing A:SPOLOAD or B:SPOLOAD. If your primary hard disk drive is not C:, substitute the drive letter for C in the command above. DOSSHELL Installation To install the Sales POWER Organizer from DOSSHELL, point the mouse cursor to and click the left mouse button on the diskette drive icon, either A or B where the SPOLOAD.EXE file is located. When the A:\> or B:\> drive directory listing is displayed, point the mouse cursor to SPOLOAD.EXE, in the diskette directory listing, and click the left mouse button twice. The Sales POWER Organizer installation program will then load from diskette. This will take a minute or more. Sales POWER Organizer Installation Procedures After the installation program is loaded, a menu screen with the default C:\POWER program directory is displayed. Either accept C:\POWER as the default program directory by typing ENTER, or type the name of the directory where you want to load the program files and type ENTER when you've finished typing the directory name. After you've entered the Sales POWER Organizer directory name, the installation program searches for your system's MS-DOS version. The Sales POWER Organizer requires MS-DOS Version 3.2 or higher. If your system has an earlier version of MS-DOS, the installation program will terminate. Upgrade your system to a MS-DOS Version 3.2 or higher before attempting to reload the Sales POWER Organizer. If your MS-DOS version is valid, the version number found is displayed. The Sales POWER Organizer installation program introduces you to a major Sales POWER Organizer feature - Keycons. Keycons are a patented Key (i)con technology that visually illustrates which keyboard key to type use specific program functions. They integrate best attributes of the keyboard and icon-based point-and-click interfaces. They also let you know what to do at a glance, rather than making you search for speed keys in a user manual or pull down menus. 1-1 After the installation program locates your system's MS-DOS version, the program files on SPO Disk#1 begin loading. When all of the files on SPO Disk#1 are loaded, the installation program loads SPO Disk#2 and SPO Disk#3 program files successively. When the disk load prompt menu is displayed, load the requested disk and type L or point the mouse cursor to and click the left mouse button to the L Keycon. Type ESC or point the mouse cursor to and click the left mouse button to the ESC Keycon to abort Sales POWER Organizer installation. After installation, the program files that were stored as compressed files on the installation diskettes are decompressed into their normal disk file format. After all of the program files are decompressed, a menu screen will be displayed showing that all of the program files have been successfully installed. The Sales POWER Organizer is now ready to use. 1-2 Chapter 2 Introduction and Overview The Sales POWER Organizer is a comprehensive PC application program for managing critical sales information. Face it. Organization is the key to sales success. The less time you spend managing basic customer information, the more time you'll have for prospecting, making sales calls, and closing business. The Sales POWER Organizer combines the key functions you need; customer list, phone list, and calendar management, sales call and expense reporting, sales forecasting, sales cycle planning, order and quote entry, and an activity tickler into an integrated application suite with a common, easy-to-use user interface. The Obvious User Interface and Keycons To be effective, a sales organizer application must be easy to use. If it requires more time to learn than use, it's no more effective than any assortment of editors, spreadsheets, and contact managers written by programmers who sometimes expect you to be as computer literate as they are. The Sales POWER Organizer was designed with simplifying the basics, as well as automating time consuming sales information tasks, in mind. The Sales POWER Organizer's Obvious User Interface (OUI) eliminates the guesswork common to many PC applications. The Obvious User Interface tells you which key to press or what to do to activate application functions. It does this with a new, innovative element, Keycons. Keycons tightly integrate the computer keyboard into the Sales POWER Organizer programs, simplifying keyboard access to the critical Sales POWER Organizer functions. Keycons are graphical key icons that represent which key to press to activate application functions. This is important because, in spite of the advances in point-and-click user interfaces, the keyboard is still the fastest method for executing basic functions and moving between different input screens. That's because your hands are usually on or around the keyboard for entering text information. Most PC applications do offer optional keyboard shortcuts or "accelerator keys", for point-and-click actions. But, accelerator keys usually require more than one keystroke and are often not well documented. Keycons let you know which keys to press at a glance, rather than forcing you to search through pull down menus, user manuals, or on-line help — a time consuming task, at best. Keycons can also be used like an icon. To use a Keycon like an icon, simply point the mouse cursor to and click the left mouse button on the desired Keycon. Keycons automate the most common Sales POWER Organizer functions -- Exit, Save, Delete, Export, Next (screen), and More (entries). They also supplement scroll bars for selecting names, dates, and reports for editing or printing. The Obvious User Interface also uses the more common icons and scroll bars, which are used when Keycons or keyboard key actions aren't practical or desirable. 2-1 Sales POWER Organizer icons are used to 1) activate the data import utilities, 2) activate Mouse Help (diagram 2-2), 3) turn Keycon display on/off, and 4) provide instant access to the Phone Dialer, Calendar Manager, and Activity Tickler from other Sales POWER Organizer programs, such as the Sales Forecaster, Sales Cycle Planner, Orders & Quotes, etc. They usually also return you to the exact place in the calling program when you're done. The Obvious User Interface Keycons, icons, and scroll bars are described, in detail, later in this chapter. Mouse Help Another very important Sales POWER Organizer Obvious User Interface feature is Mouse Help. Mouse Help is a real-time, context-sensitive help facility. It displays small help tip windows on top of important Sales POWER Organizer application features as the mouse cursor is moved over those features. For example, if the mouse cursor is positioned on top of a Keycon, a small help window explaining how that Keycon is used is displayed. If the cursor is over an information entry box, a help window explaining what should be entered in that box is displayed. Overall, Mouse Help displays information windows for all of the entry boxes, Keycons, icons, scroll bars, and other application features for all of the Sales POWER Organizer screens. To activate Mouse Help, point the mouse cursor to and click the left mouse button on the Mouse Help icon. Then, move the mouse cursor over any screen feature. A Mouse Help information window pops-up over each important screen feature. If you need more general help information about a program screen, select the general help facility by typing F10 or pointing the mouse cursor to and clicking the left mouse button on the F10 Keycon. Changing the Mouse Cursor You can change the mouse cursor to either the default hand-shaped pointer or the standard MS-DOS arrow pointer with the Change Mouse icon displayed in the upper left corner of the Sales POWER Organizer Main Menu. The Change Mouse utility displays a pop-up menu window that lets you select the mouse cursor you want. The Change Mouse icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Change Mouse icon. Activate the Change Mouse by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Change Mouse icon or by typing F6. Sales POWER Organizer Help The Sales POWER Organizer help facility is an interactive utility that provides information about all of the Sales POWER Organizer program screen features. All of the Keycons, icons, and scroll bars used in a specific program screen are displayed in the screen's help windows and can actually be tested by pointing the mouse cursor to and clicking the left mouse button on the Keycon, icon, or scroll bar. You can also display and test the "hidden" Keycon for an icon by pointing the mouse cursor to and clicking the right mouse button on the icon. Hidden Keycons are explained in greater detail in the Sales POWER Organizer Icons section. 2-2 Sales POWER Organizer Obvious User Interface Keycon Definitions The Sales POWER Organizer program's Obvious User Interface uses many common Keycon definitions. Other Keycons are used for different purposes in different programs. The most common Sales POWER Organizer Keycon definitions are described below. ESC Exit without saving current information - makes the current program exit and return to the Sales POWER Organizer's Main Menu or exits the Sales POWER Organizer and returns to the MS-DOS prompt. F1 Delete Current Information and Return to the Current Program's Main Menu - deletes the record currently displayed on the screen, permanently removes it from the current program's database, and returns to the current program's main menu. [Edit mode only]. F2 Save Current Information and Return to the Current Program's Main Menu - permanently saves the information displayed on the screen in the current program's database and returns to the current program's main menu. F2 Save and Print - saves the information displayed in the Print Order - Customer Address Information or the Print Expense Report Information screens and prints the selected order or expense report. F2 Transfer Information - completes the Product Information Transfer function by returning to the calling program and transferring the product information into the appropriate information screen product fields. F3 Save Current Information and Clear Screen for More Input - permanently saves the information displayed on the screen in the current program's database and clears the information screen so that another record can be entered. [Only in Enter or Set mode]. F4 Export (edit information screens) - exports the information displayed on the screen into an unformatted ASCII text file so that the information can be used by other MS-DOS applications. F4 Previous (selection menu screens) - Scrolls the previous sixteen names, dates, etc. into the selection menu. F6 More (selection screens) - Scrolls the next sixteen names, dates, etc. into the selection menu. F6 Next Screen (enter and edit information screens) - moves from the first to the second Customer, Order, or Sales Call Report information screen. F7 Previous Screen (enter and edit information screens) - moves from the second to the first Customer, Order, or Sales Call Report information screen. F7 Weekly Forecast - (Sales Forecaster only) - pops up a Weekly Forecast information screen above the forecast month where the text cursor is located. 2-3 F7 Previous Day - moves the calendar, activity tickler, or expense report date back one day from the current day. Prompts for save if current day information has been entered or edited and prompts for edit if information already exists for the new day. F8 Next Day - moves the calendar, activity tickler, or expense report date forward one day from the presently selected day. Prompts for save if current day information has been entered or edited and prompts for edit if information already exists for the new day. F8 Summary or Monthly Forecast- (Forecast Generator only) - displays the Quarterly and Yearly display-only Summary forecast screen from the Monthly forecast screen or reverts to the Monthly forecast screen from the Quarterly and Yearly Summary forecast screen. F9 Transfer Information - completes a Calendar Manager or Activity Tickler Event Information Transfer by returning to the calling program and transferring the selected event information into the appropriate information screen event information fields. F9 Print Only - prints without saving the information displayed in the Print Order - Customer Address Information or the Print Expense Report Information screens along with the selected order or expense report. F9 Dial Phone Number - Dials the phone number displayed in the Phone Dialer pop-up menu. F10 Help - displays Help screen for the current Sales POWER Organizer information screen. Sales POWER Organizer Keyboard Keys Other important keyboard keys not represented by Keycons but used throughout the Sales POWER Organizer Obvious User Interface are: Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. 2-4 Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Moving Between Information Entry Boxes with the Mouse To move the text cursor from one information input box to another, point the mouse cursor to and click the left mouse button on the information input box that you want to move the text cursor to. Moving the text cursor with the mouse is similar to using the tab, enter, arrow, or other keyboard keys to move the text cursor. The primary difference is that you can arbitrarily move the text cursor to any information entry box with the mouse. The keyboard keys only allow text cursor movement to an adjacent input box. The Scroll Bar The scroll bar is a rectangular column with an Up arrow at the top and a Down arrow at the bottom. A scroll bar is used in all of the selection menus (name, date, etc.) and is displayed after more than sixteen records have been saved in the current menu's database. For example, a report menu scroll bar is displayed when 17 or more reports are in a database. Using The Scroll Bar The scroll bar provides access to additional database customer names, dates, reports, etc. The next 16 database entries are displayed by pointing the mouse cursor to and clicking the left mouse button on the down arrow. The previous 16 database entries are displayed by pointing the mouse cursor to and clicking the left mouse button on the up arrow. You can also drag the scroll bar button (the small rectangle in the scroll bar column) up or down to move more menu selections into the menu screen. Drag the scroll bar button by pointing the mouse cursor to and clicking and holding the left mouse button on the scroll bar button and then dragging the button up or down. To stop dragging the scroll bar button, release the left mouse button. The database records displayed are in proportion to the distance that the scroll bar button has been dragged. 2-5 When the scroll bar button is at the top of the scroll bar (next to the up arrow) the first 16 database entries are displayed. If there are fewer than 16 database records, less than 16 records are displayed. There are 125 display positions in a scroll bar enabling up to 2000 database records to be accessed with one scroll bar. 16 new menu entries are displayed each time the scroll bar button is moved and until the last record in the menu database is reached. To return to entries that have been previously displayed, move the scroll bar button up until the entries reappear. Large Databases and Dual Scroll Bars If there are more than 2000 records in any database, the number of records that can be displayed using one scroll bar has been exceeded. When a database size exceeds 2000 records, a second scroll bar is automatically displayed on the left side of the database's selection menu. The left scroll bar switches between the second, third, fourth, etc. 2000 record groups from the large database. For example, if the Customer List database has 3000 customer names, the second scroll bar is displayed when customer names beyond the 2000th are displayed. The left scroll bar button is initially at the top of the scroll bar, meaning that the selection menu displays the first 2000 database records. To move to the next group of 2000 menu entries, point the mouse cursor to and click the left mouse button on the scroll bar down arrow to move the scroll button down one position. In the example above, the second scroll bar would be moved down one position to enable access to database records 2001 through 3000. The left scroll bar button can also be dragged to a new position, as described in the paragraph above. With dual scroll bars, the Sales POWER Organizer supports up to 250,000 records per database. Sales POWER Organizer Icons Sales POWER Organizer icons are displayed at the top of each Sales POWER Organizer information and menu screen. Icons activate the Sales POWER Organizer functions described below. To use an icon, point the mouse cursor to and click the left mouse button on the icon. Some icons also support hidden Keycons. Hidden Keycons represent the keyboard key that can be pressed as an alternate way of activating the icon function. The common Sales POWER Organizer icons that support hidden Keycons are described below. Mouse Help Starts Mouse Help at any point in any Sales POWER Organizer program. Help Icon When Keycon display is turned off, the F10 Keycon is replaced with a Help Icon to provide fast Help facility access. Keycon Display Turns Keycon display "OFF" or "ON". When Keycon display is turned off, the Keycons are erased and most of the icons displayed at the top of the information or menu screen are moved to the bottom of the screen. When Keycon display is turned on, the information or menu screen's Keycons are displayed and all information or menu screen icons are displayed at the top of the screen. 2-6 Dial Phone Number Icon The Dial Phone Number icon automatically dials the phone number, for a person selected from the phone list name selection menu, using your computer's internal or external modem. Provides the same capability as the Phone List Main Menu Dial Phone selection. The procedures for dialing a phone number are explained in detail in Chapter 4. After the phone number is dialed, automatically returns to the same place in the calling program. The Dial Phone Number icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Dial Phone Number icon. Activate the Dial Phone Number utility by pointing the mouse cursor to and clicking the left mouse button on the primary or hidden Dial Phone Number icon or by typing F5. Calendar Icon Switches to the Calendar Manager program so that you can enter, edit, and print calendar information. Provides the same capabilities as the Calendar Main Menu program. Upon completion, automatically returns to the same place in the calling program. The Calendar icon features both a primary icon and a hidden Keycon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Calendar icon. Activate the Calendar program by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Calendar icon or by typing F11. Activity Tickler Icon Switches to the Activity Tickler program so that you can enter, edit, and print activity tickler information. Provides the same capabilities as the Activity Tickler Main Menu program. Upon completion, automatically returns to the same place in the calling program. The Activity Tickler icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Activity Tickler icon. Activate the Activity Tickler program by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Activity Tickler icon or by typing F12. Printer Icon (Set Forecast and edit screens only). Prints the information presently displayed on the screen Activated by pointing the mouse cursor to icon and clicking the left mouse button. Also used to enable or disable the printer by pointing the mouse cursor to the icon and clicking the right mouse button. If activated with the left mouse button when the printer is disabled, will print the on-screen information to a text file with a .PRN file name extension. Sales POWER Organizer Cursors The Sales POWER Organizer uses four different cursor prompts; two mouse cursors and two text cursors. The Personal POWER Organizer cursors are described below: Mouse Cursor Indicates the current mouse pointer position. Use the mouse cursor for point-and-click functions, such as activating Icons, Keycons, and making menu selections, and for moving the text cursor between information entry boxes. 2-7 Enter Text Cursor Indicates the current text entry insertion location within an information entry box. Edit Text Cursor Indicates the current text editing location within an information entry box. 2-8 Chapter 3 Customer List The Customer List program let's you enter, edit, and print your customer's names, addresses, phone numbers, and other important information. Customer List information is also used in the Phone List, Sales Forecaster, Sales Cycle Planner, Sales Call Report, and the Order Manager & Quote Manager programs. The Customer List information fields are described below. Customer List information is entered and displayed in two information entry screens that you can randomly move between with the F6 key. Customer List Information Screen 1 Information Fields Customer Name Up to 60 characters Customer name Address Up to 60 characters Customer address PO Box or MS Up to 25 characters Customer PO Box or mail stop City Up to 25 characters Customer city State Up to 25 characters Customer state Zip Code Up to 10 characters Customer zip code Phone Number Up to 25 characters Main customer phone number FAX Number Up to 25 characters Main customer FAX number Contact 1 Up to 25 characters Name for first contact Title Up to 25 characters Title for first contact Phone Number Up to 25 characters Phone number for first contact FAX Number Up to 25 characters FAX number for first contact Contact 2 Up to 25 characters Name for second contact Title Up to 25 characters Title for second contact Phone Number Up to 25 characters Phone number for second contact FAX Number Up to 25 characters FAX number for second contact Customer List Information Screen 2 Information Fields Contact 3 Up to 25 characters Name for third contact Title Up to 25 characters Title for third contact Phone Number Up to 25 characters Phone number for third contact FAX Number Up to 25 characters FAX number for third contact Contact 4 Up to 25 characters Name for fourth contact Title Up to 25 characters Title for fourth contact Phone Number Up to 25 characters Phone number for fourth contact FAX Number Up to 25 characters FAX number for fourth contact Contact 5 Up to 25 characters Name for fifth contact Title Up to 25 characters Title for fifth contact Phone Number Up to 25 characters Phone number for fifth contact FAX Number Up to 25 characters FAX number for fifth contact Contact 6 Up to 25 characters Name for sixth contact Title Up to 25 characters Title for sixth contact Phone Number Up to 25 characters Phone number for sixth contact FAX Number Up to 25 characters FAX number for sixth contact Entering New Customer Information To enter new customer information, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Customer menu box in the Customer List Main Menu. The Enter Customer List information screen is then displayed. Enter Customer List Information Screen Enter the appropriate customer information in the Customer List information screens. Important keyboard keys are: 3-1 ESC Exit without saving current information - makes the program exit from the Customer List information screen without saving any information input or edits. Returns to the Customer List Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Switching Between the First and Second Customer Information Screens To switch from the first to the second or from the second to the first Customer List information screen, type F6 or point and click the left mouse button on the F6 Keycon. 3-2 Editing Customer Information To edit existing customer information, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Customer menu box in the Customer List Main Menu. The Edit Customer Select Customer Menu is then displayed. Edit Customer Select Customer Menu Select a customer name by typing the letter displayed in the small Keycon to the left of the customer name or by pointing the mouse cursor to and clicking the left mouse button on the appropriate letter Keycon or the customer name. Customer names are listed in alphabetical order. Display additional customer names by using the scroll bar to the right of the customer names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Customer List database into the selection menu. To display previously listed names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 names. After you've made a selection, the Edit Customer Information Screen is displayed. Edit Customer Information Screen Edit the appropriate information for the customer list fields displayed in the information entry screens. The important editing keyboard keys are described in the Enter Customer List information screen section. Printing Customer List Information There are two ways to print customer information. The first is to type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon or on the Print Customer menu box in the Customer List Main Menu. Then, select a customer record for printing from the Print Customer Select Customer Menu by following the instructions in the Edit Customer Select Customer Menu section. The second way to print customer information is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Customer information screen. The customer record displayed on the screen is printed. Deleting Customer Information To delete a Customer List database record, select a customer record by following the instructions in the Edit Customer Select Customer Menu section. After you've selected a customer name and the customer record is displayed on the screen, type F1 or point to and click the left mouse button on the F1 Keycon to delete the customer record from the Customer List database. F1 displays a pop-up menu to verify that you want to delete the displayed customer record from the Customer List database. Type Y to delete the customer record or any other key to leave the customer record intact in the Customer List database. Upon completion, the Customer List Main Menu is displayed. Exporting Customer Information To export a Customer List database record to an ASCII text file, select a customer record by following the instructions in the Edit Customer Select Customer Menu section. 3-3 After you've selected a customer record and it's displayed on the screen, type F4 or point to the mouse cursor to and click the left mouse button on the F4 Keycon to export the customer record to an unformatted ASCII text file named "CUSTOMER.TXT". Importing Customer Information The Import Customers utility lets you load customer information from ASCII text files generated with word processors, text editors, or other applications into the Customer List database. The Customer List import utility is activated with the Import Customers icon in the upper left corner of the Customer List Main Menu. The Import Customers icon features both a primary icon and a hidden Keycon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Import Customers icon. Activate the Import Customers utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Import Customers icon or by typing F6. The Customer List Database Import Utility Screen is then displayed. The name of the ASCII text file(s) to be imported must comply with the MS-DOS 8 character file name and 3 character file extension format ("filename.ext"). Any text information can be imported as long as the following guidelines are observed: Each record ends with a newline ('\n'). The fields in a record are separated by vertical bars ('|'). Each field contains only printable characters. The Customer List database information fields are customer name, customer address, customer contact name #1, etc. Each field must be placed in it's specified location in the Customer List database record definition. If you want to include a blank field(s) between fields with information, you should insert a second '|' character to identify the next field as a blank field. Customer List Record Example customer name|address||city In this example, the P.O. Box or MS field would be blank in the Customer List database. The customer name field is required and can't be left blank without causing a Bad Record error. Duplicate customer names are allowed. The Customer List database import results are displayed in the Customer List Database Import Utility results screen when the import is completed. Bad records, that don't comply with the previous paragraph's Customer List record rules, aren't imported and the Bad Records Not Loaded count is displayed in the results screen. If the Bad Records Not Loaded count is greater than zero, the records not loaded will be logged to BADREC.LOG, an ASCII text file that can be examined with a text editor. Using Help To obtain help at any point in the Customer List program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. 3-4 Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 3-5 Chapter 4 Phone List The Phone List program let's you enter, edit, and print phone number information for your customers and other contacts. The Phone List information fields are described below. You can combine phone numbers entered in the Phone List information screen as well phone numbers transferred from the Customer List database. The Phone List program also features a phone number dialing utility that automatically dials any Phone List phone number using your system's internal or external modem. Phone List Information Screen Information Fields Name Up to 25 characters Name of contact Title Up to 25 characters Contact title Customer Name Up to 60 characters Contact customer name Phone Number Up to 25 characters Contact phone number FAX Number Up to 25 characters Contact FAX number Entering Phone Number Information To enter new phone number information, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Phone menu box in the Phone List Main Menu. The Enter Phone List information screen is then displayed. Enter Phone List Information Screen Enter the appropriate phone number information in the Phone List information screen. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Phone List information screen without saving any information input or edits. Returns to the Phone List Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. 4-1 Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Editing Phone Number Information To edit existing phone number information, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Phone menu box in the Phone List Main Menu. The Edit Phone List Select Name Menu is then displayed. Edit Phone List Select Name Menu Select a name by typing the letter displayed in the Keycon to the left of the name or by pointing the mouse cursor to and clicking the left mouse button on the letter Keycon or the name. Phone list names are displayed in alphabetical order. Display additional names by using the scroll bar to the right of the names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Phone List database into the selection menu. To display previously listed names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon display the Previous 16 names. Upon completion, the Edit Phone List information screen is displayed. Edit Phone List Information Screen Edit the information for the phone list fields displayed in the information entry screen. The important editing keyboard keys are described in the Enter Phone List information screen section. Transfer Customer List Phone Numbers to the Phone List Transfer name(s) and phone number(s) from a Customer List database record by typing 4 or pointing the mouse cursor to and clicking the left mouse button on the 4 Keycon or on the Transfer Customer menu box in the Phone List Main Menu. The Customer Information Transfer Screen displays customer contact name, title, phone number, and FAX number information from the selected Customer List database record. Select name(s) by typing the number for the appropriate name(s) or by pointing the mouse cursor to and clicking the left mouse button on the name(s) or on the appropriate number Keycon for the name(s). The selected name(s) are highlighted with a gold rectangle. 4-2 Customer Information Transfer Screen Information Fields Customer Name Up to 60 characters Customer name Contact 1 Up to 25 characters Name for first contact Title Up to 25 characters Title for first contact Phone Number Up to 25 characters Phone number for first contact Contact 2 Up to 25 characters Name for second contact Title Up to 25 characters Title for second contact Phone Number Up to 25 characters Phone number for second contact Contact 3 Up to 25 characters Name for third contact Title Up to 25 characters Title for third contact Phone Number Up to 25 characters Phone number for third contact Contact 4 Up to 25 characters Name for fourth contact Title Up to 25 characters Title for fourth contact Phone Number Up to 25 characters Phone number for fourth contact Contact 5 Up to 25 characters Name for fifth contact Title Up to 25 characters Title for fifth contact Phone Number Up to 25 characters Phone number for fifth contact Contact 6 Up to 25 characters Name for sixth contact Title Up to 25 characters Title for sixth contact Phone Number Up to 25 characters Phone number for sixth contact Deselect a name by typing the number for the appropriate name(s) a second time or by pointing the mouse cursor to and clicking the right mouse button on the name(s) or on the number Keycon for the name(s). The selected name's gold rectangle disappears after the key is typed or the right mouse button is pressed. After you've made your selections, complete the transfer by typing F2 or pointing the mouse cursor to and clicking the left mouse button on the F2 Keycon to transfer the names to the Phone List database. Upon completion, the Phone List Main Menu is displayed. Printing Phone Number Information There are two ways to print phone list information. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Phone menu box in the Phone List Main Menu. Then, select a phone number record for printing from the Print Phone Select Name Menu by following the instructions in the Edit Phone Select Name Menu section. The second way to print phone list information is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Phone List information screen. The phone number record displayed on the screen is printed. Deleting Phone List Information To delete a Phone List database record, select a phone number record by following the instructions in the Edit Phone Select Name Menu section. After you've selected a phone number record and it's displayed on the screen, type F1 or point to and click the left mouse button on the F1 Keycon to delete the phone number record from the Phone List database. F1 displays a pop-up menu to verify that you want to delete the selected phone number record from the Phone List database. Type Y to delete the phone number record or any other key to leave the phone number record intact in the Phone List database. Upon completion, the Phone List Main Menu is displayed. 4-3 Exporting Phone Number Information To export a Phone List database record to an ASCII text file, select a phone number record by following the instructions in the Edit Phone Select Name Menu section. After you've selected a phone number record and it's displayed on the screen, type F4 or point to the mouse cursor to and click the left mouse button on the F4 Keycon to export the phone number record to an unformatted ASCII text file named "PHONE.TXT". Importing Phone Number Name Information The Import Names utility lets you load phone number information from ASCII text files generated with word processors, text editors, or other applications into the Phone List database. The Import Names utility is activated with the Import Names icon in the upper left corner of the Phone List Main Menu. The Import Names icon features both a primary icon and a hidden Keycon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Import Names icon. Activate the Import Names utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Import Names icon or by typing F6. The name of the ASCII text file(s) to be imported must comply with the MS-DOS 8 character file name and 3 character file extension format ("filename.ext"). Any text information can be imported as long as the following guidelines are observed: Each record ends with a newline ('\n'). The fields in a record are separated by vertical bars ('|'). Each field contains only printable characters. The Phone List database information fields are name, title phone number, etc. Each field must be placed in it's specified location in the Phone List database record definition. If you want to include a blank field(s) between fields with information, you should insert a second '|' character to identify the next field as a blank field. Phone List Record Example name|title||phone number In this example, customer name would be blank in the Phone List database. The name field is required and can't be left blank without causing a Bad Record error. Duplicate names are allowed. The Phone List database import results are displayed in the Phone List Database Import Utility results screen (diagram 4-6) when the import is completed. Bad records, that don't comply with the previous paragraph's Phone List record rules, aren't imported and the Bad Records Not Loaded count is displayed in the results screen. If the Bad Records Not Loaded count is greater than zero, the records not loaded will be logged to BADREC.LOG, an ASCII text file that can be examined with any text editor. 4-4 Dialing a Phone Number To dial a phone number, type 5 or point the mouse cursor to and click the left mouse button on the 5 Keycon or on the Dial Phone menu box in the Phone List Main Menu. The Dial Phone Number Select Name Menu is then displayed. Select the phone number of the person you want to call by following the instructions in the Edit Phone Select Name Menu section. After you've made a selection, the Dial Phone Number Screen is displayed. Dialing the Selected Phone Number To dial the displayed phone number, type F9 or point the mouse pointer to and click the left mouse button on the F9 Keycon. The status of the dialing process is displayed where the phone number was originally displayed. You can cancel dialing at any time by typing any key. If the dialing process is successful, the Phone Dialer prompts you to pick up the phone. When you pick up the phone, you'll hear the phone dialing and then ringing. If you don't pick up the phone, the Phone Dialer automatically hangs up after a brief waiting period. If the dialing process is unsuccessful, an error message explaining the problem encountered will be displayed. Setting the Local Area Code The first time you dial a phone number, the Phone List program displays a pop-up information screen prompting you for the local area code. Enter the local area code by typing the appropriate three area code digits. After you've entered the local area code, it's stored in the Sales POWER Organizer parameters database and is referenced when you dial a local phone number. To change the local area code stored in the Sales POWER Organizer parameters database, point the mouse cursor to and click the left mouse button on the Set Area Code icon in the upper left corner of the Dial Phone Number screen. The stored local area code is displayed in the local area code pop-up information screen. Change the stored area code to your new local area code. Using Help To obtain help at any point in the Phone List program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. 4-5 Printer Refer to page 2-7. 4-6 Chapter 5 Sales Forecaster The Sales Forecaster program lets you enter, edit, and print sales revenue forecasts. The Sales Forecaster supports four different forecast types - Account, Account/Product, Product, and Product Category. It also lets you enter Monthly and/or Weekly forecast information for each forecast type. The Sales Forecaster information fields are described below. Sales Forecaster Monthly Information Screen Information Fields Customer Name Up to 60 characters Customer for Account and/or Account/Product forecast Product Up to 10 characters Product for Account/Product or Product forecast Product Category Up to 30 characters Product Category for Product Category forecast Fiscal Year Month 1 Up to 11 characters Month 1 forecast amount Fiscal Year Month 2 Up to 11 characters Month 2 forecast amount Fiscal Year Month 3 Up to 11 characters Month 3 forecast amount Fiscal Year Month 4 Up to 11 characters Month 4 forecast amount Fiscal Year Month 5 Up to 11 characters Month 5 forecast amount Fiscal Year Month 6 Up to 11 characters Month 6 forecast amount Fiscal Year Month 7 Up to 11 characters Month 7 forecast amount Fiscal Year Month 8 Up to 11 characters Month 8 forecast amount Fiscal Year Month 9 Up to 11 characters Month 9 forecast amount Fiscal Year Month 10 Up to 11 characters Month 10 forecast amount Fiscal Year Month 11 Up to 11 characters Month 11 forecast amount Fiscal Year Month 12 Up to 11 characters Month 12 forecast amount Sales Forecaster Weekly Information Screen Information Fields Fiscal Year Week 1 Up to 10 characters Week 1 through Week52 forecast through amounts Fiscal Year Week 52 Setting the Sales Forecast Fiscal Year The Set Fiscal Year Menu is displayed the first time you use the Sales Forecaster program. To set the Sales Forecast Fiscal Year starting month, select January by typing 1 or by pointing the mouse cursor to and clicking the left mouse button on the 1 Keycon or on the January menu box. Select April by typing 2 or by pointing the mouse cursor to and clicking the left mouse button on the 2 Keycon or on the April menu box. Select July by typing 3 or by pointing the mouse cursor to and clicking the left mouse button on the 3 Keycon or on the July menu box. Or, select September by typing 4 or by pointing the mouse cursor to and clicking the left mouse button on the 4 Keycon or on the September menu box. After you've made a selection, the Sales Forecaster Main Menu is displayed and the Fiscal Year starting month is permanently stored in the Sales Power Organizer parameters database. To change the fiscal year starting month at a later time, point the mouse cursor to and click the left mouse button on the Set Fiscal Year icon in the upper left corner of the Sales Forecaster Main Menu. After you've made a selection, the new fiscal year starting month is stored in the Sales Power Organizer parameters database. 5-1 Set Sales Forecast Information Set Forecast supports combined enter/edit capability for Monthly or Weekly sales forecast information. It also lets you display Quarterly and Yearly forecast information in a Display Only Summary information screen. The Quarterly and Yearly forecast summary screen forecast values are calculated from the Weekly and/or Monthly forecast information. To set a forecast, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Set Forecast menu box in the Sales Forecaster Main Menu. The Forecast Select Type Menu is then displayed. Forecast Select Type Menu The Sales Forecaster supports four different forecast types; Account, Account/ Product, Product, and Product Category. Select Account forecast by typing 1 or by pointing the mouse cursor to and clicking the left mouse button on the 1 Keycon or on the Account menu box. Select Account/Product forecast by typing 2 or by pointing the mouse cursor to and clicking the left mouse button on the 2 Keycon or on the Account/Product menu box. Select Product forecast by typing 3 or by pointing the mouse cursor to and clicking the left mouse button on the 3 Keycon or on the Product menu box. Or, select Product Category forecast by typing 4 or by pointing the mouse cursor to and clicking the left mouse button on the 4 Keycon or on the Product Category menu box. After you've made a selection, the Set Forecast Select Year Menu is displayed. Set Sales Forecast Select Year Menu Select a forecast fiscal year by pointing the mouse cursor to and clicking the left mouse button on the menu box with the appropriate year or by typing the ppropriate key or pointing the mouse cursor to and clicking the left mouse button on the Keycon for the number preceding the menu box year. Display additional forecast years, up to and including the year 2009, by typing 6 or pointing the mouse cursor to and clicking the left mouse button on the 6 Keycon or the More menu box. After you've selected a forecast year, the next appropriate selection menu for the selected forecast type is displayed. Set Sales Forecast Select Customer Menu Select a customer name for an Account or Account/Product sales forecast by typing the letter displayed in the small Keycon to the left of the customer name or by pointing the mouse cursor to and clicking the left mouse button on the letter Keycon or the customer name. Customer names are listed in alphabetical order. Display additional customer names by using the scroll bar to the right of the customer names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Customer List database into the selection menu. To display previously listed customer names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 names. Set Sales Forecast Select Product Menu Select a product for a Product or Account/Product sales forecast by typing the letter displayed in the small Keycon to the left of the product description, or by pointing the mouse cursor to and clicking the left mouse button on the letter Keycon or the product description. Product descriptions are listed in numerical order by model number. 5-2 Display additional product descriptions by using the scroll bar to the right of the product description list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More product descriptions. F6 scrolls the next 16 product descriptions in the Product database into the selection menu. To display previously listed product descriptions, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon display the Previous 16 product descriptions. Set Sales Forecast Select Product Category Menu Select a product category for a Product Category sales forecast by typing the letter displayed in the small Keycon to the left of the product category, or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the product category. Product categories are listed in alphabetical order. Display additional product categories by using the scroll bar to the right of the products categories list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More product categories. F6 scrolls the next 16 product categories in the Product Category database into the selection menu. To display previously listed product categories, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 product categories. After you've made a selection, the Set Sales Forecast Information Screen, for the selected forecast type, is displayed. Set Sales Forecast Information Screen Enter the monthly forecast information by typing the forecast for each month into the appropriate monthly forecast information box. Monthly forecast is the default forecast information entry mode. Alternatively, you can enter weekly forecast information for each or some month(s). After you've entered weekly forecast information, it's summed and displayed as the monthly forecast amount in the monthly forecast information box. Weekly forecast information is entered in a pop-up Weekly Sales Forecast Information Screen displayed above the appropriate forecast month. To display the Weekly Sales Forecast Information Screen, type F7 or point the mouse cursor to and click the left mouse button on the F7 Keycon. When the Weekly forecast pop-up menu is displayed, type the weekly forecast amounts in the forecast information entry box for the appropriate weeks. The Weekly Forecast information screen accommodates the 13 weeks in each fiscal quarter by displaying four weekly forecast entry boxes for the first two months and five weekly forecast entry boxes for the third month of each fiscal quarter. Enter the appropriate Monthly and Weekly sales forecast information in the Monthly and Weekly forecast information screens. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Sales Forecast information screen without saving any information input or edits. Returns to the Sales Forecaster Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. 5-3 Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Displaying Quarterly and Yearly Sales Forecast Summary Information Display quarterly and yearly summary sales forecast information for the current monthly forecast by typing F8 or pointing the mouse cursor to and clicking the left mouse button on the F8 Keycon. The View-Only Quarterly and Yearly Summary Sales Forecast information screen is displayed. You can't directly change the Quarterly and Yearly forecast amounts. To change a Quarterly or Yearly forecast, change the appropriate monthly forecast amount(s) on the Monthly Sales Forecast information screen. To return to the Monthly Sales Forecast information screen from the Quarterly and Yearly Summary Sales Forecast information screen, type F8 or point the mouse cursor to and click the left mouse button on the F8 Keycon. 5-4 Printing Sales Forecast Information There are two ways to print a sales forecast. The first is to type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Print Forecast menu box in the Sales Forecaster Main Menu. The Forecast Select Type Menu is then displayed. The sales forecast printout types are summarized below. After you've selected a sales forecast type, the appropriate selection menus to complete the selected forecast printout type are then displayed. Sales Forecast Printout Types Printout Type Prints Sales Forecast Account-Year for selected account and year Account/Product-Year for selected account, product, and year Product-Year for selected product and year Category-Year for selected product category and year The second way to print a sales forecast is to point the mouse cursor to and click the left mouse button on the Printer Icon (shown above) displayed at the top of the Monthly Forecast information screen. The monthly forecast record displayed on the screen is printed. Deleting Sales Forecast Information To delete a Sales Forecaster database record, select a sales forecast record by following the instructions in the Forecast Select Type Menu section. After you've selected a forecast record and it's displayed on the screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the forecast record from the Sales Forecaster database. F1 pops up a menu to verify that you want to delete the sales forecast record from the Sales Forecaster database. Type Y to delete the forecast record or any other key to leave the forecast record intact in the Sales Forecaster database. Upon completion, the Sales Forecaster Main Menu is displayed. Exporting Sales Forecast Information To export a Sales Forecaster database record to an ASCII text file, select a sales forecast record by following the instructions in the Forecast Select Type Menu section. After you've selected a sales forecast record and it's displayed on the screen, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the forecast record to an unformatted ASCII text file labeled "FORECAST.TXT". Setting an Annual Sales Quota Sales quotas are used to correlate your forecasts with your annual sales quota amounts in sales forecast printouts. To set a sales quota for a fiscal year, type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Set Sales Quota menu box in the Sales Forecaster Main Menu. The Sales Quota Select Type Menu is then displayed. Select a sales forecast sales quota type by following the instructions in the Forecast Select Type Menu section. 5-5 After you've made a selection, the Sales Quota Select Year Menu is displayed. Select a sales quota year by following the instructions in the Set Sales Forecast Select Year Menu section. After you've selected a sales quota year, a pop-up sales quota information entry window is displayed. Enter the appropriate sales quota information and type ENTER to save the entered amount in the Forecast database. To exit without saving the entered amount, type ESC or point the mouse cursor to and click the left mouse button on the ESC Keycon. Using Help To obtain help at any point in the Sales Forecaster program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 5-6 Chapter 6 Sales Cycle Planner The Sales Cycle Planner program lets you enter, edit, and print sales cycle plans. The Sales Cycle Planner features information entry screens for five sales cycle phases; 1) Prospect, 2) Qualify, 3) Verify, 4) Commit, and 5) Closing. The Sales Cycle Planner information fields are described below. Sales Cycle Plan information is entered and displayed in five information entry screens that you can randomly move between with the F8 and F9 keys. The Sales Cycle Planner also includes utilities for transferring product information from the Product database and customer contact names and titles from the Customer List database into the sales cycle plan products of interest and decision maker and influencer fields. Customer Information for all Sales Cycle Planner Information Screens Customer Name Up to 60 characters Customer for Sales Cycle Plan Prospect Phase Information Screen Information Fields Product of Interest 1 Up to 25 characters First Product Desc. Product of Interest 2 Up to 25 characters Second Product Desc. Product of Interest 3 Up to 25 characters Third Product Desc. Product of Interest 4 Up to 25 characters Fourth Product Desc. Product of Interest 5 Up to 25 characters Fifth Product Desc. Product of Interest 6 Up to 25 characters Sixth Product Desc. Purchase Timeframe Up to 25 characters Decision Maker 1 Up to 25 characters Decision Maker 1 Name Title Up to 25 characters Decision Maker 1 Title Decision Maker 2 Up to 25 characters Decision Maker 2 Name Title Up to 25 characters Decision Maker 2 Title Influencer 1 Up to 25 characters Influencer 1 Name Title Up to 25 characters Influencer 1 Title Influencer 2 Up to 25 characters Influencer 2 Name Title Up to 25 characters Influencer 2 Title Qualify Phase Information Screen Information Fields All sale requirements identified ? Up to 25 characters Product(s) satisfy all functional requirements ? Up to 25 characters Purchase is committed and funded ? Up to 25 characters Decision date confirmed ? Up to 25 characters Inside sales person(s) identified ? Up to 25 characters Name 1 Up to 25 characters Insides Salesperson 1 Name Name 2 Up to 25 characters Insides Salesperson 2 Name Name 3 Up to 25 characters Insides Salesperson 3 Name Competition identified and analyzed ? Up to 25 characters Name 1 Up to 25 characters Competitor 1 Name Name 2 Up to 25 characters Competitor 2 Name Name 3 Up to 25 characters Competitor 3 Name 6-1 Verify Phase Information Screen Information Fields All sale requirements met ? Up to 25 characters All functional requirements met ? Up to 25 characters All schedules, dates, and funding confirmed ? Up to 25 characters Any new issues identified and satisfied ? Up to 25 characters Pricing proposal and quotation submitted ? Up to 25 characters Contract and purchase terms submitted ? Up to 25 characters Credit application submitted and approved ? Up to 25 characters Sale closing date confirmed within 30-90 days ? Up to 25 characters Commit Phase Information Screen Information Fields Contract and purchase terms accepted ? Up to 25 characters Contract signed ? Up to 25 characters Shipment schedule(s) defined ? Up to 25 characters Payment terms defined and accepted ? Up to 25 characters Shipment date committed ? Up to 25 characters Closing Phase Information Screen Information Fields Purchase order received and booked ? Up to 25 characters Shipment date(s) scheduled ? Up to 25 characters Payment(s) scheduled ? Up to 25 characters Entering New Sales Cycle Plan Information To enter new sales cycle plan information, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Sales Cycle Plan menu box in the Sales Cycle Planner Main Menu. The Sales Cycle Planner Select Customer Menu is then displayed. Sales Cycle Planner Select Customer Menu Select a customer name by typing the letter displayed in the small Keycon to the left of the customer name or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the customer name. Customer names are listed in alphabetical order. Display additional customer names by using the scroll bar to the right of the customer names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Customer List database into the selection menu. To display previously listed names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 names. After you've made a selection, the Sales Cycle Plan Select Customer Menu is displayed. 6-2 Sales Cycle Planner Select Phase Menu The Sales Cycle Plan Select Phase Menu displays five sales phase choices; Prospect, Qualify, Verify, Commit, and Close. To select the Prospect Phase, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon. To select the Qualify Phase, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon. To select the Verify Phase, type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon. To select the Commit Phase, type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon. To select the Closing Phase, type 5 or point the mouse cursor to and click the left mouse button on the 5 Keycon. After you've made a selection, the Enter Sales Cycle Plan information screen for the selected sales phase is displayed. Enter Sales Cycle Plan Information Screen Enter the appropriate sales cycle plan information in the Sales Cycle Planner information screens. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Sales Cycle Planner information screen without saving any information input or edits. Returns to the Sales Cycle Planner Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. 6-3 Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Switching Between Sales Cycle Plan Phase Information Screens To switch between the sales cycle plan phase information screens, type F9 or point the mouse cursor to and click the left mouse button on the F9 Keycon to switch to the next sales cycle plan phase information screen. Type F8 or point the mouse cursor to and click the left mouse button on the F8 Keycon to display the previous sales cycle plan phase information screen. Editing Sales Cycle Plan Information To edit an existing sales cycle plan, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Sales Cycle Planner menu box in the Sales Cycle Planner Main Menu. The Sales Cycle Planner Select Customer Menu is displayed. Sales Cycle Planner Select Customer Menu Select the customer for the sales cycle plan you want to edit by following the instructions in the Sales Cycle Planner Select Customer Menu section. After you've made a selection the Sales Cycle Planner Select Phase Menu is displayed. Sales Cycle Planner Select Phase Menu Select the sales phase for the sales cycle plan you want to edit by following the instructions in the Sales Cycle Planner Select Phase Menu section. After you've made a selection, the Edit Sales Cycle Plan information screen for the selected customer and sales phase is displayed. Edit Sales Cycle Plan Information Screen Edit the appropriate sales cycle plan information displayed on the sales cycle plan information screens. The important editing keyboard keys are described in the Enter Sales Cycle Plan information screen section. Printing Sales Cycle Plan Information There are two ways to print a sales cycle plan. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Sales Cycle Plan menu box in the Sales Cycle Planner Main Menu. Then, select a sales cycle plan record for printing by following the instructions in the Sales Cycle Planner Select Customer Menu and the Sales Cycle Planner Select Phase Menu sections. You can choose to either print one phase or all of the phases for the selected sales cycle plan. The second way to print a sales cycle plan is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of any Edit Sales Cycle Plan information screen. The sales cycle plan record phase displayed on the screen is printed. 6-4 Deleting Sales Cycle Plan Information To delete a Sales Cycle Planner database record, select a sales cycle plan record by following the instructions in the Sales Cycle Planner Select Phase Menu and the Sales Cycle Planner Select Customer Menu sections. After you've selected a sales cycle plan record and it's displayed on the screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the sales cycle plan record from the Sales Cycle Planner database. F1 pops up a menu to verify that you want to delete the sales cycle plan record from the Sales Cycle Planner database. Type Y to delete the sales cycle plan record or any other key to leave the sales cycle plan record intact in the Sales Cycle Planner database. Upon completion, the Sales Cycle Planner Main Menu is displayed. Exporting Sales Cycle Plan Information To export a Sales Cycle Planner database record to an ASCII text file, select a sales cycle plan record by following the instructions in the Sales Cycle Planner Select Phase Menu and the Sales Cycle Planner Select Customer Menu sections. After you've selected a sales cycle plan record and it's displayed on the screen, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the sales cycle plan record to an unformatted ASCII text file named "SALESPLN.TXT". If SALESPLN.TXT doesn't exist, it's created. If SALESPLN.TXT exists, the newly exported sales cycle plan information is appended to the end of SALESPLN.TXT, after any previously exported sales cycle plan information. Using Help To obtain help at any point in the Sales Cycle Planner program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 6-5 Chapter 7 Sales Call Report The Sales Call Report program let's you enter, edit, and print sales call reports. The Sales Call Report information fields are described below. Sales Call Report information is entered and displayed in two information entry screens that you can randomly move between with the F6 key. The Sales Call Report program also includes utilities for transferring product information from the Product database and customer contact names and titles from the Customer List database into the sales call report products discussed and meeting participant fields. Sales Call Report Information Screen 1 Information Fields Customer Name Up to 60 characters Customer name Call Date 8 characters Sales call date Participant 1 Up to 30 characters Meeting participant 1 name Title Up to 30 characters Meeting participant 1 title Participant 2 Up to 30 characters Meeting participant 2 name Title Up to 30 characters Meeting participant 2 title Participant 3 Up to 30 characters Meeting participant 3 name Title Up to 30 characters Meeting participant 3 title Participant 4 Up to 30 characters Meeting participant 4 name Title Up to 30 characters Meeting participant 4 title Product 1 Up to 30 characters First product discussed Product 2 Up to 30 characters Second product discussed Product 3 Up to 30 characters Third product discussed Product 4 Up to 30 characters Fourth product discussed Sales Call Report Screen 2 Information Fields Business Potential Up to 30 characters Business potential summary Action Items Up to 90 characters Action items list Meeting summary Up to 180 characters Meeting summary Entering New Sales Call Report Information To enter new sales call report information, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Sales Call Report menu box in the Sales Call Report Main Menu. The Sales Call Report Select Customer Menu is then displayed. Sales Call Report Select Customer Menu Select a customer name by typing the letter displayed in the small Keycon to the left of the customer name or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the customer name. Customer names are listed in alphabetical order. Display additional customer names by using the scroll bar to the right of the customer names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Customer List database into the selection menu. To display previously listed names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 names. After you've made a selection, the Sales Call Report Select Date Menu is displayed. 7-1 Sales Call Report Select Date Menu Select a sales call report year, month, and day by typing the letters for the appropriate year, month, and day number(s). With two number days, the Enter Sales Call Report information screen is automatically displayed after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select a sales call report date by pointing the mouse pointer to and clinking the left mouse button on the appropriate year, month, and day menu boxes. Day Selection Examples Keys Typed To select the 5th day of the month type: 5+ENTER To select the 16th day of the month type: 16 To select the 31st day of the month type: 31 After you've made a selection, the Enter Sales Call Report information screen is displayed. Enter Sales Call Report Information Screen Enter the appropriate sales call information in the Sales Call Report information screens. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Sales Call Report information screen without saving any information input or edits. Returns to the Sales Call Report Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. 7-2 Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Switching Between the First and Second Sales Call Report Information Screens To switch from the first to the second or from the second to the first Sales Call Report information screen, type F6 or point and click the left mouse button on the F6 Keycon. Changing the Sales Call Report Date Change the Sales Call Report information screen date by pointing the mouse cursor to anywhere on the date and clicking the left mouse button. A gold rectangle is briefly displayed over the date and then the Sales Call Report Select Date Menu is displayed. Follow the instructions in the Enter Sales Call Report Select Date Menu section to select a new sales call report date. After you've made a selectoin, the Sales Call Report information screen is displayed. Editing Sales Call Report Information To edit an existing sales call report, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Sales Call Report menu box in the Sales Report Main Menu. The Sales Call Report Select Customer Menu is displayed. Sales Call Report Select Customer Menu Select the customer for the sales call report you want to edit by following the instructions in the Sales Call Report Select Customer Menu section. After you've made a selection, the Edit Sales Call Report Select Report Menu is displayed. Edit Sales Call Report Select Report Menu Select a sales call report date by typing the letter displayed in the small Keycon to the left of the report date, or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the report date. Sales call report dates are listed in chronological order. Display additional sales call report dates by using the scroll bar to the right of the expense report dates list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More dates. F6 scrolls the next 16 dates in the Sales Call Report database into the selection menu. To display previously listed dates, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 dates. Upon completion, the Edit Sales Call Report information screen is displayed. Edit Sales Call Report Information Screen Edit the appropriate information for the sales call report fields displayed in the information entry screens. The important editing keyboard keys are described in the Enter Sales Call Report information screen section. 7-3 Printing Sales Call Report Information There are two ways to print a sales call report. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Sales Call Report menu box in the Sales Call Report Main Menu. Then, select a sales call report record for printing by following the instructions in the Sales Call Report Select Customer Menu and the Edit Sales Call Report Select Report Menu sections. The second way to print a sales call report is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Sales Call Report information screen. The sales call report record displayed on the screen is printed. Deleting Sales Call Report Information To delete a Sales Call Report database record, select a sales call report record by following the instructions in the Sales Call Report Select Customer Menu and the Edit Sales Call Report Select Report Menu sections. After you've selected a sales call report record and it's displayed on the screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the sales call report record from the Sales Call Report database. F1 pops up a menu to verify that you want to delete the sales call report record from the Sales Call Report database. Type Y to delete the sales call report record or any other key to leave the sales call report record intact in the Sales Call Report database. Upon completion, the Sales Call Report Main Menu is displayed. Exporting Sales Call Report Information To export a Sales Call Report database record to an ASCII text file, select a sales call report record by following the instructions in the Sales Call Report Select Customer Menu and the Edit Sales Call Report Select Report Menu sections. After you've selected a sales call report record and it's displayed on the screen, type F4or point the mouse cursor to and click the left mouse button on the F4Keycon to export the sales call report record to an unformatted ASCII text file named "SCALLREP.TXT". Using Help To obtain help at any point in the Sales Call Report program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. 7-4 Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 7-5 Chapter 8 Order Manager and Quote Manager The Order Manager and the Quote Manager programs let you enter, edit, and print customer sales orders and quotes. The Order Manager and Quote Manager information fields are described below and are displayed in two 9 item information entry screens that you can randomly move between with the F6 key. The Order and Quote Managers also include a utility for transferring Product database model number, description, and list price information into the order or quote model number, description, and list price information fields. To select the Order Manager, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Order Manager menu box in the Orders & Quotes Main Menu. To select the Quote Manager, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Quote Manager menu box in the Orders & Quotes Main Menu. Order Manager Information Screen 1 and 2 Information Fields Customer Name Up to 60 characters Customer for order Order Date 8 characters Date of order Order Number Up to 7 characters Reference order number of order Quantity Up to 8 characters Amount of item to be ordered Model Number Up to 10 characters Model Number of item to be ordered Description Up to 30 characters Description of item to be ordered List Price Up to 11 characters List price of item to be ordered Discount Up to 2 characters Discount for item to be ordered Total Price Up to 11 characters Total price of quantity of item to be ordered (automatically calculated by Order Manager program) Quote Manager Information Screen 1 and 2 Information Fields Customer Name Up to 60 characters Customer for quote Quote Date 8 characters Date of quote Quote Number Up to 7 characters Reference quote number of quote Quantity Up to 8 characters Amount of item to be quoted Model Number Up to 10 characters Model Number of item to be quoted Description Up to 30 characters Description of item to be quoted List Price Up to 11 characters List price of item to be quoted Discount Up to 2 characters Discount for item to be quoted Total Price Up to 11 characters Total price of quantity of item to be quoted (automatically calculated by Quote Manager program) Entering Order or Quote Information To enter a new order or quote, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Order or Enter Quote menu box in the Order Manager Main Menu or Quote Manager Main Menu. The Enter Order Select Customer Menu or Enter Quote Select Customer Menu is then displayed. Order or Quote Manager Select Customer Menu Select a customer name by typing the letter displayed in the small Keycon to the left of the customer name or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the customer name. Customer names are listed in alphabetical order. 8-1 Display additional customer names by using the scroll bar to the right of the customer names list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More names. F6 scrolls the next 16 names in the Customer List database into the selection menu. To display previously listed customer names, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 names. After you've made a selection, the Enter Order Select Date Menu or the Enter Quote Select Date Menu is displayed. Enter Order or Quote Select Date Menu Select an order year, month, and day by typing the letters for the appropriate year, month, and day number(s). With two number days, the Enter Order or Enter Quote information screen is automatically displayed after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select an order or a quote date by pointing the mouse pointer to and clinking the left mouse button on the appropriate year, month, and day menu boxes. Day Selection Examples Keys Typed To select the 7th day of the month type: 7+ENTER To select the 12th day of the month type: 12 To select the 29th day of the month type: 29 Upon completion, the Enter Order or Enter Quote information screen is displayed. Enter Order or Enter Quote Information Screen Enter the appropriate order or quote information in the Order or Quote information screens. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Order or Quote information screen without saving any information input or edits. Returns to the Order Manager or Quote Manager Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. 8-2 Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Switching Between the First and Second Order or Quote Information Screens To switch from the first to the second or from the second to the first Order or Quote information screen, type F6 or point and click the left mouse button on the F6 Keycon. Changing the Order or Quote Date You can change the Order or Quote information screen date by pointing the mouse cursor to anywhere on the date and clicking the left mouse button. A gold rectangle is briefly displayed over the date and then the Order or Quote Select Date Menu is displayed. Follow the instructions in the Enter Order or Quote Select Date Menu section to select a new date. Upon completion, the Order or Quote information screen is displayed. Transfer Product Information to an Order or Quote The Transfer Products utility lets you transfer product model number, description, and list price information from the Product database to an Order or Quote information screen. The Transfer Products utility is activated with the Transfer Products icon in the Order or Quote information screen. The Transfer Products icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Transfer Products icon. Transfer product(s) by moving the text cursor to any order or quote form position, other than the order or quote number field, that you want to transfer product information to. Then, activate the Transfer Product utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Transfer Products icon or by typing F7. The Order or the Quote Transfer Product Select Product screen is then displayed. Order or Quote Transfer Product Select Product Menu The Order or Quote Transfer Product Select Product Menu displays the product descriptions in the product database. Select up to eighteen products per order or quote (nine products per order or quote page) by typing the letter displayed in the small Keycon to the left of the product description(s), or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or on the product description(s). 8-3 After you've made your selections, complete the transfer by typing F2 or pointing the mouse cursor to and clicking the left mouse button on the F2 Keycon. If you've selected nine products for the current order or quote page, the product transfer utility automatically returns to the Order or Quote information screen. Upon completion, the selected product model number(s), description(s), and list price information is displayed in the appropriate model number, description, and list price fields in the Order or Quote information screen. Replacing Existing Product Information with New Product Information You can't overwrite existing order or quote model number, description, and list price information with transferred model number, description, and list price information. This safeguard is provided so that you won't accidentally delete existing model number, description, and list price information. To replace existing order or quote model number, description, and list price information with transferred model number, description, and list price information, first delete the existing model number, description, and list price information with the backspace key and then select the Transfer Products icon to transfer new model number, description, and list price information to the Order or Quote information screen. Editing Order or Quote Information To edit an existing order or quote, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Order menu box in the Order Manager Main Menu or on the Edit Quote menu box in the Quote Manager Main Menu. The Edit Order or the Edit Quote Select Customer Menu is displayed. Edit Order or Quote Select Customer Menu Select the customer for the order or quote you want to edit by following the instructions in the Enter Order or the Edit Quote Select Customer Menu section. After you've made a selection, the Order or Quote information screen, if you're entering a new order or quote, or the Select Order or the Select Quote Menu, if you're editing or printing an order or quote, is displayed. Edit Order Select Order or Edit Quote Select Quote Menu Select an order or quote number by typing the letter displayed in the small Keycon to the left of the order, or pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the order or quote number. Orders and Quotes are listed in numerical order. Display additional order or quote numbers by using the scroll bar to the right of the order or quote number list, typing F6 or, pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More order or quote numbers. F6 scrolls the next 16 order or quote numbers in the Orders and Quotes database into the selection menu. To display previously listed order or quote numbers, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 order or quote numbers. Upon completion, the Edit Order or Quote information screen is displayed. Edit Order or Quote Information Screen Edit the appropriate information for the order or quote fields displayed in the information entry screens. The important editing keys are described in the Enter Order or Enter Quote information screen section. 8-4 Printing Order or Quote Information There are two ways to print an order or quote. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Order menu box in the Order Manager Main Menu or on the Print Quote menu box in the Quote Manager Main Menu. Then, select an order or quote record for printing by following the instructions in the Order or Quote Select Customer Menu and Edit Order Select Order Menu or Edit Quote Select Quote Menu sections. After you've selected an order or quote, the Print Order Customer Address Information or the Print Quote Customer Address Information screen is displayed. The second way to print an order or quote is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Order or Edit Quote information screens. The Print Order Customer Address Information or the Print Quote Customer Address Information screen is then displayed. Print Order Customer Address Information Screen The Print Order Customer Address information screen, contains the customer Ship To and Bill To address information. The Print Order Customer Address information fields are described below. Print Order Customer Address Information Fields Customer Address 1 Up to 60 characters Ship To address of order Customer Address 2 Up to 60 characters Alternate Ship To address of order Customer City 1 Up to 30 characters Ship To City of order Customer City 2 Up to 30 characters Alternate Ship To of City of order Customer State 1 Up to 30 characters Ship To State of order Customer State 2 Up to 30 characters Alternate Ship To State of order Customer Zip Code 1 Up to 10 characters Ship To Zip Code of order Customer Zip Code 2 Up to 10 characters Alternate Ship To Zip Code of order Customer Ship Up to 30 characters Person to ship order to Contact Customer Ship Up to 30 characters Phone number of Ship To Contact Contact Phone If you've previously entered and saved customer address information for the order, the Print Order Customer Address information screen displays that information. If you haven't previously saved customer Ship To and Bill To address information, the Customer List Address and Contact 1 information for that customer is displayed and can be edited. The important editing keys are described in the Enter Order information screen section. Either print the order with the default customer address information or edit the address information. To print the order and save the default or edited customer address information, type F2 or point the mouse cursor to and click the left mouse button on the F2 Keycon. To Print the order without saving changes to the customer address information, type F9 or point the mouse cursor to and click the left mouse button on the F9 Keycon. If you don't save the edited customer Bill To and Ship To address information, the default Customer List database information is displayed the next time you print the order. If you do save the changes, the new Ship To and Bill To address information is displayed. 8-5 Print Quote Customer Address Information Screen The Print Quote Customer Address information screen, contains the customer Quotation For and From address information. The Print Quote Customer Address information fields are described below. Print Quote Customer Address Information Fields Customer Address Up to 60 characters Address of quote Customer City Up to 30 characters City of quote Customer State Up to 30 characters State of quote Customer Zip Code Up to 10 characters Zip code of quote Customer Contact Up to 30 characters Person quote is for Company Name Up to 60 characters Your company name Address Up to 60 characters Your company's address City Up to 30 characters Your company's city State Up to 30 characters Your company's state Zip Code Up to 10 characters Your company's zip code If you've previously entered and saved customer address information for the quote, the Print Quote Customer Address information screen displays that information. If you haven't previously saved customer Quotation For and From address information, the Customer List Address and Contact 1 information for that customer is displayed and can be edited. The important editing keys are described in the Enter Quote information section. Either print the quote with the default customer address information or edit the address information. To print the quote and save the default or edited customer address information, type F2 or point the mouse cursor to and click the left mouse button on the F2 Keycon. To Print the quote without saving changes to the customer address information, type F9 or point the mouse cursor to and click the left mouse button on the F9 Keycon. If you don't save the edited customer Quotation For and From address information, the default Customer List database information is displayed the next time you print the quote. If you do save the changes, the new Quotation For and From address information is displayed. Converting A Quote Into An Order To convert a sales quote to a sales order, type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon or on the Quote to Order menu box in the Order Manager or the Quote Manager Main Menu. The Quote to Order Conversion Select Customer Menu is then displayed. Select the quote record that you want to covert by following the instructions in the Quote Manager Select Customer Menu and Edit Quote Select Quote Menu sections. After you've made a selection, the quote record information is displayed in the Edit Order information screen. Modify the appropriate quote information in the order information screen and then save the order when you're done. The modified quote information is saved as an order in the Orders and Quotes database. Deleting Order or Quote Information To delete an Order or Quote database record, select an order or quote record by following the instructions in the Order Select Customer or Quote Select Customer Menus and Edit Order Select Order or Edit Quote Select Quote Menus sections. 8-6 After you've selected an order or quote record and it's displayed on the screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the order or quote record from the Orders and Quotes database. F1 pops up a menu to verify that you want to delete the order or quote record from the Orders and Quotes database. Type Y to delete the record or any other key to leave the order or quote record intact in the Orders and Quotes database. Upon completion, the Order Manager or Quote Manager Main Menu is displayed. Exporting Order or Quote Information To export an Orders and Quotes database record to an ASCII text file, select an order or quote record by following the instructions in the Order Select Customer or Quote Select Customer Menus and Edit Order Select Order or Edit Quote Select Quote Menus sections. After you've selected an order or quote record and it's displayed on the screen, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the order or quote record to an unformatted ASCII text file named "ORDER.TXT" or "QUOTE.TXT", respectively. If ORDER.TXT or QUOTE.TXT doesn't exist, it's created. Using Help To obtain help at any point in the Order Manager or Quote Manager programs, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 8-7 Chapter 9 Product Manager The Product Manager program lets you enter, edit, and print product information. Product information is used in the Order and Quote Managers, Sales Forecaster, Sales Cycle Planner, and Sales Call Report programs. The Product information fields are described below. To select the Product Manager, type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Product Manager menu box in the Orders & Quotes Main Menu. Product Manager Information Screen Information Fields Model Number Up to 10 characters Product Model Number Description Up to 30 characters Product Description Category Up to 30 characters Product Category Description List Price Up to 11 characters Product List Price Entering Product Information To enter a new product, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Enter Product box in the Product Manager Main Menu. The Enter Product information screen is then displayed. Enter Product Information Screen Enter the appropriate product information in the Product information screen. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Product information screen without saving any information input or edits. Returns to the Product Manager Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. 9-1 Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Transfer a Product Category to a Product The Transfer Category utility lets you transfer a product category from the Product Category database to a Product information screen. The Transfer Category utility is activated with the Transfer Category icon in the Product information screen. The Transfer Category icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Transfer Category icon. To transfer a product category, move the text cursor to the product category entry box in the Product information screen. Then, activate the Transfer Category utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Transfer Category icon or by typing F7. The Transfer Category Select Category menu is then displayed. Editing Product Information To edit an existing product, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Product selection box in the Product Manager Main Menu. The Select Product Menu is then displayed. Edit Product Select Product Menu Select a product by typing the letter displayed in the small Keycon to the left of the product description, or by pointing the mouse cursor to and clicking the left mouse button on the letter Keycon or the product description. Product descriptions are listed in numerical order, according to product model number. Display additional products by using the scroll bar to the right of the product list, typing F6 or, pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More product descriptions. F6 scrolls the next 16 product descriptions in the Product database into the selection menu. To display previously listed product descriptions, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 product descriptions. After you've made a selection, the Edit Product information screen is displayed. Edit Product Information Screen Edit the appropriate information for the product fields displayed in the information entry screen. The important keyboard editing keys are described in the Enter Product information screen section. 9-2 Printing Product Information There are two ways to print product information. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Product menu box in the Product Manager Main Menu. Then, select a product record(s) for printing by following the instructions in the Edit Product Select Product Menu section above. You can print one, many, or all products in the Product database in a single printout. The products will be printed 5 per page, to the maximum amount selected. To print multiple products, select the products you want from the Print Product Select Product Menu. Selected products will be highlighted with a gold rectangle. After you've made your selections, type F2 or point the mouse cursor to and click the left mouse button on the F2 Keycon to print your selections. The second way to print product information is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Product information screen. The product record displayed on the information screen is printed. Deleting Product Information To delete a Product database record, select a product record by following the instructions in the Edit Product Select Product Menu section. After you've selected a product record and it's displayed on the screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the product record from the Product database. F1 pops up a menu asking if you're sure you want to delete the product record from the Product database. Type Y to delete the record or any other key to leave the product record intact in the Product database. Upon completion, the Product Manager Main Menu is displayed. Exporting Product Information To export a Product database record to an ASCII text file, select a product record by following the instructions in the Edit Product Select Product Menu section. After you've selected a product record and it's displayed on the screen, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the product record to an unformatted ASCII text file named "PRODUCT.TXT". Importing Product Information The Import Products utility lets you load product information from ASCII text files generated with word processors, text editors, or other applications into the Product database. The Import Products utility is activated with the Import Products icon in the upper left corner of the Orders & Quotes Main Menu. The Import Products icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Import Products icon. Activate the Import Products utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Import Products icon or by typing F6. The Product Database Import Utility screen is then displayed. 9-3 The name of the ASCII text files(s) to be imported must comply with the MS-DOS 8 character file name and 3 character file extension format ("filename.ext"). Any text information can be imported as long as the following guidelines are observed: Each record ends with a newline ('\n'). The fields in a record are separated by vertical bars ('|'). Each field contains only printable characters. The Product database information fields are model number, description, product category, and list price. Each field must be placed in it's specified location in the Product database record definition. If you want to include a blank field(s) between fields with information, you should insert a second '|' character to identify the next field as a blank field. Product Record Example product model number|product description||list price In this example, the product category field would be blank in the Product database. The model number field is required and can't be left blank without causing a Bad Record error. Duplicate model numbers are not allowed. The Product database import results are displayed in the Product Database Import Utility results screen when the import is completed. Bad records, that don't comply with the previous paragraph's Product record rules, and duplicate records aren't imported. The Bad Records Not Loaded and the Bad Records Not Loaded counts are displayed in the results screen. If either the Bad Records Not Loaded or Duplicate Records Not Loaded counts are greater than zero, the records not loaded will be logged to BADREC.LOG and DUPREC.LOG, respectively. Both are ASCII text files that can be examined with any text editor. Using Help To obtain help at any point in the Product Manager program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. 9-4 Printer Refer to page 2-7. 9-5 Chapter 10 Expense Report The Expense Report program lets you enter, edit, and print expense reports. The Expense Report information fields are described below. Expense Report Information Screen Information Fields Date 8 characters Date of Expense Report Air/Train Up to 15 characters Air or train expense Luggage Up to 15 characters Luggage portage expense Taxi Up to 15 characters Taxi expense Personal Car Up to 15 characters Expense for use of personal car Hotel Up to 15 characters Hotel expense Rental Car Up to 15 characters Rental car expense Gas Up to 15 characters Gas for rental car expense Parking Up to 15 characters Parking expense Road Tolls Up to 15 characters Expense for road, bridge, etc. tolls Breakfast Up to 15 characters Personal breakfast expense Lunch Up to 15 characters Personal lunch expense Dinner Up to 15 characters Personal dinner expense Entertainment Up to 15 characters Entertainment expense Other 1 Up to 15 characters Uncategorized expense Other 2 Up to 15 characters Uncategorized expense Other 3 Up to 15 characters Uncategorized expense Total Expense Up to 20 characters Total expense sum of all entered expenses (automatically calculated by Expense Report program) Advance Up to 15 characters Cash or check monetary advance Entering Today's Expense Report Information To enter today's expense report information, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Today's Expense menu box in the Expense Manager Main Menu. The Today's Expense Report information screen is displayed. Entering New Expense Report Information To enter a new expense report for any date, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Enter Expense Report menu box in the Expense Report Main Menu. The Enter Expense Report Select Date Menu is then displayed. Enter Expense Report Select Date Menu Select an expense report year, month, and day by typing the letters for the appropriate year, month, and day number(s). With two number days, the Enter Expense Report information screen is automatically displayed after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select an expense report date by pointing the mouse pointer to and clinking the left mouse button on the appropriate year, month, and day menu boxes. Day Selection Examples Keys Typed To select the 1st day of the month type: 1+ENTER To select the 11th day of the month type: 11 To select the 23rd day of the month type: 23 10-1 After you've made a selection, the Enter Expense Report information screen is displayed. Enter Expense Report Information Screen Enter the appropriate expense information in the Expense Report information screen. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Expense Report information screen without saving any information input or edits. Returns to the Expense Report Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. 10-2 Setting the Initial Expense Report Mileage Rate Set the initial expense report mileage rate by moving the text cursor to the Personal Car entry box. A pop-up menu appears, prompting you to enter your Personal Car mileage rate. Type the appropriate information in the pop-up menu entry box. Upon completion, the mileage rate is stored in the Sales POWER Organizer's parameters database. Moving Expense Report Information Screen Forward or Backward One Day Move forward to the next day's expense report information screen by typing F6 or by pointing the mouse cursor to and clicking the left mouse button on the F8 Keycon. Move backward to the previous day's expense report information screen typing F7 or by pointing the mouse cursor to and clicking the left mouse button on the F7 Keycon. If expense report event information exists for the day you've moved to, a pop-up window appears asking whether you want to edit the selected date's expense report event information. Type Y to edit the existing expense report event information or N to display a blank expense report information screen for that day. If the day you've moved to doesn't contain any expense report event information, a blank expense report information screen for that day is automatically displayed. You can move the expense report day forward or backward as frequently as you want, so that you can step through a series of consecutive dates without returning to the Expense Report Select Date Menu to select an expense report date. Changing the Expense Report Date Change the Expense Report information screen date by pointing the mouse cursor to the date and clicking the left mouse button. When selected, a gold rectangle is displayed over the date and the Enter Expense Report Select Date Menu is then displayed. Follow the instructions in the Enter Expense Report Select Date Menu section to select a new expense report date. Upon completion, the Enter Expense Report information screen is displayed. Editing Expense Report Information To edit an existing expense report, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Edit Expense Report menu box in the Expense Report Main Menu. The Edit Expense Report Select Date Menu is then displayed. Edit Expense Report Select Date Menu Select an expense report by typing the letter displayed in the small Keycon to the left of the expense report date, or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the expense report date. Expense report dates are listed in chronological order. Display additional expense report dates by using the scroll bar to the right of the expense report dates list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More dates. F6 scrolls the next 16 dates in the Expense Report database into the selection menu. To display previously listed expense report dates, use the scroll bar, type F6, or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 dates. Upon completion, the Edit Expense Report information screen is displayed. 10-3 Edit Expense Report Information Screen Edit the appropriate information for the expense report fields displayed in the information entry screen. The important editing keyboard keys are described in the Enter Expense Report information screen section. Changing the Expense Report Mileage Rate To change the expense report mileage rate, point the mouse cursor to and click the left mouse button on the gold mileage rate box in the Personal Car expense information entry box. A pop-up menu will be displayed, prompting you to edit your current Personal Car mileage rate. Enter the appropriate information in the pop-up menu entry box. Upon completion, the new mileage rate is stored in the Sales POWER Organizer's parameters database. Printing Expense Report Information There are two ways to print an expense report. The first is to type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Print Expense Report menu box in the Expense Report Main Menu. The Print Expense Report Select Date Menu is then displayed. The second way to print an expense report is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Expense Report information screen. The Print Expense Report Select Date Menu is then displayed. The Expense Report program supports a weekly expense report printout format. The Print Expense Report Select Date Menu prompts you to select a Print Expense Report Start Date and a Print Expense Report End Date. The expense report printout is formatted into rows of seven consecutive days, starting and ending with the selected expense report start and end dates. You can print one expense report week per printout. Select print expense report years, months, and days by typing the letters for the appropriate year, month, and day number(s). With two number days, the Print Expense Report Select Date Menu automatically proceeds to the next screen after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select expense report print dates by pointing the mouse cursor to and clinking the left mouse button on the appropriate year, month, and day menu boxes. After you've selected print expense report start and end dates, the Print Expense Report Personal Information screen is displayed. Print Expense Report Personal Information Screen Enter your personal expense report information in the Print Expense Report Personal Information screen. The Print Expense Report Personal Information fields are described below. If you've previously entered and saved your personal expense report information, it's displayed and can be edited in the Print Expense Report Personal Information screen. The important editing keyboard keys are described in the Enter Expense Report information screen section. Print Expense Report Personal Information Screen Fields Your Name Up to 30 characters Employee Number Up to 15 characters Your employee or badge number Department Number Up to 15 characters Your department number Office Up to 30 characters Your office location 10-4 To print and save your personal expense report information, type F2 or point the mouse cursor to and click the left mouse button on the F2 Keycon. To print the expense report without saving your personal expense report information, type F9 or point the mouse cursor to and click the left mouse button on the F9 Keycon. Deleting Expense Report Information To delete an Expense Report database record, select an expense report record by following the instructions in the Edit Expense Report Select Date Menu section. After you've selected an expense report record and it's displayed in the Edit Expense Report information screen, type F1 or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the expense report record from the Expense Report database. F1 pops up a menu to verify that you want to delete the expense report record from the Expense Report database. Type Y to delete the expense report record or any other key to leave the expense report record intact in the Expense Report database. Upon completion, the Expense Report Main Menu is displayed. Exporting Expense Report Information To export an Expense Report database record to an ASCII text file, select an xpense report record by following the instructions in the Edit Expense Report Select Date Menu section. After you've selected an expense report record and it's displayed on the screen, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the expense report record to an unformatted ASCII text file named "EXPENSE.TXT". Using Help To obtain help at any point in the Expense Report program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 10-5 Chapter 11 Calendar The Calendar program let's you enter, edit, and print Calendar events. The Calendar information fields are described below. The Calendar program also includes a utility for transferring calendar event information to one or more other dates, so that you can dynamically reschedule your calendar events. Calendar Information Screen Information Fields Date 8 characters Calendar date 5:00 Up to 40 characters 5:00 AM calendar entry 6:00 Up to 40 characters 6:00 AM calendar entry 7:00 Up to 40 characters 7:00 AM calendar entry 8:00 Up to 40 characters 8:00 AM calendar entry 9:00 Up to 40 characters 9:00 AM calendar entry 10:00 Up to 40 characters 10:00 AM calendar entry 11:00 Up to 40 characters 11:00 AM calendar entry 12:00 Up to 40 characters 12:00 AM calendar entry 1:00 Up to 40 characters 1:00 PM calendar entry 2:00 Up to 40 characters 2:00 PM calendar entry 3:00 Up to 40 characters 3:00 PM calendar entry 4:00 Up to 40 characters 4:00 PM calendar entry 5:00 Up to 40 characters 5:00 PM calendar entry 6:00 Up to 40 characters 6:00 PM calendar entry 7:00 Up to 40 characters 7:00 PM calendar entry 8:00 Up to 40 characters 8:00 PM calendar entry Entering Today's Calendar Information To enter today's calendar events, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on the Today's Calendar menu box in the Calendar Main Menu. The Today's Calendar information screen is then displayed. Entering New Calendar Information To enter new calendar events for any date, type 2 or point the mouse cursor to and click the left mouse button on the 2 Keycon or on the Set Calendar menu box in the Calendar Main Menu. The Set Calendar Select Date Menu is then displayed. Set Calendar Select Date Menu Select a calendar year, month, and day by typing the letters for the appropriate year, month, and day number(s). With two number days, the Set Calendar information screen is automatically displayed after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select a calendar date by pointing the mouse pointer to and clinking the left mouse button on the appropriate year, month, and day boxes. Day Selection Examples Keys Typed To select the 5th day of the month type: 5+ENTER To select the 16th day of the month type: 16 To select the 31st day of the month type: 31 After you've made a selection, the Set Calendar information screen is displayed. 11-1 Set Calendar Information Screen Enter the appropriate event information in the Calendar information screen. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Calendar information screen without saving any information input or edits. Returns to the Calendar Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. Moving Calendar Information Screen Forward or Backward One Day Move forward to the next day's calendar information screen by typing F8 or by pointing the mouse cursor to and clicking the left mouse button on the F8 Keycon. Move backward to the previous day's calendar information screen by typing F7 or by pointing the mouse cursor to and clicking the left mouse button on the F7 Keycon. 11-2 If calendar event information exists for the day you move to, a pop-up window appears asking whether you want to edit that date's calendar event information. Type Y to edit the existing calendar event information or N to display a blank calendar information screen for that day. If the day you've moved to doesn't contain any calendar event information, a blank calendar information screen for that day is automatically displayed. You can move the calendar day forward or backward as frequently as you want, so that you can step through a series of consecutive dates without returning to the Calendar Select Date Menu to select a date. Changing the Calendar Date Change the Calendar information screen date by pointing the mouse cursor to the date and clicking the left mouse button. When selected, a gold rectangle is displayed over the date and the Set Calendar Select Date Menu is then displayed. Follow the instructions in the Set Calendar Select Date Menu section to select a new calendar date. Upon completion, the Calendar information screen is displayed. Editing Calendar Information To edit existing calendar events, type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Edit Calendar menu box in the Calendar Main Menu. The Edit Calendar Select Date Menu is displayed. Edit Calendar Select Date Menu Select a calendar date by typing the letter displayed in the small Keycon to the left of the calendar date, or by pointing the mouse cursor to and clicking the left mouse button on the small Keycon or the calendar date. Calendar dates are listed in chronological order. Display additional calendar dates by using the scroll bar to the right of the calendar dates list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More dates. F6 scrolls the next 16 dates in the Calendar database into the selection menu. To display previously listed calendar dates, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 dates. After you've made a selection, the Edit Calendar information screen is displayed. Edit Calendar Information Screen Edit the appropriate information for the calendar fields displayed in the information entry screen. The important editing keyboard keys are described in the Set Calendar information screen section. Transfer Calendar Information to Another Date The Transfer Events utility lets you transfer calendar event information from one date to another date. The Transfer Events utility is activated with the Transfer Events icon in the Calendar information screen. The Transfer Events icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Transfer Events icon. 11-3 To transfer events, activate the Transfer Events utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Transfer Events icon or by typing F6. After the Transfer Events icon changes color, select the calendar event information you want to transfer by pointing the mouse cursor to the appropriate event box(es) and clicking the left mouse button. The selected calendar event(s) are highlighted with a gold rectangle. Deselect a selected event by pointing the mouse cursor to the event box a second time and clicking the right mouse button. The gold highlight rectangle disappears and the event box text returns to normal. After you've made your selection(s), complete the calendar event transfer by typing the F9 key or pointing the mouse cursor to and clicking the left mouse button on the F9 Keycon. The Calendar Select Date Menu is then displayed. Select the day you want to transfer the selected calendar event information to. If calendar event information exists for the selected day, a pop-up window appears asking whether you want to edit that date's calendar event information. Type Y to edit the existing calendar event information or N to display a blank calendar information screen for that day. If the selected day doesn't contain any event information, a blank calendar information screen for that day is automatically displayed. When the selected calendar information screen is displayed, place the transferred calendar event information in the calendar information event box(es) you want by pointing the mouse cursor to and clicking the left mouse button on the box(es). A gold highlight rectangle is displayed in the selected event box(es). Deselect a selected calendar event box by pointing the mouse cursor to the calendar event box a second time and clicking the right mouse button. The gold highlight rectangle disappears. When you've selected event boxes equal to the number of events transferred, the transferred calendar event information is transferred to and displayed in the selected event boxes. Printing Calendar Information There are two ways to print calendar information. The first is to type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon or on the Print Calendar menu box in the Calendar Main Menu. Then, select a calendar event record for printing by following the instructions in the Edit Calendar Select Date section. The second way to print calendar information is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Calendar information screen. The calendar record displayed on the information screen is printed. Deleting Calendar Information To delete a Calendar database record, select a calendar event record by following the instructions in the Edit Calendar Select Date Menu section. After you've selected a calendar event record and it's displayed on the screen, type the F1 key or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the calendar event record from the Calendar database. F1 pops up a menu to verify that you want to delete the calendar event record from the Calendar database. Type Y to delete the calendar event record or any other key to leave the calendar event record intact in the Calendar database. Upon completion, the Calendar Main Menu is displayed. 11-4 Exporting Calendar Information To export a Calendar database record to an ASCII text file, select a calendar event record by following the instructions in the Edit Calendar Select Date Menu section. After you've selected a calendar event record and it's displayed on the screen, type the F4 key or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the calendar event record to an unformatted ASCII text file named "CALENDAR.TXT". Using Help To obtain help at any point in the Calendar program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Activity Tickler Refer to page 2-6. Printer Refer to page 2-7. 11-5 Chapter 12 Activity Tickler The Activity Tickler program let's you enter, edit, and print up to eight Activity Tickler events per day. The Activity Tickler information fields are described below. The Activity Tickler program also includes a utility for transferring activity tickler event information to one or more other dates, so that you can dynamically reschedule your activity tickler events. Activity Tickler Activity Notification Window When Activity Tickler event information is entered for the current day, an Activity Tickler Notification Window containing that event information is displayed at the Sales POWER Organizer Main Menu each time the Sales POWER Organizer is started. This is one of the primary roles of the Activity Tickler program - to remind you of the current day's scheduled activity events. Activity Tickler Information Screen Information Fields Date 8 characters Activity tickler date Event 1 Up to 40 characters Activity tickler event 1 Event 2 Up to 40 characters Activity tickler event 2 Event 3 Up to 40 characters Activity tickler event 3 Event 4 Up to 40 characters Activity tickler event 4 Event 5 Up to 40 characters Activity tickler event 5 Event 6 Up to 40 characters Activity tickler event 6 Event 7 Up to 40 characters Activity tickler event 7 Event 8 Up to 40 characters Activity tickler event 8 Entering Today's Activity Tickler Information To enter today's activity tickler events, type 1 or point the mouse cursor to and click the left mouse button on the 1 Keycon or on Today's Tickler menu box in the Activity Tickler Main Menu. The Today's Tickler information screen is then displayed. Entering New Activity Tickler Information To enter new activity tickler events, type 2 or point the mouse cursor to and click left mouse button on the 2 Keycon or on the Set Tickler menu box in the Activity Tickler Main Menu. The Activity Tickler Select Date Menu is then displayed. Set Activity Tickler Select Date Menu Select an activity tickler year, month, and day by typing the letters for the appropriate year, month, and day number(s). With two number days, the Set Activity Tickler information screen is automatically displayed after you type the second number. With single digit days, type ENTER after the first number to complete the day selection. You can also select an activity tickler date by pointing the mouse pointer to and clinking the left mouse button on the appropriate year, month, and day menu boxes. Day Selection Examples Keys Typed To select the 7th day of the month type: 7+ENTER To select the 12th day of the month type: 12 To select the 29th day of the month type: 29 Upon completion, the Set Activity Tickler information screen is displayed. 12-1 Set Activity Tickler Information Screen Enter the appropriate event information in the Activity Tickler information screen. Important keyboard keys are: ESC Exit without saving current information - makes the program exit from the Activity Tickler information screen without saving any information input or edits. Returns to the Activity Tickler Main Menu. Enter Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Tab and Down Arrow keys. Tab Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Down Arrow keys. Shift+Tab Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Up Arrow key. Backspace Delete previous character - makes the text cursor move backward one character, deleting that character from the information entry box. Insert Turns insert mode on and off - toggles insert mode between insert and overwrite. In insert mode, added text characters are inserted between the characters at the current text cursor location. In overwrite mode, added text characters overwrite the characters at the current text cursor location. Down Arrow Move to next entry box - makes the text cursor move to the next information entry box. Functions the same as the Enter and Tab keys. Up Arrow Move to previous entry box - makes the text cursor move to the previous information entry box. Functions the same as the Shift+Tab keys. Right Arrow Move to next character - makes the text cursor move forward to the next character in the information entry box. Left Arrow Move to previous character - makes the text cursor move backward to the previous character in the information entry box. Home Move to beginning of line - makes the text cursor move to the first character position in the information entry box. End Move to end of line - makes the text cursor move to the character position immediately past the last information entry box character. 12-2 Moving Activity Tickler Information Screen Forward or Backward One Day Move forward to the next day's activity tickler information screen by typing F8 or by pointing the mouse cursor to and clicking the left mouse button on the F8 Keycon. Move backward to the previous day's activity tickler information screen by typing F7 or by pointing the mouse cursor to and clicking the left mouse button on the F7 Keycon. If activity tickler event information exists for the day you move to, a pop-up window appears asking whether you want to edit that date's activity tickler event information. Type Y to edit the existing activity tickler event information or N to display a blank activity tickler event information screen for that day. If the day you've moved to doesn't contain any activity tickler event information, a blank activity tickler information screen for that day is automatically displayed. You can move the activity tickler forward or backward as frequently as you want, so that you can step through a series of consecutive dates without returning to the Activity Tickler Date Menu to select a date. Changing the Activity Tickler Date Change the Activity Tickler information screen date by pointing the mouse cursor to the date and clicking the left mouse button. When selected, a gold rectangle is displayed over the date and then the Set Activity Tickler Select Date Menu is displayed. Follow the instructions in the Set Activity Tickler Select Date Menu section to select a new activity tickler date. Upon completion, the Activity Tickler information screen is displayed. Editing Activity Tickler Information To edit existing activity tickler events, type 3 or point the mouse cursor to and click the left mouse button on the 3 Keycon or on the Edit Tickler menu box in the Activity Tickler Main Menu. The Edit Activity Tickler Select Date Menu is displayed. Edit Activity Tickler Select Date Menu Select an activity tickler date by typing the letter displayed in the small Keycon to the left of the activity tickler date, or by pointing the mouse cursor to and clicking the left mouse button on the small letter Keycon or the activity tickler date. Activity tickler dates are listed in chronological order. Display additional activity tickler dates by using the scroll bar to the right of the activity tickler dates list, typing F6, or pointing the mouse cursor to and clicking the left mouse button on the F6 Keycon for More dates. F6 scrolls the next 16 dates in the Activity Tickler database into the selection menu. To display previously listed activity tickler dates, use the scroll bar, type F4 or point the mouse cursor to and click the left mouse button on the F4 Keycon to display the Previous 16 dates. After you've made a selection, the Edit Activity Tickler information screen is displayed. Edit Activity Tickler Information Screen Edit the appropriate information for the activity tickler fields displayed in the information entry screen. The important editing keyboard keys are described in the Set Activity Tickler information screen section. 12-3 Transfer Activity Tickler Information to Another Date The Transfer Events utility lets you transfer activity tickler event information from one date to another date. The Transfer Events utility is activated with the Transfer Events icon in the Activity Tickler information screen. The Transfer Events icon features both a primary icon and a hidden Keycon icon. Display the hidden icon by pointing the mouse cursor to and clicking the right mouse button on the primary Transfer Events icon. To transfer events, activate the Transfer Events utility by pointing the mouse cursor to and clicking the left mouse button on either the primary or hidden Transfer Events icon or by typing F6. After the Transfer Events icon changes color, select the activity tickler event information you want to transfer by pointing the mouse cursor to the event box(es) and clicking the left mouse button. The selected event(s) are highlighted with a gold rectangle. Deselect a selected event by pointing the mouse cursor to the event line a second time and clicking the right mouse button. The gold highlight rectangle disappears and the event box text returns to normal. After you've made your selection(s), complete the activity tickler event transfer by typing the F9 key or pointing the mouse cursor to and clicking the left mouse button on the F9 Keycon. The Activity Tickler Select Date Menu is then displayed. Select the day you want to transfer the selected activity tickler event information to. If activity tickler event information exists for the selected day, a pop-up window appears asking whether you want to edit that date's activity tickler event information. Type Y to edit the existing activity tickler event information or N to display a blank activity tickler event information screen for that day. If the selected day doesn't contain any event information, a blank activity tickler information screen for that day is automatically displayed. When the selected activity tickler information screen is displayed, place the transferred activity tickler event information in the activity tickler event box(es) you want by pointing the mouse cursor to and clicking the left mouse button on the box(es). A gold highlight rectangle is displayed in the selected event box(es). Deselect a selected activity tickler event box by point the mouse cursor to the activity tickler event box a second time and clicking the right mouse button. The gold highlight rectangle disappears. When you've selected event boxes equal to the number of events transferred, the transferred activity tickler event information is transferred to and displayed in the selected event boxes. Printing Activity Tickler Information There are two ways to activity tickler information. The first is to type 4 or point the mouse cursor to and click the left mouse button on the 4 Keycon or on the Print Tickler menu box in the Activity Tickler Main Menu. Then, select an activity tickler event record to print by following the instructions in the Edit Activity Tickler Select Date Menu section. The second way to print activity tickler information is to point the mouse cursor to and click the left mouse button on the Printer Icon displayed at the top of the Edit Activity Tickler information screen. The activity tickler record displayed on the information screen is printed. 12-4 Deleting Activity Tickler Information To delete an Activity Tickler database record, select an activity tickler event record by following the instructions in the Edit Activity Tickler Select Date Menu section. After you've selected an activity tickler event record and it's displayed on the screen, type the F1 key or point the mouse cursor to and click the left mouse button on the F1 Keycon to delete the activity tickler event record from the Activity Tickler database. F1 pops up a menu to verify that you want to delete the activity tickler event record from the Activity Tickler database. Type Y to delete the activity tickler event record or any other key to leave the activity tickler event record intact in the Activity Tickler database. Upon completion, the Activity Tickler Main Menu is displayed. Exporting Activity Tickler Information To export an Activity Tickler database record to an ASCII text file, select an activity tickler event record by following the instructions in the Edit Activity Tickler Select Date Menu section. After you've selected an activity tickler event record and it's displayed on the screen, type the F4 key or point the mouse cursor to and click the left mouse button on the F4 Keycon to export the activity tickler event record to an unformatted ASCII text file named "TICKLER.TXT". If TICKLER.TXT doesn't exist, it's created. If TICKLER.TXT exists, the newly exported activity tickler event information is appended to the end of TICKLER.TXT, after any previously exported activity tickler event information. Using Help To obtain help at any point in the Activity Tickler program, type F10 or point the mouse cursor to and click the left mouse button on the F10 Keycon. When the F10 Keycon is turned off, use the Help Icon. Help Icon Refer to page 2-6. Using Sales POWER Organizer Icons Mouse Help Refer to page 2-6. Keycon Display On and Off Refer to page 2-6. Dial Phone Number Refer to page 2-6. Calendar Refer to page 2-6. Printer Refer to page 2-7. 12-5