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PowerTrax Pro End User Manual

1. O Qui Qui Select the fields Sort order Select the fields Sort order 23 User ID 23 User ID A Salutation A Salutation A First Name A First Name M Middle Name AX Middle Name A Last Name A Last Name A Name Suffix A Name Suffix ZA Title ZA Title A Company Name I Company Name A Nick Name X Nick Marne fx Preferred Address Typ A Preferred Address Typ 150 2 150 2 Figure 15 11 Adding a Field By default PowerTrax Pro prints the field names as column heads at the top of each page in the quick report If you use a subfield in a quick report design the report will list all values of the subfield for each parent record You cannot sort on a subfield Inserting Columns You can insert an empty column in a quick report After you insert the column you can assign a field or a formula to the column To insert a column 1 Select a column Reports 15 15 2 Choose Insert Column from the Edit menu OR Click and hold down the mouse button to show the Quick Report pop up menu and choose Insert Column Insert Column Delete Column Hide Edit Column Ordered by Repeated Values Y Automatic Width Alpha Font Size Ww Figure 15 12 Inserting a Column PowerTrax Pro inserts a blank column to the left of the column you selected To assign a field to the empty column drag a field name to it To assign a formula to the column see Adding Formu las to a Quick Report on page 15 16 Del
2. Line Items o Order Details Payments Cust PO Terms y Shipper y Method y dh e ov em Price mount Due orm Reed Comm Dus Add A Add Split Other z E ki gt Delete Sub Total 0 Total Commissions 0 Total Amount 0 Current Balance 0 Figure 6 1 Blank Orders Input Form Quotes and Orders 6 3 Creating Quotes and Orders To create a Quote or Order 1 Click the Orders button on the Navigation Palette to open the Orders table 2 Click the Add button at the bottom of the Orders list screen A blank Orders input form appears Filling in the Basic Information The top portion of the Orders input form allows you to specify basic information such as the trans action type the sales team and principal involved and the billing and shipping addresses of the customer 1 The date field fills in automatically for you so press Tab to select the Type field 2 Select either Quote or Order from the Type pull down list Type Select Type Order Reseller Order Reseller Quote Figure 6 2 Transaction Types Tab to the Customer field then enter the name of the customer If you enter just the first few letters of the customer name and press Tab PowerTrax Pro will look up the company name and fill it in for you Customer Type in the first few letters and press Tab Customer PowerTrax Pro will fill in the rest
3. First oT Jof Tias Salutation y suffix Company _______ Title Y Figure 4 2 Contact Information This input form provides fields to enter the contact s name salutation and company name If the contact does not belong to a company use the contact s first and last names as the Company name The Phones and Email Label When you click the Phones and email label you ll see this input form Phone Email Information Phone and email Information Company Phone Company Fax _____ Other Phone Emalg TO Web Po Figure 4 3 Phone Email Information Use the Phone Email input form to enter the main company phone and fax numbers a personal phone number for the contact and an email address and web site URL To make data entry easier the phone and fax number fields are preformatted for you This means that you don t have to enter any spaces or dashes when you enter the phone numbers For example if you type 7704579400 then press the Tab key PowerTrax Pro will automatically format that entry as 770 457 9400 4 4 Contacts Billing and Shipping Labels Clicking on either the Billing or Shipping labels displays the following input form m Address Information Address Information Figure 4 4 Address Information If the company s billing and shipping addresses are the same you only need to click the Billing label an
4. 00 Digital Camera 509 95 509 95 00 Sub Total 696 91 Other Items 0 00 Total 696 91 Commissions Due 139 38 Figure 12 21 Sample PDF Order The new PDF document can now be attached to an email or fax message Creating a PDF Letter Merge If you ve created a letter using merge fields see Chapter 11 you can use the PDF generation fea ture to print a PDF letter and merge it with a group of contact records To create a PDF letter merge m Open the Contacts table and find the group of contacts you want 2 Click the Letters button at the bottom of the Contacts output form PowerTrax Pro will open the letters table 3 Select and open the letter that you want to merge the contact records with Click the PDF button at the bottom of the Letters input form then use the Output Options and PDF Merge Setup dialogs to create the PDF letter 5 After selecting your options click the PDF button on the PDF Merge Setup dialog Power Trax Pro will create a personalized PDF version of the letter for each contact that you selected The new PDF documents can then be attached to email or fax messages 13 Using E mail In this chapter OGeturio stated rias 13 2 Using the Address Bobures 13 2 Creatine New UA adele ieee eas 13 6 Printime your MessadeEs ai diee pU os cee teeta 13 8 Findine Messages OF JAQUEeSSES mesita 13 8 Customizing the E Mail Window ooooooooonnncnonccnncnnnnnnnnnnnn
5. 15 13 Moddiy os Lo a ios 15 13 SPS CU V1 Fe OTC AIDU S iss ro ld toi 15 13 Addins ohimnssto the Repo cade 15 14 Table of Contents xi ASA CONS lala 15 14 Deletne Comas a ias 15 15 Replace SOMOS entendia loba slot SU It cua sion 15 15 SIA UA T 15 16 Addins Formulas to a Quick Report o a beta o b aat avg ras ue aii ds 15 16 Sortine Records and Creatine Breaks caia 15 19 SPECIE VIS On ONS ai ii pod 15 19 Deleting a Field or Formula from the Sort List cccooonooonnnnncnnnonononononnnnnnnnnnonnnnos 15 20 Sette Break Wey A AO 15 21 Using the Values of Break Fields in LabelS o ooooooonnncncnnnnnnnonononnncnnnnnnnnnnnos 15 22 AGING Summary Calculations cite i 15 22 Displaying Repeated Values for Break Columns cccccccnnooocnnncnnncnnnnnnnonnnnnnnnnnnnnnnos 15 23 setting Display Formats eleven linen iides 15 23 Numeric Por mai esa tas Eco UEM URL aisla 15 24 O Res 15 24 Entering the Display Format for a Field sese 15 24 Hiding and Showing Rows and Columns ccccccccccsssssseecceceeeeaaessesecceeeeeaaasseeseeees 15 25 Showing a Hidden Row or Column sess 15 26 Adding Page Headers and Footers cccsssssssecccccceeeeesssssccccccssaeeesseeececeessaagesseseeeess 15 26 Specityme amp Pont AUPIDULES ia iaa 15 28 Pram Ock Repo ii ica 15 28 ON 15 28 Dile a ELEME M IEEE d I DE 15 29 Prnt OAD Dhahran a dn tatto dtu ala Rum etate bu utu
6. Save filter ww Filter Name My Filter Description My descriptio Figure 7 24 Save Filter Dialog 10 14 Searching and Sorting To load an existing filter 1 Click the Load button at the bottom of the Query Editor dialog Or Click the Search button at the bottom of any list window The Query Filters dialog appears Query Filters filters for Contacts Balance gt 5000 GYYR Contacts GYYR Customers Figure 10 20 Query Filters Dialog 2 Select the filter you want from the list then click Load You can click the small handle icon to see a description of the available filters Query Filters filters for Contacts filter description Balance gt 5000 Customers who owe us 5000 or GYYR Contacts more GYYR Customers cancel q Figure 10 21 Filter Descriptions Searching and Sorting 10 15 Query by Formula You can use the Query by Formula method to find records based on the result of a calculation You use the PowerTrax Pro Formula Editor to write the formula The Query by Formula method is useful for performing searches such as finding all records where the last 4 digits of the Phone Number field are 7895 or finding all records of all people whose birth date is equal to the current month and day regardless of the year To use the Query by Formula search method 1 Choose Select gt Query by Formula Th
7. File Preferences Import Export Print Quit Figure A 1 The File Menu Open Table The Open Table command is one method of opening tables in PowerTrax Pro Choosing this com mands displays a list of available tables Select the table you want to open then click OK or sim ply double click the table in the list The Navigation Palette provides another convenient way to open tables Preferences The Preferences command give s you access to user definable preferences such as whether or not to display the Navigation Palette when you start PowerTrax Pro Administration File Preferences The Administration and File Preferences commands provide access to various PowerTrax Pro administrative functions These commands can only be used by the database administrator Import Export The Import command allows you to import data from a delimited text file The Export command allows you to export a selection of records as a delimited text file Print Choosing the Print command displays the Print dialog The options available in the Print dialog depend on the contents of the front most window Quit Use the Quit command to quit the PowerTrax Pro application A 2 Appendix A The Edit Menu The Edit menu contains standard commands for manipulating text and graphics Please see the documentation that came with your operating system for a description of these commands Undo ae Z Cut 3X Copy C Paste EW
8. If you type a name like Bob Smith PowerTrax Pro will look for first name Bob and Last name Smith If you type Bob Bob with a space after it PowerTrax Pro will search for all contacts with the first name Bob Enter the task date in the Task Date field or select a date from the pull down calendar When you view your Calendar the new task will appear on the day that you enter here Type the data here or v Click here to pick a date from the calendar Task Date Figure 9 25 Entering a Task Date Assign a priority by selecting a value from the Priority pull down list The options are low medium and highest Priority Highest Figure 9 26 Assigning a Priority Enter a brief description of the task in the Summary field The text you enter here is what you ll see when you view the task in the Calendar or in the Tasks list window Summary Book hotel rooms for trade sho NENNEN Figure 9 27 Task Summary Enter any notes or comments in the Task Notes field This is a convenient place to enter infor mation that will help you perform your task If you want PowerTrax Pro to remind you about this task click the Remind me checkbox When you click Remind me PowerTrax Pro defaults the reminder time to the current time plus one hour The only exception is when the current time is after 1 IPM In this case the reminder time is set to 11 59 PM 9 16 Scheduling If th
9. 1 Weed Trimmer 5 00 16 92 Figure 7 11 Default Display Format The default display format contains columns such as Qty Item Price Amount Due and so on It is possible to change the display format so that it shows less columns more columns or a different group of columns For example you might want to change the display format so that 1t matches the columns shown on your principal s invoice New display and print formats can be created by your database administrator For information on how to do this see your PowerTrax Pro Administrator s Guide Once the display or print formats have been created you can select the format you want from the pull down lists on the Invoices input form Display Fmt Order Sample Display Select a display or print Print Frnt Order Sample Print format from the lists Figure 7 12 Format Pull down Lists 7 10 Invoices and Payments Creating Orders from Existing Invoices If you create one or more Invoices without having corresponding Order records you can still go into the Orders table and create the Order records This is a completely optional step You only need to do this if 1t is your company policy that all Invoices have a corresponding Order record To create an order from an existing invoice a Open the Orders table and click the Add button to display a blank Orders input form Fill in all the appropriate fields as you normally would see Chapter 6 Ma
10. 8 12 Reseller Transactions the line items to be included For example a customer might want to order only two out of three items listed on a Reseller Quote To exclude a line item when creating a Reseller Order l Click in the Order column of the item you want to exclude The word Yes changes to a checkbox Turn the checkbox off then click on the line item s product name The word Yes will change to No Principal Product Price Order Word Corporation Lawn Mower 189 05 Yes Click here then turn J G OA A 4 A A AAA World Corporation Weed Trimmer 394 05 Yes Off the checkbox World Corporation Leaf Blower 34 55 f lt RARO A rosso Principal Product Price i Order The line item will e e 90000000000000000000000000000000000000000000000000000000009 dbocses0000000000000000000000000000000000000000000000000000000000000000000c T m H 2 M 2 ro t e r er e e e 090900090009000900099009000099099000900099099000090090900909002009090090900000099009900090099000000990009000000000000000000000000000000000qp000000000000000000090000020990990000000900000009009999 s H I 000090000000000090000000000009000000000000000000000000000099 dposcesss000000000002000000
11. Figure 6 3 Entering the Customer Name If multiple matches are found PowerTrax Pro will display them in a list for you to select from Note If the company only has one contact PowerTrax Pro will automatically enter that contact s name in the Confirm to field Confirm To wies Parsons y Figure 6 4 Confirm To Field 6 4 Quotes and Orders If the selected company has multiple contacts click the Confirm to pull down list and select the contact you want to confirm to Confirm To Select a Contact Select a Contact Don Murphy Wes Parsons Add a Contact Figure 6 5 Selecting a Contact If the contact you need to confirm to is not in the list select the Add a Contact item Power Trax Pro will display a dialog where you can enter a new contact for the selected company Salutation l First MI Last Sui HE Title x Source xl Nickname Email ATA AN work Ext Phone NENNEN Ext toef Address Information for Southern Cellular View Edit Company Main Click Preferred Address Address 1 53 Buchman Ave Company Main Address 2 TEE Company Billing Address 3 o C Company Shipping City atlanta s C Personal State ba Zip Code B95 Country Psa Figure 6 6 Adding a Contact 4 After specifying the Customer and Confirm To information select a team from the Sales Team pull down to specify which sale
12. Internal Notes Shipping Instructions Special Instructions al all before shipping 780 444 6239 aj Pa Figure 8 23 Order Details Tab Cust PO Display and Print Formats As you create your transactions you can select the display format and print format Simply select the format you want from the Display Format and Print Format pull down lists on the Order Details Tab The figure below shows a typical list of display formats Basic Numbered Rep Order 1 Figure 8 24 Display Formats Note Printing a Transaction To print the current quote order or purchase order l 2 Reseller Transactions 8 15 Click the Order Details Tab then select a page layout from the Print Format pull down list Click the Print button at the bottom of the Orders input form The Page Setup dialog for your currently selected printer appears The options available to you will depend on which printer you re using SC 740 5 50E 2 Paper Size Orientation A Portrait Landscape I Rotate by 180 degrees Reduce or Enlarge 100 Printable Area Centered Figure 8 25 Typical Page Setup Dialog amp Standard Maximum 3 Select your page setup options then click OK The Print dialog for your selected printer appears EPSON Copies MediaType Plain Paper 5 Mode O Preview on screen Pages amp All Ink amp Color O Black amp Automatic
13. 0 Profit Margin 158 24 Order Balance 0 00 Customer Invoice Payments Salesperson payments Payment Summary 31 36 01 05 00 17 99 01 05 00 al 108 89 01 05 00 a 0 gt 30 lt 60 0 50 90 0 90 0 Total Rec d 158 24 Figure 8 39 Orders Payments Tab 8 22 Reseller Transactions 3 Click the Add button next to the Salesperson Payments list PowerTrax Pro will automati cally assign the appropriate commissions to each member of the sales team that was reponsible for that sale Salesperson payments User tame ate Pad aroe a c Harry Sharma 01 05 00 31 87 Laurie Bartlett 01 05 00 31 87 hd Figure 8 40 Commissions Assigned Note Scheduling In this chapter Me A 9 2 The Powerttar Pro Calendar 9 2 E 9 6 DBaunebs seeds ues E ECL M Ae E EUE 9 9 Working with Multiple Calendars sss 9 12 iManmnaeimne Tas csi arene emer tosta de ade 9 13 Schedule Manage Menta 9 17 9 2 Scheduling Introduction Following up a lead or sending a quote on time can be the difference between winning or losing a valuable customer If you re like most sales reps you ve got your hands full with making sales calls following up leads sending product information doing demonstrations and sending out quotes and bids Keeping track of so many critical to do s can be difficult without the right tools With PowerTrax Pro you have a full suite of
14. 600 West Peachtree St Atlanta 4 amp E firm Agresta Dean Grand Central Security Pr 849 Pickens Industrial Dri Marietta Distributor Agresta Tony Grand Central Security Pr 849 Pickens Industrial Dri Marietta Distributor Aitken Al Advanced Security amp Cont 3601 Clearview Place Atlanta Dealer Alexander Barry SecurityLink Birmingha 533 University Blvd Birmingham Alexander Barry 4 D 1 Birmingham 211 Summit Pkwy Homewood Distributor Alford Mark ADT Huntsville 999 Sparkman Dr Huntsville Dealer Alford Trent Dialarm P O Box 586 Dyresburg lS aiid 4 8 ae 73 y Search Sort Show All Show Omit Delete Letters Done Subset Subset Figure G 3 Typical List Window Record Information in a table is divided into records Each record contains one or more data items For example a contact record will contain items such as the contact s name address and phone number You can add delete find and sort records in a table Glossary G 3 Search A search refers to finding a group of records based on the value of one or more fields A search is sometimes called a find or a query These terms are interchangeable but for consis tency we ll use the term search throughout this document Search Condition A search condition is a set of instructions that tells PowerTrax Pro which records to find A search condition must have three parts a field name a comparison operator and a value as shown below Field name Value
15. Note 9 6 Companies The Notes Field The Notes field on the Info Tab can be used to hold any special notes or comments about the cur rent company For example you might want to note about when the company has their year end always a good time to push for sales Motes gt heir business year end is June 12 Figure 5 8 Notes Field You can enter notes by typing directly in the Notes field or by clicking the Notes icon If there is information in the Notes field the Notes icon turns yellow If no information exists the Notes icon appears in blue The Addresses Tab At the top of the Companies input form you can use the pull down list and fields to enter the com pany s main billing and shipping addresses If the company has more than those three addresses use the Addresses tab to add or edit the additional address information 3 Price Lists aud G Activities o Info f Addresses Contacts LP Mgt 7 Transactions Additional Company Addresses P Type Address 1 Address 2 City State ZipCode Country Ea Lj Figure 5 9 Addresses Tab To create additional addresses Click the Add button to the left of the Addresses list The New Address dialog appears we xy Address 1 NEN Address 2 PY Address 3 FO OE City FO State Zip Code Country a al Delete Cancel Save Figure 5
16. Open the Orders table or Invoices table depending on which one you use to track commis sions then open the record you wish to assign commissions for Click on the Payments Tab B Line Items Payments Principal Payments Received Commission Payments Assigned 01 05 00 101 99 Digital Camera 01 05 00 25 43 Dual Mode PCS Phone Lt Figure 7 27 Invoice Payments Tab Click the Add button next to the Commission Payments Assigned list PowerTrax Pro will automatically assign the appropriate commissions to each member of the sales team responsi ble for the sale Invoices and Payments 7 17 Commission Payments Assigned UserName ate Paid arome Ja c Hary Sharma 01 05 00 31 87 Laurie Bartlett 01 05 00 31 87 hal Figure 7 28 Commissions Assigned Note 7 18 Invoices and Payments Reseller Transactions In this chapter PT AMS aC MOU Ty S acu EE DI Mid IM A E 8 2 The Orders Input Orar da 8 2 Creating Reseller Quotes and Reseller Orders 8 3 Creating a Reseller Order from a Reseller Quote 8 11 Creatine a Purchase Order cita cid 8 12 The Order Doais Taba 8 14 Printine a Eransact n adn 8 15 Faxine a Transacciones iaa 8 16 ADplyinP Pay MENS aieo boe ioo obses qe AER aa renes iuitec Etui ctess 8 17 Assigning CODDIISSIODS iii 8 21 8 2 Reseller Transactions Note Transaction Types There are three
17. Principal LJ LJ Prey Next Delete Cancel Save Figure 9 41 Activity Details If necessary you can make changes to the activity details and click the Save button Adding an Activity In addition to being a management tool the Schedule Management window also allows you to add activities and banners 1 Double click in the space where you want to add an activity The Add Activity input form appears 2 Enter the activity details then click Save The new activity will appear on the schedule See Activities earlier in this chapter for more detailed information about how to use the Add Activity input form Deleting an Activity To delete an activity from the schedule 1 Click the activity once to select it then click the Delete button at the top right corner of the Schedule Management window PowerTrax Pro will ask you to confirm your actions before deleting the activity Print Delete Select an activity then click Delete FI Figure 9 42 Deleting an Activity 9 22 Scheduling Moving an Activity It s possible to move activities from one time or date to another or from one user s schedule to another For example if a sales person calls in sick you can move the activities on that person s schedule to the schedules of other users To move an activity l Click and drag the activity to the location you want it to go m Feb 24 2000 Feb 25 2000 Meeting i Click and drag the act
18. Yes Remind Me Task Motes LJ LJ Prey Next Delete Cancel Save Figure 9 23 Add a Task Input Form 2 The User field defaults to your name This means that any task you enter will be added to your schedule If you want to add the task to another user s schedule instead select that user s name from the User pull down list 3 If this task involves a contact send brochure to Glenn Smith enter that contact s name in the Contact field Contact Glenn Smith If you re not sure of the contact s full name you can have PowerTrax Pro perform a search for you using the following rules If you type a name with no spaces it s assumed you re searching on a last name PowerTrax Pro will search all contact records for last names that match or partially match the typed value If a single exact match is found PowerTrax Pro fills in the Contact field for you If multiple matches are found a dialog appears showing a list of matches to choose from Scheduling 9 15 Select a Contact First Name Company Name A Smith Bectronic Engineers Birmingham Bank amp Business Systems Lectrolarm Bank amp Business Systems Lingle Associates Matthews F 1 Bectronics Duncan Mosler Birmingham George s Cycle Security Link N Charleston Shana The Word Smith Cardkey Systems Atlanta Pudio 4sual Communications A D I Austell Ken Smith Inc coca Figure 9 24 Multiple Contact Matches
19. a row label column heading or cell Also menu commands that are inappro priate for the particular row column or cell are disabled 15 12 Reports The following illustration shows the Quick Report pop up menus eas Transactions Current Balz Were Insert Column Current Balance MEL 0 e seee etessennonenenenconenencncnnenecenenconeneccnennonenenenaonos Delete Column mH hh hh ELEC LLLLL LL LLL LLL L LLL LLLLLLLLLLLLLLL LL LLL LLL LL LLL ELL Hide sk s e essent Edit Column Ordered by Repeated Values Y Automatic Width Numeric Li Font gt HresssctionsIeurrent Balance Size k Current Balance Style b Alignment gt Duplicate Break Delete Break Hide A Transactions Current Balance Count Min Max sum Average Font b Size b Style b Alignment gt Format Font Style le Size Alignment gt Figure 15 10 Quick Report Pop Ups 2 Choose the desired menu command Working with the Quick Report Editor This section describes the basic operations that you can perform in the Quick Report editor Selecting Rows Columns and Cells When designing a quick report you need to select rows columns and cells in the quick report form A cell is the intersection of a row and a column To select a row 1 Click on the Header Detail Break or Total markers on the row label bar to the left of the Quick Report form or click in a row to the ri
20. field 3 Enter a description of the address work home etc in the Description field 4 Click OK The new address will be added to the list 4 20 Contacts Editing an E Mail Address To edit an existing e mail address 1 Double click the address in the list on the E Mail Tab The Edit Email Address input form appears 2 Enter the new address or description then click OK Deleting an E Mail Address To delete an e mail address 1 Click the address once in the list on the E Mail Tab 2 Click the Delete button PowerTrax Pro will ask you to confirm your action Viewing E mail Details You can view the details of any e mail sent to this contact by double clicking the message in the E mails outgoing list at the bottom of the Email Tab Companies In this chapter CODAE cuo NO NUM INIM E 5 2 TREO T O aren reer renee dee arene 5 4 TASAS LE O el ro 5 6 The Contacts Lab cess eee senate oun E A 5 8 Phe Mana ement TaD dilo 5 9 The Transactions Tabu 5 11 Price Caco 5 12 The NCHVIHOS Tati 5 13 Company Headquattets as iio did 5 14 5 2 Companies Companies Company records are used to store data about the organizations you sell to This data includes addresses contacts sales forecasts transaction records and product pricing Normally you d cre ate a new company record at the same time you add a contact see Chapter 4 however you can also add a company record directly fr
21. gb Timbuktu Sender Trench Marketing 3 Trash Choose a File to Import Fig 13 4 Importing Addresses The text file must contain columns for first name last name description and e mail address in that order The columns must be separated with tabs and the rows must be separated by car riage returns If the import file does not have four columns it cannot be imported 3 Choose your import file and click Open A dialog box appears allowing you to compare your import file to the fields that the data will be imported into The data below comes from the first few rows of your import file If the labels match the data click Continue to import the file First Name Last Name Description Email Address Test test fy isoftware com ciegler 4D developer 70670 301 1 compuser vars Yelich mu elich dimensionsmag c Wright 4D Developer simon nttc nco edu Worth kworth Synopsys COM Wolkin 4D Developer diwolkin s jm infi net Fig 13 5 Comparing the Import File 4 If the fields match click Continue to import the file Using E mail 13 5 Adding E mail Groups To create an e mail group 1 Select the Groups radio button in the Address Book window 2 Click the New button and enter the address information in the dialog that appears Nme Description 000 0 Name Address OM Cancel Save Fig 13 6 Address Information 3 Enter a name and description for the group then click the
22. 8 SORE E EERE EERE EEE EEE EERE EEE E EEE EEE EERE EEE E EERE AAA Kesults through focused technology Enter the Footer information here Figure 11 32 Adding Footer Information Enter your Footer information You can apply paragraph styles and formatting to the Footer text just as you do with the letter body After you ve entered the Footer text choose Format gt View Document from the menu bar or select View Document from the View pull down list to return to the Letter window The Footer information will appear at the bottom of each page of the letter 11 18 Letters II ILL 1 1 z D H VEER EEE EERE EEE EERE EEE EE EEE EEE EERE EEE EERE EE EEE EE EERE a rr rr rr rr rr rr AAA t H t Figure 11 33 Footer Information in Document Inserting a Page Number Headers and Footers are ideal places to insert page numbers in your document When you insert a Page Number calculation Power Trax Pro will number each page of your document sequentially To insert a Page Number calculation 1 Display the Header or Footer area and click the cursor where you want the page number to appear 2 Choose Database gt Insert Page Number from the menu bar When you return to the Docu ment View the page number will appear in the Header or Footer Adding Graphics You can increase the visual impact of
23. Click the Principals button on the Navigation palette to open the Principals table 2 Find the record you want to view and double click to open it 3 Click the Objectives Tab The list of Sales Objectives appears 4 Double click any objective to view its details Principal World Corporation Fiscal Year 2000 Booking Goals 75 000 Commission Goals Profit Goals Companies Sales Team Bookings Commissions Profits Allan s Electronics 50 000 DirectCom 25 000 Figure 14 10 Principal Sales Objective Viewing Company Sales O bjectives To view company sales objectives from the Companies table 1 Click the Company button on the Navigation palette to open the Companies table 2 Find the record you want to view and double click to open it 3 Click the Mgt Tab The list of Sales Objectives appears at the top of the Tab 4 Double click any objective to view its details 14 10 Note Sales Objectives Company Name Chronos Renovation Supply Fiscal Year 2000 Bookings Objectives 50000 Commissions Objective Profit Objectives Principals Sales Team Bookings Commissions Profits Sonmor International 20 000 20 000 0 Figure 14 11 Company Sales Objective In this chapter NN 15 2 Oc Re OPUS sil icd 15 8 The Quick Report Edito id 15 9 Working with the Quick Report Editor ooooooocoooooooccccnocnnno 15 12 Printing a Quick Repo usina 15 28 Loading and Saving a Quick Report
24. Click the line item you want to split then click the Divide Line Items button to the left of the Line Items list PowerTrax Pro will display a message asking you to confirm that you want to divide the selected item Click OK The Divide Line Items dialog appears 8 10 Reseller Transactions Divide Existing Lineitem Initial Quantity 10 Additional Line Items to create X Current Line Item Item 2 gj Figure 8 16 Splitting a Line Item The Divide Line Items dialog shows the initial quantity of the selected item and provides fields for you to enter the amount of additional items you want to create as well as the quantity for each additional item 3 Enter the number of additional line items you wish to create PowerTrax Pro will add a check box and quantity field for each additional item that you specify 4 Enter the quantity you want for the current line item For example if the principal can ship five out of a quantity of ten enter 5 in the current line item s quantity field 5 Click the checkbox for each additional item and enter the quantity you wish to assign to each item The illustration below shows an example of a divided line item Divide Existing Lineitem Initial Quantity 10 Additional Line Items to create ES X Current Line Item X Item 2 Item 3 Figure 8 17 A Divided Line Item Initial quantity is 10
25. If you want to move the object only one layer toward the front or back hold down the Shift key when you click Move to Front or Move to Back To move an object to the front or back 1 Select the object or objects that you want to move to the back Hold down Shift and click to select several objects 2 Click the Move to Front or Move to Back tool in the toolbar PowerTrax Pro moves the selected object or objects to the front of or behind all the other objects Labels 16 9 When you move an object to the back it may be hidden by objects in front of it To see the object select the object in front and send it to the back Duplicating O bjects You can duplicate any object in the label Copies of active objects retain all the properties of the original including foreground and background colors and fill patterns text attributes and display format To duplicate an object 1 Select one or more objects Hold down Shift and click to select several objects 2 Click the Duplicate tool in the toolbar PowerTrax Pro duplicates the selected object or objects Moving O bjects You can move objects by selecting them and dragging with the mouse You can also use the arrow keys to move the object one or ten pixels at a time To move an object one pixel at a time select the object and press an arrow key To move an object ten pixels at a time select the object hold down the Ctrl key on Windows or Command key on Macintosh
26. Reports 15 17 Formula Editor Ka Formula Editor A e E Orders Rep_Total_Commission_Balance Related Tables w Commands by Themes 25 ID Orders 4D Environment b 23 ID Companies 23 Company Contact ID 23 Principal Contact ID 23 ID Principals b 23 ID SalesTeam Order Type A Order Date Figure 15 13 Formula Editor If you selected an existing column the formula you create will replace the previous contents of the column Make sure that the formula you create does not change the current selection Changing the current selection will cause problems when you print the quick report since the report is based on the current selection 2 Build the formula OR Click the Load button to retrieve an existing formula from disk If you click the Load button PowerTrax Pro displays an open file dialog box and asks you to select a file When you load a file 1t replaces any formula that currently appears in the Formula editor After you load a formula you can modify it in the editing area 2b When building a formula you can select a method from the list on the right side of the Formula Editor The methods in the list are divided into three sections The top and bottom sections bolded are made up of generic database methods and plug in methods The middle section italics is made up of methods that have been designed specifically for PowerTrax Pro 15 18 Rep
27. Since the printer uses part of the margins the printer begins measuring the margins from a point that is not precisely at the edge of the label paper When the labels are printed the label text may appear skewed to the right or to the bottom of the label paper To compensate for this lost margin space you can use negative numbers in some of the margin boxes When placed in the Right margin box negative numbers pull the label text to the right When entered in the Top margin box negative numbers pull the label text toward the top of the page As a rule using a negative number in a margin box moves the label text toward the margin you are setting 16 16 Labels Optional If you want to print more than one copy of each label use the Labels per Record drop down list to choose the number of copies to print The copies are printed consecutively on the label paper PowerTrax Pro does not duplicate the entire label page Optional If you want to run a method when the labels are printed choose the method from the Method to Apply drop down list Optional If you are running a method and printing more than one copy of each label click either the Once Per Record or Once Per Label radio button in the Apply Once area This control has no meaning unless you are using both the multiple copies and method features Saving and Loading Label Designs PowerTrax Pro lets you save each label design as a file that you can open from the Label Wizard
28. TA 20000000 0 Overmide Std Commission 0 00 Figure 2 11 Default Values 3 Press the Tab key to highlight the minimum and maximum quantities then enter your own val ues You can also specify the discount and commission rates for each quantity range and whether or not to adjust the commission according to the discount Maximum Default Commission Owerride a 1 10 2 W Override Std Commission 5 00 11 20 3 yw Override Std Commission 5 00 Figure 2 12 Custom Min Max Values 4 Repeat steps 2 and 3 for each minimum and maximum quantity range that you wish to add 5 Click the Save button to close the input form and save your changes The new Price Schedule appears in the list on the Price Schedules tab SK Products EF Price Schedules Contacts Ard Orders EE invoices Wl Objectives Ej Activities COTA EEE Gold Customer 06 01 99 Yes 0 000 w Yes 7 000 Yes Figure 2 13 New Schedule Added Principals 2 9 The Products Tab Click the Products Tab to view add delete or edit product records By integrating the product information with the Principal record PowerTrax Pro puts all the information you need at your fin gertips SK Products ley Price Schedules EE Contacts Ard Orders PE invoices dd Objectives Gl Activities dp Product Name Summary ist Price Unit of Meas Product Category Figure 2 14 Products Tab To add a new product 1 Click the A
29. Table of Contents ix E toco ote etm dece dp dau ec niu cds p Et de M tees 11 20 inem bri cr PCIE E 11 20 Publishinesa HOLETE siii 11 21 SUDSCHIDING toa ETOL like aa 11 21 Stopping Pobla a a ees 11 22 Datesand Vie RR E ada 11 22 Formatting Fields and Calculations cccccooonononnnnnnnnnnnnnnnnnonnnnnnnnnnonnnnononnnnnnnnnnnanannnnnss 11 23 Chapter 12 Faxing and PDF Generation nmn 12 1 VS SO fe LIRE TETTE ae ecstatic 12 2 Software Requirements and Configuration cccccccccccssssssseccececeeaeesseeeececeeeeaeeseseeeeees 12 2 ADNOT UN 12 2 MacOS 12 2 Lax Server Pree renee S nonea a 12 3 Setting Fax Server Prefs on Windows oooccccccccccononoconnnnnnnnnonnnonononcnnnnnonnnnannnnnnnnnnnnnnnos 12 3 Setting Fax Server Prefson Mac OS inicia 12 3 Fax Werses and Pax Broad Casts seis aaa 12 3 Performing a Fax Merge or Broadcast see sarees rancia 12 4 Sender IntOotPHdtiols c Ree nev rR nant tni nt Aree Syrian ede i ta cep avrg tart ye 12 5 eran viii 12 6 RECIEN MO TS 12 6 CONE PA aa dia a odds 12 7 EnclOS testeo 12 7 Eaxiane fromthe Orders Input ordre i eoe euh 12 8 Fax Sedeus Not cado iii EN 12 9 W thax Pro dCWITBCOWS sees imme dE die eto exon met duse ced eu eto e eoo t ue tede NEUE 12 9 The Symantec Message Manager edebat avia t dada 12 9 Notification tor Outgoing Faxes ceros ia ica 12 11 gesi ht Fax Notiticati n MacOS huso a a
30. The options available depend on your selected printer SC 740 5 50E Paper Size Orientation Bee gt tanascape O Rotate by 180 degrees Reduce or Enlarge 100 Printable Area amp Standard Maximum Centered Figure 6 25 Typical Page Setup Dialog 3 Select your page setup options then click OK The Print dialog appears EPSON mesa e copies Pages amp All ef J J Current Settings Ink Media Type coor C porrat No Watermark amp Print Layout None amp Automatic Quality i ag Normal 360 dpi O Custom E a MicroWeave Off i Z High Speed On Advanced Custom Settings B j amp Color Adjustment Mode O Preview on screen Figure 6 26 Typical Print Job Dialog 4 Choose your print options number of copies paper type and so on then click Print The options available to you will depend on which printer you re using Quotes and Orders 6 15 Faxing a Quote or Order PowerTrax Pro allows you to fax quotes and orders from within the Orders input form Note 1 Click the Fax button at the bottom of the input form The Fax Merge Options dialog appears Fax Merge Options i ie tal nei Sender Info Iv Use Cover Page Confidential y Sender Name Steve Hughes Subiect Credit Application Revie
31. To exclude a line item when creating an Invoice 1 Click in the Principal Invoice column of the item you want to exclude The word Yes changes to a checkbox 2 Turn the checkbox off then click on the line item s product name The word Yes will change to No 7 4 Note Invoices and Payments Principal Product Price Principal Invoice Click here World Corporation Lawn Mower 189 05 Yes then turn off PP titties A A AAA World Corporation Weed Trimmer 94 05 Yes the checkbox Word Corporation Leaf Blower 34 55 fy OEE EERE EERE EEE EEE EEE EEEEEEEEEEESHES SEE RE EEE E EEE H OREO ES PF TITIIIIT III tet rr rr rro The line item will now be Principal Product Price i Principal Invoice World Corporation Lawn Mower 189 05 Yes excluded from orr r rr rrrrrrrrrrrrrr r ee RD RUTRUM C SU NOCERE NUN UMEOCE b PONES UN Vg CERES the Invoice World Corporation Weed Trimmer 94 05 Yes World Corporation Leaf Blower 34 55 HOO EERE EERE E EERE EEE EES ESSE EEEEESESEEEEEEE ERE EE EERE EES A AAA d Figure 7 2 Excluding a Line ltem Now when you click the Create button only the line items that specify Yes under the Prin cipal Invoice column will be included in the Invoice Using the Add Order Items Feature Another way to create an invoice using existing order data is with the Add Order Items feature 1 Click t
32. To stop publishing l Ze Open and select the original Hot Link material Choose Database gt Stop Publishing PowerTrax Pro will ask you to confirm your actions before continuing Choosing the Stop Publishing command essentially breaks the link between the published material and its subscribers Any changes made to the published material will no longer be updated in the subscriber documents Dates and Times You can insert date and time calculations into your letters so that the current date and or current time are automatically calculated and displayed To insert a date or time calculation l Click the cursor where you want the date or time to appear then choose Database gt Insert Current Date or Database gt Insert Current Time The selected calculation will appear at the current cursor location D Normal 2 BE Current date gt tt tt Me aas asas aas asas Figure 11 44 Inserting a Date Calculation 11 24 Letters Formatting Fields and Calculations When you insert a field or calculation into a letter PowerTrax Pro has default formats that it uses to display the information For example if you insert a date calculation into a letter the default for mat for dates is MM DD YY Using this format December 23 1998 would be displayed as 12 23 98 You can change this to another format such as Wednesday December 23 1998 by using the Format command To format a field or
33. Type Type Figure 9 10 Typing Partial Values Type a short summary of the activity in the Summary text box Summary Check on delivery dates Figure 9 11 Activity Summary Enter the start date for the activity You can do this in two ways type the start date using the format 00 00 00 as in 04 25 99 or click the Start date pull down and select a date from the calendar that appears Click here to display the calendar Wed Nov 18 1998 January February T w T F March Z 4 5 6 April May 10 11 12 rae 7 KB 19 July August 24 25 26 September October November December Figure 9 12 Pop up Calendar Enter a start time in the Start Time text box Use the format 00 00 For example if the activity starts at 10 15 am type 10 15 If the Activity starts at 2 30 pm type 14 30 PowerTrax Pro will format the value properly and display it as 2 30 PM The end time is optional If you choose to enter one use the same format as the start time Scheduling 9 9 8 Type any notes or comments in the large text box near the bottom of the dialog You can also enter the name of the Principal involved in the Principal text box 18 e10AIn Con Figure 9 13 New Activity N ote 9 When you ve filled out all the activity information click the Save icon The new activity will appear on your calendar at the specified date You can view the details of the activity at any time by double clicki
34. Value text box The value appears automatically at the end of the argu ment line Query Editor Contacts JLast Name begins with H Figure 7 22 Entering a Value If select a field that has a choice list associated with it PowerTrax Pro will present the list of choices and prompt you to select a value rather than typing one If you select a boolean field PowerTrax Pro will replace the Value text box with a set of radio buttons to select from Items in list BusinessType Yalue rx O Male amp Female Figure 10 19 Choices List and Radio Buttons Searching and Sorting 10 13 5 If you want to create a compound search click the Add Line button to add a new argument line then click one of the Conjunction operator buttons And Or Except and repeat steps 1 through 4 6 After entering the necessary arguments click the Query button to perform the search Saving and Loading Searches PowerTrax Pro allows you to save the searches you create so that you don t have to recreate them each time Once a search has been saved you can load it into the Query Editor at any time To save your search 1 Click the Save button at the bottom of the Query Editor dialog The Save Filter dialog appears 2 Enter a name and description for your filter in the Filter Name text box then press Tab 3 Type a description in the Description text box then click Save
35. Vertical Gap Unit Labels per Record Standard Code p Method to apply No Method Apply once Q per Label y per Record Figure 16 16 Layout Page You can specify the design of the label paper using the entry areas on the Layout page or choose a standard design from the Standard Code drop down list This drop down list contains specifications for a wide variety of standard commercial label sheets Click the Print Setup button The Print Setup dialog box for your operating system appears Choose the desired printer and click OK If necessary the Label Preview area changes to reflect your selection If appropriate choose the type of label paper you are using from the Standard Code drop down list The remaining entry areas on the page change to reflect the selected label paper s characteris tics If necessary you can modify these specifications Click the appropriate Orientation and Labels Order radio pictures You can choose between portrait and landscape orientation and horizontal or vertical order Enter the number of labels in each row of your label sheet in the Labels Across box and the number of labels in each column in the Labels Down box The Label Preview area adjusts to display the appearance of the labels on a printed page Labels 16 15 8 If the first sheet of label paper is partially used click on the first blank label in the Label Pre view area PowerTrax Pro will begin printing labels on
36. Year To Date Sales Comparison Report prints a list of all sales from the beginning of a fiscal year and compares them to the previous year s figures You can specify the starting date as well as which sales teams customers and principals you want to include in the report The report also shows your accumulated sales year to date and compares them to your sales objectives if any have been specified The YTD Sales Comparison Report is available only when working in the Rep Firms table Orders Report prints a list of all orders created within a specified date range This report can be sorted by customer principal or sales team and can be shown in summary or detail The Orders Report is available from the Companies Principals or Sales Teams tables Reports 15 3 Product Sales Report prints a list of all products sold during a specified date range This report can be sorted by customer principal or sales team and can be shown in summary or detail The Product Sales Report is available only from the Principals table Product Price List Report prints a list of products and their assigned price schedules The Product Price List Report is available only from the Principals table Company Profiles Report prints all basic information for a particular company including name address phone numbers assigned sales team and profiles keywords This report is only available when working in the main Company input form Printing the Commission
37. fields blank in label reports 16 5 File Menu 1 12 A 1 File Preferences Command A 1 fill patterns setting 16 11 Finding a Company 10 3 Finding a Contact 10 2 Finding Activity Records 9 5 Footers and Headers 11 16 Forecasts 5 9 Formula editor formulas in quick reports 15 16 formulas adding to quick reports 15 16 15 19 G General Preferences 1 3 Generating PDF Documents 12 12 Index X 4 Go To Search 10 2 GoTo Menu 1 14 A 5 graphic objects changing appearance of 16 10 specifying fill patterns 16 11 graphs changing type of 17 6 creating 17 A4 printing 17 7 Group check box 17 5 Grouping Query Lines 10 9 H Header row in quick reports 15 11 Headers and Footers 11 15 Headers and Footers dialog box in Quick Report editor 15 26 Help Command A 4 Hot Links 11 20 Publishing 11 21 Subscribing 11 21 Import Export Command A 1 Input Form Defined G 2 Input Form Buttons 1 12 Input Forms Company 5 2 Company HQ 5 14 Contacts 4 8 Price Schedule 2 7 Products 2 9 3 2 Inserting Expressions 11 20 Inserting Page Numbers 11 17 Inserting Query Lines 10 8 Invoice Commissions Report 15 2 15 3 Invoices display and print formats 7 9 K Keywords 4 14 Adding 4 15 L Label Wizard concatenating data 16 5 deleting objects 16 12 description of 16 2 16 2 Label Preview area 16 14 opening 16 2 toolbar 16 3 labels creating 16 4 16 5 layouts for reports 16 14 16 15 printing 16 17 saving design of 16 16 laye
38. the buttons at the top of the Transactions Tab to select the type of transactions you want to see For example if you want to see only the quotes for the current customer click the Quotes button Although you cannot add or edit transaction or payment information here you can view the details of any transaction record by double clicking it in the list PowerTrax Pro will open the transactions table and display the selected transaction record in an input form 9 12 Companies Price Schedules To make products and pricing available to the customer you must assign them one or more price schedules Once a schedule is assigned the customer can order any product that uses that price schedule See Chapters 2 and 3 for details about assigning price schedules to products o Info ESP Contacts Principle Price Schedules eel Price Schedule Status T n Product Prices pal Product Name Product Number Schedule f Addresses Im hgt rs Transactions T Price Lists Gl Activities Figure 5 20 Principals Tab To assign a price list to the current company 1 Click the Add button to the left of the Principal Price Schedules list A dialog appears showing a list of available Principal price schedules Please select Principal Schedule s Schedule Name IDenticard Systems Inc Marketing Elmo Mfg Corp Micro Quantity Discou GYYR Inc List Elmo Mfg Corp List Kalatel Dealer 1 Kala
39. 1 2 1 Communications PO 12 Alan s Bectronies 20 000 25 000 0 15000 60 000 90 00 Chronos Renovation Supply Et 10 00 Digital wodd 0 0 0 0 9 iecCom 0 0 0 0 NC Digital Systems 0 op op 0 a ade 0 0 0690 0 60 B Rewa Dimon o 9 8 8 8 9 10 00 Sonis saes 1000 soo 3500 55900 75 00 Sementdda OOo A 9 Southem Communications of o 8 oto 9 Sunshine Kichen O 9 8 S CO SO 9 10 000 50o 8 3020 s590 1510 DWeseyFaceadFmue O 9 o o 89 8 9 estar Machine Tos 9 8 8 S 9 75 00 DWeseh vawe imie ooo AA sales Team Total amoo m0 0 7590 E 0 z O M Figure 14 6 Sales Objective Details You can enter details by going across the rows for each customer or down the columns for each principal You move from field to field by pressing the Tab key on your keyboard As you fill in information the Total fields for each row and column update automatically Note 6 When you finish entering data click the Save Data button 7 Repeat steps 5 and 6 for each objective type Bookings Commissions Profits that you want to create for the selected sales team 8 Repeat steps 2 through 6 for each sales
40. 18 A ICI e ink teaneoniueanet ana dutees aah ceoieaniusercnt ana duowsa iat ates 4 19 Addins an Es Mad Address sra 4 19 Editing an E Mail Address nio auction 4 20 Deleting an E Mail JAdGtE8SS iieri etuer tive saiasdvendueisibsatedevendseddubsciaestindeeesbs 4 20 Viewing E mail Detalladas bs 4 20 Table of Contents Chapter 5 Companies iaa DL OTN NS es ash ad aM hse team hare Lr cae Ie M ee ie force 5 2 E isos 5 4 Company O ii rere eran 5 4 Company IRC YW OG Sto 5 4 The NOS Piel dust 5 6 US OT CSS A O ECIAM D IEEE 5 6 Th Contacta 5 8 A A T E ec bseacee pente 5 8 The Manacement Tabs siii iii 5 9 Addis an ODpDpOEU DI a 5 10 me Droansdc HORS abstracto 5 11 Price Schedule inec e scabed 5 12 ThesAcHyIties Ta p M SEIS 5 13 Company Headquarters nasa 5 14 Niewine da Company HOREC ii A A AA 5 14 Chapter 6 Quotes and Orders enn O71 Transaction PS aia 6 2 The Orders PULPO iio 6 2 Creating Quotes and Odin ion 6 3 Pilling mthe Basic torna aa AA 6 3 Billing and Shipping Address 6 5 Adams special INSULAR AAA 6 5 Addins Line HET sucia ali 6 6 Special Line Hem a 6 7 The Delle DUO a 6 8 Edna D 9e TD sooo atados 6 8 Usine tbe Edt Eme Items put Forti eate pe o doter ERU 6 9 Divide a line Meis iia 6 9 Phe Order BICI APA RC en cteea aaa 6 11 Display and Print POLIBAIS nasa iia td 6 11 VSP aye nts Triada 6 12 Creating an Order trom a OUOLO dai 6 12 Excma cias 6 13 Printine a PAS CON cata 6 14 Faxime a Quote
41. 6 2 Transaction SLY DOS idad iaa 6 3 Fig 6 3 Entering the Customer Nails 6 3 Fig 6 4 Sonia uro T I LE 6 3 Fig 6 5 SelecHis a Conca tyne Same nr er ers cone Ene UM 6 4 Fig 6 6 Adding AC OMLACE 25 9i Droit e ar bus 6 4 Fig 6 7 sales cam Poll do Minds 6 4 Fig 6 8 SAS A t emi mp UN eee awn D aaa 6 4 Fig 6 9 agite A ere eer c UK MM E 6 4 Pig 6210 Selectine 3 Principale oci oet uos E EI 6 5 L15 6 I Automatic Data Eny uns entis ree toe nt deed ete bo PE bovis 6 5 Fi 0 12 Special TASTUCUON Sata aos cvs esti vesci bue Une v omo em oves tenes 6 5 I15 6 15 lanetems Tab ost e toe eet ee MU LT Lm erus 6 6 Fig 6 14 Dynamically Changing Field ooccccnoononnnnnnnnnnnnnnnnnnnnnnnnnnnnononananoncnnnnnononanos 6 6 FiOS EBrOLPrOdOCiS t T IT 6 7 FiS6sL6 Special Line Items DEOS iue cien oti ia 6 7 Fis 6 17 Edit Line Memis Input POTTS A 6 9 Feos splitting a meli Es 6 10 List of Figures xviii Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 6 19 6 20 6 21 6 22 6 23 6 24 6 25 6 26 6 27 7 1 7 2 7 3 7 4 7 5 7 6 7 7 7 8 7 9 7 10 7 11 7 12 7 13 7 14 7 15 7 16 7 17 7 18 7 19 7 20 7 21 7 22 7 23 7 24 7 25 7 26 7 27 7 28 8 1 8 2 8 3 8 4 8 6 8 7 Add Eine IT E I ITE 6 10 OR
42. 7 IOD CompatisOH Operators modi ed e pr ES eau RES 10 7 OD Val TE DO td tai 10 7 IOSLL Eine Control BUMOMS dla didas 10 8 1012 Add A 306 A el tau Pee Rubio as a uds 10 8 Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 10 13 10 14 10 15 10 16 10 17 10 18 10 19 10 20 10 21 10 22 10 23 10 24 10 25 10 26 10 27 10 28 11 1 11 2 11 3 11 4 11 5 11 6 11 7 11 8 11 9 11 10 11 11 11 12 11 13 11 14 11 15 11 16 11 17 11 18 11 19 11 20 11 21 11 22 11 23 11 24 11 25 11 26 11 27 11 28 11 29 11 30 List of Figures HVS tin A Ae E EE dee E A A E E A A 10 8 Delete ERE 10 8 Eleatins All Ar SUM DES a ans 10 9 Groupe ATO Uie DES ii 10 9 Conjunction Operator edebant ol cupa ae tbi Pelo bum eto oo n Unit 10 9 DEL 0 toalla 1 bo cae ncn er ee ete osa ita da inedia ipta in ne c meis 10 11 SCICCUING a Pic acess Miah sadi iq M eoa bodie meee 10 12 selecting a Comparison Operator sais 10 12 Ent rins a RC c E 10 12 Choices Lastand Radio DULODS 2 tet hdd eot tet ene Gb eudaet us 10 12 Save Enter DIOS 10 13 Query Filters Dial said at 10 14 Enter DescapuoaSs a EM 10 14 Proure 1287 Formula EOHOE and o ad aiii adress 10 15 The Quik sont Diao acti 10 17 ne So
43. A Break area is printed at each break level You can print summary calculations in the Break area The summary calculations sum average minimum maximum and count are calculated for each group of records Break levels are determined by the sort levels and Break rows For example if you sort records by Sales Region and create a Break row PowerTrax Pro inserts a break between each group of records that have the same sales region After you add a Break row to the quick report you can request summary calculations on each break For example you can insert a summary calculation in a Break row to display subtotals for sales from each state in a marketing region Refer to the section Adding Summary Calculations for more information about adding summary calculations to Break and Total rows To insert a Break row 1 Choose Add Break from the Edit menu OR Hold down the mouse button on the Total row label in the Row label bar and choose the Dupli cate Break menu command PowerTrax Pro adds a Break row The next figure shows a Break row in a quick report design Lo Contacts Last Name Contacts First Name Last Name First Name Break row Figure 15 16 Inserting a Break 2 If desired add additional Break rows by repeating step 1 There should be at least as many sort levels as break levels PowerTrax Pro adds a sequential num ber to each new break label in the row label bar for example Break1 Break2 Break3 and so o
44. A E 8 20 155 97 Enterine the Payment Amoles 8 20 Fis 58 Payment Method and References ede aida io 8 20 Fie6239 APpiyins a Payment eeen 8 21 Ero 8 40 Orders Payments Ta Desc E aeta tco uod dd que itio tU don molte bs 8 21 E15 6 41 Commissions ASIN A 8 22 Fig 9 1 AR AAPP PP cease hie ovina ce tran iS CRUS desde 9 2 Fig 9 2 Calendar DUO scd bud inicie ia 9 3 Fig 9 3 Calendar Pase Controls aii 9 3 Fig 9 4 list ot Task Sveinar E 9 4 Fig 9 5 schedule Prints DUONG AA A O 9 5 Fig 9 6 DC dC O o o E 9 5 Fig 9 7 Confuso Sears EA Ud Cia Doa 9 6 Fig 9 8 Add ACV TAO tii 9 7 Fig 9 9 Multiple Contact Match 9 7 Fe 9 10 Typme Partial Vales scada 9 8 HSQL ACV SUM ii A AAA AA A A 9 8 List of Figures xx Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 912 Pop ap Calendar on ee 9 8 DIOS NOWA E sodes esM ee oe ec Neen IN niam petia bes od oes veer ete nee 9 0 9sId Add Banner DIGlOS 4i ether adhue oe Ce cur meto ave ctot ads aed rient biete 9 0 9 15 Multiple Contact Matches ansia tor aeo tees o st anton nei ror te eso as 9 10 9 16 Banner SUMMALY adsl ias 9 11 Sal Banner Popup Calend dra idas 9 11 TS NOW DA o lo Sacro 9 11 919 Tnlareins a Danne or EDD id id 9 11 90 20 SNo MIN Sa DAN ario 9 12 921 Multiple Ca
45. A E TENANT 1 4 ACH Vity Detail Prefete ti eS a a os 1 4 Pax Server Pretoria id UR LA Le DIEA eee 1 6 Password ProterenCe Sai 1 6 Entero a Registration Diada li 1 7 PENG EROwe lax Pro nieri aaraa usum etes citet tee ttem cada 1 7 The NdvisationPaletle 53 ood ibo pa M em end Matthia eu ME uu eue abu idis 1 7 Showing Hiding the Navigation Palette ooooncccnnnccncnnnnocnnnnnnnnononononnnncnnnnnnnnnananenoss 1 8 Moyne the Navigation Palette sui sa 1 8 ohrinkine the Navisation Paleta id 1 8 BU el De tolvas teta 1 8 Ope mine a Table aan as 1 9 NS A A S 1 10 Input A do das 1 10 BUON sd ii a de ADO 1 10 bie eres BUON NC Tm ste mE 1 11 Input Form D Utt OBS rn is 1 12 Power TT AX PO MODUS ratas 1 12 TRE all sS MR T ti TNT 1 12 The Edie Mel dd hae a ee 1 13 TREO oue sou i C 1 13 The ICC Ee Nera tots E iM UE A tena 1 13 A A Sens MEO mn NT c Eu MEM i aM EE 1 14 The Goro Ve ieee tee ot QU UN E RN 1 14 The Windows Menta 1 14 Chapter 2 Pina Sari aa A Lt ERI O IN nee LL DM OTE Sed TR 2 2 CO A A lA ON 2 2 Bic em re na e Eo A ie my ue aa ts Seep ae LORI E Te Teme CRUUE 2 5 The Price schedules E APTE 2 6 NOME o A S T UR anes 2 8 The Proda S T duc escas een cede ettet ieu Um REO LEA Eus URN DE CI M EET 2 9 The Principal Pricing Labs ei 2 10 Table of Contents iv The Business Actyity Lal edades 2 11 BBL e yee ay A Dt eii 2 11 The Involees y AMAS a eae E A E 2 12 The DD COTW CS La de di
46. BIO TAD c S 6 11 MES VAY OPM AUS o sta 6 11 We Pay mems VA m P 6 12 Quote Chance Dialog toic Um olet valet Cab ane iS 6 13 Exclidino s Line Hostia 6 14 Typical Pase Setup DIa3lOP 9135290009 DHER dite di 6 14 Typical Print Joo DaO acond dea 6 14 Fax Meroe ODEUODS ea 6 15 Order CaS Dilo S o a 7 3 Exclrtdmoa Time deti onusta era nee mint e 7 4 Ins o1ces Input POLI acoso eed emi E A A Ita Edo 7 4 LiItOPPARCP AS an aio 7 5 The Add Order ems Button ticas 7 5 FESO RS WI TANS es rU ida 7 6 Invoices Input FOr iia daran 7 7 Listiot Principals uses licencias 7 7 Addams Ttems ManudHy iii iia ina 7 8 DA SCOT PCO CII CUS cease tartans idas 7 8 Detault Display Fora toscana senal 7 9 Format Pulldo wi LAStS ua tir 7 9 Existe Invoice Deis dnde tdt rinda 7 10 Payments MPU Poda 7 11 Transaction TYDE ensen a M M M M eee 7 11 Mil UP DUO Mrusi a a a deba Sade augEs 7 11 Ia3t5 OP Prilc Ipals coude eer ERE a a e a a aorta eae 7 11 Open te ms Lisine c e E 7 12 Entering the Amount RECEIVE sr a one e ea e 7 12 Payment Method and References des 7 12 ADplyitis a Pay Marita caia 7 12 Inyoice Payments Taba a a een eae aa eee tweets 7 13 Lime ltems Payment Formada sa 7 13 Selecting Terms to Payasos cidos 7 14 Payments Labra 7 15 Order Invoice Payment POT cora in 7 15 Inyoice Payments TD ta 7 16 COMMISSIONS ASSIM aiii 7 17 Blank Orders apt Po a 8 2 Type Polldo Macari sia 8 3 Enterin th Customer Name netos tmd atio cast evt Ete AS
47. By saving label designs you can maintain a library of labels that you can use according to your needs Saving a Label Design To save a label design 1 Click the Save button PowerTrax Pro displays a dialog box where you can enter a file name for the label design Label files on Windows are denoted by the file extension 4LB 2 Enter a filename for the label design and click OK on Macintosh click the Save button Loading a Label Design You can load the label design whenever the Label Wizard is active To load a label design 1 Click the Load button PowerTrax Pro displays an open file dialog box where you can select the filename of a label design 2 Double click the filename or select the filename and click OK On Macintosh choose a file name and click Open PowerTrax Pro replaces the current label design with the design you selected Labels 16 17 Printing Labels After you have completed your label design you can preview or print the labels You may want to print first on regular paper so that you can check the placement of text before you use the more expensive label paper To print your labels 1 Click the Print button The Print dialog box appears for the printer you selected in the Print Manager If you check the Print Preview check box before clicking OK the labels are previewed to screen If you are printing using a form PowerTrax Pro will use the selected form to print the la
48. Chamblee Tucker Road Building 12 Suite 200 lanta GA 30341 USA Shows the rep firm address Figure 8 22 Changing the Billing Address On the Line Items Tab enter the appropriate PO number then fill in the Terms Shipper and Method fields by selecting entries from the pull down lists provided Click the Add button to the left of the Line Items list to add the items you want to order 10 Add any special line items such as shipping tax or insurance See Adding Line Items ear 11 lier in this chapter for detailed information about adding line items and special line items Click the Save button to save the Purchase Order 8 14 Reseller Transactions The Order Details Tab The Order Details Tab shows information such as shipping dates sales source PO numbers and any special instructions The Order Details Tab also contains controls that allow you to select how your Reseller Quote Reseller Order or Purchase Order form is displayed and printed Like other areas of the Orders input form some of the Order Details fields will vary depending on the type of transaction Line Items Order Details Payments Booking Date b3 03 00 Requested By Bo os 2000 Est Ship Date bs fos 00 FOB stlanta GA Delivery Terms Sale Source Cold Call v Days Sales Cycle 0 Display Format Order Sample Dis y 123653 Print Format Order Sample Print v Shipping Weight 35
49. Chapter 14 Sales O DJGCUVeS ismael MEU OCLC DO Ise tii veda 14 2 Thesales Objectives WINJOW sioe Mb tees NE la esee ee 14 2 Addie anales Team UDCA os 14 4 Creatins a Principal Sales ODIECU VE E 14 6 Creatine a Company Sales ODE CU Sii Ge AR ai De 14 7 Niewine the Sales OD CCU VES usara 14 8 View ine Sales Teann OBESA ei ee 14 8 VIEWING Principal ODE CUNA 14 9 Viewing Company pales ODJSCU VES absurd a iia 14 9 Chapter 15 Repor sinister LOL BULER DOES code dd bd E tact item eta dela d tuit ete 15 2 Printing the Commission Report uice ceno tie id 15 3 Printing the Invoice Commissions Report ccccccccccessseseeecceceecaeaeseeecceeeeeauaaaesseeeeees 15 3 Printing the Aging Commission and Open Invoices Reports ooccccccnnncccnnnnnnnnnnnnnnnnnos 15 4 Pruntms the Year To Date Reports lis 15 5 Printine the Orders REPO Malta id eR MT sedia bed oq Meu cadiop lak 15 6 Printims the Product Sales Report dav diia 15 7 Pantne the Products Price Ist Rep Ot a san 15 7 Prmtine the Company Profile REPO tte 15 8 IS o O oO O A 15 8 Creatine a New Quick Repo sins 15 9 The QUC k Reporta ati bind 15 9 Resizins Arcas nthe Edda ii ci n 15 11 ihe Ouiek Report POP UP MenUS a aia da 15 11 Working with the Quick Report EGIMOE iieri eraot ninia ici 15 12 Selecting Rows Columns and Coll iii e cad 15 12 Adding and Modifying TOXUu desees pese tue Ier pegas ka cause esupsatneansauantdabniseeabendentsabneseday 15 13 AQUA VO r
50. Check Invoices and Payments 7 15 Paying Single O rders If you use order records to track payments and commissions l Click the Orders button on the Navigation Palette to open the Orders table Find and open the order record you wish to pay Click the Payments Tab 2 Line items o Order Details Payments Commission Due 511 34 3 053 74 Payment Due 1609 39 Commission Received 0 00 Days Paid 0 Commission Balance 611 34 Order Total 3 059 74 Principal Commission Payments Commissions Assiqned q Amount Date Rec d Payment Summary Date Paid Amount 2 El El 30 0 230 60 0 50230 0 290 0 Total Rec d 0 00 Figure 7 25 Payments Tab 4 Click the Add button to the left of the Principal Commission Payments list The Payments input form appears Select Line Items to Pay 2 Line Item commissions to be paid zi Add gt gt lt lt Remove Copy All gt gt lt lt Remove All y AM O E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E aE aE E E E aE E E aE aE E E aE aE E E AE E E aE aE aE E E E E aE E AE aE aE aE AE aE AE AE aE aE aE AE aE aE AE AE AE aE AE AE AE AE aE AE OE AE AE OE AE AE aE AE OE AE E E OE AE AE AE E AE AE E E E AE OE aE E AE E E E AE E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E
51. Custom Quality Advanced Custom Settings Figure 8 26 Typical Print Job Dialog SC 740 5 50E 2 Current Settings e Letter 2 Portrait 2 No Watermark 53 Print Layout amp Normal 360 dpi MicroWeave Off Z High Speed On 4 Choose your print options number of copies paper type and so on then click Print The options available to you will depend on which printer you re using 8 16 Reseller Transactions Faxing a Transaction PowerTrax Pro allows you to fax quotes orders and purchase orders from within the Orders input form Note 1 Click the Fax button at the bottom of the input form The Fax Merge Options dialog appears Fax Merge Options sph ie ema Sender Info Iv Use Cover Page Confidential y Sender Name Steve Hughes Subiect Credit Application Review Comments Options Y Fine Resolution F Ungent Delay Options 12 2 98 4 58 PM Recipient Info 1 of 13 Contacts will be merged Iv Create Contact History Record Enclosures Number of files enclosed 1 al s Search Revert C VAutoAuctionXC P 41 4 rtf Figure 8 27 Fax Merge Options 2 Specify the fax options then select a cover page and add any enclosures if necessary Please see Chapter 12 of this manual for details about using the Fax Merge Options dialog 3 Click the Fax button to send your form Reseller Transactions 8 17 Apply
52. E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E EEE Amount Due 101 33 Payment Amount HEN Amount Selected 0 00 Payment Date 1 03 33 Amount Not Selected 101 99 Payment Reference Payment Method y Figure 7 26 Order Invoice Payment Form Select the line item you wish to pay then click the Add button to move it to the list of items to be paid If you want to apply payment to all the line items simply click the Copy All button to move all the items to the list of items to be paid Enter the amount of the payment in the Payment Amount field Enter a check number or credit card number in the Payment Reference field 7 16 Invoices and Payments Select a payment method from the Payment Method pull down list Click OK to apply the payment PowerTrax Pro updates the Payments Tab to show the details of the payment including the payment amount current balance and how many days it took to make the payment Assigning Commissions Once you ve received and applied a payment to an order or invoice you can then assign the appro priate commission to the sales team that was responsible for the sale Depending on how you run your business you ll assign commissions to either an order record or invoice record The process for assigning commissions is the same for both record types For sim plicity the illustrations in this section show assigning commissions to an invoice record l
53. Editor 10 5 Building a Search Condition 10 11 Comparison Area 10 7 Conjunction Area 10 9 Criteria Area 10 6 Field Area 10 6 Line Control Buttons 10 8 Set Operators 10 11 Values 10 7 Query Editor Command A 3 Query Filters 10 4 Query in Selection 10 4 Quick Find 10 3 Quick Find Command A 3 quick report pop up menus 15 11 15 12 Quick Report editor description of 15 8 15 11 sizing area in 15 11 sizing columns 15 16 sorting records 15 19 15 21 quick reports adding columns to 15 15 adding text to 15 13 break levels in 15 21 calculations in 15 22 15 23 creating 15 9 formulas in 15 16 15 19 hiding columns and rows 15 25 loading designs 15 30 printing 15 27 printing options 15 28 printing to disk 15 29 saving 15 30 setting display formats in 15 24 sizing columns in 15 16 specifying font size 15 13 specifying fonts 15 13 specifying justification 15 13 specifying style 15 13 using display formats 1n 15 23 15 25 Quick Sort Command 10 16 A 4 Quit Command A 1 R Receiving and Applying Payments 7 10 Record Selection 10 16 Records Defined G 2 Selection 1 10 G 3 Selection Of 10 16 Sorting 10 16 Reports Aging Commission 15 2 15 4 Commission 15 2 15 3 Company Profile 15 3 15 8 Invoice Commissions 15 2 15 3 Open Invoice Status 15 2 Orders 15 2 15 6 Product Price List 15 3 15 7 Product Sales 15 3 15 7 YTD Commission 15 2 YTD Commission Comparison 15 2 YTD Sales 15 2 YTD Sales C
54. First Name E Figure 16 2 Adding a Field If you want to concatenate a field to this field drag the new field from the Field list to the existing field Otherwise continue dragging fields to the Label Preview area A between field names in a field object indicates that the fields are concatenated on a single line When PowerTrax Pro prints the label it will insert a space between the fields on the same line The following illustration shows the concatenation of the First Name and Last Name fields Co ntacts First_Name Contacts Last_ Name R Figure 16 3 Concatenated Fields As you add fields you can reposition them by dragging or using the alignment tools in the toolbar To add a text element to the label enter the text in the Static Text area and click the arrow The static text object is added to the Label Preview area The following illustration shows a static text element being added to the label Static Text Urgent Information Figure 16 4 Adding Static Text Type the text then click the arrow After you add the element to the label you can reposition it by dragging and aligning it with other objects Optional Using a drawing tool draw any graphic objects that you want to add to the label For example you could add different backgrounds to the TO and FROM sections of the label Labels 16 5 Optional Paste a graphic from the Clipboard into the Label Preview area For infor
55. Icons their purpose and a brief description Set O perators Icon Set Operator Description Query all records Performs the query against the entire table Query in Selection Performs the query only against the current selection Add results to current Performs the query and adds the resulting records to the selection current selection Remove results from Performs the query and removes the resulting records current selection from the current selection 6 6 o Filter Area Use these buttons to load an existing search condition or save your new search condition to disk Building a Search Condition With the Query Editor window displayed you build a search condition using these steps 1 Select the table you want to search in from the pop up menu at the top of the field section The current table is always shown at the top of the list All other related tables either directly or indirectly are shown below the separator line in alphabetical order 2 Click a field name from the Available Fields list The field will appear in the Criteria area 10 12 Searching and Sorting Query Editor Contacts JLast Name is equal to Figure 7 20 Selecting a Field 3 Click a comparison operator from the Comparisons list The operator will appear next to the field name in the Criteria area Query Editor Contacts Last Name begins with Figure 7 21 Selecting a Comparison Operator 4 Enter a value in the
56. Objectives window you can also view them in other areas of the database For example if you open a sales team record you can view the details of any sales objectives for that team Likewise you can open a principal record or company record and view the details of their sales objectives Viewing Sales Team O bjectives Note To view sales objectives in the Sales Team table 1 Click the Sales Team button on the Navigation palette to open the Sales Team table 2 Find the record you want to view and double click to open it The list of Sales Objectives appears at the bottom of the input form 3 Double click any objective to view its details Rep Firm Sales Team MuCo East Objectives for Fiscal Year 2000 Bookings PU Principals Contractor s Warehouse Contractor s Warehouse Contractor s Warehouse Sabre Manufacturing Sabre Manufacturing Sonmor International Sonmor International Sonmor International World Corporation World Corporation Commissions SU Prefit s Companies Bookings 1 2 1 Communications DirectCom Westech Valve Limited 1 2 1 Communications Digital World Chronos Renovation Supply Digital World Redwall Distribution Allan s Electronics DirectCom 50 000 25 000 250 000 Figure 14 9 Sales Team Objective Commissions Profits 0 0 Sales Objectives 14 9 Viewing Principal O bjectives To view principal sales objectives from the Principals table 1
57. Order Item Summary Item Insulating Foam Status Ordered Type Product Quantity 1 Price 108 89 Extended Price 108 89 Received 0 00 Commission Due 77 Commission 20 Received 0 00 Balance 21 77 Important Dates Booked 0 50 50 Requested po 0 00 Scheduled 0 00 00 Shipped po 00 00 Item Details Pmt Due 0 00 00 Summarny ID Number cw2538x Description weather insulating foam Expands Comments al e fter application Aerosol format e gi 5 Cust Part Principal Order Principal Invoice Lil ID 28 Trx ID 25 Inv ID 99 Prod ID 14 Inv ID 99 Sort 1 Figure 10 1 Edit Line Items Input Form From this input form you can edit any line item attribute such as the item name quantity or price You can also select a status for the item ordered backordered paid returned and so on Whatever changes you make to the line item using this input form will be reflected on the Orders input form Dividing a Line Item When a customer orders multiple quantities of a particular item it s possible that you will not have enough stock to cover the order For example a customer might order a quantity of 10 for product A but you have only a quantity of 5 in stock In cases like this you can divide a single line item into two or more line items Dividing a line item allows you to track which items can be shipped and which are on backorder To divide a line item d gt l
58. Preferred Contact Custom 10 OE Custom 2 Custom 11 Po Custom 3 FO Custom 12 Po cut Custom 13 h lt i OSOCS Custom 5 FO Custom 1400 00 00 Custom 6 Custom 15 90 00 00 Custom 7 PC OE Custom 16 90 00 00 Custom 8 Custom 17 Custom 9 Custom 18 Figure 4 32 Custom Fields Tab Please see the PowerTrax Pro Administrator s Guide for information about how to configure custom fields 4 18 Contacts The Contacts Tab The Contacts tab displays a list of all other contacts who are members of the same company as the current contact PowerTrax Pro updates this list dynamically whenever another contact is added Click here to view a selected Contact record fil Activities Info of Custom EE Contacts ley Prices GH Email Name Position Nick Name Email Rietz Jim Contractor Jim Cox Bobby hianager Roberto Teager Dexter Sales Rep Dexter Figure 4 33 Contacts Tab The Pricing Tab The Pricing Tab displays a list of all the price schedules that are available for the current contact s company Activities f Prices Principal Price Schedules and Terms Principal PriceSchedule Date Opened Contractor s Warehouse Schedule 09 01 99 Active Sonmor International Level 2 08 31 99 Active Product Prices Principal Product Mame Product Number Price Schedule Max Price Figure 4 34 The Pricing Tab If you click on a price schedule name in the
59. Pro E Mail Window The columns in PowerTrax Pro e mail window are automatically sized for easy viewing eju e j jO e 9 e Qut Box New Find Delete Print AddressesConnect Account Prefs Subject To Time Priority Demo To Billy Bob 03 03 00 9 32 AM Medium Fig 13 17 PowerTrax Pro E mail Columns To change the default size of the columns 1 Position the pointer over the vertical line between the two column headings 2 Drag the column divider to the right to increase and to the left to decrease the column width Start from the furthest left column you want to expand first then work your way to the right 1 Subject rol 2 Subject From To 3 ject From To Da Fig 13 18 Resizing Columns Creating New Folders The PowerTrax Pro e mail window organizes your messages in many folders The Out Box holds your outgoing mail until it s sent your Deleted Mail folder holds the mail you have deleted and the Logs folder holds any error logs that have been created while mail was being sent or received You can also create your own custom folders for organizing your messages anyway you wish To add or edit your custom folders 1 Select Edit Folders from the Folders popup menu in the upper left corner of the PowerTrax Pro e mail window The Edit Folders dialog appears Click the Add button on the Edit Folders dialog 3 Enter a name for the new folder in the dialog that appears then click OK Using E ma
60. Products table and so on Getting Started 1 9 Opening a Table In order to access your data you must open the table where that data is stored To open a table l Click a button on the Navigation Palette that corresponds to the table that you want to open Or Choose File gt Open Table A dialog appears showing a list of available tables Field Definition Format Definition Yolume Discount Company Pricing Line Items Payments Applied Payments Received Transactions Figure 1 12 List of Tables Select the table you want from the list then click OK or simply double click the table in the list If you select the Contacts table for example PowerTrax Pro will open the Contacts table and display all the Contact records in a list screen Contacts 1 429 of 1 429 Company Name Contact Type me Abernathy Max Southern Busines Systems 829 Huffman Street Greensboro Dealer Abney Rod Anicom Atlanta 1725 Corporate Drive Norcross Distributor Ackerman Mark Atlantic Security System 3601 Trent Rd 6 New Bern Dealer Acosta Carlyle C M S Memphis P O Box 750485 Memphis Dealer Acuff Robert ADT Columbia 720 Gracern Road Columbia Adamezak Steve 4 D 1 Greensboro 301 Pomona Dr Greensboro Distributor Adams Pete Transcore 3500 Parkway Lane 600 Norcross Systems Integra Adams Steven R National Security Consulta 14 Catoma St Montgomery Dealer Adams Steve Tren Tech 3150 Old Hayneville Rd Montgomery Proj
61. Report 1 Click the Orders button on the Navigation Palette to open the Orders table 2 Choose File gt Print A dialog appears showing a list of print items 3 Select the Commission Report item then click OK The Commission Report dialog appears Display Order ate Range Bum pam gt Start Date End Date rder Types Rep Orders Summary C Reseller Orders Detail ormatting Show Cents El l Cancel Ok Figure 15 1 Commission Report Dialog 4 Click the Display Order pull down and select how you want the report to be sorted by cus tomer by principal or by sales team 5 Select or enter the starting and ending dates for the period you want to report on 6 Select the type of order you want to show commissions for then click either the Summary or Detail radio button 7 If you want to show cents as well as dollars in your report click the Show Cents checkbox then click OK After a few seconds the Page Setup dialog for your printer appears 8 Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears 9 Click Print to print the report Printing the Invoice Commissions Report 1 Click the Invoices button on the Navigation Palette to open the Invoices table 2 Choose File gt Print A dialog appears showing a list of print items 15 4 Reports 3 10 Selec
62. Signature Create Contacts History Record 18 Contact records will be merged with the letter named Sample Letter _ Cancel subject A x Use Email Signature Create Contacts History Record 38 Contact records will be merged with the letter named Figure 11 6 Email Merge Dialog Enter a subject for the email message in the Subject text box 5 The two checkboxes on the dialog allow you to set use additional options If you want to use your personal email signature at the end of the message make sure the Use Email Signature 11 6 Letters checkbox is selected If you want to include an item about sending this email in each contact s history record select the Create Contacts History Record checkbox 6 After selecting your options click OK to perform the email merge For more details about PowerTrax Pro s email features see Chapter 13 Letters 11 7 Components of the PowerTrax Pro Word Processor The PowerTrax Pro word processor is similar in appearance and functionality to most common word processor applications It has a large window where you type text and insert database fields or graphics It also has its own menu bar and controls for configuring display settings such as text alignment line spacing and paragraph styles Menu bar Letters New Record LetterName Type Summary File Edit Font Style Find Format Database 2 p Ruler Style list il A
63. Stops 11 10 Templates 11 3 Text Alignment 11 8 Y Y axis See Series axis YTD Commission Comparison Report 15 2 YTD Commission Report 15 2 YTD Sales Comparison Report 15 2 YTD Sales Report 15 2
64. Tabs at the bottom half of the input form are used to enter and view various information related to the current company The Tabs are described in detail in the following sections 5 4 Companies The Info Tab Use the Info Tab to enter or edit information such as the customer type and status sales region credit rating keywords and notes You can also assign a specific sales team to this customer Q into addresses FAR contacts LP Mgt EF Transactions 72 Price Lists G l Activities Customer Type y SIC Code Customer Status x Num Employees 0 Sales Team Select Team y Revenues 0 Sales Region Y Credit Terms Y Industry Credit Rating Customer HQ gt Create HO Local Sales Tax 0 IF Tax Exempt Keywords Web Address fF DESEE Keyword Summary Notes 47 BH y Figure 5 4 Info Tab Company HQ The Info Tab also contains a field and a button that allow you to create a Company HQ Headquar ters record A Company HQ record is used when you sell to a customer that has multiple loca tions The Company HQ record lets you pull all the company locations together for reporting purposes Please see Company Headquarters at the end of this chapter for more details Company Keywords A company keyword is like a special tag that you can use to identify and group company records For example if you have a group of companies that want to receive your monthly n
65. Users from the pull down list PowerTrax Pro will display the activities for all users who have an activity related to the current contact fan Users y fal Activities y 02 01 83 9 42AM Send Fax Current 4D St 01 22 33 1 00AM Demo 4D Working 01 14 99 2 46PM Send Fax 4D Status 01 08 99 6 38PM Send Fax 4D Status 12 02 38 9 26AM Send Fax Status Of 4D 12 01 98 12 28PM Send Fax 06 24 98 11 284M Send Letter Test For Addit 06 04 98 1200 AM Phone call Left Msg Ma gt Figure 4 22 Related Activities for All Users If you only want to see the related activities for a particular user select that user s name from the pull down list The activity list changes to show only the records for the selected user Ginny Hollifield y fal Activities y Date Time Type Summary 03 25 98 12004M SendFax Faxed Latest Stat 06 04 98 12004M Phone call Left Msg When 12 01 98 1228 PM Send Fax Figure 4 23 Related Activities for One User Contacts 4 13 You can further refine the list by selecting an activity type from the Type pull down list The Activity list changes again to show only the specified activity type for the selected user Ginny Hollifield y Phone call y Date Time Type Summary 06 04 98 12004M Phone call Left Msg When l Figure 4 24 Specific Activity Type You can view the details of an Activity by double clicking it in the list Adding an Activity Chapter 9 Scheduling describes how to add a
66. a AAA Wesley Faucet and Fixture Westar Machine Tools Westech Valve Limited Sales Team Total Total Current Obj Principal Delta 0 of Total 20 000 soo 8 50 000 125 000 125 000 10 000 60 000 125 000 A 9 en Figure 14 7 Entering the Principal Objective LA A ValTek Control 13 The Sales Team Total field shows the sum of of the customer details entered in the column The Delta field shows the difference plus or minus between the overall objective and the sum of the customer details in the column The of Total field takes the number from the Sales Team Total field and displays it as a percentage of the Total Principal Objective If you ve already entered a Sales Team objective see previous section some customer details might already exist in the principal s column If no details exist you can enter them now 7 Click Save to save the principal objective Sales Objectives 14 7 Creating a Company Sales Objective You can create company sales objectives in addition to or in place of the sales team and princi pal objectives Creating company sales objectives is also done through the Objectives window 1 2 SA A 5 7 Click the Rep Firms button on the Navigation palette to open the Rep Firms table Choose Tools gt Special Functions A dialog appears showing a list of available functions Double click the Create Edit Sales Objectives item
67. a Banner 9 9 Adding Activities 9 6 Changing the Month 9 3 Changing the Year 9 3 Displaying 9 2 Displaying Activities 9 3 Printing your Schedule 9 4 Working with Multiple 9 12 Calendar Buttons 9 3 Cancel Button 1 12 Clipboard copying graphs to 17 2 17 7 Close All Windows Command 1 3 A 5 colors in labels 16 10 Commands Administration A 1 Apply Formula A 2 Close All Windows 1 3 A 5 Delete Subset A 2 File Preferences A 1 Help A 4 Import Export A 1 Load Set A 4 Navigation Palette A 4 New Record 5 2 A 2 Omit Subset A 3 Open Table A 1 Preferences A 1 Print A 1 Query by Formula A 3 Query Editor A 3 Quick Find A 3 Quick Sort 10 16 A 4 Quit A 1 Save Set A 4 Show All A 3 Show Subset A 3 Sort Order 10 17 A 4 Special Functions A 4 Commission Report 15 2 15 3 Companies Adding a Profile 5 5 Addresses 5 6 Contacts In 5 8 Forecasts 5 9 Transactions 5 11 Company HQ Adding a Company Record 5 2 Assigning a Price List 5 12 Company HQ Table 5 14 Company Profile Report 15 3 15 8 Company Sales Objectives 14 7 Comparison Operators 10 7 G 1 Compound Search G 1 Conjunction Operators 10 9 G 1 And 10 10 Except 10 10 Or 10 10 Contacts Activities 4 11 Adding an Activity 4 13 Calendar 4 11 Custom Fields 4 17 Editing a Name and Address 4 9 Editing a Record 4 8 Editing Phone and Fax Numbers 4 10 Email 4 19 Input Form 4 8 Pricing 4 18 Converting a Quote 6 12 8 11 Copying and Moving Activities 9 12
68. a much smaller window with a pop up menu instead of buttons PDFW riter Preferences The PDF Writer preferences panel allows you to specify your PDF Writer print driver as the default print driver to be used whenever you print to PDF from PowerTrax Pro Before setting your PDFWriter preferences you must establish your PDFWriter print driver as the current printer Follow the instructions below Go to the Chooser and select the Adobe PDF Writer print driver Close the Chooser window Return to PowerTrax Pro and choose File gt Preferences Click on the PDFWriter Tab x d dm General PDFWriter Activity Defaults Name Type cone Driver Acrobat PDFwriter 5 Ifthe settings shown on the Tab are correct click Save The Name will normally be assigned to modem or printer while the Driver will be assigned to the Acrobat PDFWiriter Once the PDFWiriter preferences are saved the PDFWriter print driver will automatically be selected when you print to PDF from Powerlrax Pro Activity Default Preferences PowerTrax Pro provides robust scheduling features that allow you to manage your time effectively Included in these features is the ability to create sales activity records that can be viewed in a graphical format in the PowerTrax Pro schedule management window see Chapter 9 for details Each activity can be color coded to make identification easier For example if Bob s activities are c
69. and Forwarding Includes options for the Controller and for displaying call status Properties Guided Setup Help Figure 12 17 WinFax Pro Program Setup Dialog 2 Double click the Call Status and Controller option The Properties dialog appears Faxing and PDF Generation 12 11 Call Status and Controller Properties 20x General Bring status dialog to front Controller v Empty wastebaskets on exit When not in use Leave running Cancel Apply Figure 12 18 Call Status and Controller Properties 3 Enable or disable the Message Manager Line Status dialog by turning the Display Status Dia log checkbox on or off then click OK Notification for Outgoing Faxes As an alternative to using the Message Manager Line Status feature WinFax Pro provides another option that only displays a status message when a fax is complete or has failed 1 Open the WinFax Pro Program Setup dialog then double click the Send option The Sending Faxes Properties dialog appears Sending Faxes Properties 20x General Header Phonebook After Send Select what you want WinFax to do after successfully sending a fax After sending Delete fax pages but keep a log record of the message Peres Print a send confirmation page Setup coca to Figure 12 19 Sending Faxes Properties 2 Click the After Send tab then select the Display notif
70. are used to add delete and group search con dition lines also called query arguments Create Group Clear All j Delete Line Add Line Figure 10 11 Line Control Buttons Add Line Click this button to add a new line after the currently selected highlighted argument line shown in the Criteria area Query Editor Query Editor Contacts JLast Name is equal to Smith Contacts Last Name is equal to Smith Figure 10 12 Adding a Line Insert Line Click this button to insert a new line before the currently selected highlighted argument line in the Criteria area Query Editor Query Editor Contacts JLast Name is equal to Smith And Last Mame is equal to Smith Figure 10 13 Inserting a Line Delete Line Click this button to delete the currently selected highlighted argument line shown in the Criteria area Query Editor Query Editor Contacts Last Name is equal to Smith Figure 10 14 Deleting a Line Searching and Sorting 10 9 Clear All Click this button to clear all query arguments shown in the Criteria area Query Editor Query Editor Contacts Last Name is equal to Smith nd First Name is equal to Glenn Figure 10 15 Clearing All Arguments Group Click the Group button to separate your query argument lines into different groups By grouping your arguments you can easily change the meaning of your query In the
71. calculation Highlight the field or calculation in the Letter window then choose Database gt Format The Choose Format dialog appears LAR Choose format Default HHH HHH J sss ss000 siib HHH RHE HHO sss 2 00 0 00 sss HAO HHH BAD sss 28 D0 0 00 48 80 00 90 DOCR gana ssp gue sap gara HAH pess p Figure 11 45 Choose Format Dialog 2 Select a format from the list then click OK The selected format will appear next to the field or calculation to indicate how the value will be displayed when the letter 1s printed or faxed pretesa tot asas berks Normal E Current time HH MM AMI PMI s lEl I D Figure 11 46 Formatted Time Calculation 12 Faxing and PDF Generation In this chapter MES NIME Tere tne Pore 12 2 PIDF GemeraviOn ic 12 11 12 2 Faxing and PDF Generation This chapter provides detailed information about how to use PowerTrax Pro s built in desktop fax ing and PDF generation tools You ll learn how to use the Fax Options dialog to select recipients enclose files and include cover pages You ll also learn how to create PDF versions of quotes orders and letters right from within your DPP database Desktop Faxing PowerTrax Pro s integrated fax support lets you connect to external desktop faxing applications so you can perform fax merges or broadcasts of letters directly from PowerTrax Pro You can also fax quotes orders and
72. created it will appear in the Style pull down list See Defining a Style Sheet below for details of how to create and apply a new style Defining a Style Sheet A style sheet is a user defined set of instructions that tell PowerTrax Pro how to display text in your letters A style sheet is made up of one or more specific styles For example if you want cer tain sentences or paragraphs in your letter to stand out from the rest of the text you can create a style that specifies the text to be displayed in bold or in a different font Once a style has been cre ated you save it as part of a style sheet You can then apply it to any selected text in your letter Letters 11 13 Emphasis Dear Customer PowerTrax Prot is a total Contact and Time Management System that puts you in control of important information in your business Transform your scattered notes and information about Normal style contacts and appointments into a focused plan of action Experience a dramatic increase in your productivity and add an exciting edge to your business life Look at just a few of the more than 200 PowerTrax Pro features Emphasis style Intelligent graphical Calendar Six tools to quickly locate contacts Full function word processor PowerTrax Pro offers an effective solution for sales and marketing professionals business consultants and businesses or individuals who manage many contacts and multiple activities With Pow
73. dealer ADT Winston Salem Bale Glen Dealer Tech Systems Campbell Derek Systems Integra SEER EERE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE Eee EEE eRe RHO Figure 15 7 Typical Quick Report FEE EERE EEE EEE EEE Eee eR RRR rh Reports 15 9 Creating a New Quick Report 1 Open any table then choose File gt Print PowerTrax Pro displays the Print Selection dialog Quick Report Editor Label Editor Figure 15 8 Print Selection Dialog 2 Select the Quick Report item to display the Quick Report Editor If an existing report design is displayed in the editor window choose File gt New to begin a new Quick Report design See the following sections for details on how to use the Quick Report Editor The Quick Report Editor When you create a quick report you can specify the following Columns that display fields or formulas either from the current table or from related tables Sort levels and order Break levels Summary calculations Text for labels Formats for numeric and Boolean data Font font size style and justification for labels summary calculations and data Page headers and footers The following illustration shows the major elements of the Quick Report editor 15 10 Reports Quick Report Editor Summary Select the fields Sort order Column calcu
74. dialog rc Maa asa tdo tt aa aaa Masala Normal s qr D Document PIP EM Print Margins boundary of printable area Figure 11 15 Full Page View Letters 11 11 Margin Controls When the ruler is visible you can manually change the margins for your letter by clicking and dragging the left and right margin controls on the ruler You can also set an indent for the first line of a paragraph by clicking and dragging the indent control File Edit First indent control Left margin control right margin control is at opposite end of the ruler Figure 11 16 Margin Controls To view the margins for your letter 1 Choose Format gt Show Margins from the menu bar A short dotted line appears below the position of the left and right margin controls File Edit Font Pelee deer Ma Margin indicator Figure 11 17 Margin Indicator To hide the margins choose Format gt Hide Margins Tab Stops PowerTrax Pro provides default Tab stops for your documents set at every half inch on the ruler If desired you can easily set your own custom Tab stops To set a Tab stop 1 Click the cursor in the empty area below the ruler A transparent triangle appears at the location you clicked This triangle indicates a Tab stop File Edit Font Style Find Format Database A Maa assa eaae aaa aa Click in this area to create a Tab stop Tab stop indicator Figure 11 18 Custom Tab Stops 2 On
75. different types of sales transactions available to resellers in PowerTrax Pro Reseller Quotes Reseller Orders Purchase Orders You can create a Reseller Quote and send it to a customer When that customer wants to buy you create a Reseller Order which is used to bill the customer directly You use a Purchase Order to order product from suppliers The Orders Input Form Each of the three transaction types are created using the Orders input form While the process 1s essentially the same for each transaction type certain fields on the Orders input form will change dynamically depending on the type of transaction you create For example 1f you create a Reseller Order the input form displays a field named Customer PO If you create a Purchase Order that field label will automatically change to Our PO Date EE 08 2000 Type Select Type Y Customer Team Select Team v Confirm To y Principal y Status Select Status Y Order Ref Entry By Administrator y Ep Bill to zc Ship to E a zi Line Items Q Order Details Payments Cust PO y Terms x Shipper y Method x d e Tav mem Tr Toros Due Comm Ree Come Due Other amp la a Delete Sub Total 0 Total Commissions 0 Total Amount 0 Current Balance Figure 8 1 Blank Orders Input Form Reseller Transactions 8 3 Creating Reseller Quotes and Reseller Orders The proc
76. disk Saving a previously saved or loaded report replaces the old report Loading a Quick Report Design When the Quick Report editor is open you can load a saved design and use it to print a new report You can use the same quick report design repeatedly to print different selections of records To load a report design 1 Choose File gt Open PowerTrax Pro displays an open file dialog box displaying a list of avail able quick report designs 2 Double click a filename or select a filename from the list and click OK PowerTrax Pro replaces the current report design with the design you opened In this chapter EN A ee reene per er a nit dal E nnrnene tn erate 16 2 Creatme a Label Desi i 00d 16 4 Working with Label Wizard Objects ccccccooonnonocoooooaaacccnccnnnnoss 16 6 Specitymo the Label EdyOUt con eee ddr 16 12 Saving and Loading Label Designs oooonnooonnnnncncnnncnonnnnnnnnnnnnnoss 16 16 Pinon TEA BSS eee estt E 16 17 16 2 Labels PowerTrax Pro s Label editor provides a convenient way to print a wide variety of labels With the Label editor you can do the following Design labels for mailings file folders and file cards and for many other needs Specify the font font size and style to be used for the labels Specify the number of labels across and down on each page Specify the label page margins Load and save label designs Print labels The Label Wizard You use the Label Wizard to create format an
77. effort because you don t have to enter the same information a second time 1 Find and open the Quote record that you want to use to create an Order 2 Click the Convert button at the bottom of the Orders input form The Quote Change dialog appears showing the list of all line items in the Quote Note Quotes and Orders 6 13 gt Qu ote Change Quote change for Chronos Principal Product World Corporation Lawn Mower 195 02 Yes World Corporation i Weed Trimmer 97 02 Invoice amount 0 Figure 6 23 Quote Change Dialog 3 Click Create to create the Order PowerTrax Pro will create a new Order record If there are multiple principals listed on the Quote Change dialog PowerTrax Pro will create one Order record for each principal shown For example if the Quote contains two line items for Principal A and one line item for Principal B PowerTrax Pro would create one Order for Principal A with two line items and one Order for Principal B with one line item PowerTrax Pro does not delete the original Quote record when you create the Order The original is saved for reference Excluding a Line Item By default each line item shown on the Quote Change dialog will be included in the Order when you click the Create button However there may be times when you don t want all the line items to be included For example a customer might want to order only two out of th
78. export your e mail addresses to a text file click the Export button This text file will contain columns for first name last name description and e mail address in that order The columns will be separated with tabs and the rows will be separated by carriage returns Creating New Mail To create a new outgoing message click the New icon to bring up a new message window 1 Type a subject in the subject field Subject New Mail Service Prior 1 Recipient No Enclosures L Finish Lat Fig 13 8 New Mail Subject Click the Add button to the left of the recipients list to add a recipient 3 Type the name of the recipient in the Recipient column or click the Addresses button at the bottom of the window and select the recipient s name 2 Recipients No Enclosures Finish Later x Include Status Type Recipient Address qe Unsent w To w Jane Ellison jeli earthlink net Unsent Y To Y Type the name of the recipient Delete Fig 13 9 Adding a Recipient To delete a recipient click on the row you wish to delete then click Delete 4 Select a delivery method To carbon copy CC or blind carbon copy BCC from the Type popup menu 5 Using E mail 13 7 To give your message a priority label click on the Priority popup This is usually appropriate for sending mail to another PowerTrax Pro user If no priority is set the message will default to Medium Subject New Mail Serv
79. following figures notice how the question query changes by grouping the arguments differently Query Editor Contacts Date of Birth is greater than 10 8 58 nd Last Mame begins with b And Date of Birth is less than 12 7 63 Query Editor Contacts Date of Birth is greater than 10 8 58 AAA and Contacts Last Mame begins with b 4nd Date of Birth is less than 12 7 63 Query Editor Contacts Date of Birth is greater than 10 8 58 And Last Mame begins with b and Contacts Date of Birth is less than 12 7 63 Figure 10 16 Grouping Arguments Conjunction Area The Conjunction area contains the And Or and Except buttons which you use to combine multiple search conditions into a compound condition And Or Except Figure 10 17 Conjunction Operators 10 10 Searching and Sorting To show how Conjunction operators are used consider the following records in a hypothetical Customers database First Name Last Name Glenn Adams Glenn Smith Steve Adams Steve Smith We ll use these records in each of the following examples to show the effect of each conjunction operator when used in a search The And Operator You use the And operator to check if two or more conditions are true For example if you were to use the And operator and create the following search Last Name is equal to Smith and First Name is equal to Glenn The And operator tells Pow
80. group of records that PowerTrax Pro displays in a list window 1s called the current selection of records Normally creating a current selection is the first step in any data management opera tion There are several ways in which you can change the current selection Choose Select gt Show All or click the All button at the bottom of the list window This sets the current selection to all records in the table Highlight specific records in the current selection by clicking with the mouse and then choose Select gt Show Subset PowerTrax Pro will make the records you selected the new current collection Highlight specific records in the current selection by clicking with the mouse and then choose Select gt Omit Subset PowerTrax Pro creates a new current selection by removing the high lighted records from the selection Note that this only removes the records from the selection not from the database Perform a search to set the current selection to only those records that match specific criteria such as last name is equal to Smith To highlight a contiguous group of records click the first desired record then hold down the Shift key and click the last desired record All the records between the first and last will be selected To highlight a group of records one at a time click the first desired record then hold down the Command key while clicking each of the other desired records Sorting Records You can sort the
81. gt dp UserName Ome paa Amore 07 08 99 249 00 07 08 99 195 00 al Total Rec d 444 00 Figure 8 31 Payments Tab Updated 10 Click the Save button on the input form to save the payment record Reseller Transactions 8 19 Applying Multiple Payments If you have five open Purchase Orders for the same principal it would be a tedious process to open each Purchase Order record individually and apply a payment PowerTrax Pro provides another payment method that lets you apply payment to multiple transactions at the same time To apply multiple payments 1 Click the Payments button on the Navigation Palette to open the Payments table 2 Click the Add button at the bottom of the list window A blank Payments input form appears Payments Transaction Type y In Progress Lookup Date Received 16 11 99 Amount Received 0 00 Amount Applied 0 00 Unllocated 0 00 Payment Method Payment Reference Open Items Order Date Customer Invoice Commissions Due Commissions Received Commissions Due Paid Items Unpaid Balance 0 00 0 00 Order Date Invoice Summary Commissions Due Commissions Rec Commission Due Figure 8 32 Payments Input Form 3 Click the Transaction Type pull down list and select Purchase Order then press the Tab key Transaction Type Purchase Order Reseller Order Figure 8 33 Transaction Types 4 Click th
82. has been specified in the customer s Company record the bill ing and shipping addresses will fill in automatically See Chapter 5 Companies for information on setting up company address information If no billing and shipping information exists in the company record the billing and shipping address fields will default to the main company address E 2 pin e Soft Solutions Inc al Ech A Ship Soft Solutions Inc Bobby Cox E Bobby Cox Main x 2900 Chamblee Tucker Road Main x 2900 Chamblee Tucker Road Bldg 12 Suite 200 Bldg 12 Suite 200 Figure 6 11 Automatic Data Entry If necessary you can change the billing or shipping address by selecting different addresses from the Bill to and Ship to pull down lists or you can edit the information in the address fields directly Adding Special Instructions If you click the Note Pad icon a dialog appears allowing you to enter any special billing or ship ping instructions Click here to enter special instructions c D Bill e 99ft Solutions Inc Bobby Cox Main x 2900 Chamblee Tucker Road Bldg 12 Suite 200 Figure 6 12 Special Instructions 8 Make sure all the basic information is accurate before adding the line items 6 6 Quotes and Orders Adding Line Items The Line Items Tab is where you enter specific order information such as line items payment terms and how and when to ship Line Items o Order Detai
83. have to have your password If the field is left blank others can automatically access your account If you forget your password see your administrator Your Internet e mail address Tim softsinc com for example If you haven t been assigned an e mail address see your administrator The e mail password to your e mail account on your POP3 Inter net e mail server SMTP Server The Internet address of your SMTP outgoing e mail server mailaustin computize net for example Signature You can type a personalized signature that can be included on your outgoing e mail messages Error Logs Connection problems are usually the cause of most common errors When one or more errors occur while your mail is being sent an error log is generated This error log explains why the error occurred For example it might inform you that your e mail password was not recognized If an error log is generated See Error Log in red will appear at the bottom of your PowerTrax Pro e mail window You can view the error in the Logs folder of your browser window or click See Error Log in the PowerTrax Pro e mail window to go directly to the Logs folder Pl in list O selected See Error Log Fig 13 22 Error Indicator 13 14 Using E mail 14 Sales O bjectives In this chapter M OCU O ELO DN S 14 2 The Sales Objectives Window oooooooooonnncccccncncnnnonnnnnnnnnnnnnnononononnnnos 14 2 Adding a Sales Team Objective o
84. height in the Height area When you first enter the dialog box the header and footer heights are set to 25 points each You can change values for the height and can change measurement scale to enter values in inches or centimeters As you enter the header and footer height the dotted lines on the page preview area change to indi cate the size of the header and footer as they will appear on the printed report 4 Select an entry area and type the header or footer text To the right of each entry area is a pop up menu that lets you insert variables into the entry area amda Faste Page Number Faste Time of Printing Faste Date of Printing Figure 15 25 Header and Footer Variables Header and footer variables 15 28 Reports You can insert the current page number time of printing or date of printing To insert a variable choose it from the pop up menu PowerTrax Pro inserts the variable in the entry area at the insertion point You can combine variables with text Specifying Font Attributes You can specify different fonts font sizes justification and styles for page headers and footers l Choose a font and font size from the drop down lists and click one or more Style check boxes Your specifications are applied to all three entry areas You cannot apply different font attributes to different areas of the header or footer Some Style combinations are not valid For example you can choose Bold and Italic bu
85. is 1 as in single line spacing Click the line spacing controls to increase or decrease the line spacing of the text in your letters by 1 2 line increments You can find the equivalent commands under the Format menu in the word processor menu bar 1 5 Space Click the left and right arrows to increase or decrease the line Single space zs Jl 1 gt space in 5 increments Double space Figure 11 13 Line Spacing Whatever setting you choose will be applied to any subsequent text that you type until you select another line space setting 11 10 Letters Page View By default the letter window on the Letter input form shows only the printable area of your page If desired you can change the page view to show the full paper size 1 Choose Edit gt Preferences to display the Preferences dialog Q Preferences Units Mode OQ No page amp Page view Frame amp Inches Select the Page view and Frame controls O Centimeters Header and footer on Q Points amp All pages OQ All pages except first Q Picas O First page only Figure 11 14 Page View Preferences 2 Click the Page View radio button make sure the Frame checkbox is turned on then click OK The letter window now shows the full paper size The dotted frame inside the paper indi cates the printable area of the page If you don t want the dotted frame to appear turn off the Frame checkbox on the Preferences
86. new records or to view and edit existing records The figure below shows a typical input form Salutation First Last Abernath Suffix Title President Wsw l 1 0 1 ji Company Southern Business Systems Nickname i Primary Address Address 1329 Huffman Street City Greensboro _ State zip 27405 Country Lsa Ji Location ly 800 942 0504 910 272 3515 Figure 1 14 A Typical Input Form Input forms are made up of fields A field is the container for one specific data item within a record When you add a new record using an input form you enter the information into fields on the form The figure below shows a typical field Company Southern Business Systems Figure 1 15 A Typical Field Buttons Throughout the PowerTrax Pro application you ll see buttons on the various list windows and input forms These buttons provide shortcuts to many of the commands in the PowerTrax Pro menu bar This section describes each button and explains its function a 3p Em v S E Getting Started 1 11 List Screen Buttons At the bottom of every list screen you ll see the following set of buttons v Figure 1 16 List Screen Buttons The Add button Click this button to add a new record to the table you re working in For example if the Contacts table is active clicking the Add Record button will display a blank input form where you can add a new Contact record The Search button Click this butto
87. nta ud 15 29 Loading and Saving a Quick Report DesigD ooooccccnnccnnnnnnnocnnnnnnnnonnnononnnnnnnnononnnnnnnnnnnnnnnos 15 30 Load ins a Quick Report DESI i a 15 30 Chapter 16 Labels airada OST ThE dbe A TAE aotem heces eise obe tM DUAE EDD DA DT E 16 2 penne the La Belk Wizards ricos 16 2 IN 16 2 EE AAA a A bs MH n 16 3 The Label Wizard TOO DAE seo Os 16 3 Creatine a abel Bist et ro er aR ee eR 16 3 How the Label Wizard Handles Blank Fields ooooooonccnnnnccnnononoconnnnnnnonononnnnnnss 16 5 i aie y U PEE 16 5 Working with Label Wizard Obeid 16 6 Creatine Graphic ODE a eae eed eae 16 6 dui ODJ cie ETT TT ese ieaae seco 16 7 Distr OUI OD ect subi ten eui ista tnu eos 16 7 averia OD eco 16 8 Duplicate Obeso ai eat 16 9 MO MOD aii 16 9 Resines CUD I CCES C 16 9 Addins a Border to an Oblitas Priv 16 10 Adding Foreground or Background Colors oooonnncncncccnonononcnnnnnnnnnnnnnnncnnnnnnnonononaninenoss 16 10 Table of Contents xii Setting Pill Pates sis 16 11 Dette Border Patte DIS a 16 11 Sn Ie Wade uri ent 16 11 Restorine the Derault Looks dd llas 16 11 Addins Graphic to the Loaded tec 16 12 Delete Ob ae 16 12 Specifying the Label kay Utd das 16 12 Savine and Loadino Label DOSIEBS iaa 16 16 Savme Label Dest Anno 16 16 Esadinsa Label Destinia o 16 16 Panun Labs D 16 17 Chapter 17 Gran siii LT TS CARA W
88. on you keyboard Do not click the Create HQ button PowerTrax Pro will link the current company record to the existing Company HQ record Enter the name of the existing HQ then press the Tab key Do not click the Create HQ button Company HQ Lee Valley Tools Create HQ Figure 5 25 Linking to an Existing HQ Viewing a Company HQ Record To view or edit a Company HQ record 1 Go to the PowerTrax Pro File menu and choose the Open Table command You ll see a list of tables to choose from 2 Highlight the Company HQ table and click OK A list of all Company HQ records appears 3 Double click the record you want to open The Company HQ input form appears showing the details of the selected record Companies 5 15 Customer HO A s Custom Renovations Phone K770 457 9500 8 8 8 Address1 16 Gamet Street Fax 77045795131 Address 2 505 it D Address 3 OO NN City umts State GA zppxss Country USA Co Head A Garvey sts Company Title President Employees 75 Revenues FO Wy Address Companies i Transactions Contacts Al s Roofing 84 Clareview Road Dallas 2144579412 Faucets and Fixtures 2000 Peachtree Drive Atlanta GA 7704589632 The Kitchen Shop 200 Cottonwood Street Sherwood Park TN 6154675579 Figure 5 26 Company HQ Input Form You can edit any of the fields at the top of the input form however the information on the Tabs at the bottom of the inp
89. open file dialog box choosing label design files 16 16 Opening a Table 1 9 Orders and Invoices 7 2 Orders Report 15 2 15 6 p Page Numbers 11 17 Page View 11 9 Paragraph Styles 11 11 Password Preferences 1 6 Payments Receiving and Applying 7 10 Payments Tab 6 12 PDF Generation 12 12 Letter Merges 12 14 Naming Options 12 13 PDFWriter Preferences 12 12 PDF Letter Merge 12 14 Picture fields graphs in 17 7 pointers crosshair crossbar 16 6 multi directional arrow 16 9 PowerTrax Pro Menus 1 12 Edit 1 13 A 2 Enter 1 13 A 2 File 1 12 A 1 GoTo 1 14 A 5 Select 1 13 A 3 Tools 1 14 A 4 Windows 1 14 A 5 Preferences Activity Defaults 1 4 General 1 3 Navigation Palette 1 3 Password 1 6 User Defined 1 3 Preferences Command A 1 Preparing a Print Merge 11 3 Previous Button 1 12 Price Lists 5 12 assigning multiple 5 13 Index X 6 Price Schedules 4 18 Adding 2 7 Principal Sales Objectives 14 6 Principals Adding a Price Schedule 2 6 Adding a Product 2 9 Principals Sales Objectives 2 12 Print Command A 1 Print Merge 11 3 11 4 11 5 printing to a graph 15 29 Printing a Transaction 6 14 8 15 Printing your Schedule 9 4 Product Price List Report 15 3 Product Sales Report 15 3 15 7 Products Adding New 3 2 Applying a Price Schedule 2 10 3 3 Business Activity 2 11 3 4 Products Price List Report 15 7 Publishing a Hot Link 11 21 Purchase Orders 8 12 Q Query by Formula 10 15 Query by Formula Command A 3 Query
90. purchase orders directly from the PowerTrax Pro Orders table At the time this documentation was prepared PowerTrax Pro provided support for the following desktop fax software applications Symantec WinFax Pro version 9 0 or later Windows 4 Sight Fax Mac OS Software Requirements and Configuration Depending on which operating system you use there are certain requirements that you should be aware of to ensure successful fax transmissions from PowerTrax Pro Because some office net works may consist of both Windows and Mac users and different fax software is required for each platform this chapter contains information for both platforms Windows If you re running Windows you must use Symantec s WinFax Pro version 9 0 or later in order to fax from PowerTrax Pro WinFax Pro client software must be installed on the same computer as the PowerTrax Pro client software for direct client faxing MacOS If you re running Mac OS you must use 4 Sight Fax as the fax server in order to fax from PowerTrax Pro It is recommended that the 4 Sight Comm Server be installed and run on a separate machine from the 4 Sight Fax client software 4 Sight Fax client software must be installed on the same computer as the PowerTrax Pro client software for direct client faxing PowerTrax Pro user names as configured by the database administrator must be identical to the user names authorized in the 4 Sight Fax system Otherwise faxes will b
91. record that sales team name will be automatically selected and displayed in the Sales Team field Use the Status pull down list to specify the status of the transaction Status Booked Figure 8 8 Status Field Enter a reference number or comment related to the transaction in the Reference field If the selected customer only has price schedules assigned from only one principal PowerTrax Pro will automatically enter that principal s name in the Principal field Principal World Corporation Figure 8 9 Principal Field Reseller Transactions 8 5 If the customer has price schedules assigned from multiple principals click the Principal pull down list and select the principal involved in the current transaction Principal Select a Principal Select a Principal Contractor s Warehouse Sonmor International Add a Price Schedule Figure 1 1 Selecting a Principal If you want to assign a new price schedule to the customer select the Add a Price Schedule item from the Principal pull down list PowerTrax Pro will display a list of available price schedules for you to choose from Billing and Shipping Addresses If billing and shipping information has been specified in the customer s Company record the bill ing and shipping addresses will fill in automatically See Chapter 5 Companies for information on setting up company address information If no billing and shipping in
92. scheduling tools to manage your myriad activities and tasks Whether you manage just yourself or an entire team you ll find PowerTrax Pro s user friendly interface and sophisticated scheduling features make scheduling a breeze The PowerTrax Pro Calendar The Calendar displays all scheduled activities and banners for the current month An activity occurs on a single day and has a start time and an end time A banner is an event that takes place over more than one day Unlike an activity a banner has a start date and end date rather than a start and end time To view the Calendar 1 Click the My Activities button on the Navigation Palette The Calendar appears Calendar for Administrator Calendar buttons Tue 11 334M 14 145 11 594M A typical Activity Conference A Banner Click to flip Calendar pages ahead or back Figure 9 1 The Calendar Scheduling 9 3 Calendar Buttons At the top of the Calendar you ll see the following set of buttons Click to change Click to change Click to add Click to print the month the year a Banner your schedule Displays help Displays the Click to add Click to Search for current day an Activity add a task an Activity Figure 9 2 Calendar Buttons Changing the Calendar Month To change the Calendar to another month 1 Click the Month button and select a month from the pop up list that appears The Calendar will change to display the
93. should be used for the new contact 5 Click OK to save the new contact then click Save on the Company input form The Management Tab The Management Tab is used to view the details of any sales objectives or opportunities that have been created for the current company Tay Price Lists Ef Activities EE Contacts Mgt E Transactions o Info Sales Objectives Bookings Objectives Commissions Objectives Profit Objectives 2000 50 000 2 Addresses Opportunities Opportunity Description Weighted Sale Lead Source Figure 5 15 Management Tab 5 10 Companies To view the details of any sales objective double click it in the list Company Name Chronos Renovation Supply Fiscal Year 2000 Bookings Objectives Commissions Objective Profit Objectives Principals Sales Team Bookings Commissions Profits Sonmor International 20 000 20 000 0 0 Figure 5 16 Sales Objective Details Note Adding an Opportunity To add a new opportunity 1 Click the Add button to the left of the Opportunities list The Opportunities input form appears Name Description Status Y Potential Revenue g Probability of Closing Weighted Sale A Lead Source FO Stage o Start Date TS Estimated Close Date pomomwo Figure 5 17 Opportunities Input Form 2 Enter the information in the fields provided then click the Save icon The new opportu
94. the Missing Principal Color pull down and select a color from the palette that appears Missing Principal Color EJ cmm Sem S LN See E DRTE S TAE EENMN 9S SNSM NN EHSNM E SN M EM EERTE FRIN EN EHENSH ENSM m T_T EN EHENHENHESNENSNM BN HENENESENCS 0 Figure 1 5 Selecting a Color The color you select here will be used for new activities if no default color has been specified in the Principal record 1 6 Getting Started Fax Server Preferences The Fax Server preferences panel allows you to specify which fax server will be used as the default whenever you fax from within PowerTrax Pro General PDFwriter Activity Defaults Fax Password Name Tupe Zone Address Click to Connect Figure 1 6 Fax Server Preferences 1 Click the Click to Connect button to display a list of available fax servers 2 Select the fax server you want to use as your default then click OK The settings for your selected server will appear in the fields on the Fax Server Preferences panel Password Preferences The Password Tab 1s used to edit your user password or to enter a PowerTrax Pro registration ID Activity Defaults Current User Password Current User Administrator Password Program Registration Company Name Registration ID SZHFFSQ3326PPST430 Validate Figure 1 7 Password Preferences To change your password 1 Enter your new password in the P
95. the dialog allows you to specify the naming options for the PDF file The default setting is Prompt with Auto Name This means that PowerTrax Pro will display the standard Save dialog when you click the PDF button You ll have the option of selecting a new file name or using the default file name shown on the Save dialog If you select the Auto Name radio button PowerTrax Pro will automatically name and save the new PDF file when you click the PDF button A Save dialog will not be displayed If the Prompt for duplicate filenames checkbox is selected PowerTrax Pro will warn you if the name of the new PDF file already exists in the location where you re going to save the file You can create a log file that shows any PDF errors after the PDF file is printed by selecting the Create PDF Log Record checkbox This option is turned off by default 3 After selecting your options click the PDF button PowerTrax Pro will create a new PDF document The following page shows a sample of a PDF order 12 14 Faxing and PDF Generation Bill To Ship To Southern Communications Southern Communications 205 Columbia Drive 205 Columbia Drive Decatur GA 33344 USA Decatur GA 33344 USA Att Sarah MacDonald Date 09 01 99 Customer POS SC100 Sold by Charlie Bing Request Date 00 00 00 Confirm To Sarah MacDonald Terms Net 15 Phone 4046239875 Shipper UPS Ground mes Price oro corm Recomm Ove
96. top list the products and prices belonging to that schedule will appear in the list on the bottom of the Tab Price schedules cannot be added or edited using the Pricing tab Price schedules are added in the Principal HQ table and applied to a company in the Company table Please see Chapters 2 and 4 for details Contacts 4 19 The E Mail Tab The E Mail Tab holds a list of all the contact s e mail addresses and a history of all e mails sent to the contact If you entered an e mail address when the contact was added that address will appear in the list on the E Mail Tab List of e mail addresses History of e mail messages Contacts EF Prices E Email Gl Activities A info of Custo Email Addresses austin sunshine com markaus aol com Work Address Home Address Emails outgoing E 9 Subject Brochures Administrator 02 03 00 2 34 PM 20 03 00 Product Demo Administrator Figure 4 35 The E Mail Tab You can add or delete e mail addresses for the contact from this Tab or view the details of any email that was sent to this contact Adding an E Mail Address To add an e mail address from the E Mail Tab 1 Click the Add button next to the E Mail Addresses list The New Email Address input form appears New Email Address Email Address ln Description Lo Figure 4 36 New Email Address Input Form 2 Enter the contact s address in the Email Address
97. ud mU wierd ME ney ase Ei A 5 D nai GG Table of Contents xiv List of Figures xv List of Figures Pig 1 25 The PassWord DIOS AS 1 2 Dis 24 The Preterences Dialog ina Natio eta bis pete bandes 1 3 Fe 1 25 JXenvity Defaults PreferenceS uie datu ER totae vest M Sama e cerea Le oae dut 1 5 Lig 226 Chaneine the Activity Detalla 1 5 Bice SCLC tn Sa ol ts 1 5 bis 1528 Fax Server PrererenCes area 1 6 Fig 1 29 Password rocio 1 6 KAT O mie OT COL ot Date E 1 7 Era Wedd The Navication Ral ios 1 7 Ea 1232 Showine the Navigation Paleta aio 1 8 Fig 1 33 Shrinking the Navigation Palette oooonnnnnnnnnnnoncnnnnnnnnnnnnnnnnnnnnnanncnnnnnnncnos 1 8 Pig 1 34 Licor Vales o e heats 1 9 bie 1 353 The Contacts List SCUOEIU resista 1 9 Lig 1 960 A Typical Input Lor aii an Eee Pan ee te ma eue et ta Cog Pee ee tenda Rs 1 10 Big eg Apia Diels uicta tone eec treo heen es 1 10 bro Meso EBS creen BUON a tetas dete ode tates 1 11 Fie 1 39 Imput Eorm Buttons dd 1 12 Pre 140 The Pale MiMi saldos 1 12 Piglet The Ed Menta ies 1 13 Dis 45 The Enter Mel re eT eo Ce ome re eee ee 1 13 bis pe mescle Ment Merete ese dim gee ane a oe ere ee 1 13 bis I 44 The Tools Menta abe denies nen tay tase ieee eee he 1 14 Pie Nea The Goto Menta iris 1 14 Fic 1 40 The Windows Melania ia 1 14 Fig 2 1 Edit Pancpal Input OM as dias 2 2 Fig 2 2 Principal opur FON oreen e 2 3 Fig 2 3 Primary Number Pull dO WM pru Dee etuer xd
98. you can revert to the original selection of records by clicking the Revert button Faxing and PDF Generation 12 7 Cover Page The cover pages available for you to use depend on which fax software you are using Both Win Fax Windows and 4 Sight Fax Mac OS have their own set of cover pages from which to choose If you decide to use a cover page you can select one from the Cover pages pull down list After selecting a cover page type the Subject of your fax and add any necessary comments in the Comments field Cover Page Related w Use Cover Page Confidential y Subject Credit Poplication Review Comments Figure 12 9 Cover Page Information Enclosures Use the Enclosures section to add any additional files to your fax message Enclosures Number of files enclosed 0 Figure 12 10 Enclosure Information To enclose a file with your fax message click the Enclose button A dialog appears allowing you to select a file to enclose After you select a file to enclose the name of the file will appear in the Enclosures pull down list Repeat this process for any other files that you wish to add Enclosures Number of files enclosed 1 A C AutoAuction C P H 4 rtf Enclose Figure 12 11 Enclosed File 12 8 Faxing and PDF Generation Faxing from the Orders Input Form PowerTrax Pro also allows you to fax quotes orders and purchase orders from within the Orders inpu
99. you have specified for the border The following illustration shows a fill pattern applied to the upper rectangle and a border fill pat tern applied to the bottom rectangle Figure 16 12 Fill and Border Patterns Setting Line Width The Line Width pop up menu controls the width of a line or the width of the border of a two dimensional object Figure 16 13 Line Width Pop Up To set a line width select the object and choose a line width from the Line Width pop up menu Restoring the Default Look When you add an object to the label it takes on the Object Look attributes of the most recently cre ated object If you want to assign the default Object Look attributes to this object or any object select the object and click Default Look The foreground and background colors fill patterns and border width are reset to the default settings 16 12 Labels Adding a Graphic to the Label In addition to the drawing tools in the toolbar you can paste a graphic from the Clipboard into the label To paste a graphic into the label 1 Place the graphic on the Clipboard 2 Choose Edit gt Paste or press Ctrl V Command V on Macintosh The graphic appears in the Label Preview area with selection handles You can then move align distribute or resize the object like any other object Deleting O bjects You can delete the selected object by pressing the Backspace key Delete key on Macintosh If the select
100. you want from the Display Format and Print Format pull down lists on the Order Details Tab The figure below shows a typical list of display formats Figure 6 20 Order Details Tab Basic Numbered Rep Order 1 Figure 6 21 Display Formats Note 6 12 Quotes and Orders The Payments Tab The Payments Tab on the Orders input form is used to display or enter information about payments received from principals and commissions assigned to sales reps for the current transaction 2 Line items Order Details Payments Commission Due 254 31 1 274 57 Payment Due 16 09 99 Commission Received 254 31 Days Paid 0 Commission Balance 0 00 Order Total 1 274 57 Principal Commission Payments Commissions Assigned Date Rec d Payment Summary q Date Paid 254 91 16 09 99 S Charlie Bing 16 09 99 25 57 8 Total Rec d 0 00 30 0 30 lt 650 0 2602390 0 90 0 Figure 6 22 The Payments Tab See Chapter 7 for full details about applying payments and assigning commissions to sales reps Creating an Order from a Quote The Convert button at the bottom of the Orders input form allows you to quickly turn Quotes into Orders For example if a customer wants to place an order after you ve sent out a Quote you can use the information in the existing Quote to create an Order for that customer Using existing Quote information to create an Order saves you time and
101. your document by adding graphics such as a company logo To add an illustration to your letter 1 Open the graphic file using a graphics application then copy the image to your computer s clipboard 2 Go to the letter window position the cursor where you want the image to appear and paste the graphic into the letter IA A TO PO TP PA TP OA O OA Dm 2 s gr D Document E kesults through focused technology Y Graphic pasted into letter solutions Figure 11 34 Adding a Graphic Letters 11 19 Adding Intelligence Features The PowerTrax Pro word processor lets you create crisp professional looking letters and docu ments but its real power comes from the ability to incorporate intelligence features such as data base fields hot links and formulas into your documents Using a simple point and click interface to add various intelligence features you can easily set up your letters for seamless print or fax merging Database Fields In order to perform a print or fax merge you must insert the names of fields from your database into your document The top figure in the illustration below shows a letter that s been configured for print or fax merg ing by adding a series of fields from the Contacts table The bottom figure shows how the letter will look after the fax or print merge is done fom H EEEE Contacts Salutation C ontacts First Names Contacts Last Names Con S
102. your organization For example you can select any particular day and see the schedule for your entire sales team at a glance The management tools are available through the Schedule Management window To display the Schedule Management window 1 Click the My Schedule button on the Navigation Palette The Schedule Management window appears Current day is highlighted Schedule area Display control area Dates y Hide Banner Print Delete 35M 5PM y Top Ces ally 1 Hour Done 27 28 29 aM Feb 24 2000 Feb 25 2000 Feb 26 2000 reb 27 2000 Feb 28 2000 E 10 M Figure 9 31 Schedule Management Window You can select one of three different views by choosing an option from the View pull down list Click to selecta view Dates Principals Users Figure 9 32 View Pull down List Date view The Date view setting shown above shows the schedule for a period of five days or more you can adjust the number of days In Date view you have the option of showing your own activities the activities for another specific user or the activities for all users The default setting for the Schedule Management window is the Date view 9 18 Scheduling Users view The Users view setting shows the scheduled activities for all users for a single day This view allows you to quickly analyze whether or not your sales people are focusing their efforts in the best areas T
103. 0000000000000000000000000000000000000000000000000 Pb 000000000000000000006dp920000009000000000009000095 s Figure 8 19 Excluding a Line Item Now when you click the Create button only the line items that specify Yes under the Order column will be included in the Reseller Order Creating a Purchase O rder The Purchase Order transaction type is used when you want to order product from your suppliers The process for creating a Purchase Order is very similar to creating Reseller Quotes and Reseller Orders except that you must specify the principal you re ordering from and whether the order is billed and shipped to your firm or to your customer l Enter the name of the customer in the Customer field If you enter the first few letters of the customer name and press Tab PowerTrax Pro will look up the company name and fill it in If multiple matches are found PowerTrax Pro will display them in a list for you to select from If the company only has one contact PowerTrax Pro will automatically enter that contact s name in the Confirm to field If the company has multiple contacts you can select the contact you want from the Confirm to pull down list Select Purchase Order from the Type pull down list Type Select Type Purchase Order Quote Reseller Order Reseller Quote Figure 8 20 Type Pull down 9 Reseller Transactions 8 13 Select a team from the Sales Tea
104. 1 However when you fax from the Orders input form you must specify the recipient manually 5 Click the Select button in the Recipient Info area A dialog appears showing a list of con tacts from the customer s office and the principal s office Faxing and PDF Generation 12 9 6 Select the contact that you want to send the fax to 7 Click the Fax button at the bottom right corner of the Fax Merge Options dialog to fax your Order form Fax Status Notification Once you ve sent a fax it s important to know whether or not the transmission was successful Depending on which operating system and fax software you are using different notification fea tures are available WinFax Pro Windows WinFax Pro provides it s own notification features which run independently of PowerTrax Pro When you send a fax from Powerlrax Pro the WinFax Line Status dialog will appear displaying the progress and any errors encountered on the outgoing transmission Fax Modem Alert MultiModem MT19327DX Time Message 14 55 03 WinFax cannot communicate with the modem ensure that the modem is switched on and connected to the COM port i Cancel Figure 12 14 WinFax Line Status Dialog The Symantec Message Manager The Symantec Message Manager Line Status provides feedback on an outgoing fax as it is being transmitted You can turn this feature on or off Because this message becomes the frontmost window using thi
105. 1 Savne and Loading Searches usina oda 10 13 USO OM oi 10 15 Record Selec cine 10 16 SONME RECOU S irreal E A adi s 10 16 QUICK SOl EE 10 16 OLE DN E eee ee ee 10 17 Chapter 11 LEWES ideal Ibn dge UC Oee a A T 11 2 Creaune and Savin a Let a 11 2 SI OD Ol ieee DOLCE 3d en nor aEe E entre noe are ets 11 2 paving a Letter asa Template 11 3 Perrormuns aran IM a aid 11 3 Pertormins a POR Fax or Ema Mere AA fene EOD E oui Exe ten dua d 11 4 PDE and hax MESOS conie D etsi tte ME mai alte n Mee adopt 11 4 Pertorminie an Ema Mera tat ole cepere Ebo tA o b aos MTuSe MIA M Dco SERRA o IA p DELL Dua 11 5 Components of the PowerTrax Pro Word Processor 11 6 Toe Ment babet tbc rete Pataca dence ME 11 6 name 11 7 Text AMM x22 9 no nie Det id 11 8 Eue npa AA iui cee tonta qut O 11 8 PS O 11 9 Ma inContona a NT MM MEAM ELM CEDE 11 10 d oir T M 11 10 Text VOUS coitu specie ac omen A seo laa nie ata MIN EI ete 11 11 Se c Rr c A 11 11 Detinine a Style Ne land bas auc duoi Du dia ge rtu Poe aue uoa de Dcus ut 11 11 AVS ASV A MT 11 14 Bo PARCIAL MT 11 14 APD lO e iiM E MU M MI E MM E 11 14 Headers and Footer ts 11 15 PACING d Hegde aaa 11 15 Addie O OU Dus couoe uat cs 11 16 Inserting 2 Pase Numbers a Ree arena as 11 17 AQUI AMES ideo 11 17 Addins Inte tence Features dia iio eee 11 18 Database Piola lino 11 18 EN la MENO NOTE 11 18
106. 10 New Address Dialog Companies 5 7 2 Select an address type from the Type pull down list Mailing Billing Home Work Shippinc Home Office Old Figure 5 11 Address Types 3 Enter the remaining address information then click the Save button to save your changes The new address appears in the list on the Addresses Tab Type Address 1 Address 2 City State Zip Code Country Horne 200 Universal Way Atlanta GA 30341 USA Figure 5 12 New Address Added To edit an existing address 1 Select the address in the list on the Addresses Tab then click the Pencil icon to display the Edit Address dialog 2 Make the changes to the address then click the Save icon to save your changes To delete an existing address 1 Select it in the list on the Addresses tab then click the Trash Can icon PowerTrax Pro will ask you to confirm your actions before deleting the Address record 5 8 Companies The Contacts Tab Use the Contacts Tab to view the names of all contacts associated with the current company Click here to view the selected Contact s record Info _ Addresses EE Contacts Lp Mer 7 Transactions 77 Price Lists Gi Activities Position Nick Name Email Cox Bobby Manager Roberto Haratine Timothy President Rietz Jim Contractor Jim Teager Dexter Sales Rep Dexter Figure 5 13 Contacts Tab You can view any Contact record shown on t
107. 2 15 13 15 14 15 15 15 16 15 17 15 18 15 19 List of Figures ZAddine d Recipe 13 6 Ne euro ineo UD iss EP 13 7 O MIU 13 7 The Finish Later Check BOX cistitis 13 7 The Encoding Pop UD 13 8 Paper CUPA OD unn oio odds ole becada 13 8 Find Button and Find Dialog uri dia 13 9 Emdins abc ACE SS osos o usu mI Dt tda e CoD EUEE LDAP MRS ncaa 13 9 Power rax Pro Emal Col aiii 13 10 Reside COUN RS C E LL 13 10 Creating a NOW Folder essa idad dnd 13 11 Folder Proteorenc Suit la ais ati 13 11 ACCOUN IMONDA ON cisco re cecsewideceasctcet A 13 12 Eor EAO a a a T eae eee 13 13 OBJECUNES WIN WG nerion ees E a Staaten unu ae sahoeeweamsee 14 2 New Objectives WIMdOWiemsijonlticiaa a 14 3 pales Team Objective CONTO S eiit iii dici n 14 3 EXIStins Objectives Dalla iii idis 14 4 Addins Sales Tean ODJECIY vistas ed PG e oiim E E ipd 14 4 Sales ODjECUY 6 Details qe 14 5 Entering the Principal ODJeCUVe iiit re testati id 14 6 Entering a Company ODJECU VO sete td dit 14 7 Sales 4 cam OD CI VE eese a E A E 14 8 Principal Sales ODJeettye s tete ooo aras 14 9 Company Sales ODISCLHVE oia 14 10 Commission Report Dialogus etie ee e O I ER IE E 15 3 Aging Commission Report Dialog occccnccnnnonoonncnnnnnnnnononnnnnnnnnnnnonononos 15 4 Report Debinition DIOS 0d E 15 5 Orders Report Dialog cunda diaria 15 6 Product Sales Report Dial iii it 15 7 Typical COIS IRC OT sce tesa ede sericea al eco estan oes 15 8 Pint Selection Di
108. 3 Sort Button 1 11 Sort Editor 10 17 Sort list in Quick Report editor 15 20 Sort Order Command 10 17 A 4 Sorting Records Quick Sort 10 16 Sort Editor 10 17 Special Functions Command A 4 subfields in quick reports 15 14 Subscribing to a Hot Link 11 21 Symantec Message Manager 12 9 T Tab Stops 11 10 Tables Company HQ 5 14 Defined G 3 Opening 1 9 Principal HQ 2 2 Task Management 9 13 Tasks Adding 9 13 Defined G 3 Managing 9 13 Index X 8 Templates 11 3 Text Alignment 11 8 Text Symbols 11 11 toolbar Label Wizard 16 3 Tools Menu 1 14 A 4 Total area in quick reports 15 10 Totals row calculations in 15 22 hiding 15 25 two dimensional graphs from data in the database 17 4 U User Preferences 1 3 V values displaying in Break columns 15 23 vertical bar character in quick reports 15 24 W Windows Menu 1 14 A 5 WinFax Pro Options 12 9 Word Processor Adding Graphics 11 17 Changing the Ruler Units 11 7 Components 11 6 Creating and Saving Letters 11 2 Creating Hot Links 11 20 Defining a Style Sheet 11 11 Formatting Fields 11 23 Full Window View 11 7 Headers and Footers 11 15 Input Form 11 6 Inserting Dates and Times 11 22 Inserting Expressions 11 20 Inserting Page Numbers 11 17 Line Spacing 11 8 Loading a Style Sheet 11 14 Margin Controls 11 10 Merge Fields 11 18 Page View 11 9 Paragraph Styles 11 11 Ruler 11 7 Saving a Style Sheet 11 14 Showing Hiding Text Symbols 11 11 Tab
109. 6 4 Completed Matin LD lis AAA ADA 16 5 Diawine d Gra IC nan aa 16 6 A enment DUO dls 16 7 Dist DUH OM Bulo ai aia 16 7 Dist DUn ow RUN S conil 16 8 Selected ODIC CU rnia a A 16 10 ODECE WIG A n a A pd qund inque usd datio mU 16 10 Estland Border Patterson E deteod e dirus 16 11 Lime Rara BI 16 11 Layout PAG Css T 16 12 Label si176 amp Pase 51Ze BOONS tento did idas 16 13 IE TM ASG NR MEER PE 16 14 ModitHed Preview ACA sn tpa pd mud pu ume EAD INN LATE 16 15 Chart Ty 06S A m paite NE ono eC bed oq au oa eR Rei tedi du Mute 17 2 A bd 2 e E E TENE RES 17 3 Dita Sle CH ON aio LETT 17 3 Special PUNCHIOMS DIOS AE 17 4 Selectos Dalai id lidad 17 5 Pinning a GA it A thechaanteavasares 17 7 PATE Pic AU PAC m ia G 1 A Typical Input on eiii G 2 EV DIG IN Ane Y e LER G 2 Parts ota Search CondillOlzoso ite ria G 3 The Ie NI ssi cesta acetates cdi o A he Edit MIU 20905 iMt HOO tento Mita terat dpi tus A 2 Tile MCSE MECHU usted A eub cea aes UD ede eie A 2 TRE select MENU nee rr A 3 Is VIC BU Sete rum beso E EM A 4 DEO WO MeN M es A 5 ie Windows Mi ae n A 5 Getting Started In this chapter Eoso ma Die aa A 1 2 Seine User Preleren Ces csi dad sad 1 3 The PowerTrax Pro Interface 1 2 Getting Started PowerTrax Pro is designed to meet the unique needs of the Manufacturer Representative industry by providing rich sales automation and comprehensi
110. A dare 1 ji Fields from Contacts Contacts A amp ddress 1 A bl ted in letter Contacts Address 2 table inserted in letter Contacts City Contacks States Contacts ZipC odes normal E Mr Don Murphy s SIE ID Shana Corporation Results of print or 9744 45 Avenue fax merging Suite 200 Greensboro NC 27514 Figure 11 35 Adding Fields You can insert fields from any table into a document For example if you re sending out a collec tions letter you might want to insert address fields from the Contacts table and a balance due field from the Orders table Inserting a Field To insert a database field to your letter 1 Click the cursor where you want the field to appear in the letter then choose Database gt Insert Field from the menu bar The Choose a Field dialog appears 11 20 Letters E a Choose a field to insert Table Constants v Yv HelpMessage al Figure 11 36 Choose a Table 2 Click the Table pull down list and select the table that you want to choose a field from For example if you want to insert the first name of a contact in the letter select the Contacts table from the Table pull down list The dialog changes to show the list of available fields for the chosen table Choose a field to insert Table Contacts ID_Contacts ID_Companies_FK ID Custom Fields FK User ID Salutation First Name Middle Name Last Name Na
111. AA Line Spacing Alignment controls controls Letter window PDF Fax and v Print buttons Prey Next Fax BrdCast Print Merge Delete Cancel Save Figure 11 7 Word Processor Components The Menu Bar PowerTrax Pro s built in word processor has its own menu bar separate from the main PowerTrax Pro menu bar The menu bar is found at the top of the letter window File Edit Font Style Find Format Database Menu bar Oratoria TRCAEU ue Figure 11 8 Word Processor Menu Bar The menus and commands found in this menu bar are specific to the word processing environment Throughout the remainder of this chapter any instructions such as Choose File gt New from the menu bar refer to this menu bar 11 8 Letters If you choose File gt Go to Full Window from the menu bar PowerTrax Pro will expand the Letters input form so that it takes up the entire window The word processor menu bar replaces the main PowerTrax Pro menu bar at the top of the screen and the Fax and Print control buttons disap pear To return the window to input form mode choose File gt Return to Form Ruler The ruler provides a visual guide to help you accurately position text and graphic objects In input form mode the ruler is displayed directly below the word processor menu bar In full window mode the ruler appears at the top of the Letter window File Edit Font Style Find Format Database tl tot tito tt aaa tack Ruler Cocer SEL o
112. Add button and select the recipients that you want to be members of the group from the dialog that appears Selectthe addresses you wish to add Description Address Charlie Bing cbing worldcorp com Cindy Jeffers cjeffers worldcorp com Tim Smithers tsmithers worldcorp com Sandra Smith ssmith shana com Fig 13 7 List of Addresses 4 Click Save to save the new group Sorting Your Address Book You can sort the addresses in your address book by clicking on the column header of the column by which you wish to sort An underline will indicate the sorted column For example if you wish to sort the recipients by address rather than by name click the Address column header in the Address Book window 13 6 Using E mail Deleting Addresses and Groups You can delete an address or group by selecting one or more addresses or groups in the Address Book window and clicking the Delete button Removing Addresses From Groups To remove an e mail address from a group select the Groups radio button double click on the group select the e mail address then click Remove Adding Recipients to a Message From the Address Book You can add one or more recipients to a message by selecting them in the address book and then dragging them to the recipients list in your outgoing message You can also drag a group to your recipients list to add all of the recipients in that group to the message Exporting Your Address Book To
113. Appointment Hand over this appointment to the other person Cancel Figure 9 22 Move Activity Options If you select the copy option PowerTrax Pro will create a copy of the activity on the other user s Calendar If you select the transfer option the activity will be removed from your Calen dar and transferred to the other user Depending on the access privileges you ve been given you can add new activities banners and tasks to another user s Calendar However once an item has been added to another user s Calendar you cannot edit it For information on how to add activities and banners to a Calendar see Activities and Banners earlier in this chapter Managing Tasks A task refers to a specific action that you need to perform For example if you re going out of town to a trade show for three days you ll need to reserve a booth at the show book a hotel room order extra brochures and so on Tasks do not have start and end times or start and end dates However you can assign priorities to tasks low medium high and set a reminder time for PowerTrax Pro to alert you that a task needs to be done Adding a Task To add a task to your schedule 1 Open your Calendar and click the Tasks button The Add a Task input form appears 9 14 Scheduling gt Add a Task Contact 0 0 0 Task Date 4 15 33 w Priority ss I Summary 00 0 0 0 0 0 0 0 0 E Completed
114. Chapters 4 and 5 for details of how to assign price schedules to a customer If you re a reseller you need to create one price schedule to specify the pricing your firm receives when you buy from a Principal and a second set of schedules that specifies the pricing your cus tomer gets when they buy from you Your Reseller price schedule is used when you create pur chase orders Please see Chapter 3 of your PowerTrax Pro Administrator s Manual for information on how to assign price schedules to your rep firm See Chapters 4 and 5 of this manual for details of how to assign price schedules to a customer When you add a new Principal record the Price Schedules list will initially be blank As you add one or more price schedules to the Principal record those schedules will appear in the list on the Price Schedules Tab Principals 2 7 To add a new price schedule 1 Click the Add button on the Price Schedules Tab A blank input form appears Principal HQ Principal PricingSchedule Principal HQ Name World Corporation Schedule Name DP Defaut for new clients Effective Date 000 00 Commission Percent 0000 Apply Standard Discount Yes Standard Discount 0000 Volume Pricing Yes Minimum Maximum Disc Rate Default Commission Owverride New Comm Figure 2 9 Price Schedule Input Form 2 Enter a name for the schedule in the Schedule Name field Using a descriptive na
115. Clear SelectAll A Show Clipboard Figure A 2 The Edit Menu The Enter Menu Use the Enter menu to add new records apply formulas and delete subsets of records New Record 3N Applv Formula Delete Subset Figure A 3 The Enter Menu New Record This command allows you to add a new record to the current table For example if the Contacts table is the current active table choosing New Record will allow you to add a new Contact record Apply Formula Choose the Apply Formula command to display the Apply Formula Editor This dialog provides a way to modify many records at one time See the PowerTrax Pro Formula Reference for details Delete Subset Use this command to delete the currently selected set of records For example if you make a selec tion of records from the current list and then choose Delete Subset PowerTrax Pro will remove those records from the database Appendix A A 3 The Select Menu The commands in the Select menu allow you to find show and sort records Select Show All 36 1 Show Subset 2 Omit Subset 33 Quick Find 36F Query Editor E Query by Formula Quick Sort T Sort Order Set Operations Figure A 4 The Select Menu Show All Choose this command to change to current selection of records to all records in a table If you hold down the Option key while choosing Show All the current selection will be set to O no records rather than all records Show Su
116. Cover Page 12 7 create file dialog box saving quick report designs 15 30 creating labels 16 4 16 5 quick reports 15 9 Creating an Invoice Record 7 2 Creating PDF Documents 12 13 crosshair crossbar pointer for creating objects 16 6 Custom Fields 4 17 Customers 5 2 D default look restoring in Label Wizard 16 11 Defining a Style Sheet 11 11 Delete Button 1 11 1 12 Delete Subset Command A 2 deleting objects in Label Wizard 16 12 Deleting Query Lines 10 8 Detail row in quick reports 15 13 15 16 display formats in quick reports 15 23 15 25 setting in quick reports 15 24 Done Button I 11 Edit Menu 1 13 A 2 Edit menu Add Break menu command 15 21 Edit Column menu command 15 16 Insert Column menu command 15 15 Editing a Banner 9 11 Editing a Contact Record 4 8 E mail adding addresses 13 3 address book 13 2 enclosures 13 7 error logs 13 13 filing 13 10 finding messages 13 8 getting started 13 2 new messages 13 6 preferences 13 12 printing messages 13 8 Index X 3 Email 4 19 Enclosures 12 7 Enter Menu 1 13 A 2 Expressions 11 20 F Faxing Cover Page 12 7 Enclosures 12 7 From the Orders Input Form 12 8 From the Transactions Input Form 6 15 8 16 Merge Options Dialog 12 4 Merges and Broadcasts 12 3 merges and broadcasts 12 4 Notification 12 9 Options 12 6 Recipient Info 12 6 Sender Information 12 5 Software Requirements 12 2 WinFax Pro Options 12 9 Faxing a Transaction 6 15 8 16 Fields defined G 1
117. Design 15 30 15 2 Reports Built in Reports One of the most important tasks in data management is report generation PowerTrax Pro comes with the following built in reports that you ll find very useful Commission Report prints a list of all commissions due for a specific date range This report can be sorted by customer principal or sales team and can be shown in summary or detail The Commission Report is available only when working in the Orders table Invoice Commissions Report prints a list of all invoices and their commissions due for a spe cific date range This report can be sorted by customer principal or sales team and can be shown in summary or detail The Invoice Commissions Report is available only when working in the Invoices table Aging Commission Report prints a list of open invoices showing their payment status cur rent 3 60 days 61 90 days and so on Also shows the total amount received from each principal and the total amount still owing This report can be sorted by principal sales team or customer The Aging Commission Report is available only when working in the Invoices table Open Invoice Status Report prints a list of all open invoices where a partial payment has been received This report shows when the payment was made current 31 60 days 61 90 days and so on and the total amount still owing This report can be sorted by principal sales team or c
118. EEE EEE EEE EEE EEE EEE EEE EERE EEE EERE EERE EERE EEE EEE EEE EERE enn B B EEE EERE EEE EERE EERE EE EEE EERE EERE EEE EEE EE EEE EERE EEE EERE TERR RR SERRE EEE EEE EEE EEE EEE EERE EEE EEE EEE EEE EERE EEE EE EEE EEE EEE EEE EE EEE EEE EEE EEE EEE EEE EEE EEE EEE EERE EEE EEE EERE EERE EE EERE EERE EEE EEE EEE EEE EEE EEE EERE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE Eee ee eH OH Average PPP aa Value to be graphed Figure 15 27 Setting up for Graphing To print to a graph 1 Choose Graph from the Print Destination hierarchical menu 2 Choose File gt Print PowerTrax Pro graphs your data as a column graph 15 30 Reports Loading and Saving a Quick Report Design You can save a quick report design as a file that you can open from the Quick Report editor The quick report design includes all of your specifications for the report but not the data By saving report designs you can maintain a library of quick report designs that you can use depending on your needs If you do not save your design it is displayed the next time you open the Quick Report editor in that work session only To save a quick report design 1 Choose File gt Save PowerTrax Pro displays a create file dialog box in which you can name the quick report design 2 Enter a filename for the quick report and click OK PowerTrax Pro saves the report as a file that you can open with the Quick Report editor You can save the file on any available hard
119. Editor or hold down the Option key and click the Sort button at the bot Double click any field to select it as a sort field PowerTrax Pro will move the selected field into the Sort Fields Formulas list You can sort on up to 30 fields 10 18 Searching and Sorting The first field you select is the primary sort field It will be sorted on before any other fields All other selected fields are called secondary fields 3 After you ve selected your sort fields click the Order by button to perform the sort In this chapter A anand mdi E RM CM ILU 11 2 Creating and Saving Leter iio oe tr Pe tapes k 11 2 Pertotmine a Print Mer ees ido 11 3 Components of the PowerTrax Pro Word Processor 11 6 Dehnins a Style SB aodio tao e esas usata osito datus 11 11 Headers and OE cues t ei edebat aci 11 15 Addins Grape ii 11 17 Adding Intelligence Features oooonnnnnnnccnnccnncnnnnnnnnnnnnnnnonnnonononnnnnnos 11 18 11 2 Letters Introduction Communicating your marketing message to customers is the key to any sales effort Whether you re getting in touch with a new prospect or following up with customers for repeat business sales letters help you get your message across PowerTrax Pro s fully integrated word processor lets you create custom business letters that can be merged with your contact records then printed or faxed directly from within PowerTrax Pro Creating and Saving a Letter To cre
120. Figure 11 9 Ruler To display the ruler 1 Choose Format gt Show Ruler To hide the ruler choose Format gt Hide Ruler To change the unit of measure for the ruler 1 Choose Edit gt Preferences from the menu bar to display the Preferences dialog Q B Preferences Units Mode amp No page Inches D e O Page view V Frame O Centimeters Header and footer on O Points All pages O All pages except first Q Picas O First page only Figure 11 10 Ruler Preferences 2 Click the radio button that corresponds to the unit of measure you want to use then click OK The ruler will appear in the selected units The ruler section also contains controls for specifying text alignment and line spacing These con trols are only available when the ruler is visible Letters 11 9 ATRAS Normal Figure 11 11 Alignment and Spacing Controls Text Alignment The default alignment for the text of your letter is left justified Click the text alignment controls to align text left right centered or fully justified You can find the equivalent commands under the Format menu in the word processor menu bar Right J ustified Left Justified Fully J ustified Center Justified Figure 11 12 Text Alignment Whatever setting you choose will be applied to any subsequent text that you type until you select another alignment setting Line Spacing The default line spacing for text
121. I ista 17 2 Chart T rmuitiolog Vossio e sine deve a vu Renae ee rer enero Qu er eee ree 17 4 Creatine arab rond RAMS 17 4 Modil yns ERO TA aaa 17 6 Chanoine the tapada RS 17 6 Chaneme the Graphs Ate DUS id te 17 6 Pinto rn 17 7 Copyme a Orta laminar ar o 17 7 GIOSSANY ern RODCNGDCA e AA TR EMM I ERNEUT A 1 Open Lali A 1 il A II A A NORENURS A 1 Administration File Preferences oocccoccnocnnocnnocnnccnronoronoconoconoconocnnronaronoronoconiconocnnoss A 1 Impornt E X DOR ced aaa A 1 Ed El AEAT PE AAEE E E ses EET A 1 CON EEA E E EA E AEA AE aie ute A N A ON oras dcha A 1 DEC ECHO EO A a ote em tn NT a PRE ne or E A 2 Pe eh 0 Fo ENE Ao E E EEE E EEE T O A 2 New Recobd ox e A A 2 ADDV FOLIAR A 2 MA A SR aR Pe NS AM aN nS omy S A 2 Mis VOU LV CIN PR OE TREE A 3 SMON Gs WE Neen REE Ae Bt ane aD ROME ere ne ND a nr ora A 3 SNOW SUD E aaa tn NEN A 3 OE D E e E ENE OA A 3 DUNC kF Na asaini TE N O E TEE OO AOT A 3 Quy Ed sse e a A iii ai A 3 Queis DY OFM adas A 3 INT SO sees es attra cease Set irate eects os aces O II Hea A 4 Table of Contents xiii SO ld cat tutte A 4 A AN A 4 E A O A 4 The keel Mo MEE E T T T Tem A 4 Special PURCUOT S cra A 4 Navigation Pale ie daa A 4 O A 4 A ee tt Rone D EN dE MIDI NO ony Ot A ELEM IER A 5 The Windows Mens A doit A 5 BI atest arse
122. Last Name is equal to Smith __ Comparison operator Figure G 4 Parts of a Search Condition Selection You can select groups of records in the list window to access information that you want to use The group of records you have selected is called the current selection The cur rent selection can be all records in a table some records or no records Simple Search A simple search is a search based on the contents of a single field For example a search for all Contact records whose Last Name field is equal to Smith would be a simple search Table A table refers to an area of the PowerTrax Pro database where specific data is stored For example information about your contacts is stored in the Contacts table information about products is stored in the Products table and so on Task A task refers to a specific action that you need to perform For example if you re going on the road to visit customers setting up an appointment with each customer would be an example of a task that you need to perform Tasks do not have start times and end times or start dates and end dates However you can assign priorities to tasks low medium high G 4 Glossary Appendix A A 1 Appendix A The File Menu The File menu allows you to open tables import and export records and print The File menu also provides access to Administration functions and user preferences Open Table 0 Preferences Administration
123. M DELI eas 12 6 Cover Pase IntOriBiatlOD stas adi 12 7 Enclosure Informan an 12 7 EnclOs cala TM 12 7 Fax Button on Orders Input FOrM ccccccconnocnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 12 8 Fax Meroe ODHODS eoi tuum it teres uti tesa etre LE Dole Me LEO Lopes less 12 8 WinFax Line Status Dialog aiii neben tb atu pd nao PUEDE Eco Ue 12 9 Message Manager Line Status Dialo ii 12 9 Procera Setup Command edi 12 10 WimFax Pro Program Setup Dialog 1 rn o ek is 12 10 Call Status and Controller Properties 4n m ree tutto es eto qu a ERR ta ed 12 11 Senats Faxes Properties ias 12 11 POEM TOC Scar tia 12 13 sample PDE Order di iia 12 14 Fe Vat Indo ects areca tase aha hae ea ite eesti emanate Acree tana hens 13 2 He Address BOOK seis asen paa 13 3 Address AN LOPIM ANON ia 13 3 Importing Address a 13 4 Comparing the Import Pile oia iii 13 4 Address IOMA ON a aio 13 5 LASTOTA CESTO rr a lo Panacea Pada wale 13 5 NEW IM ASUS 13 6 Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 13 9 13 10 13 11 13 12 13 13 13 14 13 15 13 16 13 17 13 18 13 19 13 20 13 21 13 22 14 1 14 2 14 3 14 4 14 5 14 6 14 7 14 8 14 9 14 10 14 11 15 1 15 2 15 3 15 4 15 5 15 6 15 7 15 8 15 9 15 10 15 11 15 1
124. MUR LU ILIA 8 3 Conta TOTO oes cease eas ee sl o iuste 8 3 oelectfs a COM dis 8 4 Addie Conta so Maas sce oaled aptus ded E Uu Dc Mpan HOC ua ue 8 4 Sales Team PUF GO Witt da yaaa 8 4 List of Figures xix Fig 8 8 SOL URS Te Iioc reer ta rr OR POS Nee 8 4 Fig 8 9 Principal il pps 8 4 Fis S 100 Autoniatic Data EOI A mes ets 8 5 PSAL Special TASTUCUON ia ini ocios 8 5 FEis 5s12 Lime lens Tab cia lcd 8 6 Hes Dynamically Chamois EIeld taria 8 6 lee d MEM Ioue mM 8 7 bis 6 15 Special Eme Items Dial O 8 7 Iis slo Edit Lme Tenis IDUCLEOLHL aere aii 8 9 Eros Splitting a LIS TA SS ASS 8 10 Fo 8 18 dA Divided Line em italia 8 10 Fig S 19 Quote Change Dial iaa A 8 11 15 58 20 Exeludine 2 106 Hen dan 8 12 E1552 ANPS PULL dO WA dolio 8 12 BiG 6222 Principal Pili 8 13 Fig 8 23 Changing the Billing Address seisine a 8 13 Fis s24 Order Details Tabs siete desis ome te P Dite N 8 14 b15 5225 DISpPlay LOLAS A 8 14 Figs S 26 Typical Page Setup Dialog ui id id 8 15 bis 0 27 IypicalErntJob Dalla eet beet ans 8 15 Fir 8 28 ax Merce Opos 8 16 Li9s 5 29 Payments DAD sodes eb e a a oma ineb teases hee ese 8 17 Fig 8 30 Order Invoice Payment Form essere eene 8 17 Fig 6 31 Selecting Items to Pay salda 8 18 Pig6 52 Payments ab Cate sia da 8 18 bi5 5 55 Payments Input POE oot rU a a 8 19 Food DransacHofi TY Des ccc ness sete da 8 19 lg ss MEME rog RENCIA its 8 20 FS S 30 OME Hems Wists 5 a
125. N umber of additional line items Total of original line item and additional items equals 10 6 Click OK to apply the changes to the line item on your order Reseller Transactions 8 11 Creating a Reseller Order from a Reseller Q uote Note The Next button at the bottom of the Orders input form allows you to quickly turn Reseller Quotes into Reseller Orders For example if a customer wants to place an order after you ve sent out a Reseller Quote you can use the information in the existing Reseller Quote to create a Reseller Order for that customer Using existing information to create an Reseller Order saves you time and effort because you don t have to reenter information a second time 1 Find and open the Reseller Quote record that you want to use to create a Reseller Order 2 Click the Next button at the bottom of the Orders input form The Quote Change dialog appears showing the list of all line items in the Quote Quote Change gt Quote change for Chronos Principal Product World Corporation Lawn Mower 195 02 Yes a Weed Trimmer Invoice amount 0 Figure 8 18 Quote Change Dialog 3 Click Create to create the Reseller Order Excluding a Line Item By default each line item shown on the Quote Change dialog will be included in the Reseller Order when you click the Create button However there may be times when you don t want all
126. OF Orders 6 15 V Table of Contents vi Chapter 7 Invoices and Payments nnm 1 Orders dud VOCE S seat eut tipici eva uM Lp ee LM E 7 2 US Orders On C 7 2 Using Orders and ny OICeS ii 7 2 Excludins Line Menis ist 7 3 Using the Add Order Items Pertusa 7 4 Addis Tine Mems id 7 5 Payments and COMIMSSIONAS piss otra cre saaree esten er DRE wate erenenectb aU Cet ewan enone Dui FTU uou au 7 6 Sms TOC CODD das 7 6 Addie Line Mem soii S 7 8 Invoice Display and Print POUIIOUS ni ici 7 9 Creatine Orders from Exist LO VOI CS unta ias ida 7 10 Applyine Payments ii RIaiEs 7 10 Applying Payment to Single TransactionsS oooocccnnncccnnocononncnnnncnnnononnnncnnnccnnnoncnnaninonoss 7 13 Paying Sine le TOVO Sas diciones 7 13 Dues hec k a gl tee 7 14 Paying Single CAE urinaria 7 15 ASSISMING COMMISSIONS a A AA ubdduateedterass 7 16 Chapter 8 Reseller Transactions sssssssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn OFL Transaction TYPOS eane a Cae 8 2 The Orders Input OPE a dia oo Id of Ruby 8 2 Creating Reseller Quotes and Reseller Orders ooccccccconononoccnonononononononnnncnnnnonononannnnnnnnnnnos 8 3 Palin athe Basic IntottatfOL ii A 8 3 Billing and Shipping Addresses ooooooooncccnnnnnnnnnnnoncnnnnnnnnnononannnncnnnnnnnnnnnnnnnnnnnnnonnnnnnos 8 5 Adding special TMS UCHONS usada 8 5 IN A A A IAN 8 6 peca e soii teense 8 7 The Delete B
127. OK The Aging Commissions Report dialog appears Column Order Principal Sales Team Figure 15 3 Aging Commission Report Dialog Reports 15 5 4 Select a column order from the drop down list then click OK After a few seconds the Page Setup dialog for your printer appears 5 Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears 6 Click Print to print the report to print the report Printing the Year To Date Reports 1 Click the Rep Firm button on the Navigation palette to open the Rep Firm table 2 Choose File gt Print A dialog of print options appears 3 Select any one of the YTD items then click OK The Report Definition dialog appears Fiscal Year Beginning With 2000 Column Order Sales Team Principal Company Rep Firm MyCo Sales Sales Teams Companies Principals y 1 v AGILENT TECHNOLOGIES 2 v AGILENT TECHNOLOGIES 3 v AGILENT TECHNOLOGY v ALLIED MOLD amp DIE CORPORATION v BECKMAN INSTRUMENTS v TURNER INSTRUMENTS v BECKMAN INSTRUMENTS CHROMAGEN INC v CONEXANT SYSTEMS INC DIVERSA v ELECTRO SCIENTIFIC INDUSTRIES v GENENTECH INC v HONEYWELL v HONEYWELL INC v IDAHO STATE UNIVERSITY v INTEL CORP v INTEL CORP v INTELITE INC v KLA TENCOR v LIGHTPATH TECHNOLOGIES INC Y vf vf vf Y vf All None All None All None Figure 15 4 Report Definition Dialog 4 C
128. Paid Items area Click the item you wish to pay and drag it to the Paid Items area Open Items Order Date Customer Amount Due Amount Receiyed Balance Invoice 08 12 99 Macadamia Nitz 159 20 00 159 20 12346 a 08712799 Chronos Design 79 20 00 79 20 12346 08 12 99 Chronos Design 230 40 00 230 40 XxYZ100 08 12 99 Macadamia Nutz 396 00 00 396 00 x Z101 y 4 k Paid Items Unpaid Balance 735 60 0 00 Company Order Date Amount Paid Balance Due Invoice Summary E Chronos Design 03 12 99 79 20 79 20 00 12346 Weed Trimmer 79 2 79 2 30 Figure 8 38 Applying a Payment Repeat Step 8 for each open item you wish to pay 9 Click the Save button to save the Payment record When you enter payment information using the Payments input form PowerTrax Pro will auto matically update the Payments Tab on all Purchase Orders that had payments applied to them Assigning Commissions Once you ve received and applied a payment to a reseller order you can then assign the appropri ate commission to the sales team that was responsible for the sale 1 Open the Orders table then open the order record you wish to assign commissions for 2 Click on the Payments Tab at the bottom of the Orders input form E Une Items Q Order Details Payments Our Cost 0 00 Order Amount 158 24 Payment Due 1 05 00 Payments Received 153 24 Days Paid
129. PowerT rax Pro User s Guide c ber J D Bs ee gs 2525 Version 2 01 solutions Results Through Focused Technology PowerT rax Pro User s Guide Qa ro tee y A c foe EJ afte VENIM 3i3 ee a gt 2S e Pg 5 ed aM L 7 Version 2 01 1996 2000 Soft Solutions Inc All Rights Reserved Published World Wide by Soft Solutions Inc Soft Solutions Inc 2900 Chamblee Tucker Road Building 12 Suite 200 Atlanta GA 30341 USA solutions Results Through Focused Technology IMPORTANT READ CAREFULLY BEFORE OPENING By installing this software program you indicate your acceptance of the following Soft Solutions Inc License Agreement Software License and Limited Warranty Agreement This is a legal agreement between you the end user and Soft Solutions Inc By opening this package you are agreeing to be bound to the terms of this agreement If you do not agree to the to the terms of this agreement promptly return the unopened disk package and the accompanying items including written materials and bind ers or other containers to the place you obtained them for a full refund Soft Solutions Inc Software License 1 GRANT OF LICENSE Soft Solutions grants to you the right to use one development copy of the enclosed Soft Solutions software program the SOFTWARE on a single terminal connected to a single computer i e with a single CPU or on a LICENSED COMPUTER NETWO
130. RK Each concurrent user of the SOFTWARE must have exclusive access to a Soft Solutions SOFTWARE manual during his her use Soft Solutions Inc as Licensor grants to you the LICENSEE a non exclusive non transferable right to use this Software subject to the terms of the license as described in the following sections A You may make backup copies of the Software for your use provided they bear the Soft Solutions Inc copyright notice B You may use this software in an unlimited number of custom or 4D compiled commercial database applications created by the original licensee No additional product license or royalty is required 2 COPYRIGHT The SOFTWARE is owned by Soft Solutions or its suppliers and is protected by United States copyright laws and international treaty provisions There fore you must treat the SOFTWARE like any other copy righted material e g a book or musical recording except that you may either a make one copy of the SOFTWARE solely for backup or archival purposes or b transfer the SOFTWARE to a single hard disk provided you keep the original solely for backup or archival purposes You may not copy the written materials accompanying the SOFTWARE 3 OTHER RESTRICTIONS You may not rent or lease the SOFTWARE but you may transfer the SOFTWARE and accompanying written materials on a permanent basis pro vided you retain no copies and the recipient agrees to the terms of this Agreement You may not reve
131. The Objectives window appears Make sure the Fiscal Year pop up is set to the year you want Click the Get Data button It doesn t matter which sales team is selected in the Sales Team pop up because the overall company objective information is the same for all sales teams In the data entry area find the row for the company you want then enter the overall objective for that company in the Current Obj Company field Find the row for the then enter the overall objective for that company you want company in the Current O bjective field PEARCE TECH TURNER Total Total Currant of Total INSTRUMENTS Obj Company ALLIEDMOLD amp DIECORPORAT 0 0 ol j 0 0j BECKMAN INSTRUMENTS 0 BECKMAN INSTRUMENTS 50 000 50 000 BECKMAN INSTRUMENTS 0 0 0 ol CHROMAGEN INC 08 0 0 0 J 0 p j Figure 14 8 Entering a Company Objective The Total field shows the sum of of the principal details entered in the row The Delta field shows the difference plus or minus between the overall objective and the sum of the principal details in the row The of Total field takes the number from the Total field and displays it as a percentage of the Total Company Objective Click Save to save the company objective 14 8 Viewing the Sales Objectives Sales Objectives Once you ve created the different sales objectives in the
132. To Menu The GoTo menu provides a fast method of performing a simple search for a contact or company GoTo Go To Contacts G Go To Companies Figure A 6 The GoTo Menu Choosing Go To Contacts displays a dialog where you can search for a contact by last name com pany or phone number Choosing Go To Companies displays a dialog where you can search for a company by name See Chapter 10 for complete description of PowerTrax Pro s search features The Windows Menu The Windows menu provides an alternate method for navigating between open windows Windows Companies Contacts Y Products Close All Windows Figure A 7 The Windows Menu The titles of all open windows appear in this menu A check mark appears next to the name of the front most window To bring a different window to the front select 1ts name in the list Close All Windows Choosing this command will close all open windows A 6 Appendix A Index Symbols vertical bar character in quick reports 15 24 A active objects changing appearance of 16 10 duplicating 16 9 Activities 4 11 Adding 9 6 Adding a Banner 9 9 Copying and Moving 9 12 Creating New Types 9 8 9 10 Defined G 1 Displaying 9 3 Finding 9 5 Printing your Schedule 9 4 Activity Default Preferences 1 4 Add Button 1 11 Adding a Banner 9 9 Adding a Company HQ Record 5 14 Adding a Company Profile 5 5 Adding a Company Sales Objective 14 7 Adding a Customer Record 5 2 A
133. UON ro DEI D patei tolera suites S 8 8 Editing t Eme Hem siii aid iia 8 8 Using the Edit Line Items Input Form iia 8 9 Dividins a me Heros o M n 8 9 Creating a Reseller Order from a Reseller Quote coooooooonncccncncnonononocncnnnnnnnononanonaninnnnnos 8 11 Exclpidimec aane Memo dada 8 11 Creatine dP Ure Mase DI iaa icn 8 12 The Order Details EaDa sce Ep ua DEI otds 8 14 Display and Prrnt POritidts edet eter eee albino w Sach edat beide itae en e tutos gae 8 14 Printine a Tras AO A AS 8 15 Farmo a ans AC LUO soda 8 16 al A IA 8 17 App ms MiS Pa a dad 8 19 ASSIM COMMISSIONS iii plc eps re doute Ed ERE 8 21 Table of Contents vii Chapter 9 SCNEQUiinG iii ma d TiVO OCC FLO Io fe seer EE 9 2 The Power Trax Pro Calendari 9 2 Calendar BUS eee ee tee cee 9 3 Chaneto the Calendar MORBI si ere ds 9 3 Chaneme the Calendar Verid 9 3 PAS AVA ACV Sota cute as 9 3 Printie our cnc dul is scuto treet io ri 9 4 Exndine anc t yity RECO di id eras 9 5 ACUM e E EE 9 6 Bam a ri 9 9 Chansmo a Banner s DITA at 9 11 Workings with Multiple Calendats miii DAE L Ce battu t Male qut bue ted RARE Mug cde 9 12 COpyine and Moyins ACUSA doit 9 12 IVA NVA TINS Takuma Tsamewonetedtnadtauckianien 9 13 A A NA 9 13 Schedule Managemen ekser midlet 9 177 Customizing the Schedule Management Window eese 9 19 Changing the Duration or Time Increment oooonnnnnnnnnnnnnnnnonnnn
134. a New Pride 2 2 The Condes e 2 5 Thlie Bree Scliedules Fabra 2 6 he Products Tab alas 2 9 The Ordets TiD eaer ee EAEE N E A 2 11 The Invoices TaD ca eee eee ees 2 12 TR ODIECUVES LAD st aa 2 12 The Activities Tab ccccsscsccescsccscoscsscascsccscescescescascscessescescess 2 13 2 2 Principals Introduction Multiple line selling is the life blood of the manufacturer s rep industry Multiple line selling gives you the opportunity to reach a variety of markets while increasing your profits and decreasing your risk However along with the benefits of multiple line selling comes the problem of how to manage the information for the different principals The Principal record can be described as a control center for managing each principal and its related contacts products and price schedules With PowerTrax Pro you can set up a single Princi pal record that contains global pricing and product information that applies to each principal loca tion in the company Adding a New Principal Initially your PowerTrax Pro database does not contain any Principal records To add a new Principal record 1 Click the Principals button on the Navigation palette 2 Click the Add button at the bottom of the list screen A dialog appears allowing you to enter the Principal name and address information Principal l Address PO Address 2 FO Address 3 FO City o State z Country xl Web Add
135. a lO a dns 15 9 Quick Report Edit 15 10 QUICK Report POP UPS renei 15 12 Addo al al 15 14 Inserttup d Coll os 15 15 Formula Editada cid 15 17 Delectins TEO MUl e td Geass 15 18 Sor Order CONTO ri 15 20 Insertinp Break ten TNAM did au M NN M EE 15 21 Number STeD Ht Brea a 15 22 Adding a Summary Calculati0D oooooonnnnnnnnnononnnnnnnnnnnnnnnononannnncnnnnnnnnnnnos 15 23 Namene Poni 15 24 Display Formats o cd 15 24 XXiii List of Figures xxiv Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 15 20 15 21 15 22 15 23 15 24 15 25 15 26 16 1 16 2 16 3 16 4 16 5 16 6 16 7 16 8 16 9 16 10 16 11 16 12 16 13 16 14 16 15 16 16 16 17 17 1 17 2 17 3 17 4 17 5 17 6 G 1 G2 G 3 G 4 A 2 A 3 A 5 A 6 A 7 Hideor show Oma Man sa 15 25 O 15 26 Eee n OD A ora tcstamsee biet t tectus Banc dtes etes 15 26 Headers anid Footers Mal edite niin pest Ug ror doen eas eae iii 15 27 Header and Footer VatrtableSs anal 15 27 Dime Stadion sere tarda testes Gadttati t dni utat tees aedi tati tora Ed o SUa etat 15 28 Dettine Up TOF Grap OO iii 15 29 Label Wizard TOO IDA 252r tatto rae intenta Caedm bue cas i vietato dE 16 3 Addini a Feld ii 16 4 Concatenated ido 16 4 ACUM Stato Te ra eiusd an amd set cn etme mone aro 1
136. a record of the merge activity in the history of each selected contact This feature is especially useful when you want to see the history of your dealings with a particular contact If you want to change the selection of Contact records that you re going to merge click the Search button The PowerTrax Pro Quick Find dialog will appear allowing you to find a new selection of records If necessary you can revert to the original selection of records by clicking the Revert button 4 Click Merge to perform the print merge process Performing a PDF Fax or Email Merge In addition to performing a print merge that creates hard copy letters you can also perform print merges where your letters are created as PDF Portable Document Format desktop fax docu ments or email messages PDF and Fax Merges To merge to PDF or fax documents l Open the Contacts table and find the selection of contact records that you want to merge your letter with See Chapter 10 for details about finding selections of records With a selection of records displayed click the Letters button at the bottom of the Contacts list window PowerTrax Pro opens the Letters table and displays a list of all available letters Double click the letter you want to use as your merge letter At the bottom of the Letters input form you ll see the following set of buttons 28 PDF Fax BrdCast Print Merge Figure 11 5 Print Merge Option Button
137. act s name in the Confirm to field Confirm To wies Parsons y Figure 8 4 Confirm To Field 8 4 Reseller Transactions 4 If the selected company has multiple contacts click the Confirm to pull down list and select the contact you want to confirm to Confirm To Select a Contact Select a Contact Don Murphy Wes Parsons Add a Contact Figure 8 5 Selecting a Contact If the contact you need to confirm to is not in the list select the Add a Contact item Power Trax Pro will display a dialog where you can enter a new contact for the selected company Salutation l First MI Last Sui HE Title x Source xl Nickname Email ATA AN work Ext Phone NENNEN Ext toef Address Information for Southern Cellular View Edit Company Main Click Preferred Address Address 1 53 Buchman Ave Company Main Address 2 TEE Company Billing Address 3 o C Company Shipping City atlanta s C Personal State la Zip Code B95 Country Psa Figure 8 6 Adding a Contact After specifying the Customer and Confirm To information select a team from the Sales Team pull down to specify which sales team the transaction belongs to Sales Team International w Click here for a list of available sales teams Figure 8 7 Sales Team Pull down If a sales team has already been assigned to the customer in their Company
138. ain address you can use the Recycle button to copy the main address Click the Recycle button at the upper right corner of the Company input form The Address Copy Change dialog appears Click the B button to copy the Primary address to the Billing Address fields Address copyichange for Sonic Sales Ltd Address copyichange for Sonic Sales Ltd Primary Address P bs Primary Address P bs o o 0 0 Cd Billing Address B bp bs Billing Address B bp bs Cd Pd Pd I 3 Shipping Address bp Shipping Address S bp Cd Cd Pd Pd AAA E Loo E 1 a Cancel Accept a al Cancel Accept Figure 5 3 Address Copy Change Dialog Click the B and or S buttons to copy the primary address information to the Billing and or Shipping address fields Click Accept to save the address information and return to the main Company input form This process also works in reverse For example suppose the company changes its primary address to be the same as its current billing address Simply display the Address Copy Change dialog then click the P button above the Billing Address section This will copy the information in the Bill ing Address fields to the Primary Address fields 4 After entering the address information fill in the phone and fax information in the Phone and Fax fields on the main Company input form The
139. al values axis as the Z Axis If a third dimension is included in the plot it is a second category axis and is referred to as the Y axis The second category axis is sometimes called the series axis If you specify a two dimensional chart type the Data Selection page will have two entry areas for the X and Z axis fields If you specify a three dimensional chart type the Data Selection page will also have a Y axis entry area in which you specify the series Creating a Graph PowerTrax Pro graphs the records in the current selection Before graphing data select the records you want to graph Methods of finding and selecting records are discussed in Chapter 10 To create a graph 1 Choose Tools gt Special Functions The Special Functions dialog appears Special Functions 2 Chart Wizard Word Processor Change Login he Cancel Figure 17 4 Special Functions Dialog 2 Select Chart Wizard then click OK The Chart Wizard appears 3 Click a chart type When you select a chart type the Chart Style and Data Selection pages change to match the requirements of the select type Optional Click the Chart Style tab The styles for the selected chart type appear Optional Click the desired chart style 4 Click the Data Selection tab The Data Selection page appears displaying the appropriate options for the selected chart type The following illustration shows the Data Selection page for the 2D Col
140. ales Team pull down list This step is very important If you do not specify a sales team you will not be able to assign commissions from this invoice 8 Enter the principal s invoice number in the Invoice field then fill in the remaining fields using the information from the principal invoice you received 7 8 Invoices and Payments Adding Line Items Once the basic invoice information is in place you can start adding line items 1 Click the Add button on the Line Items Tab to add line items SK Line tems Payments O Qty tem Click the Add button to add line items Figure 7 9 Adding Items Manually A dialog appears showing a list of the current principal s products Select a Product s 2 5 HP Aerator 391 02 wCA2500 World Corporation Lawn Mower 195 02 WC2HP World Corporation Leaf Blower 87 22 WCLB100 World Corporation Weed Trimmer 97 02 WCwT100 Figure 7 10 List of Products 2 Highlight the product s you want to add as line items then click Select The items appear in the list on the Line Items Tab 3 Click the Save button at the bottom of the input form to save the invoice record Note Invoices and Payments 7 9 Invoice Display and Print Formats PowerTrax Pro has standard display and print formats for your Invoice records By default the Invoice input form displays line items in the format shown below yix Line Items Ici Payments Lawn Mower
141. alog appears showing a list of print items Select the Products Price List item then click OK to print the report 15 8 Reports Printing the Company Profile Report 1 Click the Companies button on the Navigation Palette to open the Companies table 2 Find and open the company record you wish to create a report for 3 With the Company input form open choose File gt Print A dialog appears showing a list of print items 4 Select the Company Profile item then click OK to print the report Quick Reports In addition to the built in reports PowerTrax Pro also provides the Quick Report Editor which can be used to design ad hoc reports With the Quick Report editor you can Produce lists of records Create break areas Compute summary calculations Use fonts and styles in the report Save quick report designs to disk The Quick Report editor produces reports from the current selection of records Before you print a report set the current selection to the records you want to include in your report using one of the methods described in Chapter 10 The following is a typical quick report SEE EEE EEE EEE EEE EEE EEE EEE EERE EEE EEE EEE AAA PPP Se Company Name Last Name First Name Contact Type E ADT Raleigh Anderson Tony Dealer Tren Tech Anderson Randall Pro jects Dealer Federal Express Anderson dim End User Sutherland Sight and Sound Baker Shane AFN
142. amd 12 12 COGE sicario acicate 12 12 PDB Writer Prefetetit S rhe opm m MM HMM MM NI MM LM M UM D T ME 12 12 Ereatino FDF DOCU eiii oiu etas ise scatet ona ed oit aioi inicie 12 13 Creamed PDF Letter Meroe eoi oae ii 12 14 Chapter 13 Using E mall iia 1971 Getun Started iia 13 2 Usma tbe CLOTS Sc POO Ket sista aaa edades 13 2 CGM es laa o Addres ES ic E 13 3 Addie Estat rol o tos bis 13 5 Sortie Y our Address BOOK citada saouqe iie da bd 13 5 Detetine Addresses and Groups A iene DA ibi 13 6 Removing Addresses From Groups cccccccsssesssseccccecccaeesseeecceeeeeseeessseeeeeeeeeaaeeenees 13 6 Adding Recipients to a Message From the Address Book ssusss 13 6 Exporta Your Address BOOK scissors biet did 13 6 Create NOM C A NN 13 6 Table of Contents x FE VCO SUC S ostentatione o abdo un dU cei e DO dar 13 7 Print your Mess acen 13 8 EmameMessaces Ob Addres SOS irises apta 13 8 Finding E mail Messages coetus sit halen dt i oda um od 13 8 Pinging a Address op CODD suo eet desi bec won doee mentees ios 13 9 Customizing your E Mail WIN Wii as 13 10 Resizing Columns in the PowerTrax Pro E Mail Window eese 13 10 Creatine New Folders aid cid 13 10 Rename and Deleting Folders uan iia 13 11 Mail Folder Prelerenees ia is 13 11 EMail Account Inton UOTE eee ose tet deridet ebat derer tle Des ame S n ud erutd 13 12 Error bic 13 13
143. and press an arrow key Resizing O bjects You can resize any object on the label by selecting it and dragging a selection handle To resize an object by dragging 1 Select the object you want to resize 2 Move the pointer over one of the four handles that appear on the selected object The pointer changes into a multi directional arrow and the handles disappear 3 Drag the handle toward the center of the object to shrink it OR Drag the handle away from the object s center to enlarge it PowerTrax Pro resizes the object 16 10 Labels Adding a Border to an Object You can add a one pixel border to an object The border can be from one to nine pixels from the object To add a border 1 Select the object The selected object is indicated by selection handles Figure 16 10 Selected Object 2 Hold down the Ctrl key Command key on Macintosh and press a number from to 9 A bor der is added to the object The distance from the object in pixels is controlled by the number you pressed The following illustration shows the results of pressing Ctrl 1 Figure 16 11 Object with Border Adding Foreground or Background Colors PowerTrax Pro lets you add colors to objects for display on a color monitor or if your printer sup ports color for color printing By combining selected colors with fill patterns you can display thousands of different color shadings Colors appear black and white on a black and white monit
144. appears when the Letters input form is in Page View mode Select View Header to add or edit header information The Letter window will change to show the Header area EE Te E Page 1 Enter the Header information here Figure 11 29 Entering Header Information Enter your Header information You can apply paragraph styles and formatting to the Header text just as you do with the letter body After you ve entered the Header text choose Format gt View Document from the menu bar or select View Document from the View pull down list to return to the Letter window The Header information will appear at the top of each page of the letter Letters 11 17 SEO Tn E Header information appears in the Header section Mr Tim Haratine 2900 Chamblee Tucker Road Building 12 Suite 200 Atlanta Georgia USA 30341 Figure 11 30 Header Information in Document Adding a Footer To add or edit a footer l 2 4 Make sure the Letters input form is in Page View mode Choose Format gt View Footer from the menu bar OF Click the View pull down list and select the View Footer option The View pull down list only appears when Document the Letters input form is in Page View mode AS Y View Header View Footer Select View Footer to add or edit footer information Figure 11 31 View Footer Option The Letter window will change to show the Footer area SSE ILD ree
145. are called Break columns In the report shown above the Department field is a Break column since the records in the report are grouped by department When a report like this is printed the values for the Break column are printed only once per break In other words a department name is printed only for the first record in the group and is not repeated until the department changes In some cases you may want to repeat the values for the Break columns so that they appear for every record in the Break area You do so by selecting the Repeated Values column property You can do so by clicking the Repeated Values check box in the Column Properties area or by choos ing the Repeated Values menu command in the Quick Reports pop up menu for that column To display repeated values for fields in Break columns 1 Select the Break column by clicking above the Header row for that column and click the Repeated Values check box OR Hold down the mouse button on the Header row of the Break column and choose Repeated Values from the Quick Reports pop up menu Setting Display Formats You can specify display formats for columns that contain numeric or alphanumeric Alpha data For example if you are displaying salaries in a column you can add a numeric format to the Detail cell for the Salary field If your report includes Alpha fields such as a telephone number or Social Security number you can use an Alpha format 15 24 Reports Nu
146. art Styles Displays the variations on the chart type selected in the Chart Type page The following illustration shows the styles available for the 2D Column type Chart type Chart style Data selection Figure 17 2 Chart Styles Data Selection Allows you to assign data to the chart axes It displays the appropriate options for the selected chart type The following illustration shows the Data Selection page for 2D Column charts Chart type Data selection Select Data for Building the Chart Source Table Select Fields from the Table Category X Axis Group Payment Due Date Transactions Transaction Date Customer Request Date 3 Customer Promised Date Values Z Axis Current Status Transactions Total Amount Due Confirm To Sub Total Amount Total Amount Due Total Commissions Due Total Commission Received Total Commissions Balance Total Payments Received Current Balance Sales Tax Figure 17 3 Data Selection You create a chart by choosing a chart type in the Chart Type page and assigning data to the axes with the Data Selection page Optionally you may choose a chart style If you do not make a selec tion from the Chart Style page a default style for the selected chart type will be used 17 4 Graphs Chart Terminology PowerTrax Pro can create either two dimensional or three dimensional plots For either type of plot it refers to the horizontal category axis in the plot as the X axis and the vertic
147. assword field Getting Started 1 7 Entering a Registration ID When you renew your PowerTrax Pro license each year you ll need to enter a new valid registra tion ID number for the program 1 Enter the name of your organization in the Company Name field 2 Enter your registration number in the Registration ID field You can check to see the number of users you are licensed for and when your license expires by clicking the Validate button on the Password Preferences Tab A dialog appears showing the details of your license e Your current registration is valid through 5 15 2000 for 5 Users Figure 1 8 License Details The PowerTrax Pro Interface The following sections give an overview of the various palettes screens controls and buttons that you ll see when working with PowerTrax Pro The Navigation Palette By default when you launch PowerTrax Pro you ll see the Navigation Palette This palette gives you quick and easy access to the data tables in PowerTrax Pro To access a table in PowerTrax Pro simply click the appropriate button on the Navigation Palette MOSS box Title bar i PSHM ssecsessoeses Expands or shrinks Navigation Palette Company HQ Principal HQ Click on any button to display the table for that area Tasks Payments Received Format Definition Figure 1 9 The Navigation Palette 1 8 Getting Started Like any palette you can show and hide the Navigation Palette o
148. ate a new letter record 1 Choose File gt Open Table from the PowerTrax Pro menu bar then select Letters from the list of tables that appears PowerTrax Pro opens the Letters table 2 Click the Add button at the bottom of the Letters list screen A blank Letters input form will appear 3 Enter a name type and summary for the letter in the fields at the top of the input form LetterName Followup Letter Type Summary Followup with new Contacts Figure 11 1 Entering Letter Identification 4 Setup your margins Tab stops and paragraph styles see following sections for details then type your text and insert any fields or calculations that you require 5 When your letter is complete click the Save icon at the bottom of the Letters input form The new letter will be saved as a record in the PowerTrax Pro Letters table Saving a Copy of a Letter You can save a copy of a letter with the Save As command 1 Choose File gt Save fis from the menu bar The standard Save dialog appears Cp Sales Letters Macintosh la Save the file as Cancel Followup Letter Save Figure 11 2 Save Dialog 2 Name the file and specify a location to store it then click Save Letters 11 3 Saving a Letter as a Template A template is the layout or framework of a letter document A template contains all the intelligence features and graphic elements of a letter Once you configure the various elements
149. ates the number of records in the report or break These options also appear in the Quick Report pop up menu for cells in the Break and Total rows When you place a summary calculation in the Totals row the calculation is done for all records in the report If you place the summary calculation in a Break row separate calculations are done for the records in each break To add a summary calculation 1 Selecta cell in a Break row or in the Totals row where you want to insert the summary calcula tion Reports 15 23 2 Click as many summary calculation check boxes as you like Or Hold down the mouse button and choose the desired summary calculations from the Quick Report pop up menu for cells PowerTrax Pro displays a calculation icon in the selected cell for each type of summary calcu lation you request The following figure shows a calculation icon in the Total rows Transactions Shipping Costs Header Shipping Costs SEE EEE LEE EE EEE EEE EEE EEE EEE EEE EEE EEE EEE EE EEE EEE EERE EEE EEE EEE EEE EEE EEE EEE EEE EERE HEHE EEE Detail R e A AAA Calculation icon in S A Fi Average CEE A Figure 15 18 Adding a Summary Calculation If you add more than one summary calculation to a cell PowerTrax Pro stacks the calculation icons on top of each other Displaying Repeated Values for Break Columns In a report with breaks the columns which are used to group records so that summary calculations can be done
150. aues eoo guae vtero tu es 2 3 Fig 2 4 Sclectine a Detrault Colt le tA a a 2 4 Fig 2 5 Principal Input Form abs ia as 2 4 Fig 2 6 Principal Contacte Daba 2 5 Fig 2 7 Principal Contact Ipul FOr AOS 2 5 Fig 2 8 Principal Contact InTfOrmidtlOTL iia iii Gr veo oed 2 6 Fig 2 9 Price Schedule Input Forrado 2 7 Fig 2 10 Volume Pricing Input ATA ida 2 8 EA Demit Val eoi ensure ena nan NEP Fatum ead wan Metam ud des 2 8 Fe 2i Custom iim Max Vale ei abcicades 2 8 big 2 5 New Schedule Added nl Eo n in eee tenuis ciu erus eee 2 8 E1525 4 PEOOUCISDOD un iie litis 2 0 Fie 2 15 New Product Input FOLID essa 2 0 Pree 2 16 Principal Pricing Lab cana 2 10 A Boecl A IN 2 10 Eli Zo Price Schedules add ld did 2 11 Fig 229 The Orders Tabacos ests caera ictedes 2 11 List of Figures xvi Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 2 20 2 21 2 22 2 23 3 1 3 2 3 3 3 4 3 5 4 1 4 2 4 3 4 4 4 5 4 6 4 7 4 8 4 10 4 11 4 12 4 13 4 14 4 15 4 16 4 17 4 18 4 19 4 20 4 21 4 22 4 23 4 24 4 25 4 26 4 27 4 28 4 29 4 30 4 31 4 32 4 33 4 34 4 35 Pay men LD roads 2 12 Tc CIDIE CHVE AA E retain eat ere S RM EMEN 2 12 5ales Objectye Detalle co A De ecd e deese 2 13 Principal ACUVIDeS T 3D oie rid
151. ax Server pref erences panel 2 Click the Click to Connect button to display a list of available fax servers 3 Select the fax server you want to use as your default then click OK The settings for your selected server will appear in the fields on the Fax Server Preferences panel Fax Merges and Fax Broadcasts There are two types of fax operations that you can perform from within PowerTrax Pro fax merges and fax broadcasts A fax merge refers to sending out a personalized message to one or more recipients For example you can fax a sales letter to 200 different contacts and each letter would show personalized infor mation such as the name address and greeting for each recipient In order to perform a fax merge the letter you send out must contain database fields that correspond to fields in your Contacts table Please see Chapter 11 Letters for information on how to add database fields to your letters 12 4 Faxing and PDF Generation A fax broadcast refers to sending out a static message to one or more recipients In a fax broadcast the information in the message is generic and not personalized for each recipient If you want to perform a fax broadcast you should use a letter that does not contain any database merge fields Note Performing a Fax Merge or Broadcast 1 Use PowerTrax Pro s search features to find the appropriate selection of Contact records that you want to merge with or send a broadcast to S
152. banner in the Summary text box Summary Computer Seminar for Agents Figure 9 16 Banner Summary 6 Type the start date for the banner in the Start Date field or click the Start Date pull down and select a date from the calendar that appears Enter the End Date in the same way Start Date Ma End Date y Tue Nov 24 1998 January a February 1994 S M T W T F S March 1995 1 2 3 4 5 6 7 Fil May 8 9 10 11 12 13 14 june Principal 15 16 17 18 19 20 21 July 1999 August 2000 22 23 PEN 25 26 27 28 September 2001 October 2002 November 2003 December bs Figure 9 17 Banner Pop up Calendar 7 Type any notes in the large text box near the bottom of the dialog You can also enter the name of the Principal involved in the Principal text box 8 When you ve filled out all the banner information click the Save icon The new banner will appear on your calendar at the specified date Vacation Figure 9 18 New Banner Changing a Banner s Duration To increase the duration of a banner 1 Click and drag the edge of the banner to the next day When a highlighted border appears around the day you want release the mouse button Click and drag the Banner edge to enlarge it Vacation Vacation Figure 9 19 Enlarging a Banner 9 12 Scheduling To decrease the duration of a banner 1 Click and drag the right or left edge inwards Click and drag th
153. bels PowerTrax Pro assumes that the form was designed to print labels After the labels are printed PowerTrax Pro closes the Label Wizard and returns you to the form you were using when you opened the Label Wizard 16 18 Labels In this chapter The Dart WN AG e sibttess ibl hanes dab cL ROMS URS 17 2 Creating a TAPA 22 esto varese phe dis 17 4 Moditins the Graphs iata oe ii pica 17 6 Panta tp 17 7 Copinne AGA PW coina i iaaah 17 7 17 2 Graphs PowerTrax Pro allows you to create a wide variety of two and three dimensional plots without having to export the data to a graphics package You can create graphs from the data in your data base or from data that has been copied to the Clipboard from another application You can graph data directly from fields or you can graph the results of calculations on data You create graphs in PowerTrax Pro using the Chart Wizard You can access the Chart Wizard by choosing the Special Functions command from the Tools menu You can print your graphs or copy them to the Clipboard and paste them into another application The Chart Wizard The Chart Wizard is the dialog box in which you create graphs You choose the graph type and specify the data to be graphed The Chart Wizard has three pages Chart Type Displays the types of charts supported by PowerTrax Pro Chart type Chart style Data selection e o 2D Picture 3D Triangle Figure 17 1 Chart Types Graphs 17 3 Ch
154. bject is removed If the object is a row of concatenated fields pressing Backspace removes only the last field in the row Continue pressing Backspace to remove more fields from the row 16 6 Labels Working with Label Wizard O bjects This section discusses the techniques for editing objects placed on the label It includes Creating graphic objects Aligning objects Distributing objects Layering objects Duplicating objects Moving objects Resizing objects Adding a border to an object Adding foreground or background fill colors patterns and borders Pasting a graphic into the label Deleting objects Creating Graphic O bjects You can create a graphic object by drawing To create an object l Select the type of object you want to draw by clicking its tool in the toolbar The pointer becomes a crosshair when it is over the Label Preview area Drag to create an area for the object For two dimensional objects ovals rectangles and rounded rectangles drag diagonally Select your drawing tool E E ixiajo oe 3 zd Drag to draw the object Figure 16 6 Drawing a Graphic Hold down the Shift key as you draw to constrain the object to a regular shape Lines are constrained to horizontal or vertical rectangles are constrained to squares and ovals are con strained to circles When you have finished drawing the object release the mouse button PowerTrax Pro c
155. bset Selecting this command will change the current selection of records to show only those records which have been highlighted For example if you choose Show All from the Select menu Power Trax Pro will display all the records for the table you are working in If you highlight two records from that list and then choose Show Subset the list will change to show only the two highlighted records O mit Subset If you make a selection of records from the current list and then choose Omit Subset PowerTrax Pro will remove those records from the list Note that this only removes the records from the cur rent list It does not remove the records from the database Quick Find Choose the Quick Find command to perform simple searches such as finding a particular contact by his or her last name See Chapter 10 for a detailed description of PowerTrax Pro s robust search capabilities Query Editor Use the Query Editor command to perform simple or complex searches such as finding all Con tacts whose last name is Smith whose Company is GS Enterprises and whose balance owing is greater than 5000 See Chapter 10 for a detailed description of PowerTrax Pro s robust search capabilities Query by Formula This command allows you to construct a formula to be used as a search criteria See Chapter 10 for a detailed description of PowerTrax Pro s robust search capabilities A 4 Appendix A Quick Sort Selecting this co
156. cal Field G 2 Glossary Input Form An input form displays the contents of an individual record You use input forms to add new records or to view and edit existing records The figure below shows an input form Salutation First Last Abernath Suffix ss Title President I Source 7 Company Southern Business Systems Nickname po Primary Address Address 1329 Huffman Street City State zip 27405 Country Usa Jl Location Ly 800 942 0504 910 272 3515 Figure G 2 A Typical Input Form List Window A list window is a window that displays some or all of a table s records in a list format Each row in the list represents a single record Each column represents a particular field A typical list window is shown below Contacts 1 429 of 1 429 Company Name Contact Type ee Abernathy Max Southern Busines Systems 829 Huffman Street Greensboro Dealer Abney Rod Anicom Atlanta 1725 Corporate Drive Norcross Distributor Ackerman Mark Atlantic Security System 3601 Trent Rd 6 New Bern Dealer Acosta Carlyle C M S Memphis P O Box 750485 Memphis Dealer Acuff Robert ADT Columbia 720 Gracern Road Columbia Adamezak Steve 4 D 1 Greensboro 301 Pomona Dr Greensboro Distributor Adams Pete Transcore 3500 Parkway Lane 600 Norcross Systems Integra Adams Steven R National Security Consulta 14 Catoma St Montgomery Dealer Adams Steve Tren Tech 3150 Old Hayneville Rd Montgomery Projects Dealer Adamson Steven PBT T
157. ce you create a Tab stop you can click and drag it to any location on the ruler To delete a custom Tab stop 1 Click and drag if off the end of the ruler 11 12 Letters Text Symbols By default text symbols such as carriage returns or Tabs are not visible in the Letter window If you wish to see the text symbols choose Edit gt Show Invisibles from the menu bar The text symbols will now be visible in the Letter window normal 8 E 1 Current date a a Dear Contacts First Name a a As per your recent request here is a list of some of the features and benefits of thea Data Strike database query engine from Soft Solutions a 3 Platform independent one set of code for both Windows and Mac Osa Fastest execution time Optimized for large databases Savedsearches available from filter pop ups Figure 11 19 Text Symbols Visible To hide the text symbols again choose Edit gt Hide Invisibles Style List The Style pull down list allows you to create and apply custom text formats for you letter The Style pull down list is only available when the ruler is visible Initially the Style pull down list is blank except for the Define Styles command File Edit Font Str O O IP gt Style Pulldown List Define Styles Figure 11 20 Style Pull down List You select the Define Styles command to create a new paragraph style or format Once a new style has been
158. ceived 0 00 Amount Applied 0 00 Unllocated 0 00 Payment Method v Payment Reference Open tems Order Date Customer Invoice Commissions Due Commissions Received Commissions Due Paid Items Unpaid Balance 0 00 0 00 Order Date Invoice Summary Commissions Due Commissions Rec d Commission Due Figure 7 14 Payments Input Form 3 Click the Transaction Type pull down list and select Invoice then press the Tab key Transaction Type Invoice Purchase Order Reseller Order Figure 7 15 Transaction Types 4 Click the Lookup button Principal Lookup Click to look up a principal Figure 7 16 The Lookup Button PowerTrax Pro displays a list of principals who owe commission payments to you Select a Principal Elmo Manufacturing Kalatel World Corporation Figure 7 17 Lists of Principals 7 12 Invoices and Payments 5 Highlight the principal you ve received the payment from then click Select All open items for that principal appear in the Open Items list Open Items Order Date 07 08 99 GlenCo TSN4100 5 00 00 07 08 99 GlenCo Flush Ceiling Mounted Housing 24 00 00 07 05 98 Soft Solutions Inc SE361 15 17 00 07 05 99 Soft Solutions Inc mm Ring CS to C 48 00 af Paid Items Unpaid Balance 345 65 0 00 Company Order Date 4 AM Figure 7 18 Open Items List 6 Tab to the Amount Received field and en
159. cking the small chart icon You select the field to search on by clicking it in the field list x Available fields M ID Contacts ID Companies FK ID Custom Fields FK Figure 10 8 Field List Comparison Area The Comparison Area shows the list of comparison operators This list changes dynamically depending on the field type that you select from the field list For example if you were to select a text field such as Last Name the Comparisons area would show all the comparison operators If you were to select a boolean field such as Gender Male Female the Comparisons area would show only the is equal to and is not equal to comparison operators Comparisons Comparisons is not equal to is greater than or equal to is less than is less than or equal to does not contain Comparisons for a text field Comparisons for a boolean field Figure 10 9 Comparison Operators You select a comparison operator by clicking it in the Comparisons list Values The term values refers to a string number date or time value you want to search on from the cur rent table You specify a value by typing an entry in the Value text box Figure 10 10 Value Text Box The FX button stands for Function and allows you to perform calculations on a series or set of values from related records 10 8 Searching and Sorting Line Control Buttons The Line Control buttons on the Query Editor dialog
160. current selection of records in the list window by using PowerTrax Pro s Quick Sort or Sort Editor features Quick Sort The Quick Sort dialog allows you to sort records on a single field 1 Choose Select gt Quick Sort or click the Sort button at the bottom of the list window to display the Quick Sort dialog Searching and Sorting Quick Sort 2 Sort By Company Name C City C State Zip Code Customer Type Sort Order Ascending Descending Detail Cancel Figure 10 23 The Quick Sort Dialog 10 17 2 Click on the field you want to sort by then specify either Ascending or Descending order and click OK PowerTrax Pro will display the current selection of records Sort Editor The PowerTrax Pro Sort Editor allows you to sort records on multiple fields Note that sorting on multiple fields does slow down the sort operation tom of the list window to display the Sort Editor Sort Editor Available Fields Sort Fields Formulas ID Contacts 23 ID Companies 23 ID Custom Fields 25 User ID Salutation First Name amp Middle Name ES Last Name LJ I Name Suffix EKE 24 Title A Company Name A Nick Name A Preferred Address Type 25 Preferred Address ID X Address1 Add Formula lodift Figure 10 24 The Sort Editor The list on the left side of the Sort Editor shows the fields that are available to sort on 1 Choose Select gt Sort
161. d fill in the necessary information You can leave the Shipping label blank If the billing and shipping addresses are different click each label in turn and fill in the data The Demographics Label Click the Demographics label to display the following input form Demographic Information Contact Type Source Status Industry Figure 4 5 Demographics Information Use the Demographics input form to enter information such as the contact type lead source sta tus and so on You can type directly in the fields or select entries from the pull down lists These fields are not required but are provided for convenience Contacts 4 5 The Sales Label When you click the Sales label you ll see the Sales Information input form Sales Information Sales Information Sales Team Region Terms Entered By Administrator w Credit Carat i h Exp Date Td Name onCard Figure 4 6 Sales Information The Sales Information input form is used to enter information such as which sales team the com pany belongs to what sales region payment terms and credit card information 2 Click and fill in each label as required After you fill in an input form and click OK the new information appears on the label on the New Contacts input form Contact lt Bob Hoffman Bob Hershey Display Systems Phones and email 770 451 6655 Work 770 451 9988 Fax bhoffman hersheydisplay com www hersheydis
162. d print labels The Label Wizard contains settings for designing labels and positioning the labels on label paper For example when producing mail ing labels you might want a label design that includes the person s first and last name on the first line the street address on the second line and so on As part of the design the Label Wizard enables you to specify the number of labels on the page and the margins of the label paper so that the label text 1s centered within the labels The Label Wizard consists of two pages the Label page and the Layout page each identified by a tab at the top of the dialog box You use the Label page to specify the content of the label and the Layout page to define the size and position of the labels on the page When you create a satisfactory label design you can save it to disk so that you can reuse it Opening the Label Wizard To open the Label Wizard 1 Choose File gt Print to display the Print Selection dialog then select the Label Editor item PowerTrax Pro displays the Label Wizard Label Page The Label page contains settings for designing and formatting labels The Label page contains the following elements Fields List This area displays the names of the fields in the current table in a hierarchical list If this table is related to other tables the foreign key fields have a plus sign on Windows or an arrow on Macintosh You can display fields from the related table by expanding
163. dd button A blank Products input form appears Principals Products Principal World Corporation Product Name Summary List Price 0 00 CA Details ley Principal Pricing Ard Business Activity Product s NEM Model Sn Part P KA Category O 1 Unit of Measure o weight o Taxable Color x Size Other Default Selling Price 0 00 Acrobat Brochure File Name Loc Digital Brochure File Name Loc Digital l Archive Description Picture Figure 2 15 New Product Input Form 2 10 Principals 2 Complete the product data by filling in the applicable fields on the Details Tab Which fields you fill in will depend on the type of product For example certain products might require you to fill in the Color and Size fields For other products these fields might not be needed The Principal and Prouct Name fields are mandatory This means that you cannot save the Product record if these fields are left empty All other fields are optional The Digital Archive and Digital Brochure fields allow you to specify a filepath to an Acrobat PDF brochure or digital brochure for the current product These files can then be included as an attachment to an email or fax message The Picture field can be used to paste in a graphic image of the product The Principal Pricing Tab The Principal Pricing Tab at the bottom of the Product input form contains a
164. dding a Price Schedule 2 6 2 7 Adding a Principal HQ Record 2 2 Adding a Principal Sales Objective 14 6 Adding a Product 2 9 Adding a Product Record 3 2 Adding a Task 9 13 Adding an Activity Record 9 6 Adding Footers 11 16 Adding Headers 11 15 Adding Keywords 4 15 Adding Query Lines 10 8 Administration Command A 1 Aging Commission Report 15 2 15 4 aligning objects 16 7 using alignment tools 16 7 alignment tools Index X 1 Align Center Vertical tool 16 7 Align Right tool 16 7 Alpha field formats in quick reports 15 24 15 25 Apply Formula Command A 2 Applying a Price Schedule 2 10 3 3 Assigning a Price List 5 12 Assigning multiple price lists 5 13 Automatic Width check box in Quick Report editor 15 10 Banners 9 9 Adding 9 9 Defined G 1 Editing 9 11 borders setting patterns of 16 11 Break area in quick reports 15 10 Break columns description of 15 23 displaying repeated values for 15 23 break fields labeling break rows 15 22 Break rows calculations in 15 22 hiding 15 25 inserting 15 21 labeling 15 22 Building a Search Condition 10 11 Built in Reports 15 2 Buttons 1 10 Add 1 11 Calendar 9 3 Cancel 1 12 Delete 1 11 1 12 Done 1 11 Input Form 1 12 Letter 1 11 List Screen 1 11 Index X 2 Next 1 12 Omit Subset 1 11 Previous 1 12 Save 1 12 Search 1 11 Show All 1 11 Show Subset 1 11 Sort 1 11 C calculations adding to reports 15 22 15 23 in quick reports 15 22 Calendar Adding
165. de All Records Records 4 ens Detail Suramary Forr matting Detail Summary Show Cents sa al Cancel Ok Figure 15 5 Orders Report Dialog 4 Select or enter the starting and ending dates for the period you want to report on Click one of the Order Type radio buttons to specify the type of order you want to report on 6 Click any Sort by radio button to specify how you want to sort the report by principal cus tomer or sales team 7 Specify whether you want to report on all records in the database that match the date range or only those records contained in your current selection of records 8 Click either Detail or Summary 9 If you want to show cents as well as dollars on your report click the Show cents checkbox then click OK After a few seconds the Page Setup dialog for your printer appears 10 Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears 11 Click Print to print the report Reports 15 7 Printing the Product Sales Report Click the Principals button on the Navigation Palette to open the Principals table Highlight the principal record you want to print the report for then choose Select gt Show Subset from the menu bar You should now see only your highlighted record in the list Choose File gt Print A dialog appears showing a list of print ite
166. dress company shipping address and a personal address To edit or view each of the address types 2 Click the View Edit pull down list and select the address you wish to view or edit dew Edit Company Main f Click the pull down list Company Main and select an address Company Billing Company Shipping Personal Figure 4 14 View Edit Address List When you choose an address type from the pull down list the address information for the selected address appears in the fields below Address info for Company Main Address Info for Company Billing Address Information Address Information Mew Edit f Company Main y dew Edit f Company Billing Address 1 BOO Cottonwood Street Address 1 PO Box 300 Address 2 Lower Level Address 2 Station A Address 3 Address 3 City Sherwood Pak City Sherwood Pak State tN Zip Code Boss State TN Zip Code 50555 Figure 4 15 Different Address Info 4 10 Contacts 3 Make the changes to the selected address When all address information has been entered you can select which address you want to use for that contact by clicking one of the Preferred Address radio buttons Click Preferred Address Company Main Company Billing Company Shipping Personal Figure 4 16 Preferr
167. ds to a group of contacts you would add the keyword Christmas Card to each contact record in the group When the time comes to send out the cards you would simply do a find on the keyword Christmas Card and PowerTrax Pro will return the tagged records You can then print address labels for the selected Contact records and send the cards To add a keyword 1 Click the Plus Sign icon on the Info tab The Edit Keywords dialog appears Edit Keywords Figure 4 27 Edit Keywords Dialog 2 Click the Add button then type your keyword in the text box that appears 2 E Type the text of the item to add Figure 4 28 Creating a New Keyword 3 Click OK to save the keyword To apply a keyword to a contact record 1 Click the Plus Sign icon on the Info tab The Edit Keywords dialog appears showing a list of available keywords 4 16 Note Contacts Edit Keywords Christmas Card Figure 4 29 Selecting a Keyword 2 Select the keyword you want then click Done The selected keyword will be applied to the contact record El Christmas Card S To remove a keyword from a contact record 1 Click the keyword in the list on the Info and Keywords tab then click the Delete icon The Other Info section on the Info and Keywords tab is used to enter additional information about the contact such as their e mail address primary fax number and the best contact time Other I
168. e Lookup button PowerTrax Pro displays a list of principals who you have open Pur chase Orders with 8 20 Reseller Transactions 3 List of Principals Select a Principal Elmo Manufacturing Kalatel World Corporation Figure 8 34 Lists of Principals Highlight the principal wish to pay then click Select All outstanding Purchase Orders for that principal appear in the Open Items list Open Items Order Date Amount Received 08 12 99 htacadamia Nutz 159 20 00 159 20 12346 08 1299 Chronos Design 79 20 00 79 20 12346 08 12 09 Chronos Design 230 40 00 230 40 XYZ100 08 12 99 Macadamia Nutz 396 00 00 396 00 XYZ101 g Paid Items Unpaid Balance 5 60 0 00 Company Order Date Amount Paid 4 zu Figure 8 35 Open Items List Tab to the Amount Paid field and enter the amount of the payment then press the Tab key For example if you re paying two Purchase Orders worth 526 40 enter that amount Amount Paid 525 40 Figure 8 36 Entering the Payment Amount Enter the method of payment by selecting a choice from the Payment Method pull down list You can also enter additional information such as a check number in the Payment Reference field optional Payment hethod Check Payment Reference Check 12346 Figure 8 37 Payment Method and Reference Reseller Transactions 8 21 8 Click and drag the item you wish to pay from the Open Items area to the
169. e Any Y Last Name Any Y Principal is Any Y Figure 9 6 Search Dialog The Search dialog allows you to search on one or more activity fields at a time For example you could search for activities where the date is before April 4 2000 or you can search for activities where the date is before April 4 2000 and the contact s last name is Smith 9 6 Scheduling 2 Select the field you want to search on by clicking its pull down list and selecting a comparison operator starts with contains is exactly and so on then enter the value you want to search for in the text field that appears Select a comparison operator Activity s Date is before or on Y Pima Enter a search value Any Type is Summary contains Y Hemo Figure 9 7 Configuring a Search When you search on more than one field PowerTrax Pro always uses the And conjunction operator In the illustration above the search would be expressed as Find activities where the Date is before or on April 21 2000 AND the Summary contains demo This means that PowerTrax Pro will only find activity records that match both search values 3 Click OK to perform the search If PowerTrax Pro finds only one matching activity record it will display the calendar page where that activity is found If more than one matching activity record is found PowerTrax Pro will display those activities in a list for you to select from Activities An acti
170. e Formula Editor appears Query by Formula 2 Enter Formula Keywords Companies gt Routines 11D Companies 4B0RT ID Company HQ FK Abs j ID_User_FK ACCEPT Company Name ACCUMULATE Sales Region ACI folder ID SalesTeam FK Activated Query in selection Save Load Cancel Figure 10 22 Figure 1 28 Formula Editor 2 Type your function in the Enter Formula text box or click to select operators fields and func tions from the scrolling lists at the bottom of the dialog Your formula can only be one logical line long This means that you cannot press the Return key and start a new line However if your line is too long it will automatically wrap to the next line in the Editor window Here is an example of a formula that will search for all records where the last seven digits of the Fax Number field are 4678859 Substring Primary Fax Number 4 7 2 40678859 3 After you create your formula click OK to perform the search To save your formula to disk 1 Click the Save button The standard Save dialog appears allowing you to name the formula and select a location to store it 10 16 Searching and Sorting To load an existing formula 1 Click the Load button The standard Open dialog appears allowing you to select a formula For more detailed information about creating formulas please see the PowerTrax Pro Formula Reference Record Selection The
171. e Signature BinHex 1988 PICT Encoding ULlEncode Hi Rnh Fig 13 13 The Encoding Pop up In the PowerTrax Pro e mail window a paper clip will appear in the first column for any mes sages that have enclosures Fig 13 14 Paper Clip Icon Printing your Messages To print any e mail messages 1 Select one or more messages in the PowerTrax Pro e mail window and click the Print button Or Print the open message by clicking the Print button in the current message window After you click the Print button the Page Setup dialog box will appear Choose any page setup options you want and click OK The Print dialog appears 3 Choose any printing options then click OK to print your selected messages Finding Messages or Addresses The Find button can be used to find e mail messages in the PowerTrax Pro e mail window e mail addresses in the Address Book or e mail groups in the Address Book Finding E mail Messages To find an e mail message 1 Open the e mail folder you wish to search through and click the Find button Using E mail 13 9 JERE Icy LGG O LITU IN VUN M M M _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ a A i Vue iie fU PPP peces iuo on Pr Pn 2 Sees 25 Y DENN gis UC gum sse y eem E I ss cee beba J s hara x x rr 0 i60 O Ww teply Forward Find Delete Prin
172. e default reminder time is not what you want simply type your own reminder time in the Reminder time field X Remind Me Reminder Time 12 21 PM Figure 9 28 Reminder Time When the specified time arrives PowerTrax Pro will display the Task input form for this task on your screen as a reminder that you have scheduled this task 9 After you ve filled in all the task information click the Save icon to save the new record Once you ve completed a task you can open the input form for that task record and select the Completed checkbox Completed X Yes Figure 9 29 Marking a Completed Task To view your tasks for any particular day 1 Double click the day on the Calendar A dialog appears showing all the activities and tasks for the selected day Items for Administrator on Monday April 12 1999 Activities Starts Ends Type Activity 9 00 4M 2 30 PM Training Tasks Le Y Remind 7 Notes 12 00 AM Prepare sales projections Scheduled tasks 12 00 4M Pick up brochures appear here Figure 9 30 Activities and Tasks Scheduling 9 17 Schedule Management The features of the PowerTrax Pro calendar are ideal for creating and monitoring your own per sonal schedule If you re a sales manager you can use PowerTrax Pro s schedule management tools to supervise the schedule for your entire sales team or to get a broader view of the sales activ ities being carried out in
173. e edge inwards to shorten the duration Figure 9 20 Shortening a Banner Working with Multiple Calendars When scheduling activities and tasks in a team environment it s important that team members are aware of each others commitments so that scheduling conflicts are avoided You can use the Pow erTrax Pro Calendar window to see other team members schedules You can even view multiple Calendars at one time so that you can share tasks and activities with other members of your team To view the Calendar for another user 1 Click the All Activities button on the Navigation Palette A dialog appears showing a list of users 2 Select the name you want from the list and click OK PowerTrax Pro will display the Calen dar for the selected user Copying and Moving Activities To copy or move an activity to another user s calendar 1 First make sure both your Calendar and the other user s Calendar are open Calendar for Administrator 17 18 104M Con WEGEN EN NN Figure 9 21 Multiple Calendar Windows Scheduling 9 13 2 Click the activity you want to share and drag it from your Calendar to the appropriate day on the second Calendar then release the mouse button PowerTrax Pro will display a dialog ask ing if you want to copy or move the Activity f Copy the Appointment Include the other person in this appointment C Move the
174. e item amount in the Amount field Click OK The Delete Button mi To remove any line item or special line item highlight it in the list on the Orders input form then click the Delete button 5 After you ve added all the desired line items and any special line items required click the Save button at the bottom of the Orders input form to save the new record Once your quote order or purchase order is complete it can be printed or faxed directly from within PowerTrax Pro See Printing a Transaction and Faxing a Transaction later in this chap ter for details Editing a Line Item There are two ways to edit line items directly on the Orders input form and by using the Edit Line Items input form The first method is probably the most common For example when you add a line item to a quote or order the default quantity is always 1 If the customer wants a larger quantity you have to edit the quantity of the line item To edit a line item on the Orders input form 1 Hold down the Command key and double click in the column that you want to edit 2 Once the column is highlighted enter the new value then press Tab to update the column Reseller Transactions 8 9 Using the Edit Line Items Input Form The second way to edit a line item is to use the Edit Line Items input form l Double click the line item you wish to edit The Edit Line Items input form appears Orders Line Items
175. e record immediately following the one you are viewing If you re adding a new record or viewing the last record in a collection this but ton will appear blank The Delete button Click this button to delete the record you are currently viewing or editing and return to the list window Since this action will permanently remove the record PowerTrax Pro will display a dialog asking you to confirm your action The Cancel button Click this button to close the input form and cancel any changes you ve made to a record The Save button Click this button to close the input form and save any changes you ve made to a record PowerTrax Pro Menus The menus in the PowerTrax Pro menu bar give you access to the commands you need to perform most of the tasks you ll do while working in PowerTrax Pro This section gives an overview and brief description of each menu For descriptions of the commands in each menu see Appendix A The File Menu The File menu allows you to open tables import and export records and print The File menu also provides access to Administration functions and user preferences Open Table 0 Preferences Administration File Preferences Import Export Print Quit Figure 1 18 The File Menu Getting Started 1 13 The Edit Menu The Edit menu contains standard Windows or Mac OS commands for manipulating text and graph ics Please see the documentation that came with your op
176. e rejected with an Invalid Username error For information on installing and setting up WinFax Pro or 4 Sight Fax please consult the documentation that came with your WinFax Pro or 4 Sight Fax product Faxing and PDF Generation 12 3 Fax Server Preferences Before you can fax from PowerTrax Pro you must specify which fax server will be used as the default whenever you fax from within PowerTrax Pro This is done using the Fax Server prefer ences panel General PDF Writer Activity Defaults Fax Server Password General PbFWriter Activity Defaults Fax Password Name Name Type Type Zone gone Driver Address Cancel Save EN Click to Connect W indows Fax Server Prefs MacOS Fax Server Prefs Figure 12 1 Fax Server Preferences Setting Fax Server Prefs on Windows Before saving your Fax Server preferences you must establish your WinFax Pro print driver as the current printer 1 Choose Settings gt Printers from the Windows Start menu 2 Right Click the WinFax Pro icon in the Printers directory and select Set as Default 3 Return to PowerTrax Pro and choose File gt Preferences 4 Click on the Fax Server panel If the settings shown on the panel are correct click Save Setting Fax Server Prefs on Mac OS To set your Fax Server preferences you must connect to the 4 Sight Fax server 1 Choose File gt Preferences from the PowerTrax Pro menu bar then click the F
177. earching and Sorting 10 5 To select a query filter l Click the Search button at the bottom of any list window The Query Filters dialog appears Query Filters Y filters for Contacts filter description Balance gt 5000 Customers who owe us 5000 or GYYR Contacts more GYYR Customers Click here to show or hide the list of filter descriptions Figure 10 5 Query Filters Dialog The dialog shows a list of all available query filters If the person who created a filter added a description to it the description will appear in the Filter Description list at the right side of the dialog You can show or hide the Filter Description list by clicking the small handle icon Select the filter you want to use then click the Query button PowerTrax Pro will execute the search and return any matching records See The Query Editor below for details about how to create a new query or edit an existing query The Query Editor The Query Editor allows you to create your own custom search conditions You can use the Query Editor to create simple or compound searches You can also save your search conditions to disk for later use To open the Query Editor l Click the button on the Navigation Palette that corresponds to the records you want to search For example click the Contacts button if you want to search Contact records Choose Select gt Query Editor The Query Filter
178. ect The price schedule is assigned Sales Information P Price Schedule Status Sabre Manufacturing Bronze 12 22 99 Active Figure 4 10 Price Schedule Assigned 3 Once you ve filled in all the information and assigned one or more price schedules click OK PowerTrax Pro will create two records one contact record and one company record The remainder of this chapter describes how to view and edit the information in a contact record For details about how to view and edit a company record see Chapter 5 Contacts 4 7 Adding a Contact for an Existing Company Sometimes you ll need to add a contact record for a company that already exists in your Power Trax Pro database For example a company might assign an additional buyer to deal with you You can add a contact to an existing company from either the Contacts table or the Company table Adding from the Contacts Table 1 Click the Contacts button on the Navigation Palette then click the Add button at the bot tom of the list screen The New Contacts Data Entry input form appears 2 Click the Contacts label to display the Contact Information input form Enter the contact s name in the appropriate fields 4 Enter the name of the company in the Company Name field then press the Tab key Power Trax Pro will look up the company information and fill in the rest of the labels for you 5 Click OK on the New Contacts input form to
179. ects Dealer Adamson Steven PBT TA 600 West Peachtree St Atlanta 4 amp E firm Agresta Dean Grand Central Security Pr 849 Pickens Industrial Dri Marietta Distributor Agresta Tony Grand Central Security Pr 849 Pickens Industrial Dri Marietta Distributor Aitken Al Advanced Security amp Cont 3601 Clearview Place Atlanta Dealer Alexander Barry SecurityLink Birmingha 533 University Blvd Birmingham Alexander Barry 4 D 1 Birmingham 211 Summit Pkwy Homewood Distributor Alford Mark ADT Huntsville 993 Sparkman Dr Huntsville Dealer Alford Trent Dialarm P O Box 586 Dyresburg ola ol a aA e eme y Add Search Sort Show All Show Omit Delete Letters Done Subset Subset Figure 1 13 The Contacts List Screen 1 10 Getting Started List Screens Information in a table is divided into records Each record contains one or more data items For example a contact record will contain items such as the contact s name address and phone num ber You can add delete find and sort records in a table A list screen 18 a window that displays some or all of a table s records in a list format Each row in the list represents a single record Each column represents a particular field See Figure 1 12 above When you double click a record in the list screen PowerTrax Pro opens that record and displays its contents in an input form Input Forms An input form displays the contents of an individual record You use input forms to add
180. ed Address Radio Buttons For example if you want the Company Main address to be used for this contact click the Com pany Main radio button If you want the Company billing address to be used click the Company Billing radio button and so on The address you select as the Preferred Address will appear on the address label of the main contacts input form 4 Once you ve made the desired changes click the OK icon to return to the main Contact input form The revised contact information appears in the address label Editing Phone and Fax Numbers To edit phone and fax information on the main Contact input form 1 Click and drag the mouse to highlight the information you want to change then type the new data entry Extension Location Phone Number S 12053221861 Ar 1 205 326 3350 Figure 4 17 Editing Phone Information 2 Change the location by selecting a different type Work Fax Cellular and so on from the Location pull down Location Beeper Cellular Fax Toll Free Yoice Mail Figure 4 18 Phone Number Types To delete a phone number select it in the list then click the Trash Can icon Contacts 4 11 The Activities Tab You use the Activities Tab at the bottom of the Contacts input form to view add delete and edit activities related to the current contact Activities created for this contact using the PowerTrax Pro Calendar see Chapter 9 will also appear o
181. ed object contains concatenated fields the last field is removed is removed from the object If you want to delete the entire object continue pressing the Backspace or Delete key Specifying the Label Layout You specify the label layout with the Layout page of the Label Wizard You can display the Layout page at any time by clicking its tab Labels Contacts Labels Order TIT EJ ick on the Be pg Starting Label Co Labels down 5 e Label Size Q Page Size L Automatic resizing Labels across Top Margin nE eli Left Margin Label width Label Height cn 4 j cn Horizontal Gap Vertical Gap Unit Labels per Record Standard Code Method to apply No Method p Apply once Q per Label e per Record Figure 16 14 Layout Page The Layout page contains the following elements Orientation and Labels Order Buttons These buttons enable you to specify the page orien tation and the order in which information is assigned to labels Labels Across and Down Boxes These boxes are used to control the size of labels by speci fying the number of labels that appear on your label paper Labels 16 13 Layout Preview Area This area provides a reduced view of how an entire page of labels will look based on the dimensions you enter in the Label Wizard The page preview also reflects the paper size selected in the Print Setup dialog box You can also select
182. edule forwards or backwards horizontally click the left and right arrows By default the left and right arrows move the schedule by one day at a time You can move forwards or backwards one week at a time by clicking the button and selecting week instead of day Print Delete Day 4 ii Ju Select Day or Week then click the left or right gt arrows to move the schedule forwards or backwards Figure 9 39 Moving the Schedule Hiding and Displaying Banners Banner events events that cover more than one day are always displayed at the top of the sched ule If you want to hide the banners click the Hide Banner button When banners are hidden the button label changes to Show Banner Click this button to display the banners again Hide Banner Click to show or hide banners Top Click to move to the top of the schedule Figure 9 40 Banner and Top Buttons If you re scrolling down through the schedule you can return to the top of the screen at any time by clicking the Top button Scheduling 9 21 Viewing Activity Details If you d like to see the details of any particular activity or banner shown on the schedule double click the item The Activities input form for that activity appears a Activity O Banner E Private Contact of Chronos Renovation Sup Type Meeting y Color Eo Summary Start Date 04 24 2000 w Start Time 10 00 aM End Tirne 11 00 am Notes
183. edulePack for Mac Upgrac 104 25 Upgrade Soft Solutions Inc SchedulePack for Win Develo 221 25 Valid for 1 Develo Soft Solutions Inc DataStrike 246 75 i i Soft Solutions Inc SchedulePack for Mac Develc 221 25 Valid for 1 Develo Soft Solutions Inc SchedulePack for win Deployrr 221 25 Valid for 1 year fi Figure 8 14 List of Products 3 Highlight the product s you want then click the Select button The selected products appear in the Line Items list Special Line Items In PowerTrax Pro chargeable items such as shipping sales tax insurance or other services are classified as special line items 4 Click the Add Special button The Special Line Item dialog appears special Lineltem records Add Shipping Costs Shipping Amount Oo L Calculate Sales Tax Add another cost item Item category v Amount 0 00 Figure 8 15 Special Line Items Dialog To add shipping Click the Add Shipping Costs checkbox Enter the shipping amount in the Shipping Amount field Click OK 8 8 Reseller Transactions To add sales tax Click the Calculate Sales Tax checkbox if applicable PowerTrax Pro will calculate any sales tax owing on the chargeable line items Click OK To add additional special items Click the Add another cost item checkbox Make a selection from the Item category pull down list Enter th
184. ee Chapter 10 Performing Searches for details of finding selections of records With the appropriate selection of records displayed click the Letters button at the bottom of the Contacts list window PowerTrax Pro displays a list of available letters Letter Name Letter Type Introduction Sales Letter to new prospects Collection Letter Accounting Overdue Account Notice Followup Letter Sales Followup new contacts Press Release 1 Marketing Figure 12 2 List of Letters Double click the letter you would like to view The input form for the selected letter appears 4 Click the appropriate button for the operation you want to perform Fax BrdCast Figure 12 3 Fax Buttons The Fax Merge Options dialog appears Use this dialog to customize and your faxes cover pages and delivery options Faxing and PDF Generation 12 5 Send O ptions Cover Page Information Cover Page Related V Use Cover Page Confidential y Subject Credit Application Review Comments Fax Merge Options V Fine Resolution Gray Scale Delay Options F Urgent 12 2 98 4 58 PM Recipient Info 1 of 13 Contacts will be merged v Create Contact History Record Enclos ures Control 3 Number of files enclosed 1 E CIUS e ae C VAutoAuctionC P H 4 rtf Enclose Cancel Fax Recipient Information Enclosures List Cancel amp Fax Buttons Figure 12 4 Fax Merge Options Dialog 5 Click the Fax button at the botto
185. elect the year that you want to set the objective for 3 Click the Sales Team pop up and select the team that you want to set the objective for Select a fiscal year Pick an objective type Objectives For Sales Team Goals 450 000 Rep Firm Fiscal Year 2000 Sales Team Selecta sales team Enter the overall team goal for the type of objective selected Figure 14 5 Adding a Sales Team Objective Click the Get Data button This activates the data entry area and loads any existing data for the selected sales team for the selected fiscal year If you re adding a brand new sales objec tive there won t be any data to load 5 Click the Objectives For pop up and select the type of objective you wish to create then enter the overall dollar figure you want the selected sales team to achieve in the Sales Team Goals field For example if you want the selected team to achieve 450 000 in gross sales you would set the Objectives For field to Bookings and enter 450 000 in the Sales Team Goals field Sales Objectives 14 5 Once the main sales team goal is established you can break that goal down into smaller objec tives by entering information in the rows and columns of the Objectives window s data entry area as in the illustration below To make data entry easier the names of customers that belong to the selected sales team appear in blue Warehouse lanufacturing International Company
186. emove the price schedule from the database The Business Activity Tab The Business Activity Tab on the Products input form allows you to see any transactions where the current Product is involved GA Details 7 Principal Pricing EL Business Activity NC Digital Systems 08 09 1999 08 09 1999 127 45 127 45 25 49 Southem Communicati 01 09 1999 01 09 1999 10 127 45 1 274 57 254 91 Southern Communicati 01 09 1999 01 09 1999 1 127 45 127 45 25 49 Southern Communicati 01 09 1999 01 09 1999 1 127 45 127 45 25 49 Digital World 01 09 1999 01 09 1999 1 134 95 134 95 26 99 al Totals 14 1 731 30 359 38 Figure 3 5 Business Activity Tab Products 3 5 The list on the Business Activity Tab will be empty until the current product is added as a line item to a transaction such as a quote order or invoice The information on the Business Activity Tab is for display only 3 6 Products In this chapter Contacts and C Ompa E Saa Adding a Contact Company Record occcccccncncncncncnnnnnnnnnnnnnnnnnnnnnnnos Editing a ontact RECO dai oa 4 2 Contacts Contacts and Companies A company is an organization that you sell to A contact 1s a person who works for that company You can have one or more contacts for each company in your database A company record contains information that applies to the entire organization pricing sales objectives sales history and so on A contact record holds informa
187. ent to Single Transactions If you receive a commission check that covers only a single invoice or order there is a quick way to apply the payment rather than using the Payments input form shown above Paying Single Invoices If you use invoices to track payments and commissions l Open the Invoices table then open the invoice record you wish to apply payment to 2 Click on the Payments Tab at the bottom of the Invoices input form M Line Items Payments Principal Payments Received Commission Payments Assigned Figure 7 22 Invoice Payments Tab 3 Click the Add button to the left of the Principal Payments list The Select Line Items input form appears Select Line Items to Pay 2 Line Item commissions to be paid El Add gt gt B lt lt Remove Copy All gt gt lt lt Remove All Amount Due 127 49 Payment Amount ET Amount Selected 0 00 Payment Date p1ms no Amount Not Selected 127 48 Payment Reference Payment Method v Cancel Dual Mode PCS Phone Figure 7 23 Line Items Payment Form 7 14 Invoices and Payments pe o Pe Y Select the line item you wish to pay then click the Add button to move it to the list of items to be paid If you want to apply payment to all the line items simply click the Copy All button to move all the items to the list of items to be paid Select Line Items to Pay i Line Item c
188. eo i graves iia 2 13 New Product Input Rois 3 2 Principal Paco T3D unies eios os cE i 3 3 Pace Schedule SIS ccena a 3 3 Price Schedules Added stetit votes a taie tuts uaa aide Deu adim Ova 3 4 B usmess ACV TDi 3 4 NeW Contact Input Por siont di 4 2 Contact into iS 4 3 Poon Emak tornan ni 4 3 Address InfOrtmatlOD lt A AA A 4 4 Demo srapnics Information did 4 4 Sale s AMA alc macesmaiaaasteysemeweamatentse 4 5 Completed Information Labels 4 5 Price Schedule Controls mesi 4 6 Listo Price Schedules ui teniente a tecum Eu Sud 4 6 Price Schedule Aston dan ani tesi oue Po eects 4 6 Create Contact Input Onin d a st 4 7 Contacts pul Or load 4 8 Address Input PO dai is 4 9 VIEW Edit Address Esso siii ias 4 9 Dutterent oxdure stos aid 4 9 Preferred Address Radio Buttons ccccccccccccsssssssseecccceeeeeessesececeessaeeesees 4 10 Editing Phone T tOtTiatiODs ao 4 10 Phone Number TY DOS amados a 4 10 Ye ein Ral hice LOS 4 11 Contacts Calendar sados odds lean 4 11 Contacts Activity Lita A etu Ebo UI acies 4 12 Related Activities tor All USES ad id PII IUE OU E nete een RE Lt ii 4 12 Related Activities Tor One Usd M Eder 4 12 SpectHccACUvVIty Type amekin ta S eue MM EUN 4 13 New ZACUVICV IDE EOPITIa coco te sioiaantt Add 4 13 A AE NE AE E E E ASE AE 4 14 Edit Keywords Dial 4 15 Creating a New Key WO iae erae iia 4 15 Delecunp a e VW ONG tresses ices ea he eee oe Aas tos 4 16 Other Tito Tilda ao li paa 4 16 Notes Pilato 4 17 Cu
189. er Follow the instructions below Go to the Chooser and select the Adobe PDF Writer print driver Close the Chooser window Return to PowerTrax Pro and choose File gt Preferences Click on the PDFWriter Tab Ie General PDFWriter Password Name Tupe cone Driver Acrobat PDF Writer 5 If the settings shown on the Tab are correct click Save The Name will normally be assigned to modem or printer while the Driver will be assigned to the Acrobat PDF Writer Faxing and PDF Generation 12 13 Once the PDFWriter preferences are saved the PDF Writer print driver will automatically be selected when you print to PDF from PowerTrax Pro Creating PDF Documents This section describes how to generate PDF versions of your quotes orders and letters Remember you must specify the PDF Writer print driver as the default print driver before you can create PDF documents see previous section To create a PDF quote order or letter 1 Find the quote order or letter record you want then double click it to open it 2 Click the PDF button at the bottom of the input form The PDF Merge Setup dialog appears PDF Merge Setup Document Naming Options Q Auto Name O Prompt for duplicate filenames Post Print Options L Create PDF Log Record Dashboard 1 Contact records will be merged with the letter named Cancel PDF Figure 12 20 PDF Merge Setup The top section of
190. er the Power Trax Pro GoTo menu you ll see two commands Go To Contacts and Go To Companies You can use these commands to find a particular contact or company Finding a Contact To find a contact 1 Choose GoTo gt Go To Contact The Quick Find Contact dialog appears allowing you to find a contact or contacts by last name company name or phone number Quick Find Contact Goto Contact Enter the search criteria to locate the desired Contact LastName Cancel Figure 10 1 Quick Find Contact Dialog 2 Select the field you want to search on from the pop up menu type the search value in the text box and press the Tab key Multiple matches are displayed in a list for you to select from Select a Contact Company Name A Smith Bectronic Engineers Birmingham Barbara Bank amp Business Systems Bill Lectrolarm Cletis Bank amp Business Systems Dave Lingle Associates Matthews S F I Bectronics Duncan Mosler Birmingham George s Cycle Security Link N Charleston Shana The Word Smith Cardkey Systems Atlanta Pudio 4sual Communications A D I Austell Ken Smith Inc ee Figure 10 2 Multiple Matches If only a single match is found PowerTrax Pro will display automatically display the input form for that record Searching and Sorting 10 3 Finding a Company To find a company 1 Choose GoTo gt Companies The Quick Find Company dialog appears allowing to search
191. erTrax Pro you ll see the big picture without losing any details LEVY SARS HARI SIROUAY DANS YA SERS AROS USRI AE Q uote style Figure 11 21 Sample Paragraph Styles It is recommended that you create a default style to specify the normal body text for all your let ters You can then create and apply any other special styles that you require and save them with your style sheet To create a new style sheet l Click the Define Styles pull down list and select Define Styles The Stylesheets Definition dialog appears Stylesheets definition Stylesheets Preview The quick brown fox jumped over the lazy dog Characteristics Font v Size i2 v Color vi Plain Underline amp Standard O Bold Outline Q Superscript Italic Shadow O Subscript Revert Cre ox Figure 11 22 Stylesheet Definition Dialog 11 14 Letters 2 Click the Add button to activate the controls on the dialog Type a name for the new style in the text box provided Stylesheets Emphasis HILL sesoses hossonos Derete 7 Figure 11 23 Naming the New Style 3 Select a font color and font size from the pull down lists provided then select a type style by clicking one or more of the checkboxes at the bottom of the dialog For example if you want the new stylesheet to display text in bold click the Bold checkbox The Preview section of the Stylesheets Definition dialog changes dyna
192. erTrax Pro to find only those records where both conditions are met The following records would be returned from our hypothetical database First Name Last Name Glenn Smith The Or Operator Use the Or operator to check if at least one of two or more conditions is met For example 1f you were to use the Or operator and create the following search Last Name is equal to Smith Or First Name is equal to Glenn The Or operator tells PowerTrax Pro to find those records where either condition is met The fol lowing records would be returned from our database First Name Last Name Glenn Adams Glenn Smith Steve Smith The Except Operator Use the Except operator to return records if one condition is met but not if a second condition is met For example if you were to use the Except operator and create the following search Last Name is equal to Smith except First Name is equal to Glenn Searching and Sorting 10 11 The Except operator tells PowerTrax Pro to find those records where the first condition is met except when the second conditions is met The following records would be returned from our data base First Name Last Name Steve Smith Set O perators Set operators allow you to specify which group of records from the current table the query will be performed on O Figure 10 18 Set Operator Icons The table below reviews all possible Set Operator
193. erating system for a description of these commands Undo Cut Copy C Paste WY Clear Select All 36A Show Clipboard Figure 1 19 The Edit Menu The Enter Menu Use the Enter menu to add new records apply formulas and delete subsets of records New Record 3N Apply Formula Delete Subset Figure 1 20 The Enter Menu The Select Menu The commands in the Select menu allow you to find show and sort records Show All 36 1 Show Subset 2 Omit Subset 36 3 Quick Find 36F Query Editor 3E Query by Formula Quick Sort T Sort Order Set Operations Figure 1 21 The Select Menu 1 14 Getting Started The Tools Menu Use the commands under the Tools menu to apply special functions to records show the Navigation palette and display on line help Special Functions Navigation Palette Help a6 Figure 1 22 The Tools Menu The GoTo Menu The GoTo menu provides a fast method of performing a simple search for a contact or company GoTo Go To Contacts G Go To Companies Figure 1 23 The GoTo Menu For detailed descriptions of these commands see Chapter 10 of this manual The Windows Menu The Windows menu provides an alternate method for navigating between open windows Windows Companies Contacts Y Products Close All Windows Figure 1 24 The Windows Menu Principals In this chapter Mc MEDII Da AI M tE 2 2 Addos
194. es you specific legal rights You may have others which vary from state to state NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall Soft Solutions or it suppliers be liable for any damages whatsoever including without limitation dam ages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of the use of or inability to use this Soft Solutions prod uct even if Soft Solutions has been advised of the possibil ity of such damages Because some states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitation may not apply to you Governing Law This entire agreement shall be governed by the laws of the State of Georgia Power Trax is a registered trademark of Soft Solutions Inc Windows is a registered trademark of Microsoft Inc 4th Dimension 4D Compiler 4D External Mover and 4D are registered trademarks of ACI and ACI US Inc WinFax Pro is a trademark of Symantec Incorporated Table of Contents iii Table of Contents LUSCO FIQUECS casada KY Chapter I Geltung Started auna deL Losame Ea ecco toes ES AES Iter Treat entree een er art Eee bct ee dE 1 2 petuns Der ed Rede Ee HC OS uoti ee TPO rear PoE Cnet i nn AR gu incipiam ep aU ene sana TNE or 1 3 General Te Hee NCC eu iex m M MEL Ox LL eee eae 1 3 AO Records E a 1 3 Navigation Palette Preferences a a A 1 3 PDEW citer Prel re COS gre nr A
195. ess for creating all transaction types is essentially the same However some fields on the Orders input form will be different or unavailable depending on the type of transaction selected 1 Click the Orders button on the Navigation Palette to open the Orders table 2 Click the Add button at the bottom of the Orders list screen A blank Orders input form appears Filling in the Basic Information The top portion of the Orders input form allows you to specify basic information such as the trans action type the sales team involved and the billing and shipping addresses of the customer 1 The date field fills in automatically for you so press Tab to select the Type field 2 Select either Reseller Quote or Reseller Order from the Type pull down list Type Select Type Order Purchase Order Quote Reseller Order Reseller Quote Figure 8 2 Type Pull down 3 Enter the name of the customer If you enter just the first few letters of the customer name and press Tab PowerTrax Pro will look up the company name and fill it in for you P soft Sol Type in the first few letters and press Tab Customer Soft Solutions Inc PowerTrax Pro will fill in the rest Figure 8 3 Entering the Customer Name If multiple matches are found Powerlrax Pro will display them in a list for you to select from Note If the company only has one contact PowerTrax Pro will automatically enter that cont
196. ess label at the top left corner of the input form The Edit Principals Con tact Information input form appears Salutation l First MI La O suff Title J Nickname os Principal World Corporation tstsi lt Ss Address Information Address 1 PY Address 2 PY Address 3 PY City State Zip Code Country ao K El Copy Cancel Ok Figure 8 Principal Contact Information 4 Fill in the contact s name and title at the top of the input form 5 The address fields allow each principal contact to have unique address information This is extremely useful if you have a principal that has more than one office However if the contact has the same address as the main principal office you can click the Copy button at the bottom of the input form and PowerTrax Pro will fill in the address information using the main princi pal office address 6 Click OK to save the contact name and address 7 Fill in the phone fax and email information on the main Principal Contact input form then click OK The contact s name and information will appear in the list on the Contacts Tab The Price Schedules Tab Resellers Each Principal specifies one or more price schedules for their products Use the Price Schedules Tab to set up the different price schedules mandated by the Principal Once the price schedules are in place you can assign the appropriate schedules to each of your customers See
197. estination hierarchical menu 2 Choose File gt Print PowerTrax Pro displays a standard create file dialog box and asks you to enter a filename 3 Enter a filename and click the OK button PowerTrax Pro displays a dialog box that keeps you informed of the progress of the operation After the report is printed to a file PowerTrax Pro returns you to the Quick Report editor Remem ber to change the output device if you want to resume sending a quick report to a standard printer Print to Graph This option directs the report to 4D Chart PowerTrax Pro s plug in for plotting data When you choose the Graph item in the Print Destination hierarchical menu your report is presented as a graph rather than in tabular form 4D Chart uses only the summary calculations and labels in the Break row It uses the leftmost non numeric column for the Values axis the horizontal axis To use the Graph feature your report should Include from one to five numeric fields or formulas These columns will be assigned to the val ues axis in the graph Use one type of summary calculation per numeric field For example if you want to graph average sale by sales team you should create a quick report with two columns Total and Sales Team Use the Average summary calculation for Total oo Transactions Total Amount Due Transactions ID SalesTeam Total Amount Due ID SalesTeam SEE EERE EEE n n n n n nn nn EEE EERE EERE EEE EEE EEE EEE EE EEE EE EEE
198. eti tox 2 12 TNC ACUM Labarca a a 2 13 Chapter 3 PIOGUCIS sias einbringen aa M Adding a Product Recor diia 3 2 Adding a Price SCE GUNS 4 Sd 3 3 Deletimo a Price SCH GUNG mE M M M 3 4 Th Business Activity Lab ii ad dd 3 4 Chapter 4 Contacts iia el C ontacis and C ompaniteS uda ene cene tench dotado 4 2 Addins aq Contact Company Record cani 4 2 The Contact Information Label anidan ud o odia quels mud emissa aime tud ossi piis 4 3 The Phones and Email Label DO aa 4 3 Billing and Shipping Label Session dia ciilid 4 4 The DemoetapniCs Lal A A A a 4 4 A A TE hoes 4 5 ESE a O AAA O 4 6 Adding a Contact for an Existing Company oooooocnccnnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnannnnnnnnnns 4 7 Addins from the Contacts Tablero ew tore tu cod Gro ees 4 7 Adding tromthe Company Table A ii 4 7 Editino a RIOT CIO ERR c T PTT 4 8 Editing the Nime and Address act bec ete ie tac d UM dediresunte dut onn dac eee enh 4 9 Editing Phones and Fax N mber o beri toe ts eut a 4 10 BIS CEVA CS Tania 4 11 The Contacts Calendari dadas 4 11 Ene NCU VIS Lt ia 4 12 Adding an ACA eli iiduao 4 13 Adding an Activity to Multiple ContactS oooocccnncncncnononocnnnnnnnnnnonnnannnncnnnnnnnnnnananonss 4 14 Tie Ibo De oscura tot docs ep dia ENT A ber E mT AN T E AAE E ieee Oran re 4 14 Workine wit Key Words tit damask 4 15 Contact IN OF Sutra 4 17 The Gut Mom ai cis 4 17 OI EIC M Ero MUERO CON NE 4 18 O 4
199. eting Columns As you specify fields for your quick report you may want to remove some columns to place them elsewhere Or you might want to delete the column from the report To delete a column using the Quick Report menu bar 1 Select the column you want to delete 2 Choose Delete Column from the Edit menu PowerTrax Pro removes the selected column from the quick report form To delete a column using the Quick Report pop up menu 1 Hold down the mouse button on the column header The Quick Report pop up menu appears 2 Choose Delete Column from the pop up menu Replacing Columns You can replace a column in the quick report by dragging another field over it You can also replace a field with a formula To replace a column 1 Drag a field from the Fields list to the column you want to replace OR Select the column you want to replace and choose Edit Column from the Edit menu OR 15 16 Reports Hold down the mouse button on the column header to display the Quick Report pop up menu and choose Edit Column The Formula editor appears 2 If you displayed the Formula editor enter a formula for the column 3 If you want to assign a field to the column you can simply use the field name as the formula When you print the quick report PowerTrax Pro prints the results of the formula for each record that appears in the Detail row See Adding Formulas to a Quick Report on page 15 16 for infor mation about addin
200. ewsletter you can add a company keyword named newsletter to those company records This makes it easy to find those records and print mailing labels when your newsletter is ready to be sent out Use the Keywords list on the Info Tab to add and edit keyword information for the current company Ke rds Keyword Summary Figure 5 5 Keywords List To assign a keyword to the current company 1 Click the Add button to the left of the Keywords list The Edit Company Keywords dialog appears showing a list of available keywords Companies 5 5 Edit Company Keywords PSA Kalatel Dealer less 10 Add 1234 Edit Delete Figure 5 6 Edit Company Keywords Dialog 2 Select the keyword you want from the list then click the Done button The keyword will appear in the list on the Info Tab To create a new company keyword 1 Click the Add button to the left of the Keywords list The Edit Company Keywords dialog appears 2 Click the Add button on the Edit Company Keywords dialog A dialog appears allowing you to enter the new keyword Sa R Type the text of the item to add Cancel Figure 5 7 Adding a New Keyword 3 Type the text for the new keyword item then click OK To delete a keyword 1 Select it in the list on the Edit Company Keywords dialog then click the Trash button Pow erTrax Pro will ask you to confirm your action before deleting the keyword
201. for a company by name Quick Find Company Enter the Company Name below and then press tab gt Figure 10 3 Quick Find Company Dialog 2 Type the company name in the text box then press the Tab key If PowerTrax Pro finds multiple matches to your search they will be displayed in a list Select the one you want from the list and click Select If only a single match is found Power Trax Pro will automatically display the input form for that record The Quick Find The Quick Find command allows you to perform more complex searches than the GoTo method because you search on more than one field The examples below show some of the possibilities Last Name is equal to Smith and First Name is equal to Allen Last Name is equal to Taylor or First Name is equal to Brent OX Company Name is equal to ABC Company To perform a Quick Find Click the button on the Navigation Palette that corresponds to the records you want to search For example click the Contacts button if you want to search Contact records 2 Choose Select Quick Find from the menu bar Or hold down the Control key and click the Search button at the bottom of the list screen 10 4 Searching and Sorting The Quick Find dialog appears o Quick Find a Fields to Query Last Name First Name Company Name City Source Contact Type Status And Or Quer
202. formation exists in the company record the billing and shipping address fields will default to the main company address E 2 pin e Soft Solutions Inc al Ech A Ship Soft Solutions Inc Bobby Cox E Bobby Cox Main x 2900 Chamblee Tucker Road Main x 2900 Chamblee Tucker Road Bldg 12 Suite 200 Bldg 12 Suite 200 Figure 8 10 Automatic Data Entry If necessary you can change the billing or shipping address by selecting different addresses from the Bill to and Ship to pull down lists or you can edit the information in the address fields directly Adding Special Instructions If you click the Note Pad icon a dialog appears allowing you to enter any special billing or ship ping instructions Click here to enter special instructions c D Bill e 99ft Solutions Inc Bobby Cox Main x 2900 Chamblee Tucker Road Bldg 12 Suite 200 Figure 8 11 Special Instructions 2 Make sure all the basic information is accurate before adding the line items 8 6 Reseller Transactions Adding Line Items The Line Items Tab is where you enter specific order information such as line items payment terms and how and when to ship Line Items Order Details Payments Cust PO y Terms x Shipper E Method y CAC Price mount bue Comm Reo comm Ou Split Other gt Delete Sub Total 0 Total Commissions 0 Total Amount 0 Current Balance 0 Fig
203. found a dialog appears showing a list of matches to choose from Select a Contact Company Name A Smith Bectronic Engineers Birmingham Bank amp Business Systems Lectrolarm Bank amp Business Systems Lingle Associates Matthews F 1 Bectronics Duncan Mosler Birmingham George s Cycle Security Link N Charleston Shana The Word Smith Cardkey Systems Atlanta Pudio 4sual Communications A D I Austell Ken Smith Inc cancel Figure 9 15 Multiple Contact Matches If you type a name like Bob Smith PowerTrax Pro will look for first name Bob and Last name Smith If you type Bob Bob with a space after it PowerTrax Pro will search for all contacts with the first name Bob 3 Select a user name from the For pull down list If you re viewing your own Calendar your user name will be initially selected The pull down list allows you to select other users so that you add banners to their Calendars If you select another user s name the banner will be added to that user s Calendar after you save the record 4 Select the type of banner from the Type pull down list Or enter the first few characters of the activity type you want and press Tab PowerTrax Pro will find the type that matches your entry and fill it in for you Type a few characters then press Tab PowerTrax Pro fills in the rest Tupe Tupe Note Scheduling 9 11 5 Type a short summary of the
204. g Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig 11 31 11 32 11 33 11 34 11 35 11 36 11 37 11 38 11 39 11 40 11 41 11 42 11 43 11 44 11 45 11 46 12 1 12 2 12 3 12 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12 16 12 17 12 18 12 19 12 20 12 21 13 1 13 2 13 3 13 4 13 5 13 6 13 7 13 8 XXIi VIEW Footer OPO aara iaa 11 16 Addins Footer Mionna Ohsas medtemnacaetiueey oun eta ents 11 16 Footer Information in Document occcccncnnocnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnannncnnnnnnnnnnnos 11 17 Addo GTA NIC esaer e rei T 11 17 Addis Fe Sear E A 11 18 choosed TaD emg tr ae per Tete a smo ee ee Inert a aC ere a 11 19 Selecta Pida inedito 11 19 Field hisertedanto Letter bars io T 11 19 Insert Expression DIAS a 11 20 Expression Inserted a 11 20 Selecting the Material to Publish oooccccccccnoononocnnncnnnnnnnnnnnnnnncnnnnnos 11 21 Pobla Dralo acia daa 11 21 6 08 Eus A rr 11 22 serune a Date Caca dia 11 22 Choose Format Dial its 11 23 Formatted Time EalculatOM sica 11 23 Pax server Prelerences airada 12 3 ETO DSC REN T TTE 12 4 Po BUOD O O OO O 12 4 Fax Merse Options Dial Seress 12 5 Cancel and Fax DUNAS a oea ib UT ad estu de 12 5 Sender IN orma Mania cdi dat ota hd dais 12 5 ODM INS Covent Ou Maps eie e Dp i CRUDUM 12 6 Recipient ATO oes ist a M M M
205. g a formula to a quick report Sizing Columns By default the Quick Report editor sizes columns automatically as reflected in the Automatic Width check box It sizes each column based on the maximum length of data displayed in the column and any labels typed into the column The Quick Report editor sizes columns at the time the report is printed Because selecting the Automatic Width check box changes the width of a column based on the maximum width of data in the records being printed selecting different records can change the size of the columns You can resize a column manually after deselecting the Automatic Width check box When a col umn is set manually text in the column wraps within the specified area To manually resize a column 1 Select the column you want to resize 2 Deselect Automatic Width 3 Move the pointer over the column divider in the quick report to change the pointer into a col umn width cursor 4 Drag the column divider to the left or right to resize the column Adding Formulas to a Quick Report You can add a formula to a column in a quick report For example you can add a formula that computes sales average ages from a Subtotal field To add a formula 1 Insert an empty column or click an existing column and choose Edit Column from the Edit menu OR Double click an existing column PowerTrax Pro displays the Formula editor in which you can build a formula
206. ght of all columns in the Quick Report form To select a column 1 Click above the Header row of a column To select a cell 1 Click the cell Reports 15 13 Adding and Modifying Text You can add or modify text in the quick report form to label parts of the report For example if you requested summary calculations you can label them by adding text to other cells in the Break and Total rows You can add and modify text as follows Edit the text that PowerTrax Pro automatically adds to the Header row of the report Insert text in empty cells of the Break and Totals rows Insert the value of a Break field in the Break rows Specify the font font size justification and style for any text that appears in the report Adding Text To add text in a report cell 1 Click twice on an empty cell in the quick report form A text insertion point appears in the cell If you are entering a label for a summary calculation select a cell in the same row as the cell containing the calculation icons You cannot enter text into the same cell that contains sum mary calculations 2 Type the text in the cell Modifying Text To modify text in a cell 1 Double click in a cell to get an insertion point and drag across the text in the cell you want to modify PowerTrax Pro highlights the selected text 2 Type the new text in the cell Specifying Font Attributes While designing your quick report you can specify different fonts fo
207. ght want to add a his tory of that activity to each of the contacts records Rather than adding the activity one contact at a time you can apply the same activity to all contacts at once 1 Find and select the group of contacts that you want then choose Special gt Add Events to Group from the PowerTrax Pro menu bar The Activity input form appears Enter the activity information and click the Save button PowerTrax Pro will ask you to confirm your actions record for 15 contacts D Are you sure you wantto add an Activity 2 Click OK to add the activity to the group of selected contacts The Info Tab The Info tab provides a place for you to store additional contact information keywords and notes Gil Activities Y Info Y custom EE Contacts 7 Prices Email P Keyword Summary fi National Accounts Mar Other Info Nickname udy Position Title President Y Contact Type Prospect v Business Type Credit Card Info Best Contact Time 9 00 Number Expires Email Address fsmith chronos org E Name NENNEN Status Active Notes E heir business year end is June 12 Primary Fax Source Referral Y Figure 4 26 Info Tab Contacts 4 15 Working with Keywords A keyword is like a special tag that you can attach to a contact record This tag allows you to organize the records into different groups For example if you want to send Christmas car
208. he Invoice button on the Navigation Palette to open the Invoices table 2 Click the Add button at the bottom of the Invoices list screen A blank Invoices input form appears Date 1 05 2000 Booked pomama Check Pipa O Requested fonono Imoen 0 Customer Shipped pomon Comm Due 0 SalesTeam Select Team v PO Comm Rec d 0 Invoice Display Fmt Order Sample Display Comm Bal 0 Order Print Fmt Order Sample Print wi Status Y SK Line Items B Payments Figure 7 3 Invoices Input Form Invoices and Payments 7 5 3 Enter the date of the invoice in the Date field 4 Click in the Principal field A list of principals appears Please select a Principal Company Name Address Citu a Marx Brothers 123 Smithwear Wiesbaden Am Soft Solutions Inc 154 Main Street Atlanta World Corporation 100 Madison Ave New York Figure 7 4 List of Principals 5 Highlight the principal you received the invoice from then click Select 6 Enter the name of the customer in the Customer field 7 Select the sales team responsible for the sale from the Sales Team pull down list This step is very important If you do not specify a sales team you will not be able to assign commissions from this invoice 8 Enter the principal s invoice number in the Invoice field then fill in the remaining fields using the information from the p
209. he values in a Break column If you do not select the Repeated Values check box each Break value is displayed only once Automatic Width Click this check box to request that the Quick Report editor com pute the width of the selected column based on the maximum length of the contents of the column The sizing is done only at the time the report is printed You can check this option for each column individually The check box does not refer to the entire report If the Automatic Width check box is not checked for a column you can modify that column s width by dragging column dividers Column Dividers These lines indicate the boundaries between columns of the report Right Margin Marker This marker indicates the right margin of the report The right margin marker is meaningful only when no columns have the Automatic Width check box selected You may have to scroll horizontally to view the right margin marker Reports 15 11 Column Header The column header displays the names of fields or formulas added to the report Row Label Bar This bar shows the different areas of the report the Header Detail Break and Total rows Header Row This row contains information that appears in the printed report above the records The Quick Report editor automatically places field names in the Header row but you can modify its contents Detail Row This row prints information from individual records and will be repeated in the pr
210. he Users view shows a column for each user with that person s activ ities listed in each column 4 Feb 2000 gt Users y Hide Banner Print Delete 94 5PM y Top ts Lob 1 Hour E Charlie Bing Cindy Jeffers Harry Sharma Laurie Bartlett New User E CENE tis pom Contract Signing Figure 9 33 User View Principal view The Principal view displays all the activities related to each principal on a spe cific day This view allows you to see if your team s sales efforts are being targeted equally among your principals The Principal view shows a column for each principal with related activities listed in each column 4 Feb 2000 LE Principals y Hide Banner Print Delete 94M 5 M y Top L JL 1 Hour y Wareho Drummond Tools HomeTech Sabre ManutfacturintSonmor Internationa World Corporation 5 Meeting Contract Signing n Figure 9 34 Principal View Scheduling 9 19 Customizing the Schedule Management W indow The Schedule Management window can be customized to meet the unique scheduling needs of your organization In addition to being able to change the schedule view you can change other attributes such as the duration of the schedule 9 to 5 8 to 6 and so on the time increments 1 hour 30 minutes 20 minutes etc activity colors and whether to show or hide banner events The controls for changing the Schedule attributes are found at the u
211. his Tab by selecting it in the list and clicking the Hand icon PowerTrax Pro will display the selected Contact record in an input form where you can edit the information if necessary Adding a Contact Sometimes you ll need to add a contact record for a company that already exists in your Power Trax Pro database For example a company might assign an additional buyer to deal with you 1 Click the Companies button on the Navigation Palette then find and open the company record you want to add the contact to 2 Click the Contacts Tab then click the Add button next to the list of contacts The Create Con tact input form appears Companies 5 9 Salutation Firt maf t sufi Title x Source Nickname Email FO Work Ext o Phone NENNEN E Loc Address Information for Redwall Distribution View Edit Company Main Click Preferred Address Address 1 1999 Noonwale Drive Company Main Address 2 D C Company Billing Address 3 FO Company Shipping City atanta ss S C Personal State ZipCode B3341 Country Psa i Cancel Ok Figure 5 14 Create Contact Input Form 3 Fill in the contact information at the top of the input form 4 The address information at the bottom of the input form is taken from the existing company record All you need to do is click one of the Preferred Address radio buttons to specify which address
212. ication checkbox and click OK Using this option you are only notified when the fax job is complete or has failed 12 12 Faxing and PDF Generation 4 Sight Fax Notification Mac OS If you re using 4 Sight Fax on Mac OS PowerTrax Pro provides a n automatic fax status notifica tion feature After a fax transmission has been initiated from PowerTrax Pro the 4 Sight Fax Notification manager will automatically send a status message to the PowerTrax Pro client machine that initiated the fax The status message appears in a dialog showing the details of the fax message and whether or not the transmission was successful PDF Generation Adobe s PDF Portable Document Format is the most widely used format for sharing files with other users Attaching a PDF document within an email transmission is universally appealing because of its speed and thrift Similarly in comparison to a faxed document PDF has no loss of resolution as it delivers your documents in the same format they were created PowerTrax Pro s built in PDF generation features allow you to create PDF versions of your quotes orders and letters quickly and easily PDFW riter Preferences The PDF Writer preferences panel allows you to specify your PDF Writer print driver as the default print driver to be used whenever you print to PDF from PowerTrax Pro Before setting your PDFWriter preferences you must establish your PDF Writer print driver as the current print
213. ice Priority thle VE 10 ini Medium 1 Recipient No Enclosures O DA lo Di dh Address Add Unsent w To w Robert Vice rice amp lizards com a E Fig 13 10 The Priority Pop up Tab to or click on the body to begin writing your e mail message When you are finished click on the Save button at the bottom of the window or the Cancel button if you don t want to save your message Outgoing messages are placed in the Out Box to be sent out as scheduled illa Dut Box Save As Text Delete Print Addresses Previous Next Cancel Save Fig 13 11 Folder Icons If you wish to finish your message later and you have your mail scheduled to be sent automati cally click the Finish Later checkbox This will prevent the message from being sent out until you de select the Finish Later checkboxes Messages marked as Finish Later will appear in bold italics in your Out Box Priority Medir 1 Enclosure x Finish Later x Include Signa Fig 13 12 The Finish Later Checkbox Enclosures You can send documents along with your message Documents sent with an e mail message are called enclosures To add enclosures l 2 Click on the Enclosures tab Next click the Add button and use the dialog box that appears to select the document s you wish to send with your message Select the method of encoding from the Encoding popup 13 8 Using E mail 1 Recipient 1 Enclosure O Finish Later x Includ
214. il 13 11 In Box i Out Box Edit folders for Enter new folder name Sent Mail Shirley Lee Deleted Mail Read Mail pemanan Edit Folders Delete Fig 13 19 Creating a New Folder Renaming and Deleting Folders To delete a folder 1 Select it in the Edit Folders dialog box and click the Delete button To change the name of a folder 1 Select the folder in the Edit Folders dialog box and click the Edit button Mail Folder Preferences You can specify when mail should be automatically deleted from your Sent Mail and Deleted Mail folders By default your mail will not be deleted until you click the Delete button However using PowerTrax Pro s Auto Delete options you can choose to delete all messages in a folder or delete only those messages that are older than the number of days you specify To set your Mail Folder preferences 1 Click the Prefs button at the top of the E mail window The Edit Account dialog appears 2 Click the Folder tab to display the Folder preferences When quitting permanently delete messages from Deleted Mail Q all messages e amp messages that are daus old X Sent Mail e all messages Q messages that are daus old Fig 13 20 Folder Preferences 13 12 Using E mail 3 Click the Deleted Mail or Sent Mail checkboxes or both to indicate which folders you want to use automatic deletion on 4 If you want to automatically dele
215. il 13 3 To access the Address Book 1 Click the Addresses button in the PowerTrax Pro e mail window or in a message window The Address Book appears a SS Address Book 33 O Groups Hm Find Delete Import Export Name Description Address Fig 13 2 The Address Book Adding E mail Addresses You can enter addresses manually or import them from a text file To enter addresses manually 1 Select the Addresses radio button in the Address Book window 2 Click the New button and enter the address information in the dialog that appears res 0 0 0 0 0 0 0 0 lat Description o Email Address S OE Groups Add Delete Cancel Save Fig 13 3 Address Information 13 4 Using E mail 3 If you d like to add the recipient to an e mail group optional click the Add button next to the Groups list and select the name of the group that you want to add the recipient to For infor mation about creating e mail groups see Adding E Mail Groups later in this chapter If you don t want to add the recipient to a group skip step 3 4 Click Save to save the new e mail address To import addresses from a text file 1 Select the Addresses radio button in the Address Book window 2 Click the Import button An Open dialog box appears allowing you to choose the text file you wish to import summit travel 3 tests text clipping
216. ilter Figure 15 20 Display Formats Reports 15 25 The hierarchical menu will show display formats that are appropriate for the data type of the col umn For example if the field was a numeric format the menu command would be Numeric instead of Alpha and the submenu would list only numeric formats After you make your selection you can edit the format normally If you have also requested sum mary calculations for that column the format specified in the Detail cell will automatically be applied to the summary calculations Regardless of the display format the count is always dis played as an integer without formatting symbols such as the dollar sign Different formats can be applied to different columns in the report Hiding and Showing Rows and Columns PowerTrax Pro lets you hide rows or columns when printing a quick report If desired you can show a hidden column or row Hiding rows is useful when you want the report to include only summary calculations For exam ple hide the Detail row if you want to display only the summary calculations that appear in the Totals and Break rows You can also use this feature to hide a Break row or the Totals row You can hide a column if you need to use the column as a sort column but do not want the report to display the column You can hide a row using either a Quick Report menu command or the Quick Reports pop up menu To hide a row using the menu command 1 Select the row y
217. ing Payments Once you ve created a Reseller Order and shipped the product that Reseller Order remains open until you receive a payment from the customer Likewise a Purchase Order remains open until you receive the product and send a payment to the supplier This section describes how to apply pay ments to open Reseller Orders and Purchase Orders To apply a payment Click the Orders button on the Navigation Palette to open the Orders table 2 Find and open the Reseller Order or Purchase Order you wish to pay The Orders input form for the selected record appears 3 Click the Payments Tab E Line Items A Order Details Payments Our Cost 300 00 Total Order Amount 444 00 Payment Due M0871999 Payments Received 0 00 Days Paid 0 Profit Margin 144 00 Current Balance 444 00 Customer Invoice Payments Salesperson payments E Username ome raa aroun Total Rec d 0 00 Figure 8 28 Payments Tab 4 Click the Add button to the left of the Customer Payments list The Payments input form appears Select Line lterns to Pay 2 PDF Direct Mac Developer 242 a al 4D Server 1 User Expansion 195 Add gt gt lt lt Remove Copy All gt gt lt lt Remove Al omr Amount Due 444 00 Payment Amount Payment Method v Amount Selected 0 00 Payment Date 08 12 99 Amount Not Selected 444 00 Payment Reference _ Cancel Figure 8 29 Order Invoice Paymen
218. inted report for each break Break and Totals Rows These rows display summary calculations and any associated label ing The Break row displays summary calculations for each subgroup in the report and the Totals row displays summary calculations obtained from all records in the current selection Cells A cell is the intersection of a row and a column Scroll Bars You use the scroll bars to view parts of the quick report design that extend beyond the area of the quick report form Resizing Areas in the Editor You can resize the various list and display areas in the Quick Report editor Areas that can be resized are bordered by a raised line To resize an area in the editor l Move the pointer over the area border to change the pointer into a resizing pointer 2 Drag the border up or down or left or right to resize the area The Quick Report Pop up Menus The Quick Report editor has hidden pop up menus that make it easy to access certain row col umn and cell operations Instead of making menu selections or working with the Cell or Column properties areas you can perform certain operations by displaying a Quick Report pop up menu There are separate pop up menus for row column and cell operations To use a pop up menu l Position the pointer in a cell a row label or a column heading and hold down the mouse but ton A pop up menu appears The commands in the pop up menu depend on where your pointer is 1 e
219. ities Each Tab shows information related to the Principal record you are viewing For example the Products Tab shows a list of all Product records associated with the current Principal record The following sections explain the functions and features of each Tab SK Products ES Price Schedules PI Contacts Ard Orders PE invoices MY Objectives Gl Activities se pesr ame mma Tere Umt o Meas Produet Categor Figure 2 5 Principal Input Form Tabs Principals 2 5 The Contacts Tab Once you ve got the basic Principal information in place you should add a contact to the Principal record A contact is the person or persons you deal with at the Principal For example if there is a particular person you fax or email your orders to at a Principal s office that person would be your contact for that Principal 1 Click the Contacts Tab on the main Principals input form SK Products EF Price Schedules EE Contacts Fifi Orders El Invoices MY Objectives Gl Activities Figure 6 Principal Contact Tab Initially the list of contacts will be blank As you add one or more contacts their names will appear in the list on the Contacts Tab 2 Click the Add button next to the Contacts list The main Principals Contact input form appears Phone o Fax o Altemate P Email Address P Notes al Figure 2 7 Principal Contact Input Form 2 6 Principals 3 Click the blank Addr
220. ivity 3 M contract Signing to move itto another date or time or to another user LN IN Figure 9 43 Moving an Activity When you release the mouse button at the new location PowerTrax Pro will ask you to confirm that you want to move the activity Printing the Schedule To print a hard copy of the schedule Choose the view you want Date Users Principal from the View pull down list Click the Print button at the top right corner of the Schedule Management window PowerTrax Pro will print out a pre formatted report of the schedule view you selected Select a view then click Print Print Delete FTIIT v Figure 9 44 Printing a Schedule 10 Searching and Sorting In this chapter eGo TO A 10 2 The COGIC he BIG tele Such ious del 10 3 Usine Query Titers sitet aa 10 4 The Query Edi aa ad 10 5 OGen DEONT T dalla 10 15 A 56 GC 0 0 Maen nee eee En ten is Societ ee Ere eee 10 16 Sorina Records eis sinh id iii 10 16 10 2 Searching and Sorting The most common and convenient method of finding the records you want to work with 1s to per form a search The term searching refers to finding a group of records based on the value of one or more fields PowerTrax Pro provides several powerful methods of searching the database The following sec tions describe each search method and how to use it The Golo Search The GoTo method is a fast way to perform a simple search on a single field Und
221. jectives For Fiscal Year Sales Team Goals O Sales Team Warehouse Manufacturing International Company rat Communications oY Goo o 9 A Alan s Bectronies 0 oo op o Chronos Renovation Supply oo op op o Digtal O o o y E 0 a Diectcom o 60 0 0 0j 90 NC Digital Systems oo op op o mae aaa oo Redwall Distribution f ooo y TC o Sonic Sales td PT Southem Cellular f oo y G 3HqMX094 0 9Q Southem Communications ooo op a Sunshine Kitchens 8 o 0 Y 0 0 VaTek Commis foo of op Y 0 o Wesley Faucet and Fixture oo op op o Westar Machine Tools f ooo op o Westech Valve Limited o_o op op a Sales Team Total o_o op op o Total Current Obj Principal Y of 0 0 YT E es Get Data Save Data Done i Figure 14 2 New Objectives Window The controls at the top of the Objectives window are used to specify the overall objective for a particular sales team Rep Firm Objectives For Fiscal Year 2000 Sales Team Goals 450 000 Sales Team Figure 14 3 Sales Team Objective Controls The data entry area allows you to enter the details of your sales objectives as well as overall objectives for principals and customers The rows represent the details and overall objective for each customer The columns represent the details and overall
222. ke sure you specify the transaction type as Order by selecting it in the Type pull down list Do not click the Add button to add line items Click the Add Invoice Items button instead A dialog appears showing a list of line items These items belong to one or more exist ing invoices for the customer and principal shown on the Orders input form Select a Product s Book Date Invoice Number Lawn Mower 34 02 00 00 00 Weed Timmer 16 92 00 00 00 cone Figure 7 13 Existing Invoice Items 4 Highlight the item s you want then click Select The items appear on your order form 5 Click Save to save the new order record Applying Payments The Payments table is used to maintain records of payments that are received by your company and applied to outstanding commission amounts order or invoice records For sales reps it s common to receive a principal s commission check that covers payment for multiple invoices or orders Rather than opening each transaction individually and applying a payment you can use the Pay ments input form to apply multiple payments at once l Click the Payments button on the Navigation Palette to open the Payments table 2 Click the Add button at the bottom of the list screen A blank Payments input form appears Invoices and Payments 7 11 Payments Transaction Type v In Progress Lookup Date Received 5 11 99 Amount Re
223. lation 23 ID Contacts Contacts Compant 4 buttons Fields list ID Companies Dee 23 ID Custom Fields 2 bx a 7 ap ID e4 Min Column 2 Salutation First Name El Max properties A Middle Name I Last Name Sort list ATE Column Title headers Cell marce Header Detail Break and Totals Quick rows Report area Column divider Figure 15 9 Quick Report Editor The Quick Report editor contains the following elements Fields List This list displays fields in the current table Sort List This list displays the sort order assigned to the report and indicates whether each sort level is ascending or descending If your report will contain summary calculations from groups of records you must sort the current selection on one or more fields You can change the order of fields in the Sort list by dragging the field name vertically to the desired position in the list Quick Report Area You use this area to design the report by dragging fields adding formulas adjusting column widths and adding or deleting breaks Summary Calculation Buttons You use these buttons to place summary calculations in the Break and Total areas of the report Column Properties You use these check boxes to set the following characteristics for each column in the report Sorted Click this check box if you want the records to be sorted on the selected column Repeated values You use this check box to tell the Quick Report editor to repeat t
224. le click the contact record that you want to edit The main Contacts input form for the selected contact appears Contacts Record 16 of 18 Miss Lindsey M Smith Buyer Lindsey Phone Number Extension Location Wesley Faucet and Fixture 919 820 7966 Y al 3920 Ridge Road Chapel Hill NC 39745 USA f activities E inf eJ vanuaru_ y 2000 y Sun Moa Tue Rt ee NN 26 27 28 09 22 99 Meeting Contract Signing 09 08 99 Phone Call Call To Close Dea 3 4 17 18 24 31 Prey Next Delete Cancel Save Figure 4 12 Contacts Input Form Contacts 4 9 Editing the Name and Address 1 Click the address label at the top left corner of the input form to display the Edit Contact Address input form Edit Contact Address Information Salutation ME First Lindsey JM Last Smith Jsurrix _ Title Buyer y Source v Nickname Company Wesley Faucet and Fixture Address Information View Edit Click Preferred Address Address 1 8920 Ridge Road e Company Main Address 2 A O Company Billing Address 3 O Company Shipping City O Personal State Zip Code Country Figure 4 13 Address Input Form The top section of the input form contains fields where you can edit the contact s name The bot tom section contains the contact s address information Each contact can have up to four associ ated addresses the company main address company billing ad
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226. lick the Fiscal Year Beginning With drop down list and select the month where your fiscal year begins 5 Make sure the year is set to the current year 6 Select a setting from the Column Order drop down list This determines which order the Sales Team Principal and Company columns will appear in on the report The three lists at the bottom of the dialog allow you to specify which sales teams companies and principals will be included in the report A check mark next to an item indicates that it will be included in the report By default all items are included You exclude an item by clicking it 15 6 Reports 7 Specify which items are to be included then click OK After a few seconds the Page Setup dialog for your printer appears 8 Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears 9 Click Print to print the report to print the report Printing the Orders Report 1 Click either the Companies Principals or Sales Team button on the Navigation Palette to open the appropriate table 2 Choose File gt Print A dialog appears showing a list of print items 3 Select the Orders Report item then click OK The Orders Report dialog appears ate Range mooo w PAo y Start Date End Date Order Type Sort By Principal O Customer Sales Team Rep Orders Reseller Orders Both Inclu
227. list where you can assign price schedules to this product Once a price schedule is assigned to a product that product becomes available to any customers who use that schedule mm 7 Principal Pricing E Business Activity gt Pricing Schedule Override Com Min Qty Max Qty a E Figure 2 16 Principal Pricing Tab To assign a price schedule to a product 1 Click the Add button on the Pricing Tab A list appears showing the price schedules that have been configured for the current Principal Select one or more Price Schedule s Schedule Discount Percent Volume Discount Gold Customer 15 FALSE MAA Figure 2 17 Price Schedules List 2 Select the schedule you want then click Select The price schedule appears in the list on the Principal Pricing Tab Principals 2 11 Ard Business Activity gt Details EF Principal Pricing Gold Customer D D Figure 2 18 Price Schedules Added 3 Repeat Steps 1 and 2 for each price schedule that you want to assign to the product Note The Business Activity Tab The Business Activity Tab on the Products input form allows you quickly see any Transactions where the current Product is involved The list on the Business Activity Tab will be empty until the current Product is added as a line item to a quote order or invoice The Orders Tab The Orders Tab displays a history of the orders you ve sent to the current princi
228. ls Payments Cust PO y Terms y Shipper x Method x CCA tes e nennt Due eor Res Comm Due Split Other gt Delete Sub Total 0 Total Commissions 0 Total Amount 0 Current Balance 0 Figure 6 13 Line Items Tab At the top of the Line Items Tab you ll see a series of fields The field on the far left will change depending on which type of transaction you re creating The Terms Shipper and Method fields remain constant for each transaction type The Quote field appears on Quotes P Une Items o Order Details Payments Quote a Terms v Shipper v Method v The Cust PO field appears on Orders 2 Line n o Order Details Payments Cust PO a Terms x Shipper v Method Figure 6 14 Dynamically Changing Field 1 Fill in the appropriate quote number or PO number then fill in the Terms Shipper and Method fields by selecting entries from the pull down lists provided T 2 Click the Add button to the left of the Line Items list A list of products that are available to the selected customer appears Select a Product s Principal Product Price Product Gummary o Soft Solutions Inc SchedulePack for Mac Deployn 221 25 Soft Solutions Inc FaxPack for Mac Developer 1 221 25 Soft Solutions Inc Faxpack for Win Developer L 221 25 Soft Solutions Inc PDF Direct Mac Devel
229. m pull down to specify which sales team the transaction belongs to If a sales team has already been assigned to the customer in their Company record that sales team name will be automatically selected and displayed in the Sales Team field Use the Status pull down list to specify the status of the transaction The status choices are Complete Open and Paid Enter a reference number or comment related to the transaction in the Reference field Select the principal involved in the transaction from the Principal pull down list Principal World Corporation y Figure 8 21 Principal Field Specify whether the transaction is billed and shipped to the customer address or to your rep firm s address For example you might want the billing address to be your company address and the shipping address to be your customer s address Both the Billing and Shipping sections contain an address icon that you can click If the icon displays the letter C the customer address is used If you click the icon it will display the letter R and the rep firm address is used instead Clicking the icon allows you to toggle back and forth Click here to change the designated billing address c Bill to tailing v Chronos Design Rudy Smith 10 Cottonwood Awenue Suite 300 Shows the customer address Icon now shows the letter R F gii to Billing v Soft Solutions Inc 900
230. m right corner of the Fax Merge Options dialog to send the fax message Control x iE Cancel Fax Figure 12 5 Cancel and Fax Buttons See the following sections for detailed descriptions of the controls and options on the Fax Merge Options dialog Sender Information The Sender Info section provides information about the person sending the fax If you re using WinFax Pro on Windows you can change the name of the sender by typing a new value in the Sender Name field If you re using 4 Sight Fax on Mac OS the sender name defaults to your PowerTrax Pro user name as set by the database administrator This is because the PowerTrax Pro user name must be identical to the user name authorized in the 4 Sight Fax system Sender Info Sender Name Steve Hughes Sender Info Sender Name Administrator W inFax Pro sender info 4 Sight Fax sender info Figure 12 6 Sender Information 12 6 Faxing and PDF Generation Options Use the Options section of the Fax Merge Options dialog to configure options such as the fax res olution urgency and time delay Options Options Iv Fine Resolution F Gray Scale x Fine Resolution L Gray Scale Delay Options lit Urgent Delay Options F Urgent 12 02 99 11 958 AM 12 2 98 4 58 PM W inFax Pro O ptions 4 Sight Fax O ptions Figure 12 7 Options The default resolution for faxes is Regular To specify a finer resolution
231. mation on adding a graphic to the label see Adding a Graphic to the Label on page 15 12 After you add all required elements to the Label Preview area you can use any of the editing tools to modify the label design For complete information see Working with Label Wizard Objects on page 15 6 The following figure below shows a completed mailing label Contacts First Name Contacts Last Name Contacts lompany_Name Contacts Address1 Contacts Address2 Contacts Citv Contacts State Contacts ZipCode Figure 16 5 Completed Mailing Label How the Label Wizard Handles Blank Fields Some records in your database may not contain entries for every field When printing labels the Label Wizard handles blank fields intelligently Instead of leaving gaps where the data should be the Label Wizard concatenates the data If a field in a line contains no data for a particular record PowerTrax Pro concatenates the remaining fields in the line without leaving a blank space for the missing data If an entire line contains no data for a particular record PowerTrax Pro vertically concatenates the remaining lines in the label with out leaving a blank line PowerTrax Pro automatically centers the text of the label inside the label area Clearing Fields If you make a mistake you can remove one or more fields from the label To remove an object 1 Select the object and press Backspace Delete on Macintosh The selected o
232. me Suffix Title Company Narne Nick Name Figure 11 37 Select a Field 3 Select the field you want to insert then click OK The selected field appears at the cursor insertion point in the letter normal amp Contacts First Name Inserted field Figure 11 38 Field Inserted into Letter Note Letters 11 21 Expressions An expression 1s a pre written formula that tells PowerTrax Pro to perform a specific task or tasks For example if you re setting up a letter for merging you need to manually insert a number of database fields into the letter in order for the merge to work A faster way to do this would be to simply insert the expression called GetContactAddresses Inserting this one expression does the same job as inserting all the name and address fields from the Contact table To insert an expression into a letter 1 Click the cursor where you want the expression to appear then choose Database gt Insert 4D Expression A dialog appears asking you to enter the expression in the text box provided Enter variable or command GetContactAddresses Figure 11 39 Insert Expression Dialog 2 Enter the expression then click OK The expression will be inserted into your letter at the current cursor location A normar s E ESBKI xGetContact ddresses Inserted expre
233. me makes it easier to identify the different price schedules when you want to assign them to customers 3 If you want this schedule to be the default schedule that s made available to new clients click the Default for new clients checkbox 4 Enter the date the schedule becomes effective in the Effective Date field and if applicable enter your firm s commission rate in the Commission Percent field Principal HQ Name World Corporation Schedule Name Gold Customer Default for new clients Effective Date 6 01 99 Commission Percent 7 000 5 Ifa standard discount is to be applied to this schedule select the Apply Standard Discount checkbox then enter the discount amount in the Standard Discount field Apply Standard Discount v iYes Standard Discount 15 000 m Note 6 Click Save to close the input form and save the new price schedule If you want to create a volume price schedule please see the instructions in the next section 2 8 Principals Volume Pricing To specify volume pricing when creating a price schedule 1 Make sure the Volume Pricing check box is selected on the Price Schedules input form Volume Pricing w Yes h nimum Maximum Default Commission Override Figure 2 10 Volume Pricing Input Area 2 Click the Add button to create the first minimum and maximum quantity range Minimum htaximum Default Commission Overide
234. meric Formats The following format places a dollar sign to the left of the number and allows up to 6 digits SHHH HHH This format can display dollar amounts up to 999 999 Numeric format Figure 15 19 Numeric Format Alpha Formats You can use an Alpha format for fields that contain string information For example Social Secu rity number or telephone number fields can be formatted with an Alpha format For example the following format would be used to format Social Security numbers THHE HEHHHHE Entering the Display Format for a Field You enter a display format or custom format by choosing it from the Quick Report pop up menu for the cell or by typing it into a cell To enter a display format for a numeric or Alpha field 1 Click twice in the Detail cell for a numeric or Alpha column 2 Type a display format or the name of a style that you want to use as the display format The names of styles are preceded by a vertical bar l To choose a display format from the Quick Report pop up menu 1 Position the pointer over the Detail cell for a column and hold down the mouse button and choose a display format from the hierarchical menu EEE EERE EERE EERE EEE EEE EEE EERE EERE EERE EERE HERE EE Count MID Max Sum IPhoneFilter Average IStateFilter IStringFilter TextFilter Display formats for URLFilter Alpha fields EEE EEE EERE EEE EEE EERE EEE EEE EERE EERE EERE ERE nnm ZipCodefFilter IMedicaidF
235. mically to show the results of your font color size and type style selections O riginal settings Updated settings Preview Preview The quick brown fox jumped over the The quick brown fox jumped lazy dog over the lazy dog Figure 11 24 Preview of Style Settings 4 Finally specify whether the text will be Standard Superscript or Subscript by clicking the appropriate radio button amp Standard Oo Superscript O Subscript Figure 11 25 Selecting a Script Type 5 Repeat this process for each style that you want to add to the style sheet After you ve added all the styles you want click OK to save the new stylesheet with the current letter Note Letters 11 15 Saving a Style Sheet To save the stylesheet 1 Click the Save button on the Stylesheets Definition dialog The Save dialog appears Cp PowerTrax Pro Style Sheets c Macintosh Eject Desktop Save as Sales Letter Style Sheet Figure 11 26 Save Dialog 2 Name the file and select a location to store it then click Loading a Stylesheet To load a saved stylesheet 1 Click the Load button on the Stylesheets Definition dialog The standard Open dialog for your operating system appears Cp PowerTrax Pro Style Sheets c Macintosh En Sales Letter Style Sheet Eject a ee Figure 11 27 Mac OS Open Dialog 2 Select the stylesheet file that you want then click Open PowerTra
236. mith Lindsey Meeting Contract Signing a 08 09 99 Smith Lindsey Phone Call Call To Close Deal 4 Addresses 7 Price Lists Gl Activities im Mgt 7 Transactions Figure 5 23 Company Activities Tab See Chapter 9 for details of how to create activity records 5 14 Companies Company Headquarters The Company HQ Headquarters feature of PowerTrax Pro helps you manage companies that have multiple locations For example if a company has its headquarters in Atlanta and offices in Denver and Toronto you could use the Company HQ record to produce a report that shows the sales figures for all three locations To create anew Company HQ record 1 Create a new company record or open an existing one 2 Click the Info Tab on the Company input form to activate it 3 Click the Create HQ button PowerTrax Pro will create a Company HQ record based on the information contained in the current company record name address and so on Company HQ Create HO E Click Create HQ PowerTrax Pro creates the Company HQ and fills in Company HO williams welding Supplies Create HQ the name for you Figure 5 24 Creating a Company HQ To link a company to an existing Company HQ Create a new company record or open an existing one 2 Click the Info Tab on the Company input form to activate it 3 Enter the name of the existing Company HQ record in the Company HQ field then press the Tab key
237. mmand allows you to sort the current selection of records by a specific field You can also specify an ascending or descending sort order Name Sort Order Selecting this command allows you to sort the current selection of records by multiple fields that you can specify For example you can sort a list of Contacts by Last Name Company Name and Contact Type Save Set Use this command to save a selection of records to disk for future recall This resulting file is only a list of pointers to the data and not the actual data itself The set may not show the correct number of records if you delete records after saving the set to disk Load Set Selecting this menu item allows you to load a selection of previously saved records from disk The Tools Menu Use the commands under the Tools menu to apply special functions to records show the Navigation palette and display on line help Special Functions Navigation Palette 3 36 Help Figure A 5 The Tools Menu Special Functions Choosing this menu command displays a list of specific operations that you can run The opera tions available depend on the access granted to you by the database administrator Navigation Palette Choosing this command displays the Navigation Palette a set of buttons that allows you to move between different tables in PowerTrax Pro Help Choosing this command displays PowerTrax Pro s on line help system Appendix A A 5 The Go
238. ms Select the Product Sales Report item then click OK The Product Sales Report dialog appears Display Order By Customer ate Range pus v a Start Date End Date isplay Preference e Rep Orders C Summary Reseller Orders Detail l Cancel Ok Figure 15 6 Product Sales Report Dialog Click the Display Order pull down and select how you want the report to be sorted by cus tomer by principal or by sales team Select or enter the starting and ending dates for the period you want to report on Select the type of order you want to show product sales for then click either the Summary or Detail radio button Click OK After a few seconds the Page Setup dialog for your printer appears Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears 10 Click Print to print the report to print the report Printing the Products Price List Report l Click the Principals button on the Navigation Palette to open the Principals table If you want to print the report only for certain principals go to Step 2 If you want to print the report for all principals in your database go directly to Step 3 Highlight the principal record s you want to print the report for then choose Select gt Show Subset from the menu bar You should now see only the records you highlighted Choose File gt Print A di
239. n 15 22 Reports Using the Values of Break Fields in Labels You can improve the appearance and comprehensibility of your reports by labeling each Break row using the value of the Break field To request that the value of a Break field be printed in a label placed in the Break area use the number sign in the label For example the text Total salaries for department will insert the department name in this case the value of the Department field in place of the number sign when the report is printed The number sign does not need to be placed in the same column as the Break field It will display the value of the Break field in any cell in the Break row The following figure illustrates the use of the number sign in a label in the Break row IJ Transactions ID Companies ID Companies Total Sales for company Figure 15 17 Number Sign in Break Adding Summary Calculations Note You can add summary calculations on the contents of fields and formulas to each Break row and to the Totals row The check boxes in the Cell area of the Quick Report editor identify the summary calculation options available for quick reports The following summary calculations are available Sum totals the values in the report or break Minimum displays the lowest value in the report or break Maximum displays the highest value in the report or break Average calculates the average of the values in the report or break Count calcul
240. n When a row or column is hidden the Hide menu command in the Edit menu and Quick Report pop up menu becomes Show You can display a hidden row or column choosing Show from either the Edit or pop up menu When you do so the row or column is displayed normally in the Quick Report area Adding Page Headers and Footers Before printing a quick report you can add page headers and footers You specify page headers and footers in the Headers and Footers dialog box Use this dialog box to do the following Add page header and footer text Specify the size of the page header and footer areas Specify fonts font sizes and font styles for page header and footer text Insert codes that add page numbers and the date and time to your reports Reports 15 27 To add page headers and footers 1 Choose Headers and Footers from the File menu The Headers and Footers dialog box appears Edit drop down list Headers amp Footers Page area Font Attributes et AA font size sehe 7 Style x Plain L estie O Bold O Underline a Height Measurement scale drop down list Figure 15 24 Headers and Footers Dialog The Header and Footers dialog box lets you specify both headers and footers from the same screen You use the Edit drop down list to specify either the header or footer 2 Choose Header or Footer from the Edit menu 3 Enter the header or footer
241. n stock In cases like this you can divide a single line item into two or more line items Dividing a line item allows you to track which items you ll receive commission for right away and which items you ll receive commission for after they ship To divide a line item 1 Click the line item you want to split then click the Divide Line Items button to the left of the Line Items list PowerTrax Pro will display a message asking you to confirm that you want to divide the selected item 2 Click OK The Divide Line Items dialog appears 6 10 Quotes and Orders Divide Existing Lineitem Initial Quantity 10 Additional Line Items to create X Current Line Item Item 2 gj Figure 6 18 Splitting a Line Item The Divide Line Items dialog shows the initial quantity of the selected item and provides fields for you to enter the amount of additional items you want to create as well as the quantity for each additional item 3 Enter the number of additional line items you wish to create PowerTrax Pro will add a check box and quantity field for each additional item that you specify 4 Enter the quantity you want for the current line item For example if the principal can ship five out of a quantity of ten enter 5 in the current line item s quantity field 5 Click the checkbox for each additional item and enter the quantity you wish to assign to each item The illustrati
242. n this tab Gl Activities o Info Y Custom Contacts EF Prices E Email e y 1939 gt P Charlie Bing y al activities Sun Mon Tue Wed Thu Fri Sat Pa Date Time Type Summary a 04 30 99 10 304M Meeting Contract Signing Calendar section A ctivities List Figure 4 19 Activities Tab The Contacts Calendar The Calendar section of the Activities tab is similar to the Calendar window you use when sched uling activities in the Activities table see Chapter 9 Click the left or right arrows to change the calendar forward or back one month at a time or go directly to any month by selecting the name of the month from the pull down list Change the calendar year by selecting the desired year from the pull down list Select any month Go back one month p Select a year Raen NN y 1393 r gt Go ahead one month Sun Mon Tue Wed Thu Fri Figure 4 20 Contacts Calendar 4 12 Contacts The Activities List The Activities List contains the controls for adding viewing and deleting Activity records Add edit or Select a User Select an A ctivi e delete A ctivities e il typ c Charlie Bing y E Activities y Time Type Summary 10 30 AM Meeting Contract Signing list of Activity records y 4 y Figure 4 21 Contacts Activity List You can customize the information that appears in the Activities list For example 1f you select All
243. n to display the Search Editor dialog If you hold down the Alt Windows or Option Mac OS key while clicking the Search button you ll see the Quick Find dialog instead See Chapter 10 Performing Searches for a detailed description of PowerTrax Pro s robust search capabilities The Sort button Click the Sort button to display the Quick Sort dialog The Quick Sort dialog allows you to perform simple sorts such as sorting a set of contacts by last name or company name The Show All button PowerTrax Pro gives you the ability to work with subsets of records For example if you perform a search to find all contacts with the first name Tim PowerTrax Pro will find and return only those records that match your criteria When you want to see all the contact records again just click the Show All Records button PowerTrax Pro will find and return a list of all contact records The Show Subset button If you select one or more records from the current collection of records in the list window and then click the Show Subset button PowerTrax Pro will show only the selected subset of records The Omit Subset button If you select one or more records from the list window and then click the Omit Subset button PowerTrax Pro will omit the selected subset of records from the current col lection It s important to note that you are only removing the selected records from the list not from the database The Delete button If you
244. nd edit Activities and Banners using the Power Trax Pro Calendar found in the Activities table You can also add and edit Activities using the Activities Tab on the Contacts input form To add an Activity 1 Click the Plus Sign icon on the Activities tab The New Activity input form appears New Activity activity Q Baner Private Contact of Sonic Sales Ltd For Type y Color E Summary 22 Start Date p4 24 2000 w Start Time 10 20 AM End Time 10 20 am Notes principals 1 Delete Cancel Save Figure 4 25 New Activity Input Form 2 Enter the information for the Activity then click the Save icon For a detailed description of the fields and controls on this dialog please see Adding an Activity in Chapter 9 Note 4 14 Contacts To edit an Activity 1 Double click it in the list on the Activities tab The Edit Activity dialog appears showing the details of the selected Activity 2 Make the desired changes then click the Save icon To delete an Activity 1 Select it in the list on the Activity tab then click the Trash Can icon If you remove an Activity here it will also be deleted from the PowerTrax Pro Calendar in the Activities table Adding an Activity to Multiple Contacts There might be situations where you want to add a single activity to multiple contacts For exam ple if you performed a product demonstration for a group of contacts you mi
245. nfo Nickname Rudy Position Title President v Contact Type End User v Business Type Manufacturer l Best Contact Time atemon Email Address fsmith biomed com sas J Primary Fax 230 467 7134 000 Source Received Cal e Figure 4 30 Other Info Fields Contacts 4 17 Contact N otes The Notes field on the Info Tab can be used to hold any special notes or comments about the cur rent contact For example you might want to note about when the contact s company has their year end always a good time to push for sales Motes gt heir business year end is June 12 Figure 4 31 Notes Field You can enter notes by typing directly in the Notes field or by clicking the Notes icon If there is information in the Notes field the Notes icon turns yellow If no information exists the Notes icon appears in blue The Custom Fields Tab PowerTrax Pro provides a set of fields that your database Administrator can customize to meet the unique information requirements for your company For example if some of your contacts want to be contacted by phone while others prefer e mail the database Administrator can customize one of these special fields to be the Preferred Method of Contact field You can view these custom fields by clicking the Custom Fields tab on the Contact input form 3 Activities EY info Y Custom EAB contacts 37 Prices E Emai
246. ng a Hot Link To publish a Hot Link 1 Select the material that you want to publish then choose Database gt Publish Hot Link D ibd cb Haa a a aci IMA ATA TE ee WENNNNNEK o 0 0000 a BARAREIRR Cone O A Iv O SOO AS A A E errr rt solutions Uncfufter your mind and umea sh fhe power Figure 11 41 Selecting the Material to Publish A dialog appears asking you to name the Hot Link mes AR Publish the area as Logo Hot Link Figure 11 42 Publish Dialog 2 Enter a name for the Hot Link then click OK The published material can now be subscribed to by other documents Subscribing to a Hot Link Once you ve published a Hot Link you can place it on any other document 1 Open the document that you want to place the published material on 2 Click the cursor where you want the published material to appear and choose Database gt Sub scribe to Hot Link A dialog appears allowing you to select the Hot Link you want x Letters 11 23 m Hot Link Subscribe to a Hot Link Lo qo Hot Link Figure 11 43 Hot Link Dialog Select a link and click OK The published material will appear in the subscriber document Once you ve subscribed to the original published material any changes made to the original will be automatically updated in the subscriber documents Stopping Publishing At some point you might want to discontinue the publishing of some material
247. ng it Banners A banner is an event on your Calendar that takes place over more than one day Unlike an activity a banner has a start date and end date rather than a start and end time An example of a banner would be a trade show that runs from Wednesday to Friday To add a banner to your Calendar 1 Click the Banner button or hold down the Option key and click on the day that you want to add the banner to The Add Banner dialog appears gt gt Add an Activity O activity Baner Private Contact O of tue x c EM Default Banner Color Summary 0 0 0 0 0 0 0 1 Start Date p4 18 2000 w End Date 04 18 2000 w Notes Principal L 0 0 0 0 0 0 0 0 0 0 0 0 Delete Cancel Save Figure 9 14 Add Banner Dialog 9 10 Scheduling 2 Ifthe banner involves a particular contact work the show with Bob Smith type the contact s name in the Contact field A record of this banner will be added to the selected contact s record If you re not sure of the contact s full name you can have PowerTrax Pro perform a search for you using the following rules If you type a name with no spaces it s assumed you re searching on a last name PowerTrax Pro will search all contact records for last names that match or partially match the typed value If a single exact match is found PowerTrax Pro fills in the Contact field for you If multiple matches are
248. nity will appear in the list on the Management Tab Companies 5 11 To edit an existing opportunity 1 Double click it in the Opportunities list then edit the information on the Opportunities input form Or Highlight the item that you want to edit in the Opportunities list make the change then press the Tab key to update Year End Blitz 1000 25 Highlight the item make the change then press Tab to update Figure 5 18 Editing an Opportunity To delete an opportunity 1 Click it in the list then click the Minus button Power Trax Pro will ask you to confirm your action before deleting the record The Transactions Tab The Transactions Tab displays a list of all the transaction records for the current company If you re a reseller you ll also see a list of the company s payment records in the Payment History list at the bottom of the Transactions Tab o Info 2 Addresses PI Contacts Price Lists D Mgt EF Transactions Gl Activities Transactions All Trx s Rep Orders PO s Reseller Quotes 28 09 99 Castle Security Order 292 50 p 28 09 99 Castle Secunty Order 10 00 28 09 99 Castle Security Quote 302 50 p wv Payment History Transaction Totals 505 00 117 00 Date Amount Unallocated Applied How Paid Summary Figure 5 19 Transactions Tab By default all transaction records for the current company are shown in the list but you can use
249. nnnnnnnnnnnos 13 10 E Mail Account Informati0N ooooonnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnononnnnnnos 13 12 Efror EOBS cocoa PRIN INDEM LI es IU 13 13 13 2 Using E mail Getting Started This documentation provides information on how to send electronic mail e mail messages right from within your PowerTrax Pro application Note To access your e mail 1 Click the E Mail button on the Navigation Palette to open the PowerTrax Pro e mail window Glenn Smith s EMail Out Box ee LLL e mm Out Box New Find Delete Print Addresses Connect Account Prefs Subject Date Time Priority Connection Idle 1 in list O selected Fig 13 1 E Mail Window This window contains buttons you can use to add e mail addresses create new messages print your mail and more When you are finished with your e mail you can close this window by click ing the close box Using the Address Book The first task you ll need to do is add e mail addresses to your PowerTrax Pro Address Book The Address Book is divided into two sections Addresses and Groups Addresses contain the name description and e mail address of an individual A group is a set of e mail addresses that have something in common For example you can create a group of all the e mail addresses of contacts at one company By creating groups you can add multiple recipients to an e mail message all at once instead of individually Using E ma
250. nnnnnnonnnannnncnnnnonnnnnnos 9 19 Chaneime the NGM Ber OL DIS a ada 9 20 Hiding and Displaying BAM 9 20 VIE Wa ACUY LY CLANS diia 9 21 AQUINE AN FNCU VAY a aedi o Seeds colat quud cnasS 9 21 Deine an ACUM odas 9 21 MOVIN an ACHVIU ieri ged need dir e detti edo Apa tereti eden is 9 22 Pirate the He QUIE cessisset e o fepe a tob acte ai tud 9 22 Chapter 10 Searching and Sorting nnne 10 1 Ihe GOL Sede Doseceetioxti N 10 2 FCT aC Ont d E AMM iod wekoac ous dida quid sme Tinloa nicks news quid qae it mimo Todd nf uU US Ud capi RE 10 2 Findinp a Company essecsatewa sud tence ceases Ne 10 3 Ti BITE al N ER RI 10 3 Usine Query EIE Soiui ed rine Eod teu oe oed i 10 4 B sssB edet TU I diodo 10 5 ail i Aeque M nc nM x E M aM P M d 10 6 Lied Neues NPE A M xL x c M 10 6 Ene table Pull DONT ener mene a ta M MeL EE 10 6 Hai ro BB ERE NU UNTIL REM 10 7 COmDAOUTSOPD ATE antennae actos etu ac NPE ARD tu inu EON Du e ee END ta eon ee ee 10 7 A cocci E MT LL dE LM LI oa M BL MA i MAE AMI 10 7 Eme Control Buttons sss ark ae heute cee CR Le ADAM DLL DI Le S E 10 8 POG M AP a a 10 8 RES RET T T D T TTE 10 8 BCS Ces oat LN otio t TP e MM And 10 8 Clear ONO ey ante 10 9 Table of Contents viii A A A AT 10 9 Conme on A S T TT TU TTE Tm RE 10 9 Phe Amd ONT IO secuta sos 10 10 The Or Operator cd di 10 10 Phe Except Oper ic 10 10 SEU DOLO OS ii alias 10 11 PECAT nera 10 11 Butldins a Search CONO ad 10 1
251. nt sizes justification and styles You can then apply these specifications to text data and summary calculations within rows columns or cells in the quick report If you assign specifications to the Detail row of the report you will not see the results until you preview or print the report You can specify font attributes using either the Quick Report menu commands or the Quick Report pop up menu To specify font attributes using the Quick Report menus 1 Select the column row or cell where you want to apply the font 2 Choose a font from the Font menu or choose a font size style or justification from the Style menu PowerTrax Pro applies the font to any text data or summary calculations that appear in the selected area 15 14 Reports To specify font attributes using the Quick Report pop up menu 1 Hold down the mouse button on the row label column header or cell to which you want to apply the font attributes 2 Use the Font Size Style or Alignment hierarchical menus to change the font attributes as desired Adding Columns to the Report You create columns by double clicking field names in the Fields list To add a column 1 Double click the name of a field in the Fields list PowerTrax Pro creates a column for the field and places the field name in both the column header and the cell in the Header row The following figure shows the Last Name field being added as a column to the Quick Report area
252. ntil a Record is Canceled x Add New Records to Current Selection Navigation Palette x Floating x Expanded x Display at Startup Tool Bar O Show Tool Bar Figure 1 2 The Preferences Dialog General Preferences Use the General Preferences panel shown above to specify how records will be added and how you want the Navigation Palette to be displayed Add Records Preferences You add new records to PowerTrax Pro by entering data into input forms see Input Forms on page 1 10 If you select the One at a Time radio button PowerTrax Pro will close your current input form as soon as you save a new record If you select the Until a Record is Canceled radio button Powertrax Pro will present a blank input form each time you save a new record The input form will remain open until you click the Cancel button This is useful if you have to add several new records in succession Navigation Palette Preferences If you want the Navigation Palette to appear automatically when you launch PowerTrax Pro click the Display at Startup checkbox When the Floating checkbox is selected the Navigation Palette will always display on top of other open windows If you want to make the Navigation Palette a standard non floating window turn the Floating checkbox off 1 4 Getting Started To save space on a smaller monitor turn the Expanded checkbox off The Navigation Palette will display as
253. objective for each principal When you display the Objectives window all values are initially set to zero If you click the Get Data button PowerTrax Pro will load all existing objectives data for the sales team shown in the Sales Team pop up at the top left corner of the Objectives window 14 4 Sales Objectives Warehouse Manufacturing International Company TEA Communications fo o o 9 ja Palas Bectronios 20000 1253o 1580 ooo 30 00 Cronos Renovation Supply o ooo of a 10 00 Daawa f o o o o Dreatm J 9 9 3 8 NC Digital Systems 9 of of Dm AA FReduall Oistibution _ of S 10 00 sonia Sesa wwo 153o 0 0005000 76 00 soanen Saltar 9 of 8 9 Southem Communications oo of o o 9 Sunshine kones OOo o 9 9 S DameCowds ww 1250o 9 3500 500 15010 Wesley Fauoet and Fue 0 A DWesarMhne Tools O 9 9 of of 9 7510 DWesesh Valve imted oOo _ of a Sales Team Total ao 5mo 8 7590 18590 05i NN gt Figure 14 4 Existing Objectives Data Note Adding a Sales Team Objective 1 If you have more than one rep firm in your PowerTrax Pro database click the Rep Firm pop up and select the firm you want If you have only one rep firm PowerTrax Pro will default that name into the Rep Firm field 2 Click the Fiscal Year pop up and s
254. ode a wedge from a pie chart Add a picture to a picture chart Graphs 17 7 After you are satisfied with your graph you can print it To print a graph 1 Choose File gt Print from the menu bar in the Graph window not the main PowerTrax Pro menu bar ALS Edit Text Chart Object Database New Open Import Save Save as O Total Amount Due Export as Export Selection as Save as Template Print 4r 3 P Print Merge Go to Full Window 4r 3 Q Figure 17 6 Printing a Graph k h il q 32 10 98 33 12 99 12 02 98 E 12 04 98 E 12 08 98 E 33 11 99 E 12 09 98 12 14 98 12 17 98 12 31 98 33 08 99 E 32 23 99 E 33 09 99 E 32 15 99 32 03 99 31 17 99 You can copy a graph to the Clipboard and paste it into a Picture field in PowerTrax Pro or into another application To copy a graph 1 When the graph is displayed choose Edit gt Copy from the menu bar in the Graph window not the main PowerTrax Pro menu bar PowerTrax Pro places the graph on the Clipboard 2 Paste the contents of the Clipboard into the new application s document 17 8 Graphs Glossary G 1 Glossary Activity An Activity is a single event that you schedule on your PowerTrax Pro Calendar An Activity occurs on a single day and has a start time and an end time An example of an Activity would be doing a product demo from 10 00 AM to 11 00 AM Banner A Banner is an event on your Calendar tha
255. oded in blue and Susan s activities are coded in yellow it makes it much easier to see which activ ities belong to which user when viewed in the schedule management window You can also color code activities by principal rather than by user For example all activities that are linked to World Corporation can be coded in green and all activities that are linked to Sabre Manufacturing can be coded in orange Getting Started 1 5 You use the Activity Default Preferences Tab to specify whether you want activities to be color coded by user or by principal General PDF Writer Activity Defaults Fax Server Password Color for New Activities From Figure 1 3 Activity Defaults Preferences The default setting is User This means that any new activities will appear in the default color specified for the current user The default color for the user is set by the database Administrator in the User s record See Chapter 2 of the PowerTrax Pro Administrator s Guide To color code activities by principal rather than by user 1 Click the Color pull down and select Principal Color for New Activities From User Principal Figure 1 4 Changing the Activity Default Using this setting any new activity will be color coded according to the principal that the activ ity is linked to The default activity color for each principal is specified in the Principal record See Chapter 2 of this manual for details 2 Click
256. of your letter such as a logo headers and footers paragraph styles and intelligence features you can save the let ter as a template To save a letter as a template 1 Make sure the letter is open then choose File gt Save as Template from the menu bar Each new letter you create will automatically contain all the elements found in the template Performing a Print Merge To perform a print merge 1 Open the Contacts table and find the selection of contact records that you want to merge your letter with See Chapter 10 for details about finding selections of records 2 With a selection of records displayed click the Letters button at the bottom of the Contacts list window PowerTrax Pro opens the Letters table and displays a list of all available letters Letter Name LetterTupe Introduction Sales Letter to new prospects Collection Letter Accounting Overdue Account Notice Followup Letter Sales Followup new contacts Press Release 1 Marketing Figure 11 3 List of Letters N ote 3 Highlight the letter you want then click the Merge button at the bottom of the list window The Merge Options dialog appears Merge Options X Create Contacts History Record Merge 10 Contact Records a y Search Revert Cancel Merge Figure 11 4 Merge Options Dialog 11 4 Note Letters If the Create Contacts History Record checkbox is selected PowerTrax Pro will automati cally create
257. om within the Companies table This chapter describes the input forms used to add a new company record or edit an existing one To add a new company record l Open the Companies table then choose Enter gt New Record or click the Add button at the bottom of the list window A blank Companies input form appears Main Phone Address 1 Fax Address 2 Alt Address 3 2 Q into i addresses FAB contacts LP Mat 7 Transactions 72 Price Lis Activities Customer Type v SIC Code Customer Status x Num Employees 0 Sales Team Select Tearn E Revenues 0 Sales Region h Credit Terms h Industry Credit Rating Customer HQ gt Create HO Local Sales Tax96 0 Tax Exempt Keywords Web Address D Keyword Summary Notes 47 c v al al Delete Cancel Save Figure 5 1 Company Input Form Enter the company name at the top of the input form Fill in the company s main address in the fields provided If the company s billing or shipping address is different from the main address select another address type from the pull down list at the top left corner of the input form then enter the information Click the pulldown and select another address type Billing Shipping Figure 5 2 Selecting an Address Type Companies 5 3 If the company s billing or shipping address is identical to the m
258. ommissions to be paid Digital Camera 101 9915 Dual Mode PCS Phone 25 4915 El Add gt gt lt lt Remove Copy Al gt gt lt lt Remove All Amount Due 127 48 Payment Amount Amount Selected 127 48 Payment Date piso Amount Not Selected 0 00 Payment Reference Payment Method x Cancel Figure 7 24 Selecting Items to Pay Enter the amount of the payment in the Payment Amount field Enter the principal s check number in the Payment Reference field Select check from the Payment Method pull down list Click OK to apply the payment The Check Field At the top right corner of the Invoices input form there is a field called Check This field is used to record the ID number of the check that your principal pays you with If you apply payment to an invoice using the single payment method described above the check number you enter there will automatically appear in the Check field Check 12345 If you apply payment to an invoice using the Payments input form the Check field will not be updated automatically Instead when you open the Invoice record you ll see a small magnifying glass icon next to the Check field If you click the icon PowerTrax Pro will retrieve the check number from the Payments record and fill in the Check field Click the magnifying glass PowerTrax Pro will retreive the check number Ceck
259. omparison 15 2 resizing handles resizing objects 16 9 resizing objects with the resizing handles 16 9 Ruler 11 7 Alignment Controls 11 7 Changing the Units 11 7 Showing and Hiding 11 7 S Sales Objectives 14 2 Adding 14 4 14 6 14 7 Objectives Window 14 2 Viewing 14 8 Sales Team Objectives 14 4 Save Button 1 12 Save Set Command A 4 Saving a Letter as a Template 11 3 Saving a Style Sheet 11 14 Saving and Loading Searches 10 13 Schedule Management 9 17 Adding Activities 9 21 Changing Time Increments 9 19 Customizing the Schedule Window 9 19 Date view 9 17 Deleting Activities 9 21 Hiding Banners 9 20 Moving an Activity 9 22 Principals view 9 18 Printing the Schedule 9 22 Schedule Management Window 9 17 Showing Banners 9 20 Users view 9 18 Scheduling Adding a Banner 9 9 Adding a Task 9 13 Adding an Activity 9 6 Copying and Moving Activities 9 12 Displaying Activities 9 3 Displaying the Calendar 9 2 Printing your Schedule 9 4 Search Button 1 11 Search Condition G 3 Searching Index X 7 Building a Search Condition 10 11 Finding a Company 10 3 Finding a Contact 10 2 Go To Search 10 2 Query by Formula 10 15 Query Editor 10 5 Query in Selection 10 4 Quick Find 10 3 Saving and Loading Searches 10 13 Using Query Filters 10 4 Select Menu 1 13 A 3 Selecting Records 10 16 Series axis selecting a field for 17 5 Show AII Button 1 11 Show All Command A 3 Show Subset Button 1 11 Show Subset Command A 3 simple Search G
260. on below shows an example of a divided line item Divide Existing Lineitem Initial Quantity 10 Additional Line Items to create ES X Current Line Item X Item 2 Item 3 Figure 6 19 A Divided Line Item Initial quantity is 10 N umber of additional line items Total of original line item and additional items equals 10 6 Click OK to apply the changes to the line item on your order Quotes and Orders 6 11 The Order Details Tab The Order Details Tab shows information such as ship date sales source PO numbers and any special instructions The Order Details Tab also contains controls that allow you select how your Quotes and Orders are displayed and printed Like other areas of the Orders input form some of the Order Details fields will vary depending on the type of transaction Line Items Order Details Payments Booking Date P3 08 00 Requested By Bo os 2000 Est Ship Date bs 08 00 FOB atlanta GA Delivery Terms Sale Source Cold Call v Days Sales Cycle 0 Display Format Order Sample Dis y Cust PO 123658 Print Format Order Sample Print Shipping Weight 35 Internal Notes E Special Instructions Shipping Instructions all before shipping 780 444 6239 58 zl Display and Print Formats As you create your Quotes and Orders you can select the display format and print format for your transaction Simply select the format
261. ooonnnnncccnonnnnnnnnnnnncnnnnnnnnnnonnnnonnnnns 14 4 Creating a Principal Sales Objective ooccccccccccccnnnnnnnnnnnnnnnnnnnos 14 6 Creating a Company Sales Objective cccccccccccccnnnnnnnnnnonnnnnnnnos 14 7 Viewing the Sales ODECUVES suicidas 14 8 14 2 Sales Objectives Introduction Forecasting and setting sales objectives is an important part of any business Setting sales objec tives helps to focus your sales efforts and motivate sales reps Accurate forecasts for each fiscal year make it easier for you to plan budgets and other sales activities PowerTrax Pro includes a powerful flexible tool that lets you create and track sales objectives by principal by sales team by customer or by any combination of the three You can create overall objectives and then break them down into smaller details or start with the details and build up into an overall objective You can even set separate objectives for bookings commissions and profits The Sales O bjectives Window At the heart of PowerTrax Pro s sales objectives feature is the Objectives window This specialized input form has the familiar look and feel of a spreadsheet and more importantly provides a single point of entry for all your sales objective requirements Selecta sales team Set objectives for bookings and fiscal year commissions and profits Objectives For Sales Team Goals 450 000 Rep Firm Fiscal Year Sales Team Contractors Sab
262. oper Li 186 75 Soft Solutions Inc PDF Direct Win Developer Lic 186 75 Soft Solutions Inc SchedulePack for Mac Upgrac 104 25 Soft Solutions Inc SchedulePack for Win Develo 221 25 Soft Solutions Inc DataStrike 246 75 Soft Solutions Inc SchedulePack for Mac Develc 221 25 Soft Solutions Inc SchedulePack for win Deployrr 221 25 Valid for 1 year fi Valid for 1 develo Valid for 1 4D De Valid for 1 develo Valid for 1 4D De Upgrade Valid for 1 Develo Macintosh and Wi Valid for 1 Develo Valid for 1 year fi Quotes and Orders 6 7 Figure 6 15 List of Products 3 Highlight the product s you want then click the Select button The selected products appear in the Line Items list Special Line Items In PowerTrax Pro chargeable items such as shipping sales tax insurance or other services are classified as special line items 4 Click the Add Special button The Special Line Item dialog appears special Lineltem records Add Shipping Costs Shipping Amount Oo L Calculate Sales Tax Add another cost item Item category Amount 0 00 Figure 6 16 Special Line Items Dialog 6 8 Quotes and Orders To add shipping Click the Add Shipping Costs checkbox Enter the shipping amount in the Shipping Amount field Click OK To add sales tax Click the Calculate Sales Tax checkbox if applicable PowerTrax Pro will calculate an
263. or They appear as shades of gray on a gray scale monitor The color palettes display shades on a gray scale monitor You can specify dif ferent colors for foreground pixels pixels that appear black on a black and white monitor and background pixels pixels that appear white on a black and white monitor If the object is a field or static text the foreground color controls the color of the text and the background color controls the color of the object s rectangle You set foreground and background colors using the Background and Foreground picture menus in the Object Look area of the Label Wizard If your monitor supports 16 colors choose the colors from the first 16 colors on each palette If your monitor supports 256 colors or more any colors you choose will display properly Labels 16 11 Setting Fill Patterns You can apply a fill pattern to any two dimensional graphic object in the form such as an oval a rectangle a line the enclosed area of a field or static text object and a two dimensional object s border The Fill picture menu controls the fill pattern for the selected object The Border picture menu con trols the fill pattern for the border Setting Border Patterns You can set patterns for the borders of any object in the form that has a border such as an oval a rectangle and a grid object The border patterns available are the same as the fill patterns The appearance of the border also depends on the line width
264. orts Commands by Themes Web Server Windows Get actvities bet ddress Gellontact ddresses Ge lnvoiceDa e Ge sinvoiceNumber GeTKey words Ge Phones GePrincipa GeProfiles aaas Resad Write Selecta method from the list o pug Figure 15 14 Selecting a Formula Of the custom PowerTrax Pro methods you might find the following to be most useful GetActivities Gets all Activity records for a given Contact GetAddress Formats Contacts Preferred address GetCompany Addresses Shows all non primary Company Addresses GetInvoiceDate Retrieves the invoice date for any lineitem GetInvoiceNumber Retrieves the invoice number for any lineitem GetKey words Retrieves all keywords for any Contact GetOrderContact Retrieves the Contact for any Order GetOrderContactEmail Retrieves the Contact s email address for any Order GetOrderLineltems1 Returns the Sort Sequence Number GetOrderLineltems2 Returns the Item Name GetOrderLineltems3 Returns the Summary GetOrderLineltems4 Returns the Quantity GetOrderLineltems5 Returns the Price Unit GetOrderLineltems6 Returns the Long Description GetOrderLineltems7 Returns the Date Booked GetOrderLineltems8 Returns the Date Shipped GetOrderLineltems9 Returns the Date Requested GetOrderLineltems10 Returns the Rep Commission Due GetOrderLineltems11 Returns the Rep Commission Received GetOrderLineltems12 Returns the Rep Commission Balance GetOrderLineltems13 Ret
265. ou have finished designing your graph click OK PowerTrax Pro creates the graph and displays it in a new window 17 6 Graphs Modifying the Graph After you have created a graph you can change its type or attributes Changing the Graph Type After you have created a graph you can plot the selected data using a different chart type Of course you can only choose among the chart types that are valid for the type of data that you are plotting For example if you are plotting two dimensional data you cannot choose a three dimen sional graph type To change graph types l Choose another graph type from the Graph drop down list in the Chart Tool palette OR Choose another graph type from Chart Type item in the Chart menu OR On Macintosh only hold down the Control key and press the mouse button to display a pop up menu of graph types The graph is redrawn using the new graph type If you switch to a pie chart from a type of graph that displays more than one Z axis field Power Trax Pro graphs only the first field assigned to the Z axis Changing the Graph s Attributes You can modify a graph using any of the tools available For example you can Resize a graph Customize graph axes Show and hide grid lines Display the series values Customize legends Modify or remove depth in a two dimensional graph Change the perspective of a three dimensional graph Change the graphic attributes of chart objects Expl
266. ou want to hide 2 Choose Edit gt Hide To hide a row using the pop up menu 1 Hold down the mouse button over the row label in the Row label bar The Quick Reports pop up menu appears Duplicate Break Delete Break Hide Font d Size d Style d Alignment gt Figure 15 21 Hide or Show Command 2 Choose Hide from the pop up menu PowerTrax Pro displays the column in gray to remind you that the row will not appear when you print or preview the quick report 15 26 Reports NENNEN Transactions Current Balance Hidden row Total Figure 15 22 Hidden Row You can also use a menu command or the Quick Reports pop up menu to hide a column To hide a column using the menu command 1 Select the column you want to hide 2 Choose Edit gt Hide To hide a column using the Quick Reports pop up menu 1 Hold down the mouse button over the column header The Quick Reports pop up menu appears 2 Choose Hide from the pop up menu PowerTrax Pro displays the column in gray to remind you that it will not appear in the printed report H ois Hp HH of HH PL LLL Y i Ut H HE HE i HE e colu PP LLL t HH Total SEE EEE EEE EEE EEE EEE EEE EERE EE EEE EERE EEE EE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE EEE rr o o EET o n nb HH HH HH HH RH HH HE HR HH AH HA HH HE HH HE HO HE HACHA HH RA ee ee ee Figure 15 23 Hidden Column Showing a Hidden Row or Colum
267. our database see Chapter 6 and send that order to the principal The principal sends you a copy of their invoice You then use PowerTrax Pro s Convert or Add Order Items features to create a matching invoice record from the data that exists in the origi nal order record The principal sends you a commission check based on that invoice You then apply payments and assign commissions using that invoice record Your customers place orders directly with the principal so you don t create an order record in your PowerTrax Pro database The principal sends you a copy of their invoice You then open the PowerTrax Pro Invoices table and create an invoice record from scratch based on the information in the principal invoice you received Whatever method you use PowerTrax Pro is flexible enough to handle the way you do business The following sections describe how to create invoices apply payments and assign commissions using a variety of different methods Using Orders Only If you use orders only to track commissions l 2 3 Open the Orders table and create an order record see Chapter 6 Send the order to your principal When the Principal sends your commission check apply payment to the open order and assign the appropriate commissions to your reps Please see Applying Payments and Assigning Commissions later in this chapter for details Using Orders and Invoices If your business tracks both orders and
268. ow Sort order Column Contacts Last Nar A X Sorted Sorted check box L Repeated Values X Automatic width Figure 15 15 Sort Order Controls 4 If desired select additional fields or formula columns and add the Sorted property using either the Sorted check box or pop up menu command You can specify ascending or descending sort order for any additional fields or formulas you spec ify When you specify multiple sort levels PowerTrax Pro sorts the records on the first field in the Sort field list then on other fields in the order that they appear in the list To change the level of a Sort field 1 Drag the name of a field or formula up or down within the Sort list to the desired sort level Deleting a Field or Formula from the Sort List You can delete any field or formula from the Sort list To delete a field or formula from the sort order 1 Select the column and deselect the Sorted check box OR Reports 15 21 Hold down the mouse button on the column header to display the Quick Report pop up menu and deselect the Sorted menu command PowerTrax Pro removes the field or formula in the Sort field list It does not delete the column itself from the report When you print the report PowerTrax Pro will no longer use that field or formula to sort the records Setting Break Levels In a quick report you set break levels to separate or break records into groups according to val ues in one or more sort fields
269. pal A Products 7 Price Schedules PI Contacts Ei Orders QE invoices MY Objectives Gl Activities la CS SS A TAO 13 09 99 Wesley Faucet and Fixture Purchase Order 348 89 0 00 13 09 99 Sunshine Kitchens Purchase Order Figure 2 19 The Orders Tab The information on the Orders Tab is for display only You cannot add or edit order information here See Chapter 6 for information on how to create orders 2 12 Principals The Invoices Tab The Invoices Tab displays a history of the invoices your firm has received from the principal Products 7 Price Schedules ESE Contacts FT Orders EL invoices dt Objectives Ej Activities 01 30 00 12355 0 00 02 28 00 01 30 00 12376 0 00 02 28 00 Figure 2 20 Payments Tab The information on the Invoices Tab is for display only You cannot add or edit invoice information here See Chapters 6 and 7 for information about creating invoices The Objectives Tab The Objectives Tab provides a place to view sales objectives for the current principal BE Products 7 Price Schedules PI Contacts Fifi Orders EE invoices i Objectives d Bookings Objectives Comm Objectives Profit Objectives Gl Activities Figure 2 21 The Objectives Tab To view the details of any sales objective double click it in the list Principals 2 13 Principal World Corporation Fiscal Year 2000 Booking Goals 75 000 Commission Goals Profit Goal
270. pal World Corporation Product Name Summary 1 List Price 0 00 Principal Pricing Ard Business Activity CA Details Product o Model FO Part st FO SUB Category x Unit of Measure o Weight o Taxable Color xl Size Other Default Selling Price 000 Acrobat Brochure File Name Loc Digital Brochure File Name Loc Digital x 2 Archive Description Picture Figure 3 1 New Product Input Form y Fill in the Principal field This will create a link between the product and its principal Enter the product name list price and summary optional Complete the product data by filling in the applicable fields on the Details Tab Which fields you fill in will depend on the type of product For example certain products might require you to fill in the Color and Size fields For other products these fields might not be needed The Principal and Product Name fields are mandatory This means that you cannot save the Product record if these fields are left empty All other fields are optional The Digital Archive and Digital Brochure fields allow you to specify a filepath to an Acrobat PDF brochure or digital brochure for the current product These files can then be included as an attachment to an email or fax message The Picture field can be used to paste in a graphic image of the product Produc
271. play com Billing 123 Maxwell Avenue Suite 3000 Atlanta GA30344 USA Shipping Sales Sales Team East Sales Region Southeast Credit Terms Net 15 Demographics Contacts Type Customer Source Referral In Progress Marketina Figure 4 7 Completed Information Labels 4 6 Contacts Assigning a Price Schedule To make products and pricing available to the customer you must assign them one or more price schedules Once a schedule is assigned the customer can order any product that uses that price schedule See Chapters 2 and 3 for details about assigning price schedules to products Click here to add a price schedule aime Information P Price Schedule Status Figure 4 8 Price Schedule Controls 1 Click the Add button next to the Price Schedules list at the bottom of the New Contacts input form PowerTrax Pro will display a list of available price schedules Please select Principal Schedule s Schedule Name Contractor s Warehouse Schedule 4 Contractor s Warehouse Schedule B Sabre Manufacturing Platinum Sabre Manufacturing Gold Sabre Manufacturing Silver Sabre Manufacturing Sonmor International Level 1 Sonmor International Level 2 Sonmor International Level 3 Sonmor International Dur Cost Sonmor International World Corporation Schedule 3 World Corporation Reseller 1 nu Figure 4 9 List of Price Schedules 2 Highlight the schedule you want then click Sel
272. plete information on the Layout page see Specifying the Label Layout on page 15 12 The Label Wizard Toolbar The Label Wizard toolbar contains the following tools Drawing Tools Distribute Vertically Horizontally ojojo m Duplicate 2 E Arrow Tool Alignment Tools Move to Front Back Figure 16 1 Label Wizard Toolbar Creating a Label Design You create a label by dragging field names to the Label Preview area adding static text drawing graphic objects using the graphics tools in the toolbar and pasting graphics from the Clipboard You can edit the label by distributing moving resizing layering and aligning objects With the Object Look and Text attribute areas you can control the font attributes foreground and back ground colors fill patterns and borders of individual objects The Label Preview area shows the approximate size and shape of the selected label Before adding elements to the label you may want to specify your label paper and label dimensions using the Layout page For information see Specifying the Label Layout on page 15 12 16 4 Labels To create a label 1 Drag the first field you want to display in the label from the Fields list to the Label Preview area If the field is in a related table expand the relating field to display the fields in the related table Your field is added to the Label Preview area Selection handles indicate that it is selected Contacts
273. pper right corner of the Sched ule Management window Principals Hide Banner Print Delete SAM 5PM y Top La JL m 1 Hour Figure 9 35 Window Settings Controls Changing the Duration or Time Increments The default display setting for the schedule shows the hours of 9 AM to 5 PM in one hour incre ments You can change these settings using the pull down lists To change the time duration shown on the schedule 1 Click the Duration pull down list and select a different time duration from the list of choices 9 AMi 5 PM r AAA 7 Phi 6 AMi 9 PM 9 AMi 10 PM 6 M 11 PM 6 AMi 12 PM Figure 9 36 Changing the Duration To change the time increments 1 Click the Increments pull down list and select a different increment from the list of choices 1 Hour 3D Minutes 2D Mnutes 15 Mnutes 12 Minutes 10 Minutes Figure 9 37 Changing the Increments 9 20 Scheduling Changing the Number of Days When the Schedule Management window is set to Date view you can change the number of days that appear horizontally across the schedule 1 Click and drag the slider bar to the left or right Dragging to the right increases the number of days shown Dragging to the left decreases the number of days shown Print Delete La JL gt Click and drag the slider to increase or decrease the number of days Figure 9 38 Changing the Days If you want to move the sch
274. principal invoices you can use this method to quickly create an invoice record using the data in an existing order l Find and open the Order record that you want to use to create an Invoice 2 Click the Convert button at the bottom of the Orders input form The Order Change dialog appears showing the list of all line items in the Order Invoices and Payments 7 3 T Order Change lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Order change for Chronos Principal Product Price Principal Invoice world Corporation Lawn Mower 195 02 Yes Principal Invoice Number EEUU Invoice Amount EN Invoice Date 00 7 00 00 Principal Check Number Commission Due Date 00 00 00 Figure 7 1 Order Change Dialog 3 Enter the invoice number in the Principal Invoice Number field 4 Enter the invoice date and the commissions due date in the appropriate fields 5 Click the Create button to create the new invoice record Excluding Line Items By default all line items shown on the Order Change dialog will be included when you create a new Invoice record However there might be times when you want to exclude some items For example a principal might split your original order into two separate invoices In that case you would have to create two invoice records from the existing order and specify which line items belong to which Invoice
275. r Bda idad 10 17 Ent rins Letter Identitic 300156 ibas pO t Pate nse eT A SAIL nas eeeiae tebiasaees 11 2 A m 11 2 bist ODE e He Sd nnn errr terry enter or dM ren Mb dd MM IN 11 3 Merge Options DIEI 11 3 Print Merce Option Buttons oerte ess id 11 4 Emal Merse BIO ON NUN CE a 11 5 Word Processor Components acia dad ss 11 6 Word Processor Menu Ba ta 11 6 UI E a O II II arte eaten ss 11 7 Buler Breterence S AA O emote Lad 11 7 Alignment and Spacing Controls ccooonocccnnnnccnnncononncnnnccnnnoconanccnnnccnonononnnss 11 8 jS VIRI TTE a 11 8 O ANO 11 8 Rage Vie W Pre Gren ES iii 11 9 Full Las Vi Wo 11 9 Marte Controls aa deis 11 10 Marsin Indicator usandolo iicioniss 11 10 Custom T3b Sios anoo titur dios 11 10 Text Symbols VISIDIG x pesetas Sumo E 11 11 SIS PU SO ya Dit coa 11 11 Sample Ratastapa Sy eS aaa ir 11 12 Stylesheet Definition Dialog eret roi abs 11 12 Namine he N eW Silesia oi tinas 11 13 Preview OL Style Senos ad 11 13 Selecting a SCHDE TP danos 11 13 SWE A AAA A Tasanieslonesndaesaodiauehta dee Tsomeweneanees 11 14 MacOS Open DIOS an ias 11 14 View Header Opt Messiaen dia dina 11 15 Entering Header InforniatiOn ii its 11 15 Header Information in Document occcccncnnnnnnncnccnnnnnnonononannnnnnnonononnnnnnnnnnnnnnnos 11 16 XXi List of Figures Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fig Fi
276. r drag it to a different position on your screen Showing Hiding the Navigation Palette To Show the Navigation Palette 1 Choose Tools gt Navigation Palette from the PowerTrax Pro menu bar or hold down the Command key while pressing the space bar on your keyboard Tools Special Functions Navigation Palette 36 Help Figure 1 10 Showing the Navigation Palette To hide the Navigation Palette click its close box Moving the Navigation Palette To move the Navigation Palette on your screen 1 Click and drag its title bar to a new position PowerTrax Pro will remember where you leave the Navigation Palette and place it in the same position the next time you open it Shrinking the Navigation Palette If you re using a smaller monitor you can shrink the Navigation Palette to conserve space 1 Click the control icon near the top right corner of the palette The Navigation Palette buttons disappear and are replaced by a pop up menu He Click here to expand the Navigation Palette Figure 1 11 Shrinking the Navigation Palette Rather than clicking a button you click the pop up menu and select a table to open from the list that appears To expand the Navigation Palette click the control icon again Tables The information in PowerTrax Pro is stored in different areas called tables For example informa tion about your contacts is stored in the Contacts table information about products is stored in the
277. re Sonmor World Corporation Total Total Current Ob Warehouse Manufacturing International Company i Alan s Berones moo 26000 reoo0 __ev o00 oo Chronos Renovation Supply 3 of of 10 00 oiga ona waen o IEA IEA E CEE 3 9 IA C O om o 9 e PRedwal Dian 3 9 S i000 C T 0 somem car J 3 9 3 Southem Communie fof oJ of op uwWneKwhems OO 3 9 9 A Pares Corera E T 28000 C wooo e53e 0 wesley Faucet and Finwre 3 9 of A DWesaWahne Toots of of of of rena West Valve Umtes off of of Sales Teatro 0 7aoo0 O 0m Total Curent Obj Principa sooo 126 000 15000 160 000 450 000 ee Get Data Save Data Done Details of objectives broken down by customer and principal Figure 14 1 Objectives Window From the Objectives window you can enter a sales objective for each sales team in your organiza tion each principal and each customer Sales Objectives 14 3 To access the Objectives window 1 Click the Rep Firms button on the Navigation palette to open the Rep Firms table 2 Choose Tools gt Special Functions A dialog appears showing a list of available functions 3 Double click the Create Edit Sales Objectives item The Objectives window appears Rep Firm yCo Ob
278. reates the object and makes it the currently selected object The Arrow tool is automatically selected and the pointer becomes an arrow Labels 16 7 Aligning O bjects The alignment tools let you align objects to each other When you align one object to another you can align 1t to the top bottom side or horizontal or vertical center of the other object The follow ing illustration shows the Label Wizard s alignment tools Align Right Align Center Vertical Align A Align Center Horizontal Align Bottom Align Top Figure 16 7 Alignment Buttons The arrangement of lines represents the function of each tool For example the Align Right icon shows the lines aligned vertically on the right side of the box The Align Center Vertical icon shows the lines aligned vertically in the middle To align a set of objects 1 Select the objects that you want to align 2 Shift click to select several objects 3 Click the alignment tool that corresponds to the alignment you want PowerTrax Pro aligns the selected objects according to the alignment you selected Distributing O bjects The toolbar includes two tools that let you distribute three or more objects evenly r r Figure 16 8 Distribution Buttons Distribute horizontally Distribute vertically When you use either tool you can modify its action by holding down the Shift or Alt keys when you click either tool Clicking distrib
279. ree items listed on a Quote To exclude a line item when creating an Order 1 Click in the Order column of the item you want to exclude The word Yes changes to a checkbox 2 Turn the checkbox off then click on the line item s product name The word Yes will change to No 6 14 Quotes and Orders Price i Order Word Corporation Lawn Mower 189 05 Yes Click here then turn ey Rene REDE p Ee IR TU POPE Off the checkbox Wo m Fa a Sie i NL AN Principal Product Price Order Theme vemwill World Corporation Lawn Mower 129 05 Yes now be excluded I X Tt Lee 0 orporation Weed Trimmer es m e oli den NN Di A ta M MP LL AAA Figure 6 24 Excluding a Line Item Now when you click the Create button only the line items that specify Yes under the Order column will be included in the Order Printing a Transaction 1 Click the Order Details Tab then select a page layout from the Print Format pull down list 2 Click the Print button at the bottom of the Orders input form The Page Setup dialog for your currently selected printer appears
280. res EE sa al Cancel Ok Figure 2 1 Edit Principal Input Form 3 Fill in the appropriate fields then click OK The screen changes to show the Principal input form where you can enter further details Principals 2 3 Millenium Distributors Phone 685 Palliser Drive s cS Facsimile Atlanta GA 30345 USA Alt Phone http www milleniumdistributors com Company Head Company Title Avg Payment Days b Default Terms v Revenues Eso Employees b Avg Credit Limit Eso Primary Product Number Default Color Notes J SK Products EF Price Schedules EE Contacts Ard Orders El Invoices T Objectives Activities 2l Uni of Meas Pros Cage A Figure 2 2 Principal Input Form 4 Enter the phone and fax numbers in the fields at the top right corner of the input form The remaining fields on the top half of the input form are used for general information such as the name of the company head default payment terms number of employees and so on Two of these fields Primary and Default Color require some further explanation The Primary Field Each principal has a unique method of tracking products for ordering and inventory purposes One principal might like to use a part number or model number while another prefers a SKU number You can specify the preferred number type for each principal in your database by selecting a choice from the Primary pull down li
281. rincipal invoice you received Adding Line Items Once the basic invoice information is in place you can start adding line items 1 Click the Add Order Items button at the left side of the Line Items Tab SE Line tems Payments Qty tem Click the Add Order Items button Figure 7 5 The Add Order Items Button A dialog appears showing a list of existing order items for the selected principal and customer 7 6 Invoices and Payments Please select a Product Product Cust PO Number Comm Due Digital Camera 50501 Dual Mode PCS Phor SC501 Digital Camera C100 PC Color Camera C100 Book Date 00 00 00 01 05 00 01 05 00 01 05 00 Figure 7 6 List of Order Items 2 Highlight the item s you want then click Select The line items will appear in the list on the Line Items Tab 3 Click the Save button at the bottom of the Invoices input form to save the new record Payments and Commissions If you create an invoice record based on an existing order those invoice and order records are linked together If you apply a payment to the order record the payment information will also be applied to the invoice record and vice versa See Applying Payments later in this chapter for more details When you assign rep commissions for that sale you should only assign the commission to the order record or the invoice record but not both See Assigning Commissions later in this chap
282. ring Move to Back menu item 16 9 Move to Front menu item 16 9 layouts for labels 16 14 16 15 Letter Button 1 11 Letters Adding a Footer 11 16 Adding a Header 11 15 Adding Graphics 11 17 Creating and Saving 11 2 Defining a Style Sheet 11 11 Input Form 11 6 Inserting Dates and Times 11 22 Inserting Expressions 11 20 Inserting Merge Fields 11 18 Inserting Page Numbers 11 17 Line Spacing 11 8 Margins 11 10 Publishing a Hot Link 11 21 Ruler 11 7 Saving a Template 11 3 Subscribing to a Hot Link 11 21 Tab Stops 11 10 Text Alignment 11 8 Line Control Buttons 10 8 Line Spacing 11 8 line width in Label Wizard 16 11 List Screen Buttons 1 11 List Window Defined G 2 Load Set Command A 4 Loading a Style Sheet 11 14 Logging in 1 2 M Margin Controls 11 10 Merge Fields 11 18 Inserting 11 18 Move to Back menu item 16 9 Move to Back tool icon 16 8 Move to Front menu item 16 9 Multiple Price Lists 5 13 Navigation Palette 1 7 moving 1 8 shrinking 1 8 Navigation Palette Command A 4 Navigation Palette Preferences 1 3 New Record Command 5 2 A 2 Next Button 1 12 Next button 6 12 8 11 Number field formats in quick reports 15 24 0 Objectives Window 14 2 objects aligning 16 7 border patterns 16 11 duplicating 16 9 fill patterns for 16 11 layering 16 8 setting color of 16 10 Omit Subset Button 1 11 Omit Subset Command A 3 Index X 5 Open Invoice Status Report 15 2 Open Table Command A 1
283. rse engineer decimalize or decompile the SOFTWARE If SOFTWARE is an update any transfer must include the update and all prior versions LIMITED WARRANT Y Soft Solutions Inc warrants that a the SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of ninety 90 days from the date of receipt Any implied war ranties on the SOFTWARE are limited to ninety 90 days and one 1 year respectively Some states do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES Soft Solutions Inc entire liability and your exclusive remedy shall be at Soft Solutions option either a return of the price paid or b repair or replacement of the SOFTWARE that does not meet Soft Solutions Limited Warranty and which is returned to Soft Solutions with a copy of your receipt This Limited Warranty is void if failure of the SOFTWARE has resulted from acci dent abuse or misapplication Any replacement SOFT WARE will be warranted for the remainder of the original warranty period of thirty 30 days whichever is longer NO OTHER WARRANTIES Soft Solutions disclaims all other warranties either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to the SOFTWARE the accompanying written materials and any accompanying hardware This limited warranty giv
284. s Click the PDF button to merge the letter and contacts into PDF documents See Chapter 12 for details about the PDF creation dialogs Click the Fax button to merge the letter and contacts and fax them from your desktop See Chapter 12 for information about the fax creation dialog Click the BrdCast button to merge the letter and contacts as a fax broadcast A fax broadcast refers to sending out a static message to the selected contacts In a fax broadcast the informa tion in the message 1s generic and not personalized for each recipient If you want to perform a fax broadcast you should use a letter that does not contain any database merge fields Note Note Letters 11 5 Performing an Email Merge PowerTrax Pro s email merge feature puts the text of your letter into the body of an email message and sends it to a group of selected contacts To perform an email merge 1 Open the Contacts table and find the selection of contact records that you want to merge your letter with See Chapter 10 for details about finding selections of records 2 With a selection of records displayed click the Letters button at the bottom of the Contacts list window PowerTrax Pro opens the Letters table and displays a list of all available letters 3 Open the letter you want then click the Email button at the bottom of the Letter window The Email Merge dialog appears subject A Y Use Email
285. s Companies Sales Team Bookings Commissions Profits 50 000 25 000 Figure 2 22 Sales Objective Details Note The Activities Tab When you create an activity record and link it to a principal a record of that activity will appear in a list on the Activities Tab This allows you to see an entire history of sales activities at a glance You can view the details of any particular activity by double clicking it SK Products EF Price Schedules PI Contacts Ard Orders EE invoices A N Objectives Gil Activities Date Contact Activity Type 24 04 00 Smith Rudy Demo 17 04 00 Fielding Dan Phone Call Set Up Meeting 17 02 00 Latimer William Training New Product Training 02 02 00 Cregga Rose Phone Call Sales Followup Summary Figure 2 23 Principal Activities Tab See Chapter 9 for details of how to create activity records 2 14 Principals In this chapter Addn a Product RECON be HERUM eMe LM UM Adding a Price Schedule THe BusimessoxCUYVILU laD orein 3 2 Products Adding a Product Record To add a new Product record l Click the Products button on the Navigation palette to open the Products table and display a list of all Product records Initially your Products table will be empty You must add Product records one at a time 2 Click the Add button at the bottom of the Products list screen A blank Products input form appears Principals Products Princi
286. s dialog appears Click the New button to display the Query Editor see the following page 10 6 Searching and Sorting Field Area Criteria area Query Editor Contacts JLast Name is equal to Available fields Comparisons Last Name Last Updated By UserID Comparison is less than or equal to Area begins with does not contain Value Area Pano fares Query Options Filter e e e Untitled filter Conjunction Set O perators Filter Area Area Figure 10 6 The Query Editor The following sections describe the components of the Query Editor window Criteria Area This area shows the search conditions as you create them or after you load a search condition from disk Field Area The Field area shows the fields that are available to search on in the current table The Table Pull Down The pull down menu at the top of the field area shows a list of tables in PowerTrax Pro Figure 10 7 Table Pull Down The current table is always shown at the top of the list All other related tables either directly or indirectly are shown below the separator line in alphabetical order You can change the current table by selecting the name of the table you want from the pull down list Searching and Sorting 10 7 Field List The field list shows the names of fields in the currently selected table Initially the fields are shown in their physical database order You can list them alphabetically by cli
287. s feature is best suited for sending out either individual faxes or very small groups of faxes Enabling this feature during large scale fax merges or fax broadcasts is not recommended if Symantec Message Manager Line Status Connection Device S IMultiModem MT 13 Send tax to FaxPack Sales Data sent to fax Device MultiModem MT19322D Operation Data sent to fax Name FaxPack Sales Number 7704549800 Remole CSID 17704549800 Speed 14400 Currert page 1 of 2 21 complete No Details Figure 12 15 Message Manager Line Status Dialog 12 10 Faxing and PDF Generation To enable or disable the Message Manager Line Status dialog 1 Right click the yellow Symantec Control icon located in the lower right hand corner of your monitor and choose Program Setup Send New Fax Display Status New Messages Receive Log Start Message Manager Manual Receive Now Automatic Receive Locations Program Setup Figure 12 16 Program Setup Command The WinFax Pro Setup screen appears see following page Ey WinFax PRO Program Setup EA ES Options REA Backup and Restore Y Pager Call Logging S Printer Driver Call Status and Controller Y Receive i Calling Cards gt Send Ch Concord Services l User ES Dialing and Location Fax Sharing Client a Fax Sharing Host id Message Management 2 Microsoft Exchange Outlook Ai Modems and Other Fax Devices gt Notification
288. s team the transaction belongs to Sales Team International w Click here for a list of available sales teams Figure 6 7 Sales Team Pull down If a sales team has already been assigned to the customer in their Company record that sales team name will be automatically selected and displayed in the Sales Team field 5 Use the Status pull down list to specify the status of the transaction Status Booked w Figure 6 8 Status Field 6 Enter a reference number or comment related to the transaction in the Reference field 7 Ifthe selected customer only has price schedules assigned from only one principal PowerTrax Pro will automatically enter that principal s name in the Principal field Principal World Corporation Figure 6 9 Principal Field Quotes and Orders 6 5 If the customer has price schedules assigned from multiple principals click the Principal pull down list and select the principal involved in the current transaction Principal Select a Principal Select a Principal Contractor s Warehouse Sonmor International Add a Price Schedule Figure 6 10 Selecting a Principal If you want to assign a new price schedule to the customer select the Add a Price Schedule item from the Principal pull down list PowerTrax Pro will display a list of available price schedules for you to choose from Billing and Shipping Addresses If billing and shipping information
289. save the new contact record Adding from the Company Table 1 Click the Companies button on the Navigation Palette then find and open the company record you want to add the contact to 2 Click the Contacts Tab then click the Add button next to the list of contacts The Create Con tact input form appears Salutation First Mi Last fi Title x Source xl Nickname Email Do Work Ext o Phone o Ext lof Address Information for Redwall Distribution View Edit Company Main y Click Preferred Address Address 1 1999 Noonvale Drive Company Main Address 2 NENNEN Company Billing Address 3 DY C Company Shipping City anta C Personal State ba Zip Code B3341 o Country Psa al Ok Cancel Figure 4 11 Create Contact Input Form 3 Fill in the contact information at the top of the input form 4 The address information at the bottom of the input form is taken from the existing company record All you need to do is click one of the Preferred Address radio buttons to specify which address should be used for the new contact 5 Click OK to save the new contact then click Save on the Company input form 4 8 Contacts Editing a Contact To edit a contact record using the main Contacts input form 1 Click the Contacts button on the Navigation Palette to display a list of all contact records 2 Doub
290. se from Select a Contact First Name Company Name A Smith Bectronic Engineers Birmingham Barbara Bank amp Business Systems Bill Lectrolarm Cletis i Bank amp Business Systems Dave Lingle Associates Matthews Dennis F 1 Bectronics Duncan Doug i Mosler Birmingham George George s Cycle George Security Link N Charleston Glenn i Shana Glenn The Word Smith Howard Cardkey Systems Atlanta Janet i Fudio Asual Communications John AD Austell Ken Ken Smith Inc coal Figure 9 9 Multiple Contact Matches If you type a name like Bob Smith PowerTrax Pro will look for first name Bob and Last name Smith If you type Bob Bob with a space after it PowerTrax Pro will search for all contacts with the first name Bob 9 8 Scheduling Note P Select a user name from the For pull down list If you re viewing your own Calendar your user name will be initially selected The pull down list allows you to select other users so that you add activities to their Calendars If you select another user s name the activity will be added to that user s Calendar after you save the record Select the type of activity from the Type pull down list Or enter the first few characters of the activity type you want and press Tab PowerTrax Pro will find the type that matches your entry and fill it in for you Type a few characters then press Tab PowerTrax Pro fills in the rest
291. select one or more records from the list window and then click the Delete button the selected records will be deleted from the PowerTrax Pro database Since this Operation permanently removes the selected records from the database PowerTrax Pro will dis play a dialog asking you to confirm your action Click Yes to delete the selected records click No if you don t want to delete the records The Letter button Unlike the other List screen icons the Letter button only appears on the Con tacts list window Click the Letter button to perform a mail merge or fax merge for the current selection of contact records See Chapters 11 and 12 of this manual for a complete description of PowerTrax Pro s Fax and Letters features The Done button When you have finished working with the records in a particular table click the Done button to close the table 1 12 ee 5 fe e Getting Started Input Form Buttons When you add a new record or view existing records in PowerTrax Pro the information is entered and displayed on a input form At the bottom of each input form you ll see the following buttons ie le 6 a Figure 1 17 Input Form Buttons The Previous button Clicking this button will take you to the record immediately before the record you are viewing If you re adding a new record or viewing the first record in a collection this button will appear blank The Next button Clicking this button will take you to th
292. selected month The button label changes dynamically to show the name of the month you ve selected You can move the Calendar backwards or forwards one month at a time by clicking the page controls at the bottom right corner of the Calendar Click here to move forward Click here to move backward Figure 9 3 Calendar Page Controls Changing the Calendar Year To change the Calendar year 1 Click the Year button and select a year from the pop up list that appears The Calendar will change to display the layout for the selected year The button label changes dynamically to show the year that you ve selected Displaying Activities To display the details of a specific activity 1 Double click the activity itself Double click the Activity to see the details 18 104M Con 9 4 Scheduling To view the details of all the activities and tasks for a particular day 1 Click the Day button or double click the day on the Calendar Double click the day to see your Activities and tasks 18 10A4M Con A dialog appears showing the details of all the Activities and tasks for that day Items for Administrator on Monday April 12 1999 Activities Starts Ends Type Activity 2 30 PM Training Tasks sh Y Remind 3 Notes 12 00 AM Prepare sales projections 12 00 AM Pick up brochures Figure 9 4 List of Tasks For information on how to add Activities and tasks to your calendar see Activi
293. simply click the Fine Resolution checkbox If you want to fax as gray scale click the Gray Scale checkbox To give your fax the highest priority in the outgoing fax queue click the Urgent checkbox If you want the fax to be sent later during the night for example you can specify a date and time delay using the Delay Options fields Recipient Info The Recipient Info section of the Fax Merge Options dialog lets you control who the fax is sent to and whether or not a history of the fax message will be added to the Contact s record Recipient Info 1 of 13 Contacts will be merged Iv Create Contact History Record al amp Search Rewert Figure 12 8 Recipient Info If the Create Contacts History Record checkbox is selected PowerTrax Pro will automatically create an activity record of the fax in the history of each selected contact The activity record will show the date and time of the fax and the activity type will be set to Send Fax If you entered information in the Subject field of your cover page that information will be automatically copied into the Summary field in the activity record See Chapter 9 for more information about activity records If you want to change the selection of Contact records that you re going to send the fax to click the Search button A search dialog will appear allowing you to find a new selection of records If necessary
294. specify a sort order at any time For example if you wanted to sort the records of Compa nies by the City field you would select the City column and then set the Sorted property You can also sort on a formula by selecting the column that contains the formula and then clicking the Sorted check box or choosing Sorted from the Quick Report pop up menu for that column See Adding Formulas to a Quick Report on page 15 16 for more information about adding for mulas to quick reports To specify the sort order using the Sorted check box l Select the column that contains the field or formula you want to specify as the first sort level 2 Click the Sorted check box 15 20 Reports To specify the sort order by dragging 1 Drag a field from the Fields list to the Sort order list If the field is not already in the quick report design PowerTrax Pro adds it as the last field in the design To specify a sort order using the Quick Report pop up menu 1 Hold down the mouse button on the column header belonging to the column you want to sort The Quick Report pop up menu appears 2 Choose Sorted from the pop up menu PowerTrax Pro displays the name of the field in the Sort list To the right of the name is an arrow indicating an ascending sort order By default all sorts are performed in ascending sort order 3 If necessary click the sort direction arrow to sort the column in descending order Sort direction arr
295. ssion Dear Contacts First Name inserted field Thank you for taking the time to call me regarding our product ar am sure you will be most impressed with the new advanced feat in the new versinn Figure 11 40 Expression Inserted in Letter You can insert one of the built in expressions that are included with PowerTrax Pro or you can use the PowerTrax Pro Formula editor to create your own custom expressions For information on how to create your own custom expressions please see the PowerTrax Pro Formula Reference Hot Links The Hot Link feature of PowerTrax Pro allows you to automate the process of updating graphics and text in one or more documents For example if your company logo appears on all your letters it would be a tedious process to update each document if your logo changes With the Hot Link feature you can update the logo once and have the changes automatically applied to all documents where the logo appears 11 22 Letters Using the Hot Link feature is a two step process First you must select the original material that you want to make available in other documents and publish it as a Hot Link You then open another document and indicate where you want the published material to be placed This is called sub scribing to the published Hot Link Once you ve subscribed to a Hot Link the subscriber will automatically update when the original changes Publishi
296. st Primary Product Number w Product Number Model Number tacts an Orde Part Number SKU Number Figure 2 3 Primary Number Pull down If you specify the primary number here make sure your display and print formats for orders and quotes use the selected number in their layouts For more information about display and print for mats see Chapter 5 of your PowerTrax Pro Administrator s Guide The Default Color Field PowerTrax Pro provides robust scheduling features that allow you to manage your time effectively Included in these features is the ability to create sales activity records that can be viewed in a graphical format in the PowerTrax Pro schedule management window see Chapter 9 for details Each activity can be color coded by principal to make identification easier For example all activi ties that are linked to World Corporation can be coded in green and all activities that are linked to Sabre Manufacturing can be coded in orange 2 4 Principals You can specify an activity color for the current principal by clicking the Default Color field and selecting a color from the palette that appears Click to display the color palette Default Color Motes e Ibjectives Gl Activitie as Product Category Figure 2 4 Selecting a Default Color The bottom half of the Principals input form contains a series of Tabs Products Price Schedules Contacts Orders Invoices Objectives and Activ
297. stonrPields Taba ia 4 17 once Mb TET 4 18 IA o A NN 4 18 A cC 4 19 List of Figures xvii Fis 4 36 New Email Address Input POmi in 4 19 Fig 5 1 Company Input POr osa 5 2 Fig 5 2 Selectas an Address PEL easiactentt E 5 2 Fig 5 3 Address Copy Change DIOS id dis 5 3 Fig 5 4 o a ree Een peat Senet re fece d re Pee eee aT 5 4 Fig 5 5 Keywords M 5 4 Fig 5 6 Edit Company Keywords DIAlOB to aa 5 5 Fig 5 7 Adan a New KO WOE tata dat 5 5 Fig 5 8 INGLES De IG eee eie i tati uen bie o i eu Matin blot tu vaa es tsidu ados t eudUds 5 6 Fig 5 9 SS A s EE pO M MEM CE IM D UE UE 5 6 Bie 5 10 New Address Dial OS s io ds 5 6 BIOs Oe Addres D Decem oh Gb id ia 5 7 15 517 JNOWZAGHEPOSS CGC diaria 5 7 Ei DS Contacts TaD m 5 8 Fie 5 14 Create Contact Input POLTU iu Ena 5 9 bis 5 15 Management Taba 5 9 Feal ales Objective Detalls 2 2 eee aca 5 10 Lis 3217 Opportunities Input POP eiie oii ei a U deo ete ets 5 10 I15 55 5 Editino au ODDOPDTHD occorre dri ab E Dos aru oEd ores a dd adt 5 11 loin d o Transactions Mii M 5 11 Pig 5 20 Principals Tab naar do 5 12 Fiz Tistor Pree CUCU CS rica dad edited 5 12 Bigs D222 Pace CNC AUIS GCC tante 5 13 I15 5 25 Company AACUVIUSS a Oncaea a 5 13 Fis 3 24 Creating a Company FIG toto 5 14 Fig 5 25 Takin to an Existing FIO oir e ier a Ende ie abort EUR uu t 5 14 L15 9 20 Company HO Input Lom a 5 15 Fig 6 1 Blank Orders Input ROMA 6 2 Fig
298. t Add From To Date Find mail in the In Bou folder amm lis J Bod J Fig 13 15 Find Button and Find Dialog The Find dialog box allows you to select one of many fields to search in By default the Find dia log box will search through all of the messages in the current folder To narrow a find further click the Find in selection checkbox Finding an Address or Group To locate an address or group 1 Open the Address Book and click the Find button The Find Addresses dialog appears Find addresses in the address book C Find in selection Fig 13 16 Finding an Address 2 Select enter your search criteria then click Find Find looks through the entire Address book searching for e mail addresses or groups that match your criteria If you wish to search only through the current selection of addresses or groups say after finding an initial set of addresses or groups click the Find in selection checkbox You can search for e mail addresses by Last Name First Name Full Name Description or E mail Address You can search for e mail groups by Name or Description 13 10 Using E mail Customizing your E Mail Window There are many areas of the PowerTrax Pro e mail window that can be customized to meet your own personal requirements For example you can resize columns in the window to make viewing easier and create additional folders to file your messages Resizing Columns in the PowerTrax
299. t Form 8 18 Reseller Transactions 5 Select the line item you wish to pay then click the Add button to move it to the list of items to be paid If you want to apply payment to all the line items simply click the Copy All button to move all the items to the list of items to be paid Select Line Items to Pay ed POF Direct Mac Developer 4D Server 1 User Expansion B Add gt gt lt lt Remove lt lt Remove Copy All gt gt lt lt Remove All Amount Due 444 00 Payment Amount 444 00 Payment Method Amount Selected 444 00 Payment Date 03 12 99 Amount Not Selected 0 00 Payment Reference _ Cancel y Figure 8 30 Selecting ltems to Pay Enter the amount of the payment in the Payment Amount field Enter a check number or credit card number in the Payment Reference field Select a payment method from the Payment Method pull down list O SS Click OK to apply the payment PowerTrax Pro updates the Payments Tab to show the details of the payment including the payment amount current balance and how many days it took to make the payment E Line Items Order Details Payments Our Cost 300 00 Total Order Amount 444 00 Payment Due M0871999 Payments Received 444 00 Days Paid 15 Profit Margin 144 00 Current Balance 0 00 Customer Invoice Payments Salesperson payments time Recs amus Payment Summary gt
300. t form 1 Click the Orders button on the Navigation palette to open the Orders table 2 Open an existing transaction record or create a new one See Chapter 6 for detailed informa tion about creating or editing transaction records 3 Click the Fax button at the bottom of the input form Orders input form Fax button Next Print Fax Delete Cancel Save Figure 12 12 Fax Button on Orders Input Form The Fax Merge Options dialog appears Fax Merge Options Cover Page Related Sender Info w Use Cover Page Confidential y sender Name Steve Hughes Subject Customer Order Comments Options Iv Fine Resolution F Gray Scale Delay Options F Urgent 12 2 98 4 58 PM Recipient Info Click on Select for Contacts to fax to v Create Contact History Record Enclosures Number of files enclosed al es Select Revert Figure 12 13 Fax Merge Options 4 Specify your fax options then select a cover page and add any enclosures if necessary Please see Performing a Fax Merge or Broadcast on page 12 4 for details about using the Fax Merge Options dialog An important difference between doing a fax merge and faxing from the Orders input form is how the recipient is specified When you do a fax merge the recipients are determined by the selection of contacts you made prior to performing the merge see Performing a Fax Merge or Broadcast on page 12 4 or see Chapter 1
301. t takes place over more than one day Unlike an Activity a Banner has a start date and end date rather than a start and end time An example of a Banner would be a trade show that runs from Wednesday to Friday Comparison Operator In a search condition a comparison operator tells PowerTrax Pro how to compare the value you specify to the contents of the current table For example the search condition Invoice Total is greater than 5000 uses the is greater than comparison operator The following comparison operators are available in PowerTrax Pro is equal to is not equal to is greater than is greater than or equal to is less than is less than or equal to begins with contains does not contain Compound Search A compound search is a search based on the contents of multiple fields For example a search for all Contact records whose Last Name field is equal to Smith AND whose Company field is equal to ABC Company would be a compound search Conjunction Operator A conjunction operator is used to combine separate search conditions in a compound search PowerTrax Pro uses the And Or and Except conjunction operators Field A field is the container for one specific data item within a record When you add a new record using an input form you enter the information into fields on the form The figure below shows a typical field Company Southern Business Systems Figure G 1 A Typi
302. t the Invoice Commissions Report item then click OK The Invoice Commissions Report dialog appears Display Order ate Range Pun 1 v a Start Date End Date Include All Records Records shown 100 mee Detail Surnmary C Summary Detail ormatting Show Cents E 64 Cancel Ok Figure 15 2 Commission Report Dialog Click the Display Order pull down and select how you want the report to be sorted by cus tomer by principal or by sales team Select or enter the starting and ending dates for the period you want to report on Specify whether you want to report on all records in the database that match the date range or only those records contained in your current selection of records Click either Detail or Summary If you want to show cents as well as dollars in your report click the Show Cents checkbox then click OK After a few seconds the Page Setup dialog for your printer appears Make sure the page orientation is set to Landscape then click OK The Print Job dialog for your printer appears Click Print to print the report Printing the Aging Commission and Open Invoices Reports l 2 3 Click the Invoices button on the Navigation Palette to open the Invoices table Choose File gt Print A dialog appears showing a list of print items Select the Aging Commissions Report or Open Invoices Report item then click
303. t you cannot choose both Plain and Bold Printing a Quick Report After you have completed your report design you can print the quick report You can print a quick report to a variety of output devices On the standard printer selected in the Print Manager the Chooser on Macintosh To disk To a graph To select an output device Choose Print Destination from the File menu The Print Destination hierarchical menu contains three items Y Printer Disk File Graph Figure 15 26 Print Destinations Printer This option uses the printer you have chosen in the Print Manager Chooser on Macintosh You can print to a printer without using the Print Destination item by choosing File gt Print If you are printing to a printer you can preview the report before printing it To print to a printer l 2 Choose File gt Print Click the OK button and follow the standard PowerTrax Pro procedure for previewing and printing your report Choose the settings that are appropriate for your report and click the OK button Reports 15 29 Disk File This option sends your quick report to a disk file that you can open and modify with other applica tions including text editors and spreadsheets This option exports the records in the quick report to a text file When you use this option PowerTrax Pro automatically uses the column headings as the first record that is exported 1 Choose Disk File from the Print D
304. te all messages from the selected folder click the all mes sages radio button 5 If you want to automatically delete only messages a certain number of days old click the mes sages that are radio button the enter the number of days that you want E Mail Account Information Your e mail service needs information to direct your mail This information is entered by your database Administrator when your e mail account was created You can view your e mail account information but we recommend that any changes should be made by your Administrator Details about creating and editing an e mail account are found in Chapter 2 of the PowerTrax Pro Administrator s Guide To view your account information 1 Click the Prefs button in the PowerTrax Pro e mail window The Edit Account dialog appears Account Folder Account Name Charlie Bing Bob Smith Account Password BAGGO A Email Address cbing worldcorp com Gab host com SMTP Server mail host com Email Password AAA ARA A Send mail in out box every o minutes Signature Fig 13 21 Account Information The information in the various fields is explained in the table on the following page Account Settings Setting Account Name Account Password E mail Address E mail Password Using E mail 13 13 Description The name you want to attach to your e mail account Blocks other users from accessing your account without authorization 1 e they
305. team in your organization 14 6 Sales Objectives Creating a Principal Sales Objective You can create principal sales objectives in addition to or in place of the sales team objectives Creating principal sales objectives 1s also done through the Objectives window 1 2 3 A 5 Click the Rep Firms button on the Navigation palette to open the Rep Firms table Choose Tools gt Special Functions A dialog appears showing a list of available functions Double click the Create Edit Sales Objectives item The Objectives window appears Make sure the Fiscal Year pop up is set to the year you want Click the Get Data button It doesn t matter which sales team is selected in the Sales Team pop up because the overall principal objective information is the same for all sales teams In the data entry area find the column for the principal you want then enter the overall objec tive for that principal in the Current Objective Principal field Find the column for the principal you want Contractor s Sabre Sonmor Manufacturing Intemational Chronos Renovation Supply Digital World Direct Com NC Digtal Systems Oracle Redwall Distribution Sonic Sales Ltd Southem Cellular Southem Communications o 10 00 Sunshine Kitchens then enter the overall objective for that principal in the Current O bjective field 10 000 25 000 D NENNEN D LC AE IA E IEEE D
306. tel Dealer2 Kalatel Dealer3 E Kalatel Dealer4 Figure 5 21 List of Price Schedules Companies 5 13 2 Click the price schedule you want and click Select The selected price schedule will be added to the list on the Prices Tab If you click the price schedule the products and prices assigned to that price schedule will appear in the Product Prices list at the bottom of the Tab see below o Info Contacts Principle Price Schedules P Price Schedule Status th Addresses LP Mgt EF Transactions Jg Price Lists iil Activities Elmo Mfg Corp Vol Prices 06 10 99 Active T t Product Prices pal Product Name Product Number Max Price Emo Mfg Corp mm Ring CS to C C90103 5 00 ol Prices a Bmo Mfg Corp Flush Ceiling Mounted Housing ELB 1210 398 00 400 00 vol Prices Emo Mfg Corp Rack Mount for 1202 E ERM12M 00 00 vol Prices Amo Mfg Corp SE361 9214 05 228 00 305 52 vol Prices Corp SE420 9671 1 205 00 256 00 ol i b Figure 5 22 Price Schedule Added N ote The Activities Tab When you create an activity record and link it to a company a record of that activity will appear in a list on the Activities Tab This allows you to see an entire history of sales activities at a glance You can view the details of any particular activity by double clicking it o Info ESP Contacts Activities Date Contact Activity Type Summary 22 09 99 S
307. tems Input Form The second way to edit a line item is to use the Edit Line Items input form 1 Double click the line item you wish to edit The Edit Line Items input form appears Orders Line Items Order Item Summary Item Insulating Foam Status Ordered Type Product Quantity 1 Price 108 89 Extended Price 108 89 Received 0 00 Commission Due 77 Commission 20 Received 0 00 Balance 21 77 Important Dates Booked 0 50 50 Requested po 0 00 Scheduled 0 00 00 Shipped po 00 00 Item Details Pmt Due 0 00 00 Summarny ID Number cw2538x Description weather insulating foam Expands Comments al e fter application Aerosol format e gi 5 Cust Part Principal Order Principal Invoice Lil ID 28 Trx ID 25 Inv ID 99 Prod ID 14 Inv ID 99 Sort 1 Figure 6 17 Edit Line Items Input Form From this input form you can edit any line item attribute such as the item name quantity or price You can also select a status for the item ordered backordered paid returned and so on Whatever changes you make to the line item using this input form will be reflected on the Orders input form Dividing a Line Item When a customer orders multiple quantities of a particular item it s possible that your principal will not have enough stock to cover the order For example a customer might order a quantity of 10 for product A but the principal only has a quantity of 5 i
308. ter for more information Using Invoices Only If you don t log order records into your PowerTrax Pro database you can create invoice records from scratch using the Invoices input form To create an invoice record when there is no corre sponding order 1 Click the Invoice button on the Navigation Palette to open the Invoices table 2 Click the Add button at the bottom of the screen The Invoices input form appears Invoices and Payments 7 7 Date Moseo Booked pomomo Check s rn Principal O Requested pomomo Invoice Amt 0 Customer O Shipped pomomo Comm Due 0 SalesTeam Select Team l PO OO Comm Rec d 0 Invoice Display Fmt Order Sample Display w Comm Bal 0 Order Print Frnt Order Sample Print w Status X Line Items Payments Figure 7 7 Invoices Input Form 3 Enter the date of the invoice in the Date field 4 Click in the Principal field A list of principals appears Please select a Principal Company Name Address City Marx Brothers 123 Smithwear Wiesbaden a Soft Solutions Inc 154 Main Street Atlanta World Corporation 100 Madison Ave New York Figure 7 8 List of Principals 5 Highlight the principal you received the invoice from then click Select 6 Enter the name of the customer in the Customer field 7 Select the sales team responsible for the sale from the S
309. ter the amount of the payment then press the Tab key For example if you received a check for 45 65 enter that amount Amount Received 45 65 Figure 7 19 Entering the Amount Received 7 Enter the method of payment by selecting a choice from the Payment Method pull down list You can also enter information such as a check number in the Payment Reference field Payment Method Check v Payment Reference Check 12345 Figure 7 20 Payment Method and Reference 8 Click and drag the item you wish to pay from the Open Items area to the Paid Items area Click the item you wish to pay and drag it to the Paid Items area Open Items Order Date Customer e Commissions Due Commissions Received 07 08 99 GlenCo TSN4100 5 00 00 07 08 98 GlenCo Flush Ceiling Mounted Housing 24 00 00 07 05 98 Soft Solutions Inc SE361 15 17 00 07 05 98 Soft Solutions Inc Smm Ring CS to C 48 00 m Paid Items Unpaid Balance 39 65 0 00 Company Order Date issions Rec d GlenCo 07 08 99 5 00 5 00 00 TSN4100 6 30 SE Figure 7 21 Applying a Payment Invoices and Payments 7 13 Repeat Step 8 for each open item being paid by the check you ve received 9 Click the Save button to save the payment record When you enter payment information using the Payments input form PowerTrax Pro automati cally updates each invoice or order record that had a payment applied Applying Paym
310. the first label on the page to be printed The red border indicates the size of the physical page and the blue border indi cates the size of the printable area Label Size and Page Size Radio Buttons These buttons are used to select the label or the page for setting label and page dimensions If you click Label Size you can enter the label width and label height in the appropriate areas If you click Page Size you can enter values for right margin and bottom margin as shown below O Label Size Page Size x Automatic resizing Top Margin Left Margin Right Margin Bottom Margin Horizontal Gap Vertical Gap Figure 16 15 Label Size amp Page Size Buttons Margin Boxes These boxes are used to specify the dimensions of the label and the page size depending on the radio button you select After you have entered the margins of your label paper you may need to make some additional adjustments so that the label text is centered in the labels You can use both positive and negative numbers in the Margin boxes to increase and decrease the margins Automatic Resizing If Automatic Resizing is checked the values in the Label Width and Label Height entry areas are set automatically Horizontal Gap This area controls the amount of space between label columns Vertical Gap This area controls the amount of space between label rows Unit Drop Down List This drop down list allows you to change the units in which you specify yo
311. the label you indicated The following illustration shows the Preview area after clicking on the second label area Labels Contacts Labels Order Click on the 4 Sa tt Starting Label C Labels across Labels down Ss O Label Size a Page Size x Automatic resizing Top Margin Left Margin Right Margin Bottom Margin Horizontal Gap Vertical Gap Unit Labels per Record Standard Code Method to apply No Method Apply once O per Label a per Record Figure 16 17 Modified Preview Area 9 If desired choose a unit of measurement from the Unit drop down list to use for entering mar gin sizes 10 Enter values to reflect the margins on your label paper 11 Use the Label Size and Page Size radio buttons to control whether you use the entry area for the size of the label or the size of the page The size of the individual labels in the label page preview will adjust to accommodate the margins For example if you increase the size of your margins to two inches top and bottom the size of the individual labels will shrink to maintain the same number of labels that you specified earlier Because some printers use portions of the margin to hold the label sheet in place the printer may not take the full margins into account when printing your labels In this case you may need to adjust the margin settings so the label text is properly centered in each label
312. the relating fields The fields in the related table are indented Label Preview Area You use this area to design your label Toolbar The Label Wizard toolbar contains tools for drawing selecting aligning distributing layering and duplicating objects Object Look Area These controls let you specify foreground and background colors fill pat terns and borders for individual objects on the label Labels 16 3 Default Look Button This button applies the default set of Object Look attributes to the selected object Static Text Entry Area This area allows you to add static text objects to the label Text Attributes Areas These controls allow you to specify the font font size display format and style of the text Forms to use Drop Down List This drop down list lets you bypass the Label Wizard and use a form to print the labels If you are using the Label Wizard to create the label choose No Form the default from this list If you want to use a form choose it from this list PowerTrax Pro will then ignore any other label specifications in the Label Wizard and print the labels accord ing to the design or the specified form As with any print job it executes any form or object methods associated with the form Layout Page The Layout page contains controls for printing labels based on the requirements of the printer you selected in the Print Manager Chooser on Macintosh so that it can format the page accurately For com
313. ties and Managing Tasks later in this chapter Printing Your Schedule To print your schedule for a particular day 1 Click the day on the Calendar then click the Print button to display the Schedule Printing Options dialog Scheduling 9 5 Schedule Printing Options w Print Appointments w Print Multi day Events w Print Tasks Cancel Figure 9 5 Schedule Printing Options 2 Select the items that you want to print then click OK To print the schedule for contiguous days 10th 11th 12th 13th for example 1 Click the first day 10th then down the Shift key and click the last day 13th All the days between the 10th and 13th will be selected 2 Click the Print button and select your print options To print the schedule for multiple non contiguous days 10th 18th 25th for example 1 Hold down the Command key while clicking the days you want to print the schedule for 2 Click the Print button and select your print options Finding an Activity Record From time to time you might want to review the details of a particular activity Rather than flipping through each page of the Calendar to find the activity you can use PowerTrax Pro s convenient search feature To find a specific Activity or Banner 1 Click the Search button The Search dialog appears Activity s Date is after or on Y 21 04 00 Type is Any Y Summary Any Y Contact s Company nam
314. tion that applies only to an indi vidual a history of activities preferred contact time job title and so on This chapter explains how to create a contact and company records simultaneously then goes on to describe how to edit the various types of information in a contact record For details on how to edit the information in a company record see Chapter 5 Adding a Contact Company Record PowerTrax Pro lets you create both contact and company information on the fly This allows for quick data entry when a new contact calls you for information or to place an order To add a new contact and company record 1 Click the Contacts button on the Navigation Palette then click the Add button at the bot tom of the list screen The New Contacts Data Entry input form appears New Contacts Data Entry Contact Phones and email Sales Information Principal Price Schedule Date Opened 7 Ok Cancel Figure 4 1 New Contact Input Form Contacts 4 3 The New Contacts input form contains a series of different labels which are designed to hold vari ous types of information When you click on any label a secondary input form appears allowing you to enter the information that corresponds to the label The Contact Information Label When you click the Contact label you ll see the following input form Contact Information Contact Information
315. ts 3 3 Adding a Price Schedule The Principal Pricing Tab contains a list where you can assign price schedules to this product Once a price schedule is assigned to a product that product becomes available to any customers who use that schedule CA Details 37 Principal Pricing did Bali Amount Commissions Min Ory mex Ory Ard Business Activity Figure 3 2 Principal Pricing Tab To assign a price schedule to a product 1 Click the Add button on the Pricing Tab A list appears showing the price schedules that have been configured for the current Principal Select one or more Price Schedule s Schedule Discount Percent Percent Volume Discount Discount Gold Customer 15 FALSE Figure 3 3 Price Schedules List 2 Select the schedule you want then click Select The price schedule appears in the list on the Principal Pricing Tab 3 4 Products CA Details 37 Principal Pricing POCA CN E IN TN E Gold Customer A Business Activity Figure 3 4 Price Schedules Added 3 Repeat Steps 1 and 2 for each price schedule that you want to assign to the product Note Deleting a Price Schedule To delete a price schedule from a product click the Delete Trash button To delete all price schedules from the current product click the double minus sign button Deleting the price schedule at this level only removes the schedule from the current product It does not r
316. umn chart 6 7 Graphs 17 5 Chart type Select Data for Building the Chart Source Table Select Fields from the Table Category X Axis X Group Payment Due Date Transactions Transaction Date Customer Request Date Customer Promised Date Values Z Axis Current Status Transactions Total Amount Due Confirm To Sub Total Amount Total Amount Due Total Commissions Due Total Commission Received Total Commissions Balance Total Payments Received Current Balance Sales Tax Figure 17 5 Selecting Data The Table drop down list shows the current table and the Fields list shows the fields from the current table Drag the field that you want to assign to the Category axis to the Category box or simply dou ble click it Optional Drag the Series field to the Y axis Series box or double click it The name of the field appears in the Y axis Series box If you make a mistake when choosing the X axis or Y axis fields replace the field by dragging the desired field to the Category or Series box Drag one or more fields or formulas to the Z axis area or double click it If you make a mistake when choosing a Z axis field click Delete to remove it If you want to have the Z axis values summed for each X axis category click the Group check box This option is used when the X axis categories are not unique and you want each category to appear only once with the values for each instance summed When y
317. ur label and label page measurements You can use pixels millimeters centimeters or inches Labels Per Record Drop Down List This control lets you print more than one copy of each label If you print more than one copy PowerTrax Pro prints the copies consecutively rather than making copies of the label pages Standard Code Drop Down List This control lets you specify the label page dimensions and margins by choosing a standard commercial label paper from the drop down list Method to Apply This control lets you choose a method that will be run at print time For example you can execute a method that posts the date and time that each label was printed 16 14 Labels Apply Once Radio Buttons These radio buttons are used to specify whether to run the method once per label or once per record this control has meaning only if you are printing more than one copy of each label and you are also executing a method at print time File Buttons These buttons provide options for page setup printing saving and loading label designs To specify the layout of the label paper you are using Click the Layout page tab The Layout page of the Label Wizard appears Labels Contacts Labels Order ENS ick on the Er A Starting Label Co Labels down e Label Size Q Page Size L Automatic resizing Labels across Top Margin Left Margin Label Width Label Height Horizontal Gap
318. ure 8 12 Line Items Tab At the top of the Line Items Tab you ll see a series of fields The field on the far left will change depending on which type of transaction you re creating The Terms Shipper and Method fields remain constant for each transaction type The Quote F field appears on Reseller Quotes P Une Items o Order Details Payments Quote a Terms v Shipper v Method v The Cust PO field appears on Reseller Orders line n o Order Details Payments Cust PO x Terms x Shipper v Method v Figure 8 13 Dynamically Changing Field 1 Fill in the appropriate quote number or customer PO number then fill in the Terms Shipper and Method fields by selecting entries from the pull down lists provided 2 Click the Add button to the left of the Line Items list A list of products that are available to the selected customer appears Reseller Transactions 8 7 Select a Product s Principal 3 Product 7 00 Price Product Summary Soft Solutions Inc SchedulePack for Mac Deployn 221 25 Valid for 1 year mu Soft Solutions Inc FaxPack for Mac Developer 1 221 25 Valid for 1 develo Soft Solutions Inc Faxpack for Win Developer L 221 25 Valid for 1 4D De Soft Solutions Inc PDF Direct Mac Developer Li 186 75 Valid for 1 develo Soft Solutions Inc PDF Direct Win Developer Lic 186 75 Valid for 1 4D De Soft Solutions Inc Sch
319. urns the Rep Commission Percent Note 3 Reports 15 19 GetOrderLineltems20 Returns the Reseller Amount Due GetOrderLineltems21 Returns the Reseller Amount Received GetOrderLineltems22 Returns the Reseller Current Balance GetOrderLineltems23 Returns the PO Amount Due GetOrderLineltems30 Returns the PO Amount Paid GetOrderLineltems31 Returns the PO Current Balance GetOrderLineltems32 Returns the PO Cost Unit GetPhones Retrieves all phone numbers ext amp Location for any Contact GetPrincipal Lists one or all Principals associated with any Order type GetProfiles Lists all Profiles Keywords for any Company Click OK to assign the formula to the column PowerTrax Pro adds a new label to the column that identifies it as a formula You can relabel the column by typing a label into the header cell for that column Formulas are labeled C7 through Cn The labels are the names of variables that contain the column s value You can use these variables in other formulas Sorting Records and Creating Breaks An important feature of the Quick Report editor is the ability to sort the records in your report You sort records for two reasons To view records in a particular order To create groups of records and Break areas in the report for the purpose of reporting summary calculations for groups See Setting Break Levels on page 15 21 for information about summary calculations Specifying a Sort Order You can
320. ustomer The Open Invoice Status Report is available only when working in the Invoices table Year To Date Commissions Report prints a list of all commissions from the beginning of a fis cal year You can specify the starting date as well as which sales teams customers and princi pals you want to include in the report The report also measures your accumulated commissions year to date against your commission objectives if any have been specified The YTD Com missions report is available only when working in the Rep Firms table Year To Date Commissions Comparison Report prints a list of all commissions from the beginning of a fiscal year and compares them to the previous year s figures You can specify the starting date as well as which sales teams customers and principals you want to include in the report The report also shows your accumulated commissions year to date and compares them to your commission objectives if any have been specified The YTD Commission Comparison Report is available only when working in the Rep Firms table Year To Date Sales Report prints a list of all sales from the beginning of a fiscal year You can specify the starting date as well as which sales teams customers and principals you want to include in the report The report also measures your accumulated sales year to date against your sales objectives if any have been specified The YTD Sales report is available only when working in the Rep Firms table
321. ut form is for display only 5 16 Companies Quotes and Orders In this chapter PT AMS aC MOU Ty eS A AE 6 2 The Orders Input Oran Rata ERR IER Pu tmc Etetuns pue 6 2 Creatine Quotes and Orders coop lett eve used eibi o sno 6 3 Creating an Order Trom a QUO us o ere is 6 12 Pritino a Dransae IOTE ceca oo oru aA 6 14 Faxin a Transaccional dada 6 15 6 2 Quotes and Orders Note Transaction Types There are two different types of sales transactions available to reps in PowerTrax Pro quotes and orders You can create a Quote and send it to a customer When the customer decides to buy you can cre ate an Order and send it to a principal If you also want to track copies of invoices you receive from your Principals see Chapter 7 for information about c reating invoice records The Orders Input Form Both transaction types are created using the Orders input form While the process is essentially the same for each type certain fields on the Orders input form will change dynamically depending on the type of transaction you create For example if you create a Quote the input form displays a field named Quote If you create an Order that field label will automatically change to Cus tomer PO Date EE os 2000 Type Select Type Y Customer Team Select Team y Confirm To y Principal y Status Select Status Y Order Ref Entry By Administrator y Ep Bill to Eha Ship to a gi zi
322. utes the objects from their adjacent sides Shift clicking distributes the objects from their left sides horizontal or tops vertical Alt clicking distributes the objects from their right sides horizontal or bottoms vertical Shift Alt clicking distributes the objects from their centers 16 8 Labels These rules are illustrated in the following diagram Action i Shift Click Alt Click Windows Shift Alt Click Windows Option Click MacOS Shift Option Click MacOS Distribute Standard Tops Bottoms Centers Vertically Distribute Standard Left Sides Right Sides Centers Horizontally S a gt AE Job DO P IOP Figure 16 9 Distribution Rules To distribute a set of objects Select the objects that you want to distribute You must select at least three objects Hold down Shift and click to select several objects 2 If desired hold down a modification key or key combination and click the Distribute Horizon tally or Distribute Vertically tool PowerTrax Pro distributes the selected objects according to the rules you selected Layering Objects You may want to create a design that uses objects in different layers For example you may want to place a shaded rectangle behind the fields on a label The Label Wizard provides the Move to Back and Move to Front tools that let you layer objects on the label Clicking the Move to Front or Move to Back tools moves the selected objects to the top or bot tom layer
323. ve operations management These powerful yet easy to use features make PowerTrax Pro the ultimate productivity tool for sales agents This chapter gives you an overview of the PowerTrax Pro user interface The information in this chapter will help you recognize and understand the various dialogs palettes commands and but tons that allow you to work quickly and efficiently using PowerTrax Pro You ll also learn how to perform common operations such as logging in to the database and setting user preferences Logging In To launch PowerTrax Pro Double click its icon The application will start up and you ll see the Password dialog This dialog shows the names of all the eligible users in your organization As a security feature each user must log in using a password Administrator Designer Dexter Lockhart Ginny Hollifield Karen Brooks Tim Brooks Password Figure 1 1 The Password Dialog 2 Select your name from the User list then press Tab to activate the Password text box 3 Type your password and click OK Note Getting Started 1 3 Setting User Preferences You can set your own user preferences when working with PowerTrax Pro To set your preferences 1 Choose File gt Preferences to display the Preferences dialog Preferences d Set User Preferences General PDFwriter Activity Defaults Add New Records e One at a Time Q U
324. vity is a single event that you schedule on your PowerTrax Pro Calendar An activity occurs on a single day and has a start time and an end time An example of an activity would be doing a product demo from 10 00 AM to 11 00 AM To add an activity to your Calendar 1 Click the Activity button or hold down the Alt Option key and click on the day that you want to add the activity to The Add Activity dialog appears 2 Scheduling 9 7 Add an Activity activity QQBanner Private Contact L Jof For Administrator v Type Color E Default Activity Color Summary 1 Start Date 04 18 2000 v Start Time s59 am End Time i59 aM Notes Principat 22222 Delete Cancel Save Figure 9 8 Add Activity Dialog If the activity involves a particular contact meet Bob Smith for lunch type the contact s name in the Contact field A record of this activity will be added to the selected contact s record If you re not sure of the contact s full name you can have PowerTrax Pro perform a search for you using the following rules If you type a name with no spaces it s assumed you re searching on a last name PowerTrax Pro will search all contact records for last names that match or partially match the typed value If a single exact match is found PowerTrax Pro fills in the Contact field for you If multiple matches are found a dialog appears showing a list of matches to choo
325. w Comments Options Y Fine Resolution F Ungent Delay Options 12 2 98 4 58 PM Recipient Info 1 of 13 Contacts will be merged Iv Create Contact History Record Enclosures Number of files enclosed 1 A al s Search Revert C VAutoAuctionXC P 41 4 rtf Enclose Figure 6 27 Fax Merge Options 2 Specify the fax options then select a cover page and add any enclosures if necessary Please see Chapter 12 of this manual for details about using the Fax Merge Options dialog 3 Click the Fax button to send your form 6 16 Quotes and Orders Invoices and Payments In this chapter Oder cand ACE iaa 7 2 Usmo Orders Ono ds 7 2 Usmo Orders and MVOC 682 ita 7 2 Usine Inyolees Online 7 6 Invoice Display and Print FormatS oooocccccccncnnnnnoncnonnnnnnnnnonononnnonannos 7 9 Appin Pay THE IS Ade cada icis 7 10 ASsipnino CODmmilsstolls co iei Uo PONITUR d NHAU RAE 7 16 7 2 Invoices and Payments Orders and Invoices Depending on how you run your rep business you might track your commissions using orders only invoices only or a combination of the two Some examples of ways that you can use Power Trax Pro to track your commissions You create an order in your database see Chapter 6 and send that order to the principal The principal sends you a commission check based on that order You can then apply payments and assign rep commissions using that order record You create an order in y
326. x Pro will display the set tings for the selected file in the Stylesheets Definition dialog Applying a Style After you ve created a stylesheet you can apply its various styles to text in your letter You can apply a style to entire paragraphs or only to selected text For example when you re ready to start typing your letter click the Styles pull down list and select the default style for your letter All the text that you type will be displayed according to the settings for the selected style 11 16 Letters To apply a style to a selection of text l Highlight the text you want to change then click the Styles pull down list and select the style that you want to apply The highlighted text will be displayed according to the settings for the selected style Headers and Footers You can add headers and footers to include information such as page numbers or marketing slogans on each page of your letter In order to add or edit headers and footers you must use the Page View mode setting on the Preferences dialog See Page View on page 11 9 Adding a Header To add or edit a header l Make sure the Letters input form is in Page View mode 2 Choose Format gt View Header from the menu bar OF click the View pull down list and select the View Header option Document 4 B8 IEEE View Document y View Header Figure 11 28 View Header Option The View pull down list only
327. y sales tax owing on the chargeable line items Click OK To add additional special items Click the Add another cost item checkbox Make a selection from the Item category pull down list Enter the item amount in the Amount field Click OK The Delete Button it To remove any line item or special line item highlight it in the list on the Orders input form then click the Delete button 5 After you ve added all the desired line items and any special line items required click the Save button at the bottom of the Orders input form to save the new record Once your Quote or Order is complete it can be printed or faxed directly from within PowerTrax Pro See Printing a Transaction and Faxing a Transaction later in this chapter for details Editing a Line Item There are two ways to edit line items directly on the Orders input form and by using the Edit Line Items input form The first method is probably the most common For example when you add a line item to a quote or order the default quantity is always 1 If the customer wants a larger quantity you have to edit the quantity of the line item To edit a line item on the Orders input form 1 Hold down the Command key and double click in the column that you want to edit 2 Once the column is highlighted enter the new value then press Tab to update the column Quotes and Orders 6 9 Using the Edit Line I
328. y in selection Detail Cancel Query Figure 10 4 The Quick Find Dialog The Quick Find dialog presents a list of fields that you can search on The fields shown on this dialog will vary depending on which table you are working in The figure above shows the fields that appear when you search the Contacts table Note 3 Type the value you want to search for in the appropriate text box For example if you want to search on the Last Name field type a value in the text box next to the Last Name label To search on more than one field click either the And or Or radio button then enter a value for the next field The Query in selection checkbox allows you to specify which records PowerTrax Pro will search If the checkbox is not selected PowerTrax Pro will search through all records in the table If the checkbox is selected PowerTrax Pro will only search through the current selection of records shown in the list window 4 When you ve entered your search criteria click the Query button Using Query Filters A query filter is a predefined search condition that s created using the PowerTrax Pro Query Editor See The Query Editor on page 7 5 For example a query filter might exist that tells PowerTrax Pro to search for the records of all customers who owe 5000 or more If one or more query filters have been created for your organization you can select them using the Query Filters dialog S

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