contact field descriptions

Contact Field Descriptions

First Name - Contact’s first name, if you forget about capitalizing the name, don’t worry, there is an auto cap feature which does it for you

Last Name - Contact’s last name.

Address - Two address fields have been provided, most people find they will only use one, if the need arises however, there is an additional field available. The address field also utilizes the auto cap feature.

City, State, Zip - Self explanatory. The state code will accept the two digit state code used by the postal service. The zip code has the ability to capture the 4 digit extension. For your convenience, it is not necessary to include the -.

Home Phone - Contact’s home telephone number.

Work Phone - Contact’s work telephone number.

Additional Phone Fields - Store up to 8 additional phone numbers. You can enter your own descriptions for the additional phone numbers or select from a drop down list of defaults. (Cellular, Fax…)

Occupation - Contact’s occupation or place of employment.

Spouse - If a spouse name is provided, you will then be able to use this field for spouse labels, running reports, or just as a business management tool. “Hi Frank, this is.......Jill’s MK consultant...., you get the idea.

Referred by - From whom or where the referral came from. When information is entered into this field, it will become part of a lookup. See Contact Lookups

Hostess - Hostess name. This field also utilizes a lookup.

E-Mail Your contact’s e-mail address. Double clicking on the EMAIL label will open your Window’s default email client with your contact’s email address already entered.

Contact Type -  After entering hostess, the cursor will tab to contact type. This will be the contact selection you made when you added the record. If you choose, you can change the contact type at this time, or anytime hereafter, by clicking on the down arrow and making the appropriate selection.

Mail - Mail is used to create contact groups to assist you in your mailings and various reports. You can select your mail option by either clicking on the gray Mail bar, or type alt + M. It is recommended that you set up your mail categories before entering your contacts. See Mail.

Payment - Quick and easy entry of payments. Payments are displayed in the customer’s past purchase window. Select the payment type Cash, Check, Visa, Mastercard…. When recording a payment by check the window will display the check # field. Credit Cards Payments will display the contact’s last credit card used (if any). The Payment window opens with your customer’s balance due already entered.

After selecting the payment type, fill in the additional information and click OK to process the payment. Payments are displayed along with other invoices in the customer’s past purchases window and in various sales reports.

Single Label/Report/Letter /Current Contact The icons under the Payment button are used to create a single mailing label for the current contact, a report for the current contact or an envelope or letter. To create a single mailing label for the current contact, click the Labels icon (left) See Labels for label setup. Reports can be created for customers or consultants. If the contact is a customer the report will list invoices which are included in the selected date range.

Pref Customer - This field is used to track those customers you wish to include or have included on the Preferred Customer program. An “x” in the box indicates the contact as being active, or on direct support. You may activate by clicking in the box, or typing alt + P. To drop a person from Preferred Customer, simply click again, removing the “x”. See Preferred Customer.

Family/Friend - This box is fairly self-explanatory. The primary function of Family/Friend is to assist you in sending merge letters or printing labels and reports. Some consultants and directors use this feature as an additional direct mail category if they run out in Direct Mail, say for example for all customers who are on the basic skin care program, or maybe for their top 20 hostesses. This field is also active when an “x” is placed in the box. You may activate by clicking in the box, or alt + Y.

Dates to Remember - This section tracks birthdays, spouse birthdays and anniversaries! There are also 7 additional date fields where you can enter your own descriptions for dates. If you choose to record an additional date, i.e.) a child’s birthday, you can scroll down, click in the 1st blank box under Important Events and type the name of the event, in this example, Neil’s Birthday. The date fields have been formatted so you do not have to enter the / between month and day, if his birthday is October 19, 1982, you would type 101982. It is also not necessary to include the year as part of your dates.

This Year, Last Year - These fields will display the current YTD and last year total sales for the current customer/consultant. The system will automatically update these fields as you enter invoices or consultant’s summaries. These figures do not include sales tax. If you do not utilize invoices, you can update these fields manually. You will be prompted at the beginning of the new year to update your database for the upcoming year. When you run the update, it will automatically roll back the sales moving this year to last year to make way for the new year’s sales. As you continue to use the program for years to come, this figure will always reflect the prior years history. This figure does not include sales tax. Customer sales are figured from the System Date setting for “Sales Year Beginning”. Consultant sales are figured from the “Company Year Beginning” setting. SEE SETTINGS

Discount - If you have a particular customer that ALWAYS receives the same discount, you can enter that discount into this field and each time an invoice is created, it will take the discount percentage into consideration. This field can be edited at any time. The discount amount can also be changed within the invoice.

Account Balance - The system will update this field with the customer’s outstanding balance due from invoices. If the customer has an outstanding balance when you add her into the program, you need to include that invoice in her sales history. This figure will be revised as additional invoices or payments are made.

Last Order - Processing an invoice will update this field with the date of the invoice. This field can also be edited directly.

Last Contact - This field is automatically updated on processing invoices or clicking “No Sale”. You can also edit this field directly. This field can also be update to the current date by clicking on the words “Last Contact”.

Since - This will reflect the date you add the contact into the system. If she has been a customer for many years you can edit the date by clicking in the field and entering the date. i.e.) If she has been a customer since July of 1994, you could type 070194.

Callback - Schedule a callback for the current contact with a click. SEE CALLBACKS

Profile - Each customer type contact record has a skin care profile. There is no single method of using this card. You can use it as you prefer, tracking formulas and colors based on your personal preferences. It is recommended that you develop a system when entering information as reports can be created using these fields. (all customers where the Cleanse field = 2)

Past Purchases/Past Invoices - will display a list of your customer’s past purchases starting with the most recent. There is an option which allows past purchases to be listed by either individual products or by invoice. You can switch between the two views by selecting either “Past Purchases” or “Past Invoices” from the “View” menu. This window is automatically updated when you create invoices for your customer. When loading contact records with more than five past purchase entries, the system displays the first five only, displayed in gray. You can click anywhere on the list to load the entire history if necessary. If the list contains more records then are displayed in the window, you can use the scroll bar on the right to scroll through the list, or you can click on the words Past Purchase or Past Invoice above the window to expand the window size. To reduce the window, click on the title again. Even when expanded, it still may be necessary to use the scroll bar to view your customer’s past purchases. Clicking on the an item in the Past Purchase/Invoice window will open a hidden popup menu which let’s you Print, View, Delete, Edit or add the selected invoice to the invoice queue.

Fields unique to the Consultant window.

Recruiter - Track recruiter’s name in a lookup field.

Director - Enter the consultant’s Director here. Again this field utilizes lookups.

Sales - The sales this year figures and last year figures will reflect total sales from the consultant weekly summaries. See the chapter Quicktrak for entering Weekly Summary information.

Unit # - The consultant’s Unit Number.

Consultant # - The consultant’s Consultant Number.

Notes - The note window is displayed, showing the most current notes you have on that contact.

Sales History - This window will display Weekly Summary totals. The fields displayed in this window will depend on the options you selected when defining the Quicktrak fields you wished to track.

Goals The progress report is calculated based on consultant goals.

Consultant Progress Report As with other contact windows, the first icon in the center of the window is for printing a single mailing label for the current contact. The Report icon will produce a Progress Report for the current Consultant. This progress report displays various charts and graphs outlining the consultants progress based on the consultant’s weekly accomplishment sheets. The report can be generated for any length of time over 2 months but is best when you include the consultant’s entire history.

Contact Lookups

The lookup windows, which appear when entering information into the Hostess, Referred By, Recruiter and Director fields, are to assist you when entering data. In the Director’s Assistant you can create reports and labels utilizing these fields. (report of everybody who was referred by Judy Smith) After entering a name into the field, the name entered will appear on the lookup list for the next contact. As you type the name a second time, the lookup will highlight the name as soon as it has recognized what you are typing. When the name you are typing is highlighted you can tab on to the next field and the system will insert the entire name into the contact’s field, matching it to your original entry. This insures that the same name is entered identically each time which guarantees accuracy when creating reports utilizing these fields.. Lookups are also utilized in the Contact Lister.

Saving Contact Information

It is not necessary to “save” the information via a save command. Any information you enter into the contact window is automatically saved when you perform the next activity, i.e.) add a new contact, prepare an invoice, locate a new contact, prepare a wholesale order, etc.

Changing Contact Information

 Changing contact information is easy. Locate the contact you need to change, and make the changes to the current contact record. You can change all information here, name, address, contact type, phone numbers etc. Past Purchase information originates from invoices. To edit past purchases it is necessary to edit the contact’s invoice. A consultant’s Sales History information originates with Quicktrak data or weekly summaries.